How long information is kept

While your account is active

Your data is retained for as long as your account remains active. Deletion is built into the product, not a request queue:

You can delete your account yourself at any time; see Delete your account.

What deleting your account removes

Your sessions end, and your profile, your memberships, the athlete records made for your account (with their photos and videos), your RSVPs and your notifications are deleted straight away. Uploaded files are destroyed by a scheduled cleanup after their records are deleted, typically within 48 hours.

What stays after you delete your account

• Documents you signed for a dojo stay exactly as signed, as the dojo's record of what was agreed, for as long as the dojo's team space exists.
• Athlete records your dojo already held — brought over from its previous system, or made before you had an account — stay with the dojo with their history. Deleting your account disconnects you from them and clears their photo, bio, goals, achievements and links.
• Coaching notes you wrote on teammates' videos stay with the video, shown as written by "Former member", with your identity removed.
• Messages you sent a dojo through its contact form stay with the dojo as its correspondence, with the name, email address and words you typed.
• A record of messages a dojo sent you stays, without your name, your address or the message's words, together with a one-way fingerprint that stops the same message being sent to your address again: for 400 days for a message tied to a date, and for as long as the dojo's team space exists for one that could be sent at any time.
• An unsubscribe request you have not taken back is kept so that it goes on being honoured, until that dojo's team space is deleted. A note that your address could not receive email is kept so that a dojo's team emails and automated emails are not sent to it again, though an invitation to join a dojo still can be.
• An unsubscribe link in an email a dojo sent you keeps working for 30 days after the email was sent, even once your account is deleted. For that, until 31 days after it was sent, we keep the dojo and a one-way fingerprint of your email address, never the address.
• Records of administrative actions are kept, naming accounts by internal ID rather than by name.

What has already left KarateShowCase cannot be reached: emails already delivered, alerts posted to a dojo's GroupMe group, and data exports you downloaded.

Periods that are set

• Questions asked of a dojo's AI Sensei are deleted automatically 90 days after they were asked, together with the answers. A question it could not answer stays on the dojo's list of unanswered questions until the dojo removes it.
• Notifications are removed 90 days after you read them, and all notifications after a year.

After something is deleted

Deleted data remains recoverable to us for seven days: through the database's seven-day point-in-time recovery window and its daily backups, each kept for seven days and then deleted (Section 3), and, for a destroyed file, through the seven days our file storage keeps it (above). After that, we operate no mechanism that can bring it back.

When a dojo leaves

A dojo that leaves KarateShowCase can ask for its whole team space to be deleted: it is archived, the dojo is given a complete export, and then it is permanently deleted, keeping a minimal record that the deletion happened. Until 31 days after each of its emails was sent, the dojo's name also stays, so that the email's unsubscribe link can still answer. The request that set the dojo up is deleted 90 days after the team space.