Data Deletion Policy

This page provides the official procedures for requesting the deletion of your account and associated personal data from the Xen Learning Platform and Xen Learning mobile application, developed by Crystal Delta.

Governance and Data Ownership

Xen operates as a multi-tenant platform. Crystal Delta provides the underlying cloud software infrastructure, but does not own, control, or directly manage individual learner accounts.

Your account, enrolment records, and personal data are held under the strict control of our actual customer - the specific organisation, university, school, or corporate tenant that operates your Learning Portal.

Because Xen acts strictly as a data processor, any manual request for data deletion must be routed to the respective tenancy owner for review and compliance confirmation before the data can be permanently purged from the platform. This ensures that administrative, institutional, and regional compliance standards are fully verified by the organization managing your curriculum.

Steps to Request Data Deletion

In-App Self-Service (Active Accounts)

If you currently have the Xen Learning mobile application installed or have active web access to your specific Learning Portal environment, you can initiate account deletion instantly:

1. Log into your specific Learning Portal.
2. Navigate to your profile in the top-right corner and select Profile (or go directly to [your-portal-url]/account).
3. Scroll to the bottom of the page to the account closure section.
4. Click Delete My Account.
5. Enter your account password to confirm and authorize the immediate queueing of your deletion request.

External Request (Uninstalled App or Inaccessible Accounts)

If you have already uninstalled the mobile application or can no longer access your portal, you can submit an external deletion request. Our team will securely route the application to your portal's administrator:

1. Access the public Xen Support Portal.
2. Create a New Request.
3. Complete the form by providing your exact registered email address and your specific Learning Portal URL or organization name.
4. Submit the request.

Upon submission, the request is automatically catalogued and routed to the designated administrator of your specific portal for review, compliance tracking, and database execution.

Data Types Disposed and Retention Constraints

Data Types Deleted

Upon verification and processing of a validated deletion request by the tenancy owner, the following information is permanently purged from active production environments:

• Account Identity Profile: Full name, username, password hashes, and registered email address.
• Platform Usage Records: Learning Portal access history, mobile device session tokens, and tracking logs.

Data Types Kept & Special Retention Constraints

Because the tenant organization acts as the primary controller of course administration, certain data handling rules and retention periods apply based on institutional governance and Privacy Policy:

• Academic & Enrollment Records: Course progress, assessment answers, grades achieved, and issued certificates are tied to the tenant organisation's institutional governance. The retention or archive period for this data is determined strictly by the specific tenant owner's organizational policies and local educational or corporate compliance regulations.
• Institutional Verification: If a tenant organisation requires the preservation of certain records for regulatory auditing, legal compliance, or financial accounting, those specific historical transaction records may be retained by them in an archived, non-active state according to their individual data policies.

Processing Timelines

Active profile deletion flags submitted via the in-app path take effect immediately upon execution.

External requests routed through the service desk are subject to the review and compliance timelines of your specific portal administrator, followed by the SLA in place with this specific tenant organisation.