Data, privacy, exports, and deletion

Understand what Scoutzy stores, minimise personal data, and make deliberate retention and deletion decisions.

10 min readUpdated 8 September 2026

In short

Collect only necessary data, restrict access by role and module, export under an authorised process, and distinguish reversible module disabling from permanent deletion.

On this page

Know the responsibility split

Scoutzy provides access controls and product-level deletion choices. The Project Owner and their organisation remain responsible for deciding why data is recorded, who should access it, and how long it is needed.

  • Use the Data Processing Agreement and Privacy Policy as the authoritative legal references.
  • Document internal approval for sensitive operational use.
  • Give access only to trained, authorised users.
  • Use another approved system for data outside Scoutzy's intended purpose.

Apply data minimisation

Every extra field increases review, accuracy, and exposure obligations.

Step by step

  1. 1State the operational purpose before collecting a field.
  2. 2Avoid sensitive details in notes.
  3. 3Restrict module scope to the people using the data.
  4. 4Review old attendees, events, and checkouts on a schedule.
  5. 5Remove data when the approved purpose and retention period end.

Use exports carefully

Exports leave Scoutzy's access-controlled interface and become files your organisation must protect.

  • Export only when authorised and necessary.
  • Store the file in an approved location.
  • Share it with the minimum audience.
  • Avoid keeping duplicate exports indefinitely.
  • Delete working copies when their purpose ends.

Choose the correct deletion path

Module disabling and Project deletion solve different problems.

  • Disable and retain: blocks access and hides the module, preserving records for restoration.
  • Disable and delete: Owner-only permanent removal of that module's operational data.
  • Delete Project: ends access immediately and follows the recovery and permanent-deletion process described in the Privacy Policy.
  • Delete account: a separate user-level process with effects described in product and legal documentation.

Put this into practice

Use this browser-only checklist during your next review.

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Common questions

Is disabling the same as deleting?

No. Disable and retain preserves records. Permanent deletion happens only when the Owner explicitly chooses it.

Where are the binding privacy details?

Use the current Privacy Policy and Data Processing Agreement linked in Scoutzy's footer and registration flow.

Continue learning

Attendee records and responsible data handlingBuild useful attendee records, avoid unnecessary sensitive data, and prepare clean attendance and inventory workflows.Project modules and dependenciesChoose useful module combinations and understand exactly what enable, retain, disable, and delete mean.Projects: structure, settings, and lifecycleUse Projects as focused workspaces, keep ownership clear, and handle seasonal transitions safely.