How we handle email

Email we store

Messages sent to the academy, and replies the coaches send, are stored so the coaches can answer them and keep a record of the conversation. Lead forms and photo or video submissions are stored with the name and email address on the form.

Coaches can see that correspondence. It is not sold, and it is not used as a public student list.

How long it is kept

Conversations and the messages in them are kept for 3 years after the last activity, then deleted from the website and from the mailbox. Mail marked as spam, and a conversation a coach hides, is deleted after 30 days unless that choice is undone first. Contact details and internal notes follow the same 3-year window after the last activity.

A short record that a message was deleted is kept for 2 years. That record does not include the message or the address. The academy audit log is kept for 2 years.

The academy's email host does not publish how long a deleted message remains in its own backups, so this page does not state a backup period. Messages left in that host's Junk folder are removed after 30 days, and Trash after 60 days. That is folder cleanup, not a backup window.

Announcements

An email list for class announcements is not running yet. When it does, it will be a choice people make, with a way to stop one kind of announcement or all of them. List mail is separate from a coach writing back to one person.

Ask for deletion

Email info@elizabethtownjiujitsu.com or write to 101 Cherry St, Elizabethtown, PA 17022. Say which address should be removed. A coach with admin access deletes the conversation from the website and from the mailbox. Asking to be removed from a future announcement list does not by itself delete a one-to-one conversation.