Retention and Deletion
How long Rainbow DJ Lab keeps each kind of information about children and families, and how it is deleted.
The rule we follow
We keep information only as long as we need it for the reason we collected it, then delete it. The federal COPPA Rule requires this for children's information, and we apply it to everyone.
Status: These retention periods were adopted by the Ras Tafari Inc. board on October 17, 2026. Where a period isn't decided yet, the table says so, and it will be set in our written retention schedule before the first class.
Retention table
| Information | Examples | How long we keep it |
|---|---|---|
| Interest-list entries (before launch) | Child's first name and last initial, age and age group; guardian name, email and phone; permission to contact. No health, pickup, custody or emergency details, no consents, no free-text notes | Deleted if the Lab hasn't started within 12 months, or sooner on request |
| Child activity data | First name and last initial on the in-room station board, station, check-in times, prediction, level, self-rating, "Next time I'll…", "Data!" count, Mix Log, Passport stamps, coach's glow notes | Deleted within 90 days after the season ends, unless your family asks to keep your child's Passport |
| Recap email records | A record of which session recap was sent for which child, and when | Deleted together with that child's activity data |
| Registration records | Guardian name, email and phone; emergency contacts; child's age; accommodations, allergies and medical notes; authorized-pickup list and custody notes; consents | Kept 3 years for safety and insurance purposes, then deleted |
| Registration notice emails | The notice of each registration or interest-list entry emailed to Stephen Henry | Same as registration records: 3 years, then deleted |
| Sign-out log (and the sign-out email sent to the parent each time) | Who picked up, relationship, ID checked, coach, time | To be set in the written retention schedule before the first class. In the app as built today, a child's sign-out records are removed when that child's class record is deleted |
| Incident reports | Written reports of injuries or safeguarding concerns, and the incident log coaches keep in the class app (each entry is emailed to Stephen Henry) | To be set in the written retention schedule before the first class. Reports to DCFS or police are kept as the law requires |
| Listen-back recordings | 2-minute recordings made on listen-back days | Kept only until the session review, then deleted unless your family asks for a copy. Not stored in the class app. See photos and recordings |
| Coach sign-in records | Coach email and when a sign-in link was requested | To be set in the written retention schedule before the first class |
| Your family link or room code on your device | Your browser remembers the private family link or the room code you opened the app with | Until you leave the class in the app or clear your browser's site data. A room code also stops working when it expires (4 hours by default) or the coach ends it |
Keeping your child's Passport
Your child's Passport is a record of what they learned, and many kids want to keep it. Tell us before the 90 days are up and we'll give you a copy and keep the Passport record. Contact Stephen Henry.
Why registration records are kept longer
If a question ever comes up about an injury, a release at pickup, or a safety concern, we need to show what we knew and what we did. Insurance claims can come up after a season ends. After 3 years, we delete them.
How deletion works
- Database records are deleted from the Lab's database. Removing a child's record also removes their check-ins, stamps, notes, recap records and sign-out records.
- Emails in the Lab's email account are deleted on the same schedule.
- Paper forms are shredded.
- Our service providers may keep backup copies for a limited time under their own policies before those backups expire. See third-party vendors.
Asking for earlier deletion
You can ask us to delete your child's information at any time. We'll delete everything we're not required to keep for safety, insurance or legal reasons, and tell you what we kept and why. See your data rights.
Sources
- Federal Trade Commission, Complying with COPPA: Frequently Asked Questions: retain children's personal information only as long as reasonably necessary, then delete it using reasonable measures.