Records Retention Policy
Purpose
Tandem Coaching Academy is the coach education division of Tandem Coaching Partners, LLC (“Tandem”). This policy sets how long Tandem keeps learner and business records. It is the records policy referred to in Tandem’s Additional Terms and Conditions. Tandem’s Privacy Policy explains how personal information is used and protected, and the Business Closure and Teach-Out Policy explains what happens to records if Tandem closes.
How Long Tandem Keeps Records
| Record | How long Tandem keeps it |
|---|---|
| Completion record: enrollment, program, hours completed, mentor coaching hours, completion status, transfer credit, and certificates issued | For as long as Tandem operates, and for at least seven years after any closure |
| Detailed learning records: attendance, coursework, assessment results, evaluation forms, and written feedback | Seven years after the learner’s enrollment ends |
| Coaching recordings and transcripts submitted for assessment | Only while needed for delivery, assessment, quality assurance, an appeal or complaint, an accreditation review, or a legal hold. Tandem reviews stored recordings at least once a year and deletes or de-identifies those no longer needed |
| Enrollment evidence: the order, the terms version accepted, payment plan, and access and attendance history | Seven years after the enrollment ends |
| Payment, invoice, refund, and tax records | Seven years after the end of the tax year they relate to |
| Complaint and appeal records | Seven years after the matter closes |
| Class recordings made by Tandem | At Tandem’s discretion, for make-up sessions, quality assurance, and accreditation. These are Tandem materials, not learner records |
| Marketing and contact records | As described in the Privacy Policy |
Tandem may keep any record longer when it is needed for a dispute, chargeback, investigation, accreditation review, or legal obligation.
Where Records Are Kept
Records are kept electronically in Tandem’s systems and with the service providers Tandem uses for learning, video, assessment, credentials, payments, and accounting. Access is limited to the people who need it. Faculty and mentor coaches record attendance, mentor coaching hours, and assessments in Tandem’s systems, not only in personal files, and return any learner records they hold when their work with Tandem ends.
Copies and Verification
- Your own records. Learners can request a copy of their completion record or certificate by writing to hello@tandemcoach.co. Tandem aims to respond within 15 Business Days. One copy each year is free; Tandem may charge a reasonable fee for additional copies, certified copies, or reissued certificates.
- ICF verification. Tandem answers requests from the International Coaching Federation (ICF) to verify a learner’s training, as Tandem’s accreditation requires.
- Other verification. Tandem confirms a learner’s training to an employer, another provider, or anyone else only with the learner’s consent.
A Business Day is Monday through Friday, excluding United States federal holidays, as defined in the Additional Terms and Conditions.
Deletion Requests
Learners may ask Tandem to delete personal information under the Privacy Policy. Tandem will still keep the completion record and any record it must keep for legal, tax, accreditation, or dispute purposes, as applicable law allows. Tandem can no longer verify or reissue a certificate if the completion record is deleted at the learner’s request.
Review
The Managing Director reviews this policy and Tandem’s stored records at least once a year.
Contact
Tandem Coaching Partners, LLC (Tandem Coaching Academy)
104 E Ovilla Rd, Red Oak, TX 75154-1278
hello@tandemcoach.co · 1-855-51-COACH
Revision History
- Version 1.0: First issue