Data Retention Policy
Note: This policy may be overridden for specific projects/users in extenuating circumstances by direction of the GM to ensure compliance with policy and legal requirements.
System
System Logs
System logs -- such as those for Apache, PHP, MySQL, and other services -- will be retained for 30 days to facilitate system administration and troubleshooting problems. These logs store requestor IP addresses but not usernames associated with them.
System Metrics
System monitoring metrics -- such as those captured by Prometheus for system health monitoring -- will be retained for 90 days. These do not contain user-identifying details, including IP addresses.
Backups
System backups will be kept for no less than 13 months, including:
- database backups
- file system backups (where incremental backups are possible)
Site Job Logs
Job logs -- record of site cron jobs -- will be retained for 13 months.
Book data
Project data
Project data and pages will be kept indefinitely, including:
- entries in the projects table
- project-specific database tables (eg projectID############)
- project page and illustration images
- details about the state changes of a project (project_events entries)
- post-processing artifacts (eg CTF bundles)
These artifacts may be retained in their original location accessible from the website or in an archive/secondary location as deemed appropriate.
Smoothreading artifacts provided to users (a project's smooth/ directory) will be kept for 100 days after the project is posted to Project Gutenberg.
Page data
Page-specific data will be kept for 1 year after the project has been posted to Project Gutenberg, including:
- wordcheck_events data
- page_events data
User data
User data will be retained indefinitely, including but not limited to:
- user account information, preferences, and team membership
- user statistics
- projects they've worked on
- forum posts
Users may elect to remove their own information, such as details in their account profile, at any time.
Pending accounts
Account creation requests that are not successfully converted into a new account -- non_activated_users -- will be retained for 3 months.
Access request logs
Access request logs -- records of when users were granted or denied access to specific resources/rounds -- will be retained indefinitely.