Data Deletion

Complete guide to permanently deleting your personal data from Clocky. This is your GDPR Article 17 Right to Erasure ("Right to be Forgotten").

Overview

What is data deletion?

Data deletion allows you to permanently remove all your personal data from Clocky. This is your legal right under GDPR Article 17.

Your rights:

• ✅ Delete your data anytime
• ✅ Choose scope (current server or all servers)
• ✅ No explanation required
• ✅ Free of charge
• ✅ Processed within 30 days (usually instant)

What happens:

• All your work sessions are deleted
• All break records are removed
• Your user preferences are cleared
• Your statistics are erased
• Leaderboard entries are removed

GDPR Article 17: Right to Erasure

Also known as the "Right to be Forgotten", this gives you the right to have your personal data erased when:

• Data no longer necessary for original purpose
• You withdraw consent
• You object to processing
• Data has been unlawfully processed
• Legal obligation requires erasure

Our commitment: We honor all deletion requests unless we have a valid legal ground for retention (employment law, tax law, etc.).

How to Delete Your Data

Option 1: Delete from current server

Removes your data only from the Discord server where you run the command.

/data-delete current-server

When to use:

• You're leaving one Discord server but staying in others
• You only want to remove data from a specific workspace
• You want to keep data in other servers

What gets deleted:

• All sessions from THIS server
• All breaks from THIS server
• Your preferences for THIS server
• Your leaderboard entry for THIS server

What's preserved:

• Data from other Discord servers
• Your global user account (if you use Clocky elsewhere)

Option 2: Delete from all servers

Removes ALL your data from EVERY Discord server using Clocky.

/data-delete all-servers

When to use:

• You're completely done with Clocky
• You want to exercise full "Right to be Forgotten"
• You're leaving all Discord servers
• You want a complete fresh start

What gets deleted:

• All sessions from ALL servers
• All breaks from ALL servers
• All preferences across ALL servers
• All leaderboard entries everywhere
• Your entire user profile

This is permanent:

• Cannot be undone (unless within grace period)
• You'll need to start fresh if you use Clocky again
• All historical data is lost

Step-by-step process

Step 1: Choose your scope

Decide: current server or all servers?

Step 2: Run the command

# Option 1: Current server only
/data-delete current-server

# Option 2: All servers
/data-delete all-servers

Step 3: Review the confirmation

You'll see a confirmation message showing:

• What will be deleted
• How many sessions will be removed
• Which deletion policy applies
• When deletion will occur

Example confirmation:

⚠️ Confirm Data Deletion

Scope: Current server (Work Server)
Sessions to delete: 486
Total hours: 1,625 hours
Deletion policy: Grace period (30 days)

This action will:
❌ Delete all your sessions from this server
❌ Remove all break records
❌ Clear your statistics
❌ Remove your leaderboard entry

You can cancel this within 30 days using /data-cancel-deletion

Are you sure you want to continue?

[Confirm Deletion] [Cancel]

Step 4: Confirm

Click "Confirm Deletion" button to proceed.

Step 5: Deletion is processed

Depending on your server's deletion policy:

• Immediate: Deleted right now
• Grace period: Scheduled for deletion after grace period
• Requires approval: Submitted to admins for review

Deletion Policies

Your server administrator configures how deletion requests are handled. There are three policies:

Policy 1: Immediate deletion

How it works:

• You request deletion
• You confirm
• Data deleted instantly

Timeline:

• Immediate (< 1 second)

Recovery:

• ❌ No recovery possible
• ❌ Permanent and irreversible

Confirmation:

✅ Data Deleted

Your data has been permanently deleted from Work Server.

Sessions deleted: 486
This action cannot be undone.

Best for:

• Privacy-first organizations
• Low-value data
• Users who are certain

Policy 2: Grace period deletion

How it works:

• You request deletion
• You confirm
• Deletion scheduled for X days in the future
• You can cancel anytime before deadline
• Data deleted automatically after grace period

Timeline:

• Common grace periods: 7, 14, 30, or 90 days
• Check your server's specific setting

Recovery:

• ✅ Can cancel before deadline
• ❌ Cannot recover after deadline

During grace period:

• Your data still exists
• You can still access your stats
• You're still on leaderboards
• Admins can still see your data

Canceling deletion:

If you change your mind:

/data-cancel-deletion

Only works during the grace period. After deadline passes, deletion is permanent.

Example response:

✅ Data Deletion Scheduled

Your data will be deleted on: February 14, 2025 (30 days)

Until then:
- Your data remains accessible
- You can cancel with /data-cancel-deletion
- You'll receive a reminder 24 hours before deletion

Sessions to be deleted: 486

24-hour reminder: You'll receive a DM one day before deletion:

⏰ Deletion Reminder

Your data will be permanently deleted tomorrow at 3:45 PM.

Last chance to cancel: /data-cancel-deletion

After deletion:
❌ 486 sessions will be removed
❌ 1,625 hours of data will be lost
❌ This cannot be undone

Policy 3: Requires approval

How it works:

• You request deletion
• You confirm
• Request submitted to admins
• Admins review and approve/deny
• If approved: data deleted immediately
• If denied: you're notified with reason

Timeline:

• Varies based on admin response
• GDPR requires response within 30 days
• Many servers respond within 7 days

Your status:

📋 Deletion Request Submitted

Your deletion request has been submitted to server admins.

Request ID: 1001
Submitted: January 15, 2025 at 3:45 PM
Status: Pending review

Admins will review and respond within 30 days (GDPR requirement).
You'll be notified when a decision is made.

Checking status: Your request status is shown in the original confirmation message. You'll receive a notification when admins make a decision.

If approved:

✅ Deletion Request Approved

Admin: @AdminName
Approved: January 16, 2025

Your data has been permanently deleted.

Sessions deleted: 486
Reason for approval: "User requested voluntary deletion"

If denied:

❌ Deletion Request Denied

Admin: @AdminName
Denied: January 16, 2025

Your data has NOT been deleted.

Reason: "Data subject to 7-year legal retention requirement for employment records (Labor Law §123.45)"

Your data will be automatically deleted after: January 1, 2031

If you believe this is incorrect, contact: support@yourcompany.com

Valid reasons for denial:

• Legal retention requirements (employment law, tax law)
• Pending legal claims or audits
• Contractual obligations
• Compliance with legal obligations

Invalid reasons:

• ❌ "We might need it later"
• ❌ "It's convenient to keep"
• ❌ Administrative preference

What Gets Deleted

Deleted data

When you delete your data, the following is permanently removed:

Work sessions:

• All check-in timestamps
• All check-out timestamps
• Session durations
• Session metadata

Break records:

• All break start times
• All break end times
• Break durations
• Break metadata

User preferences:

• Leaderboard visibility setting
• Timezone preferences
• Any custom settings

Statistics:

• Total worked time
• Average session duration
• Session counts
• Longest session records

Leaderboard entries:

• Your rank
• Your hours displayed
• Your position in rankings

Not deleted

Some data is NOT deleted:

Audit logs (admin only):

• Record that deletion occurred
• Timestamp of deletion
• Who requested it (User ID only, not sessions)
• Kept for compliance and security

Subscription data (if applicable):

• Billing records (7-year legal requirement)
• Payment history
• Subscription tier history
• Note: This contains NO work session data, only billing info

Server-wide statistics:

• Aggregate server stats (total hours across all users)
• Anonymous averages
• These are NOT tied to you personally

After Deletion

Immediate effects

What happens right away:

• Your /stats command shows no data
• Your /history returns empty
• You're removed from /leaderboard
• Admins can't view your stats
• Your data doesn't appear in exports

What you can do:

• ✅ Start fresh with /checkin
• ✅ Build new session history
• ✅ Re-opt into leaderboards
• ✅ Set new preferences

Using Clocky again

If you deleted from current server:

• You can still use Clocky in other servers
• Your data in other servers is unaffected
• You can start fresh in the server you deleted from

If you deleted from all servers:

• You can still use Clocky
• You start with completely clean slate
• No history, no stats, like a new user
• All old data is permanently gone

Starting over:

/checkin

This creates a new session with no connection to your old data.

Frequently Asked Questions

Can I recover deleted data?

During grace period: Yes, use /data-cancel-deletion

After grace period or immediate deletion: No, deletion is permanent.

How long does deletion take?

• Immediate policy: Instant (< 1 second)
• Grace period: After grace period expires
• Approval required: After admin approves (up to 30 days)

What if I'm subject to legal retention?

Your deletion request will be denied with explanation. Data will be automatically deleted after the retention period expires (typically 7 years for employment data).

Can I delete specific sessions instead of all?

No. Deletion is all-or-nothing for privacy reasons. You cannot selectively delete individual sessions. If you need to correct data, contact support instead.

Will admins be notified?

Yes. Deletion requests are logged in the audit log for transparency and compliance. Admins see:

• That you requested deletion
• When you requested it
• What scope (current server or all)
• When deletion occurred or is scheduled

They do NOT see your actual session data after deletion.

What if I accidentally delete?

Immediate deletion: Cannot be recovered. Contact support immediately if you have backups enabled.

Grace period: Cancel with /data-cancel-deletion before deadline.

Approval required: Contact admin before they approve.

Does deletion affect other users?

No. Only YOUR data is deleted. Server statistics, leaderboards, and other users are unaffected.

Can I delete from some servers but not others?

Yes! Use /data-delete current-server in each server you want to remove data from. Your data in other servers remains untouched.

Troubleshooting

Command not working

Check:

• You're in a server with Clocky installed
• You have the correct command syntax
• You're not on cooldown (if you recently tried)

Try:

• Wait a few seconds and try again
• Use /support to report the issue

Grace period too short/long

Solution: Contact your server admin. They can adjust the grace period using:

/admin-configure-deletion set-grace-period days:X

Deletion request denied

Understanding why: Read the denial reason carefully. If it mentions legal retention, your data will be deleted automatically after the retention period.

If you disagree: Contact your server admin or organization's data protection officer (DPO) to discuss.

Want to export before deleting

Recommended: Always export your data BEFORE deleting:

1. Export: /data-export
2. Download and save the file
3. Delete: /data-delete

You cannot export after deletion.

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