Data Retention Policy
We take care of your data
We believe in being transparent about how long we keep information and why. This Data Retention & Deletion Policy explains how Slate handles personal data, how long we retain it for, and what happens when it’s no longer needed. Our goal is always to balance good record-keeping for clubs with respecting your privacy and keeping data only for as long as necessary.
Current Policy, effective 01/06/2025:
Last Reviewed: 14/06/2025
SlateApp.co.uk (“SlateApp”, “we”, “our”, “us”) is committed to handling personal data responsibly, transparently, and in accordance with the UK GDPR and Data Protection Act 2018. This policy sets out how long we retain different types of data and the lawful basis for doing so.
Principles of Retention
– We only retain data for as long as necessary to fulfil contractual, legal, and operational purposes.
– We regularly review and securely delete or anonymise data no longer required.
– We honour all lawful data deletion requests from individual users and clubs where applicable, while ensuring legal and financial obligations are met.
Retention Periods by Data Type
Data Type | Purpose | Retention Period | Action After Retention |
User Account Info | Login, identity management | 2 years of inactivity | Deletion or anonymisation |
Club Membership Info | Rosters, team affiliations | 2 seasons from last use | Deletion or anonymisation |
Payment Records | Tax compliance, club financial reporting | 6 years from transaction date | Pseudonymise or archive |
Match & Attendance Logs | Club operations and performance tracking | 2 years from entry | Deletion |
Messages/Notifications | In-app comms | 12 months from sending/receipt | Deletion |
Support Queries | Helpdesk, customer service | 18 months from last interaction | Deletion |
Login & Security Logs | Platform security, audit trails | 12 months | Deletion |
Club Configuration Data | Teams, fixtures, training schedules | Until contract termination + 6 months | Deletion |
Right to Erasure (“Right to be Forgotten”)
Individual users may request deletion of their personal data at any time by contacting [email protected].
Where no overriding legal or operational basis exists, we will:
– Delete or anonymise personal data within 30 days
– Retain only what is required by law (e.g. anonymised payment records)
Note: Where payments were made through SlateApp, we may retain anonymised transaction data (e.g. amount, date, non-identifiable payer reference) to support club reporting and tax compliance. This satisfies both the user’s GDPR rights and the club’s financial needs.
Club Offboarding and Deletion
When a club requests to terminate their use of SlateApp, we will:
– Confirm authorisation from a club administrator
– Delete club-specific data (e.g. team lists, fixtures, match logs) within 30 days
– We may retain anonymised financial records or business records (e.g. invoices) for up to 6 years as required by law
Note: If the club managed personal data (e.g., player lists), and SlateApp acted as a data processor, we will delete this data as instructed, unless retention is required by law.
Anonymisation and Archiving
Where full deletion is not legally permitted (e.g. financial audit, anti-fraud), we will:
– Remove all personal identifiers (name, email, user ID)
– Retain anonymised data for legitimate reporting purposes only
Data Minimisation and Review
We implement regular data audits to:
– Identify and remove obsolete, excessive, or duplicate records
– Validate that no data is retained beyond its purpose or legal basis
Contact and Complaints
To request deletion of your data or ask questions about our retention policy, please contact: [email protected]
If you are unsatisfied with our response, you may raise a complaint with the Information Commissioner’s Office (ICO): https://ico.org.uk
