These four pages are mostly for the organisation owner. The principal can read them.
Privacy settings
Open Privacy > Privacy settings.
- Type the privacy contact (name, email or phone) that the public privacy page will show.
- Name the grievance officer. A teacher cannot be named. Pick a person who can handle requests.
- Set the days to answer a request (up to 90) and the hours to report a breach to the Board (up to 72). Larger values are refused.
- Save. The public page
/privacythen names the contact and mentions My privacy and the Data Protection Board.
Processor agreement
Open Privacy > Processor agreement. It is the agreement under which SunRuby handles your data for you. The text is marked "For lawyer review". The principal can read it. Only the owner can accept, by typing a name and title. The dashboard checklist then ticks "The processor agreement is accepted".
Data retention
Open Privacy > Data retention. Each category (for example message log texts) can be switched on so that old records are removed after a number of days.
- The principal sees the categories and a preview. Only the owner can switch one on.
- Switch a category on and set the days. At least 365 days is required for many categories. A smaller number is refused.
- Press Run now to start a run. The run row shows the date and how many rows were removed. The nightly job also runs.
Nothing is deleted for a category that is off.
Export all data
Open Privacy > Export all data. It makes one file with everything your organisation holds, for your own backup or a change of system.
- Press the button to start. Wait for Ready.
- Press Download. The file is fetched safely. Nothing personal is placed in a link.
Only the owner sees this page. Each download is recorded.
Common questions
The principal cannot switch on retention.
By design. Only the owner can.
How do I stop SunRuby holding our data?
Export it first, then ask your SunRuby contact. Closing an account is a decision for the owner.