Data and privacy
What integrations exchange, what admins can see, and what deletion and deactivation mean.
Requests about your data
If you use SceneSnap through an organization, contact its administrator about access, correction, export or deletion of your organization data. For a personal account, contact SceneSnap. The applicable privacy notice and your organization's agreement describe responsibilities and processing terms.
Storage and processing
Hosting, AI processing and backups are separate parts of the data flow. A storage region does not by itself mean every external service processes data in that region. The providers SceneSnap uses, what each does and where, are listed on the Subprocessors page. Ask your SceneSnap contact for the processing terms applicable to your organization.
When you use AI features, SceneSnap sends the prompt and relevant content or retrieved excerpts to the services used to produce the response. Audio and video features can also involve transcription or voice services. Include these features when reviewing your organization's processing requirements.
What each integration exchanges
| Integration | SceneSnap receives | SceneSnap sends |
|---|---|---|
| SCORM | LMS learner id and name | Completion status, tracked learning time and a launch reference |
| LTI | LMS user id, name, email if sent, roles, course and activity | Authentication exchange and the signed deep linking response. No grade or completion reporting, no roster reads. |
| SSO | Stable subject, email and configured profile attributes | Authentication requests and token or profile requests. No learning results. |
| SCIM | User and group records from your identity provider | User and group provisioning responses, with identifiers, status, profile attributes and memberships |
LMS launches identify a person by the LMS identity, never by an email address supplied by the LMS. SCIM can match an existing organization membership by its external identifier or email. SSO uses the provider identity and its configured account-linking rules.
What admins see
In Admin → Settings → Learner analytics privacy, admins choose Individual analytics or Aggregate only. The strictest policy of the organizations linked to a course applies, the course's own organization included.
A dashboard shows each viewer the learners of their own organization. When a course is shared with another organization, that organization's admins see their members only, never the owning organization's, including those invited to the course one by one.
- Individual analytics allows authorized dashboards to show named learner progress and activity within the viewer's permitted learner population.
- Aggregate only hides individual behavioral analytics. Authorized viewers can still see named outcomes from course final quizzes. The member directory remains available for administration.
This setting governs what dashboards expose. It does not stop the platform recording learning progress or reporting completion to your LMS.
How long data is kept
| Action or data | Behavior |
|---|---|
| Delete a document or video | It leaves normal use. By default it becomes eligible for permanent removal from active systems after 30 days, at a daily retention check. Related generated content, files and search entries are removed as part of that process. |
| Material in a course connected to LMS synchronization | Automatic removal is deferred while the synchronized course remains connected, even if synchronization is paused. Arrange removal with SceneSnap when the connection ends. |
| Deactivate a member | Organization access is removed; the account and learning history are retained. Deactivation is not a request to erase personal data. |
| License contract expires | Licensed features become unavailable after the grace period. License expiry does not itself delete data or revoke course reading access. |
| Contractual offboarding or a deletion request | Contact your organization or SceneSnap through the applicable privacy process. Retention and deletion instructions follow the agreement. |
The 30-day document and video policy is not a retention period for every data category. Exams, account records, conversations, audit records and backups have separate handling. Deletion from active systems does not immediately erase historical backup copies; those follow their applicable retention periods.
Automatic inactivity deactivation is optional. Its minimum threshold, exclusions and reactivation rules are described in Organization administration.