Organisers
After the event: what is kept and for how long
What happens to entries, signatures, volunteers and other records once the event is over.
When the event is finished, move it to Complete. See Open and close entries. The records are then kept or removed according to set retention periods. These are defaults, and some can be changed for an organiser by the platform team. They are not legal advice.
What is kept
- Entries and their history. The entry list, the moves of each entry and the withdrawal decisions are kept with the event. Names on entries are stored as they were, so the entry list still reads correctly if a person later deletes their account.
- Signed declarations. The exact text signed, the signer, the time and the device details are kept as evidence. The default is seven years and an organiser cannot set it lower.
- The audit log. Changes to data are logged and kept for seven years by default, also not lower.
- Bulletins. Published bulletins and their delivery records are kept with the event.
- Series registrations. Kept while the season exists.
What is removed
- Volunteer sign-ups. Removed a set time after the event's last day. The default is one year. A shorter time can be set for your organisation; ask the platform team.
- Sign-in links, data export files and unaccepted crew invitations. Removed shortly after they expire.
- A competitor's own data. Removed when they delete their account, apart from the records above. See Your data.
The full data map
The data map lists every table that holds personal data, how it is protected, who can read it and how long it is kept. It lives in the project repository at docs/privacy/data-map.md. Ask the platform team for it if you do not have access.
Things to do
- Mark the event Complete.
- Close any open change requests and withdrawal decisions on the entry list.
- Download any lists you need for your own records, such as the entry list CSV and the volunteers CSV, before the retention period removes them.
- Save the event as a template if you will run it again. See Set up an event.
If something goes wrong
- A competitor asks you to delete their entry. Entries are evidence and are kept. Their account can be deleted, and their name stays on the entry.
- A volunteer asks you to remove their details earlier. Remove them from the volunteers list. See Manage volunteer sign-ups.