Data Access & Deletion Requests

Effective Date: August 7, 2026

CodeCoogs respects your rights regarding your personal data. This document explains how to request access to your data, correct inaccurate information, or request deletion.

Your Data Rights

Under privacy laws and our commitment to transparency, you have the right to:

1. Access Your Data - Receive a copy of all personal information we hold about you
2. Correct Your Data - Fix inaccurate or incomplete information
3. Delete Your Data - Request deletion of your account and associated data
4. Export Your Data - Receive your data in a portable format
5. Opt-Out - Unsubscribe from non-essential communications

How to Submit a Request

Option 1: Self-Service (In-App)

The easiest way is through your account settings:

1. Log in to your CodeCoogs account
2. Go to Settings → Account
3. Choose:
   • Download My Data - Export all your personal information
   • Update Profile - Correct any information
   • Delete Account - Permanently remove your account

Option 2: Email Request

Send a detailed email to: [contact email]

In your email, please include:

• Your full name
• Email address associated with your account
• Type of request (access, correction, deletion, export)
• Specific details about what you're requesting

Example:

Subject: Data Access Request

Hello,

I am requesting a copy of all personal data CodeCoogs holds about me.

Name: John Smith
Email: john.smith@uh.edu
Student ID: [if you have it]

Thank you

Option 3: Contact Information

CodeCoogs
University of Houston
Email: [contact email]
Phone: [contact phone]
Address: [contact address]

Response Timeline

We will respond to your request within 7 business days. If your request is complex, we may need an additional 7 days to gather all information.

What Data We Can Provide

When you request your data, we will provide:

Personal Profile Information:

• First and last name
• Email address
• Phone number (if provided)
• Academic classification and major
• Expected graduation date
• Cougar Net ID
• Discord username (if linked)
• Profile photo

Activity Data:

• Event attendance records with dates
• Points earned and point history
• Leaderboard rankings by academic year
• Form responses and submissions
• Support tickets and messages
• File uploads

Account Data:

• Account creation date
• Last login date
• Login history (if available)
• Connected third-party accounts (Discord, Google Calendar)

Financial Data (if applicable):

• Payment history
• Membership status
• Billing information
• Refund records

What We Cannot Provide

We cannot provide:

• Internal administrative notes or comments
• Raw server logs (except as required by law)
• Data of other users
• Backup copies of deleted data

Data Deletion Process

What Happens When You Delete Your Account

When you request account deletion:

Immediately Deleted:

• Your password and authentication credentials
• Your profile photo and uploads
• Your linked third-party accounts (Discord, Google Calendar)

Deleted Within 30 Days:

• All personal profile information
• Event attendance records
• Points and leaderboard entries
• Form responses
• Support tickets
• Any unfinished transactions

Retained (as required by law/contract):

• Financial/payment records (7 years, required by law)
• Aggregate usage statistics (anonymized)
• Legal records if required

Shared with Third Parties: We will notify Stripe of account deletion for payment records. Discord and Google will retain their own copies according to their retention policies.

Important Notes About Deletion

• Deletion is permanent and irreversible
• Any points, rankings, or event credits will be removed
• You will need to create a new account if you want to rejoin
• We cannot retrieve data after 30 days

Data Correction

To update your personal information:

1. Log into your account
2. Go to Settings → Profile
3. Edit and save your changes

For data you cannot correct in-app (historical records, attendance), contact us via email with details about what needs to be corrected.

Privacy Concerns

If you believe your privacy has been violated or your data has been misused:

1. Contact us immediately at [contact email]
2. Include:
   • Description of the incident
   • When you became aware of it
   • How it affects you
   • Any evidence you have

We take privacy concerns seriously and will investigate promptly.

Children & Minors

If you are under 18, your parent or guardian may request access to, correction of, or deletion of your data. We may require proof of guardianship.

Questions?

For questions about this process:

CodeCoogs
4465 UNIVERSITY DRIVE MAILBOX 355
HOUSTON TX 77204
Email: main@codecoogs.com

Last Updated: August 7, 2026 This document is in compliance with standard data privacy practices.