RugbyAxis Data Deletion & Account Deletion Policy
1. Introduction
This Data Deletion & Account Deletion Policy explains how RugbyAxis handles requests to delete accounts, organisation data, player profiles, and related platform information.
This policy applies to RugbyAxis users, including Animator & Playbook users, Solo Coach users, Organisation account owners, organisation administrators, invited coaches, and other authorised users.
This policy should be read together with the RugbyAxis Privacy Policy, Terms & Conditions, and Refund & Cancellation Policy.
2. How to request deletion
Users may request account deletion, organisation deletion, or data deletion by contacting RugbyAxis at:
A deletion request should include:
- account email address;
- full name;
- account type;
- organisation name, where applicable;
- team name, where applicable;
- a clear description of the data the user wants deleted.
RugbyAxis may request additional information to verify the identity, authority, or account ownership of the person making the request before processing deletion.
3. Individual account deletion
An individual user may request deletion of their RugbyAxis account.
This may include deletion or deactivation of user profile information, login/account access, account settings, subscription access where applicable, and user-specific platform records.
Deleting an individual user account does not automatically delete an entire organisation account, team data, player profiles, or shared organisation data unless the user is authorised to request deletion of that data.
4. Animator & Playbook account deletion
For Animator & Playbook accounts, account deletion may include deletion of user account information, saved rugby animation projects, playbook items, drills or rugby content created by the user, and subscription/account access records where deletion is permitted.
Some billing, support, legal, or security records may be retained where required or permitted by law.
5. Solo Coach account deletion
For Solo Coach accounts, account deletion may include deletion of:
- user account information;
- team or squad information;
- player profiles created by the coach;
- player positions and ratings;
- availability status and return-date information;
- matchday selections;
- training plans;
- game plans;
- calendar events;
- drills, playbook items, and rugby animation content;
- related platform data connected to the Solo Coach account.
Before deleting a Solo Coach account, RugbyAxis may ask the user to confirm that they understand the deletion may permanently remove their team and player-related data.
6. Organisation account deletion
Organisation account deletion may be requested by the organisation account owner, authorised administrator, or authorised representative.
Organisation deletion may include deletion of:
- organisation profile information;
- teams and squad structures;
- organisation users and team assignments;
- player profiles;
- player positions, ratings, availability status, and return-date information;
- matchday selections;
- training plans;
- game plans and opponent plans;
- programme dashboard data;
- calendar events;
- drills, playbook items, rugby animation projects, and programme library content;
- related organisation platform data.
Because organisation accounts may contain data used by multiple coaches or teams, RugbyAxis may require verification that the person requesting deletion has authority to act on behalf of the organisation.
7. Player profile deletion
An authorised user may request deletion of specific player profiles where they have the authority to manage that player information.
Player profile deletion may include deletion of player name, rugby position, secondary positions, jersey number where used, squad or team assignment, skills, ratings, coaching assessments, availability status, expected return date where applicable, and upward eligibility or call-up status.
RugbyAxis does not require player photographs, ID numbers, contact details, dates of birth, injury descriptions, medical diagnosis details, treatment notes, or medical documents for player profiles.
8. Cancellation is not the same as deletion
Cancelling a subscription does not automatically delete account data or organisation data.
Cancellation normally stops future renewal billing once processed, while data deletion is a separate request.
Users who want both cancellation and data deletion should clearly state this in their email request, for example: “I would like to cancel my RugbyAxis subscription and request deletion of my account data.”
9. Data that may be retained
RugbyAxis may retain certain information for a limited period where necessary or permitted for legitimate legal, billing, operational, or security reasons.
This may include information needed for billing and accounting records, invoices, quotes, payment records, legal compliance, dispute resolution, fraud prevention, security investigations, backup and disaster recovery, support records, audit logs, and enforcing the RugbyAxis Terms & Conditions.
Where possible, RugbyAxis will limit retained information to what is reasonably necessary for the relevant purpose.
10. Backup copies
Deleted information may remain in secure backups for a limited period before it is permanently removed through normal backup rotation processes.
During this period, backup data is not intended to be actively used unless required for disaster recovery, legal compliance, security investigation, or platform restoration.
11. Processing time
RugbyAxis will take reasonable steps to respond to valid deletion requests promptly.
The time required to complete a deletion request may depend on the type of account, the amount of data involved, whether the request relates to an individual account, Solo Coach account, or Organisation account, whether RugbyAxis needs to verify authority, billing/legal/security/support requirements, and technical backup or retention processes.
RugbyAxis may confirm once the main account or organisation data has been deleted or deactivated, where appropriate.
12. Authority to request deletion
For individual accounts, RugbyAxis may require confirmation that the request comes from the account owner.
For Organisation accounts, RugbyAxis may require confirmation that the request comes from the organisation owner, administrator, authorised representative, or another person with authority to act for the organisation.
RugbyAxis may refuse or delay a deletion request if it cannot reasonably verify the identity or authority of the person making the request.
13. Effect of deletion
Deletion may permanently remove access to the relevant account, organisation, teams, player profiles, plans, playbooks, animation projects, and related platform data.
Once deletion is completed, RugbyAxis may not be able to recover the deleted information.
Users and organisations are responsible for saving or exporting any information they need before requesting deletion, where export or manual copy options are available.
14. Data deletion and active subscriptions
If an account or organisation has an active paid subscription, RugbyAxis may ask whether the user wants to cancel the subscription only, delete the account only, cancel the subscription and delete the account, or delete specific player, team, or organisation data.
Deleting an account or organisation does not automatically create a refund unless required by applicable law, stated in the Refund & Cancellation Policy, or agreed by RugbyAxis in writing.
15. Legal rights
Nothing in this policy is intended to limit or exclude privacy or consumer rights that cannot legally be limited or excluded.
Depending on the laws that apply, users may have rights to request access, correction, deletion, objection, restriction, or a copy of certain personal information.
RugbyAxis will handle valid privacy requests in accordance with applicable law and the RugbyAxis Privacy Policy.
16. Changes to this policy
RugbyAxis may update this Data Deletion & Account Deletion Policy from time to time.
The updated version will be posted on the RugbyAxis website or platform with a new effective date or updated date.
Where changes are material, RugbyAxis may provide additional notice through the website, platform, or email.
17. Contact RugbyAxis
For account deletion, organisation deletion, player profile deletion, data deletion, or privacy-related requests, contact:
RugbyAxis
Email: info@rugbyaxis.com
Website: rugbyaxis.com
Business / legal entity: RugbyAxis (Pty) Ltd