Data retention and deletion

This page explains how long FairRally keeps things, and exactly what happens when you delete your account, leave a guild, or a guild is deleted.

Automatic clean-up

These run every day inside our database:

• Deleted sessions: a deleted session goes to the guild's trash, where an admin can restore it. 30 days after it was deleted it is removed for good, with its games, scores and rating history.
• Audit log: entries are removed 90 days after they were written.
• Join requests and add requests: once approved, declined or cancelled, they are removed 90 days after the decision. Pending requests stay until someone decides them.
• Invite rate-limit records: each one holds only your internal account id and a time. Records older than one hour are removed every day.
• Invite preview records (before sign-in): a one-way scrambled code made from an IP address and the date, plus the time. Removed after one hour.
• Location search records: your internal account id and the time of each search. Removed after one day.
• Email invites: the invited address is kept until the invite is accepted, declined, cancelled or 30 days old, and for at least one day (the daily invite limit counts it), then removed.

When you delete your account

You can delete your account in the Me page. You type DELETE to confirm. This cannot be undone.

First, a check. If you own a guild that still has other current members with accounts, you must make one of them the owner first. The app tells you which guilds block the deletion.

Then, straight away:

• Your sign-in record (email address, the details Google sent, and your sign-in sessions) is deleted.
• Your profile (display name, theme, and consent record) is deleted.
• Your pending and past join requests are deleted.
• Any guild you own where no other current member has an account is deleted completely, including its guest players, past members' history, sessions, games, scores and ratings.
• In every other guild, your roster entry stays but is made anonymous: the name becomes "Deleted player", the link to your account is removed, and you are marked as having left.

What stays, and why. Past games, scores, score logs, attendance and ratings stay in your guilds, shown under the name "Deleted player". We keep them so that everyone else's results, leaderboards and ratings stay correct. They are no longer linked to your account or email, and nobody can sign in as that player again.

Guilds you were in also keep any audit log entries and add requests that point at your anonymous roster entry, until their normal 90-day clean-up.

Your invite rate-limit and location search records are removed with your account.

Leftovers we know about. Our sign-in provider keeps a security log of sign-in events, which can include your email address and IP address; those entries are not removed when the account is deleted. We do not control how long that provider keeps those logs; it is a short period set by the provider, and we do not use them for anything except security. Our hosting and database providers keep their own short-lived logs and may keep backups for a limited time. We take a weekly backup of the database and keep the newest eight (about two months). If you delete your account, your data can remain in those backups until they are replaced, and we never restore a backup into the live app without first removing accounts that were deleted after it was taken.

When you leave a guild or are removed

• You lose access to the guild straight away.
• Your past games, scores and ratings stay in that guild under the name you had when you left. Later name changes do not update it.
• If you delete your account later, that name also becomes "Deleted player".

When a guild is deleted

Only the owner can delete a guild, and must type the guild's name to confirm. Deletion is permanent and immediate. It removes everything in the guild for everyone:

• the roster, including guest players;
• invite links and join requests;
• all sessions (including any in the trash), games, scores, score logs and ratings;
• the audit log.

Members' accounts are not affected. There is no undo.

Guest players

A guest is a player added by name, without an account. A guest's name and games stay in the guild until the guild is deleted. If you were added as a guest and want your name removed, ask the guild's owner or email privacy@fairrally.com.

Asking for a copy, or for deletion

Use Download my data in the Me page for a copy of your data (it covers the guilds you are in now). For anything it does not cover, or if you cannot use the Me page to delete your account, email privacy@fairrally.com. We may ask you to prove the account is yours, for example by writing from the email address on the account.

See also: Privacy policy, Terms of service.