Documents · Data
Data Retention Schedule
Every category, its period, and what starts the clock.
In short
Nothing is kept "just in case". Each row below has a trigger and a deadline.
A camp is temporary; the data is deleted on the same rhythm.
1.The principle
Data is kept for as long as it does work, and then it goes. Where a period exists only because the law requires it, the law is named. An organization can always ask for earlier deletion, and we confirm it in writing.
2.The schedule
What Kept for Clock starts Participant account (name, username, avatar, interests) Until revoked or deleted, then removed in full cascade Revocation by staff, deletion by the participant, or end of the organization's term Meets, planned activities and their photos Life of the meet, then with the organization's world Deletion of the meet, or end of the organization's term Messages inside a meet With the meet they belong to Deletion of the meet Zone check-in events 30 days The check-in Safety records: reports, incident log, audit trail 30 days rolling The event Staff accounts Until the organization withdraws access Withdrawal in the cabinet Organization world after a term ends 90 days, then deleted Last day of the pass Director account and cabinet access Life of the relationship, then 90 days End of the last active pass Sales enquiries and demo bookings 24 months Last contact Invoices and payment records 7 years (Belgian accounting law) End of the financial year Transactional email logs 30 days at our mail provider Sending Website request logs 30 days at our hosting provider The request Backups 30 days, rolling Creation of the backup Deletion propagates to backups within 30 days: a deleted record can survive in an encrypted backup until that backup expires, and it is never restored selectively to bring data back.
3.Asking for earlier deletion
An organization can require immediate deletion of its world at any time by writing to us. A participant or parent uses the procedure at /rights. Both are confirmed in writing when done.
4.Why 90 days after a term
Camps come back. Keeping a world for 90 days means a returning organization does not rebuild its zones, staff list and activity templates from zero in the week before a new season. An organization that does not want this can ask for deletion on the last day of its pass instead.
Change log
v1.024 July 2026
- First published version.
Issued by
FND (Find 'n Do)
Belgium
Supervisory authority
Gegevensbeschermingsautoriteit / Autorité de protection des données
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