Data Retention Policy

How to delete your account

Email support@thematnotes.com from the address on your account and ask us to delete it. We confirm the request came from you, delete your information within 30 days, and email you when it is done.

A parent can request deletion of their child's information the same way, at any time, and does not need the academy's permission. Parents can also do it themselves in the app, on the Gym tab.

What goes: your name, email, belt and program, your questions and journal entries, your review history, and any coach notes about you. What stays: the academy's technique videos, which belong to the gym rather than to a member, and anonymous records that no longer identify you. Backups age out on a rolling 30-day window.

Retention schedule

• Member account (name, email, belt, program). To operate the member's access and record their rank. Kept while the member is active in the academy; deleted within 30 days after they leave or the academy removes them.
• A child's information. To let the coach and parent track training progress. Kept while the child trains with the academy; deleted on parental request, or within 30 days after the child leaves.
• Coach progress notes. Progress tracking. Deleted when the member is deleted.
• Questions, journal entries, review activity. The learning and review features. Deleted when the member is deleted.
• Technique videos. The academy's curriculum library. Kept while the academy is active; deleted within 30 days after the academy closes its account or removes the video.
• Login sessions and IP address. Authentication and security. Transient, per the short session lifetime set by our authentication provider.
• Backups. Disaster recovery. Rolling 30-day window, after which deleted copies age out.

How deletion works

Deletion removes the member's personal information from the live database, and database cascades remove the records that depend on it: coach notes, questions, journal entries, reviews and confusion markers. Data no longer needed for a stated purpose is deleted using reasonable measures to protect it during disposal.

One record does not cascade, by design. We keep a count-level record of review activity for the academy: which technique was reviewed, at which stage, and when. It carries an internal identifier rather than a name or an email, and once the member is deleted that identifier no longer resolves to any person, so what remains does not identify anyone. It exists so an academy's own record of engagement is not erased by one member leaving.

Legal holds

There is one exception to the schedule above. Where the law requires us to keep information, or where we receive a lawful preservation demand, a subpoena, or notice of an actual or threatened legal claim, we may keep the specific information covered by that requirement for longer than the timeframes above.

• The hold covers only the records identified by the requirement, not the member's whole account and not the academy's other data.
• We keep them only for as long as the requirement lasts, and delete them once it ends.
• Everything not covered by the hold is deleted on the normal schedule.
• Where we are permitted to tell the affected member or parent, we do.

This is a narrow exception for a specific legal obligation. It is not a general-purpose reason to keep data, and it does not permit indefinite retention.

Asking us to delete your information

Email support@thematnotes.com from the address on your account, or ask your coach to remove you from the academy. A parent or guardian may request deletion of a child's information at any time; we verify the requester before acting. Where the law requires us to keep certain records longer, we keep only what the law requires and delete the rest.

Who is responsible

Jacob Weaver (sole member) is responsible for applying this policy and honoring deletion requests, and reviews it at least annually. Requests and questions: support@thematnotes.com / 864-361-3161.