研究結案資料處理說明

1. Scope of application

教師以 Uedu 平台進行教學實踐研究、國科會計畫或其他學術研究，於計畫結案時，經常收到倫理審查委員會（IRB／REC）「應將學生資料去識別化」或「應銷毀研究資料」之要求。本文件說明此時應處理的對象是什麼、由誰處理，以及平台提供哪些佐證文件。

2. Two copies of the data: first identify which one is to be handled

From the moment a researcher exports data from the platform, two mutually independent sets of data exist. The handling obligation at closure applies to only one of them:

補充一項技術事實：平台側之匯出暫存檔於產生後 3 天自動刪除。因此在正常情況下，一份匯出資料的唯一留存副本，就在研究者手上——平台想代為刪除也做不到。

3. Exported data contains no direct identifiers

平台的課程對話匯出功能，以系統內部使用者編號（純數字）識別學生，欄位為對話內容、時間戳記與相關多媒體檔案，不包含學生姓名、電子郵件或學號。換言之，研究者自平台取得的資料在產出當下即為假名化（pseudonymised）資料。

倫理審查所要求的「去識別化」，關鍵通常在於研究者是否另行製作了「使用者編號 ↔ 姓名／學號」之對照表（例如為了核對成績）。該對照表非平台產出，平台亦無留存；其保管與銷毀責任由研究者自負，並應於結案時優先銷毀——對照表銷毀後，研究資料即無法回推至特定個人。

4. The researcher's destruction obligation and the "destruction declaration" mechanism

4.1 Source of the obligation

Before every export, the researcher must sign the Consent Form for Educational Data Export (full text publicly available at https://uedu.tw/governance/agreements), Article 4 of which states:

「匯出之資料應於使用目的完成後儘速刪除。用於學術研究之資料，保存期限依研究倫理審查委員會核准之研究計畫書規定辦理，且研究結束後應於一年內銷毀原始資料。」

Destruction at closure is the researcher's fulfilment of this obligation that they themselves signed. It covers the exported copy in the researcher's possession and all duplicates (including on personal computers, cloud drives, USB drives, and any other storage media).

4.2 Destruction declaration (recorded per export)

The platform provides a "destruction declaration" mechanism for every export task, so that the export life cycle forms a complete closed loop:

Request export → Sign consent form electronically → Download → Safekeeping → Destruction declaration (or extension via "Research still in progress")

• After destroying the files, the researcher clicks "Declare destroyed" on the handling record page for that export. The system records the time of the declaration and the IP address as evidence that the obligation has been fulfilled.
• If the research is still in progress, the researcher may click "Research still in progress" to extend; the destruction deadline restarts for another year. Extensions are also recorded.
• If no response has been given 11 months after export, the system sends a reminder email; if there is still no response after one year, the researcher must first resolve each outstanding export before creating a new export task.

4.3 The boundary between a declaration and proof

銷毀聲明屬研究者之意思表示。平台無法驗證研究者裝置上的檔案是否確實刪除，因此平台記錄並存證的是「某人於某時聲明已銷毀」此一事實，不出具「檔案已銷毀」之事實證明。此界線同樣適用於審查機關的要求：平台不會出具自己無法驗證之證明。

5. Platform-side data: retained permanently, not deleted upon closure of individual projects

Platform-side data (records of normal operation such as AI conversations and learning histories) is retained permanently, for the following reasons and on the following grounds:

• Different purposes of collection:學生帳號與學習資料係為提供教學服務而蒐集，非為任何個別研究計畫而蒐集。個別計畫結案，不使此一蒐集目的消滅（個人資料保護法第 11 條第 3 項但書：因執行業務所必須）。
• Approved through ethics review:This retention policy is set out in the platform's umbrella research ethics protocol (NTU REC 202507EM058), approved by the review board; a structured summary is publicly available at /governance/irb.
• Research reproducibility:The original data of published research is retained in the system for verification and reproducibility checks.
• Technically inseparable:The email address is the login identifier of the account, so deleting it is equivalent to closing the account; moreover, the same student usually takes several courses at once, so the closure of a project for a single course cannot be separated out.

5.1 Relationship with the data subject's right to erasure

The above retention policy does not affect the rights of students themselves. Students may exercise their right to erasure under the Privacy and data retention policy by emailing [email protected], and the platform handles each request individually. The "Delete Account" option in account settings currently only deactivates the account and does not automatically erase data (see §3 of that policy). Students who only wish their data not to be used for research may withdraw consent in the Research Informed Consent Center.

A distinction must be made:The right to erasure belongs to the data subject and is exercised by the student personally; teachers or researchers may not request deletion of a student's account data on the student's behalf on the grounds of project closure. These are entirely different legal relationships.

6. Supporting documents available at closure

平台不出具的文件：（1）「平台已刪除某課程學生個資」之證明——平台側資料不因個別計畫結案而刪除；（2）「研究者已銷毀匯出檔」之事實證明——平台僅存證聲明（見 4.3）。

7. Export time limit

研究者對外匯出僅限資料產生日起 5 年內，逾期系統自動禁止匯出；資料留存於系統內供驗證與可重現性之用。此限制僅適用於研究者方之存取，資料主體本人之權利不受時效限制。詳見〈隱私與資料保存政策〉。

8. Note to ethics review boards

If your board's review comments require the deletion of student data from this platform's database, please consider the following facts:

• Uedu 為獨立之第三方教學服務平台，學生帳號資料屬學生與平台間之服務關係，非受審研究計畫之研究資料；研究計畫之研究資料為研究者持有之匯出副本。
• Exported data obtained by researchers from the platform contains no names, email addresses, or student ID numbers (see Section 3), which already meets general requirements for de-identified retention.
• The researcher's destruction obligation is verifiable through signing records and per-export destruction declarations (see Section 4); the board may ask the researcher to attach the "Export and handling record" to the closure report.
• The retention policy for platform-side data has been approved through the platform's research ethics review (NTU REC 202507EM058) and is publicly disclosed in this Governance Center.

If you have any questions about this document or require further written explanation, please email [email protected].