THE ACADEMY
Data retention and destruction
How long we keep records, why, and when they are destroyed.
Draft for board approval. CAQA Academy Pty Ltd is being incorporated and this policy suite is
being drafted and approved before any learner is enrolled. This page reflects our intended position and
is published so you can see it early. It is not yet a board-approved final document.
Email info@caqa.com.au if you need the current signed version.
Retention periods
| Record | Kept for |
|---|---|
| Session recordings | 90 days, then deleted |
| Teach-back audio | 90 days, then deleted. Audio only, never video |
| Understanding Ledger records | Enrolment plus 7 years |
| Enrolment and billing records | 7 years, per tax requirements |
| Child safety incident records | Retained in line with Victorian requirements, which can be very long |
| Marketing contacts | Until you unsubscribe, then removed |
| Unsuccessful applicant records | 12 months |
How we destroy it
Digital records are deleted from live systems and from backups on the next backup cycle. Physical records, of which there are very few in an online business, are shredded.
Why the periods differ
Some periods are set by law, some by good practice, and some by us. Where a legal requirement and our preference conflict, the legal requirement wins. Child safety records are the clearest example, and we do not shorten those for convenience.
Document control.
Owner: Managing Director · Status: Draft · Version 0.9 · Drafted 11 August 2026 · Next review: before launch, then annually
Operating entity pre-incorporation: Career Calling International Pty Ltd, ABN 53 162 651 238.
Owner: Managing Director · Status: Draft · Version 0.9 · Drafted 11 August 2026 · Next review: before launch, then annually
Operating entity pre-incorporation: Career Calling International Pty Ltd, ABN 53 162 651 238.
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Keep the written report, whatever you decide next.