Record-Keeping & Data Retention Policy

Last updated: August 2025

Rose City Robotics maintains accurate and secure records related to our NABCEP PV Associate training and examination programs in compliance with NABCEP guidelines, applicable laws, and data protection best practices.

What We Retain (Minimum 5-Year Retention)

Training Records: Enrollment forms, contact information, attendance logs or LMS participation, completion certificates, instructor qualifications
Examination Records: Candidate eligibility verification, exam rosters, incident reports (if applicable)
Administrative Records: Signed agreements (instructor, proctor, administrator), general liability documentation, NABCEP-required policies

All records are maintained for at least five (5) years from the date of course completion or examination.

Storage & Security

Physical Records

Stored in locked filing cabinets in secure, access-limited offices

Digital Records

Stored in encrypted, access-controlled cloud storage
Protected by role-based permissions, strong passwords, and multi-factor authentication
Daily backups and access logging in place

Confidential and personally identifiable information (PII) is safeguarded in accordance with relevant data privacy laws.

Secure Destruction

After the retention period, records are destroyed securely:

Physical: Shredded using cross-cut shredders or bonded shredding services
Digital: Permanently deleted using industry-standard data wiping protocols

A destruction log documents the date, method, and responsible personnel.

Policy Oversight

The Head of Learning & Impact reviews this policy annually for compliance with NABCEP and applicable privacy regulations. Staff involved in exam delivery or record maintenance receive periodic training.

For questions about this policy, contact support@rosecityrobotics.com.