Learn - Considerations for data retention of user data

In this article, we'll discuss important factors to consider when determining the duration for retaining user data in Learn.

You may need to establish governance aligned with your organisation's needs and consider any regulatory requirements from your industry that mandate data retention for a specified duration when deciding on the duration to use.

What is data retention in Learn?

Data retention in Learn LMS refers to how long after an employee leaves, their User profiles and associated training history are stored. It's important to consider this in order that you can comply with local laws and protect User privacy.

Our support team can configure your Learn LMS to retain data for a period of time specified by you. Just contact the Support team and we can do that right away.

What information do I really need in Learn LMS? 

Learn LMS includes up to 20 User Information fields in which you can add information about a learner, for example:

• where they work
• what they do
• any responsibilities they have

This information is typically used to automate learning assignments.

Take care to ensure that only relevant data is stored in these 20 User information fields. Remember, personal data such as protected characteristics, is typically held in an HR system, not an LMS. An individual will likely expect that this information is not retained after they leave the organisation. 

Do you deliver mandatory training to satisfy legal and safety requirements?

If that's the case, it's important to consider what might happen if an ex-employee later has an accident and needs to prove that they received proper training. It's possible that the training records from their previous company would be required to support their defense in potential legal actions. When deciding on the term for your data retention policy, think about the training you deliver, and how long a learner is accredited for.

It’s important to note that GDPR compliance continues to evolve, so continue to review and update your policies and procedures as needed to maintain compliance.

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