Data Retention & Deletion Policy

Mile Institute Learning Management System (LMS)

Effective Date: 01/06/2026

Last Updated: 18/06/2026

1. Purpose

Mile Institute (“Institute”, “we”, “our”, or “us”) is committed to protecting personal information and managing data responsibly throughout its lifecycle.

This Data Retention & Deletion Policy explains:

• What data we retain.
• Why we retain it.
• How long we retain it.
• When data is deleted, anonymized, or archived.
• User rights regarding data retention and deletion.

This policy applies to all users of the Mile Institute website, Learning Management System (LMS), mobile applications, Ask Mufti services, online courses, memberships, and related services.

2. Policy Objectives

The objectives of this policy are to:

• Protect user privacy.
• Meet legal and regulatory requirements.
• Maintain educational records.
• Protect intellectual property.
• Support business continuity.
• Enable certificate verification.
• Reduce unnecessary data retention.

3. Scope

This policy applies to:

• Students and learners
• Instructors and scholars
• Ask Mufti users
• Staff and administrators
• Parents and guardians
• Website visitors
• Community members
• Subscription holders

4. Categories of Data We Retain

The Institute may collect and retain the following categories of information:

Account Data

• Name
• Email address
• Phone number
• Username
• Profile information
• Registration details

Educational Data

• Course enrollments
• Learning progress
• Assessment results
• Assignment submissions
• Certificates earned
• Attendance records

Transaction Data

• Orders
• Invoices
• Payment references
• Subscription records

Ask Mufti Data

• Submitted questions
• Responses
• Communication records
• Publication history

Community Data

• Forum posts
• Comments
• Reviews
• User-generated content

Technical Data

• Login records
• Device information
• Browser information
• IP logs
• Security logs

Support Data

• Help desk requests
• Complaint records
• Customer service communications

5. Retention Principles

We retain information only for:

• Educational purposes
• Legal compliance
• Contractual obligations
• Security monitoring
• Certificate verification
• Institutional record keeping
• Dispute resolution
• Fraud prevention

Data is not retained longer than necessary unless required by law or legitimate institutional needs.

6. Retention Schedule

A. User Account Information

Active Accounts

Retention Period:
Duration of Account Activity

Purpose:

• Provide services
• Authenticate users
• Manage enrollments

Inactive Accounts

Retention Period:
3 Years after Last Login

Purpose:

• Account recovery
• Historical educational records
• User support

After this period, accounts may be deleted or anonymized.

B. Educational Records

Course Enrollment Records

Retention Period:
7 Years

Purpose:

• Academic verification
• Student support
• Compliance requirements

Course Progress Records

Retention Period:
7 Years

Purpose:

• Course completion tracking
• Student support
• Educational reporting

Assignment Submissions

Retention Period:
5 Years

Purpose:

• Academic integrity investigations
• Educational review

Examination Results

Retention Period:
7 Years

Purpose:

• Certification verification
• Academic record keeping

C. Certificates and Credentials

Certificate Records

Retention Period:
Permanent or Minimum 10 Years

Purpose:

• Verification requests
• Employer verification
• Institutional records

Certificates may remain in verification databases indefinitely.

D. Financial and Transaction Records

Payment Records

Retention Period:
8 Years

Purpose:

• Tax compliance
• Accounting requirements
• Fraud investigations
• Financial audits

Sensitive payment card details are not stored by the Institute.

Refund Records

Retention Period:
8 Years

Purpose:

• Financial audits
• Dispute management
• Chargeback investigations

E. Ask Mufti Records

Submitted Questions

Retention Period:
Permanent unless deletion is required by law

Purpose:

• Educational archives
• Knowledge base development
• Research and learning

Questions may be anonymized.

Published Answers

Retention Period:
Permanent

Purpose:

• Educational resource library
• Islamic knowledge repository

Published content may remain available indefinitely.

F. Community Content

Forum Posts

Retention Period:
Until Removed or Account Deletion

Purpose:

• Community engagement
• Educational discussion

Content may be anonymized upon account deletion.

Comments and Reviews

Retention Period:
5 Years

Purpose:

• Historical context
• Community moderation

G. Technical Logs

Login Logs

Retention Period:
12 Months

Purpose:

• Security investigations
• Fraud detection

Security Logs

Retention Period:
24 Months

Purpose:

• Incident response
• Security monitoring

Audit Logs

Retention Period:
7 Years

Purpose:

• Compliance
• System accountability

Audit logs may be retained longer where legally required.

H. Customer Support Records

Retention Period:
5 Years

Purpose:

• Service quality
• Complaint handling
• Legal protection

7. Account Deletion Requests

Users may request deletion of their account.

Requests can be submitted to:

Email: privacy@mileinstitute.in

The Institute may verify the identity of the requester before processing deletion requests.

8. What Happens When an Account Is Deleted

Upon approved deletion:

Deleted Data

• User profile information
• Login credentials
• Non-essential personal data

Retained Data

The Institute may retain:

• Certificate records
• Financial records
• Legal compliance records
• Fraud prevention records
• Security logs
• Educational transcripts
• Published Ask Mufti content (anonymized where appropriate)

where legally required or permitted.

9. Data Anonymization

Instead of deletion, certain information may be anonymized.

Anonymization means:

• Personal identifiers are removed.
• Data can no longer reasonably identify an individual.
• Educational and statistical value is preserved.

Anonymized data may be retained indefinitely.

10. Legal Holds

Data may be retained beyond normal retention periods when necessary for:

• Litigation
• Government investigations
• Regulatory requirements
• Law enforcement requests
• Intellectual property disputes

Such data will remain protected and only retained as long as necessary.

11. Backup Systems

Data may remain in secure backup systems for a limited period after deletion.

Backup retention period:

30 to 180 Days

Backups are maintained for:

• Disaster recovery
• Business continuity
• Security purposes

Deleted information will not generally be restored from backups except where required for recovery operations.

12. Data Destruction Methods

When data reaches the end of its retention period, Mile Institute may:

Electronic Data

• Secure deletion
• Cryptographic erasure
• Database purging

Physical Records

• Secure shredding
• Certified destruction

Destruction methods are selected based on industry best practices.

13. User Rights

Subject to applicable laws, users may request:

• Access to personal data.
• Correction of inaccurate information.
• Deletion of eligible information.
• Restriction of processing.
• Data portability.
• Withdrawal of consent.

Requests will be reviewed in accordance with legal and operational obligations.

14. Compliance Framework

This policy is intended to support compliance with:

• India’s Digital Personal Data Protection Act (DPDP Act)
• GDPR (where applicable)
• UK GDPR (where applicable)
• Applicable educational and consumer protection laws

15. Policy Violations

Failure by staff, contractors, or authorized users to comply with this policy may result in:

• Disciplinary action
• Suspension of access
• Contract termination
• Legal action where appropriate

16. Policy Updates

Mile Institute reserves the right to update this policy periodically.

Changes become effective upon publication on the website or LMS.

Continued use of our services constitutes acceptance of the updated policy.

17. Contact Information

Privacy Officer

Mile Institute

Website: https://mileinstitute.in

Email: privacy@mileinstitute.in

Data Protection Requests

Email: dpo@mileinstitute.in

General Support

Email: support@mileinstitute.in