Data Retention & Deletion Policy

What's combined & why. This single policy merges a Data Retention schedule and a Deletion / Data-Subject-Request procedure because the retention rules and the deletion mechanics are the same engineering reality. App-vs-Portal differences are labeled. This Policy implements commitments in the Privacy Policy and California Privacy Notice.

1. Principles

We keep personal data only as long as necessary for the purposes it was collected, or as required by law. When data is no longer needed, we delete or de-identify it. Retention is driven by: (a) providing the service while your account is active; (b) legal/tax/accounting obligations; (c) security, fraud-prevention, and dispute-resolution needs; and (d) honoring your deletion requests.

2. Retention schedule

Format: Data category — Where — Retention rule — Notes

• Account & profile (users) — Supabase — While account is active; deleted on account deletion — Includes display name, email, social handles
• 18+ eligibility and Community Guidelines consent record — Supabase — While account active; deleted on deletion — Stores the attestation, accepted policy version, and timestamp; no exact date of birth is collected
• [App] Runs / activity — Supabase + R2 (photos) — While active; deleted on deletion — Distance, pace, route name, photos
• [App] Injury logs (health) — Supabase — While active; user-deletable any time; purged on deletion — Special-category data — minimize retention
• [App] Apple Health / Google Health Connect workout data — Supabase — While active; you can disconnect the integration anytime; purged on deletion — Special-category health data — never used for ads or sold
• [App] Race funds — Supabase — While active; deleted on deletion — Self-entered savings/bib data
• Location check-ins (GPS) — Supabase — While active; raw coordinates minimized and aggregated after 90 days — Precise GPS — minimize
• User content (posts, comments, reviews, photos) — Supabase + R2 — While active; deleted on deletion (shared/linked content may be anonymized) — See §4
• Payments & orders — Supabase + Stripe / Apple / Google — Retained for 7 years for tax, accounting, chargeback, and audit purposes — even after account deletion — Financial records exception
• [Portal] Business & verification docs — Supabase + R2 — While org active; retained 24 months after closure for fraud/compliance — Identity/ownership evidence
• Security & audit logs — Supabase — Retained 12–24 months — Security/legitimate interests
• Rate-limit / cache keys — Upstash (Redis) — Ephemeral (auto-expire) — Short-lived
• Error/diagnostic data — Sentry — Per provider default (up to 90 days) — Minimized PII
• Analytics events — PostHog (where enabled) — Per configured retention (up to 12 months) — Aggregated where possible
• Email logs — AWS SES — Up to 12 months — Transactional delivery
• Data-subject-request records — Supabase — Retained 24 months as proof of compliance — Required to evidence handling
• Marketing consent / suppression — Supabase — Retained as needed to honor opt-outs — Don't re-contact

Financial/tax records are retained for the period required by applicable tax and accounting law (typically 6–7 years in the U.S.); security logs and data-subject-request proof are retained for 1–2 years.

3. Account deletion — how it works

NXTRUNN offers two self-serve options (consumer app, in Settings), plus a public web request path at nxtrunn.com/account-deletion:

• Export — download a portable JSON copy of your account identity and consumer data before deleting. Security credentials are excluded.
• Delete — permanent. This purges your user record, which cascades to delete your runs, race funds, passport stamps, points, check-ins, follows, posts, and other user-owned data, disconnects any health/fitness integration, and then deletes your authentication record (Clerk). Some shared content is anonymized rather than deleted (see §4). This action cannot be undone.

[Portal] Organizations can request and schedule data exports and request closure; closing an org is subject to settling outstanding payouts, tickets, and obligations.

4. What survives deletion, and why

When you delete your account, the following may be retained or anonymized rather than erased, to the extent permitted/required by law:

• Transaction & tax records (orders, payouts, invoices, disputes) — retained for the financial-records period in §2; held by NXTRUNN and by the relevant payment processor under its own retention.
• Shared/linked content — content tied to other people's records (e.g., an event you created that others bought tickets to) may be kept but anonymized (your identity nulled) so other users' records remain intact.
• Security/fraud and legal-hold data — retained where needed to prevent abuse, resolve disputes, or comply with a legal obligation or hold.
• Backups — residual copies in encrypted backups are purged on the normal backup-rotation cycle (up to 30 days); we do not restore deleted data from backups except as required to recover from an incident.

5. Data-subject / consumer requests

• Where to send: legal@nxtrunn.com (or info@nxtrunn.com for app / partners@nxtrunn.com for portal), or use in-product tools.
• Verification: we confirm control of the account (email + account details) before acting; authorized agents must provide proof.
• Timeline: within the period required by applicable law — 30 days (GDPR/UK/LGPD), 45 days (CCPA/CPRA, extendable to 90) — and we will acknowledge receipt.
• Records: logged to evidence compliance.
• Refusals: if we cannot fully comply (e.g., a legal-retention exception applies), we will tell you why and what we can do.

6. De-identification & minimization

Where we retain data for analytics or product improvement beyond its original purpose, we aggregate or de-identify it so it no longer identifies you, and we commit not to attempt re-identification.

7. Changes

We will update this Policy and revise the "Last updated" date as our retention practices or legal obligations change.

8. Contact

legal@nxtrunn.com · info@nxtrunn.com (app) · partners@nxtrunn.com (portal) · NXTRUNN LLC, 1317 Edgewater Dr #2018, Orlando, FL 32804, United States.