📢 New Feature for Moodle Users: Custom Proctoring Data Retention and Location

July 7, 2025

At Quilgo, we genuinely understand the exciting challenge faced by educational institutions and organisations in navigating diverse data compliance requirements, from regional data residency regulations to essential internal policies on data retention. We're here to help!

To address these needs, we are excited to introduce a powerful new option: Custom Proctoring Data Retention and Location is now available for Moodle-based accounts.

What This Option Offers:

Extended Image Retention.
Store student screenshots and camera photos for 1, 2, or 3 years, instead of the standard 3 months.
Regional Data Hosting.
Select a preferred storage location based on your specific compliance or organisational requirements. Available regions correspond with Google Cloud Storage locations or Amazon Web Services S3 locations.
Complete Data Access and Reporting.
Proctoring image data is accessible throughout the selected retention period.
Account-wide Application.
This option applies to all tests under your Moodle license.

Note: Currently, the storage is fully managed by Quilgo.

How It Works:

You request your preferred retention period and data location.
Our team calculates the cost based on the chosen location and duration.
Once the details are confirmed and payment is made, we will enable the configuration on your account.

Important Information:

This option is currently available exclusively for Moodle clients and must be arranged through our team, not via the dashboard interface.
Pricing is determined solely by the storage duration and the chosen region, not by the volume of data.
Past images cannot have their retention period extended retroactively; the new retention period begins from the date of activation.
Data will be automatically deleted at the end of the selected term.

If your organisation requires long-term data retention or has specific regional data storage needs, please contact us at [email protected] for a custom setup and pricing.

Q&A: Custom Proctoring Data Retention and Location for Moodle plugin

What data does this feature apply to?

Test session screenshots and camera photos collected during proctored Moodle assessments.

What is the default retention policy?

By default, proctoring images are stored for 3 months in Quilgo's standard storage.

Can I extend retention to 1–3 years?

Yes, you can request storage for 1, 2, or 3 years of future test images.

Can I choose a specific storage location?

Yes, you can request storage in a specific Google Cloud region or Amazon Web Services S3 locations. (e.g., India, Indonesia, or the USA).

Does this apply to a single test or all tests?

This feature is applied at the Moodle license/account level, not to individual tests or users.

Can I apply it retroactively to old data?

No. Retention settings take effect immediately upon activation. Previously stored data will follow the original retention policy.

Can I extend the duration later if I change my mind?

For existing data - no. For new data in the future, yes, you can change the retention policy at any time (starting a new period from that moment).

Is this feature available through the admin panel?

Not yet. This is a manual setup, handled directly by our team.

Is this feature included in any of the existing plans?

No, this is a separate, paid feature of the enterprise.

How much does it cost?

Pricing depends on your selected region and storage duration. It does not rely on the volume of data. Contact us for a personalised quote.