When a student leaves an institution, active attendance, family notifications and historical data must be handled separately. Marking a record inactive does not prove that all data has been deleted. Deleting everything immediately is also not a substitute for reviewing the institution's obligations.
A departure known only to reception can leave the student active in daily attendance and trigger unnecessary messages. A structured handover helps prevent this without losing records that may still need to be retained.
Confirm the effective date
Distinguish a temporary break from a final departure. Assign an owner, an operator and a reviewer. Ask what the installation's inactive, archive and delete actions actually do rather than relying on their labels.
- Record the last attendance and active end date.
- Review future schedules and pending notifications.
- Check links to parents and other children.
- Identify authorised historical access.
- Assign retention and disposal review.
Review notifications and family accounts separately
A parent may still have another child attending. Do not disable every account relationship because one student leaves. Confirm what happens to scheduled messages and pending events. Never reuse the old student's card by overwriting it with a new person's identity.
Retention and deletion require a separate decision
The Turkish data protection authority's guidance addresses deletion, destruction and anonymisation when processing grounds cease. These actions differ. Applicable periods and legal grounds must be assessed for each data category.
This guide does not set institution-specific legal deadlines. Attendance reports, contact information, photographs and biometric templates may serve different purposes. Do not retain unnecessary face data indefinitely merely because a student might return.
Include exported files and backups
An action in the main panel may not control previously downloaded spreadsheets or PDFs. Review authorised archives, temporary working files and copies on personal devices. Ask the technical team how relevant backups are handled and document the decision and its implementation.
Verify the operational result
- Check that future active attendance excludes the student.
- Confirm unwanted notifications have stopped.
- Verify that other family relationships still work.
- Limit retained historical access to authorised people.
- Complete the retention or disposal record.
Review related BE Soft guides and the site's privacy information. Discuss the exact behaviour of your installation with BE Soft before making irreversible changes.
Frequently asked questions
Does inactive mean deleted?
No. Inactive status, archive behaviour and deletion need separate verification.
Should every parent account be closed?
First check links to other children and authorised relationships.
