From time to time, students may request erasure of their data. They may use a system like SayMine to generate template requests, or they may simply send in an email request. Students generally reach out to program Admins for these requests, but sometimes students email CourseStorm directly to request deletion of their identifying data.
CourseStorm does not delete student data on behalf of students for active CourseStorm sites.
When a student emails CourseStorm to request deletion of their data, CourseStorm’s Support Team will forward the request to the program Admins of the associated CourseStorm site. The program Admins can choose their approach for handling and responding to the student’s request.
De-Identifying Student Data
Student profiles cannot be deleted from the system, except in cases of sample/test profiles. This is to protect the integrity of the database and the registration and transaction history. However, a student’s identifying data may be edited to remove identifying components, which fulfills the criteria for student data removal.
When a student requests deletion of their student data, Admin Users may edit the student profile to de-identify or redact the personally-identifying information. This can include changing the name, address, phone number, and email address, and removing a saved credit card if one is attached to the profile.
To edit the student profile, navigate to “Admin Menu” > “Students” and select the student from the list, or search for the student by name in the Admin Search bar. Click the “Actions” button and select “Update Info” to access the editable fields in the student profile.
We recommend changing the student name fields to something like “Student Redacted” or “Archived Student” and replacing the address, phone, and email with sample information. Programs may opt to include a hidden Notes field to enter additional details in the student profile, such as that the student requested deletion, the date, or other relevant info (adding this field is optional).
Redacting the student profile in this way sufficiently de-identifies the information so it can’t be traced back to the student, while protecting the registration and transaction data points in the system’s back-end.
After redacting the student’s information, we recommend that program staff email the student to confirm this action has been completed.
What if a Student Has Family/Friends on Their Account?
Student data deletion requests are limited to the student specifically identified in the request. If the requestor did not indicate additional family/friends members to be de-identified, programs do not need to edit their accounts.
Inactive Sites
If CourseStorm receives a data removal request from a student for a CourseStorm site that is disabled, CourseStorm’s Support Team will redact the data as noted above.