Data We Collect

Effective October 6, 2026

What this document is

This is the plain-English inventory behind our Privacy Policy: each kind of information Formation collects, where it comes from, why we use it, who can see it, and how long we keep it. Using Formation is governed by our End User Agreement.

Some of this data is about you and was given by you. Some was entered about you by your organization, and some is generated by using the service. Where your organization entered it, your organization decides what is recorded and we handle it on its behalf.

Your account

What: Name, email address, a salted hash of your password (never the password itself), timezone, 12/24-hour preference, notification and navigation preferences, when you last signed in, and — only if you add them — an avatar, phone number, and Discord handle.
Where it comes from: You.
Why we use it: To create your account, sign you in, show your name to your teammates, and personalize how times and menus appear.
Who can see it: You. Other members of your organizations see your name and avatar; your email and phone are visible only to people your organization has given permission to view member contact details. We can see account data to run and support the service.
How long we keep it: While your account exists, then deleted on request.

Security and sign-in records

What: The IP address, browser/device description, and time of each sign-in; your two-factor authentication secret and recovery codes if you turn them on (stored protected); password-reset and email-verification requests; and short-lived counters that limit repeated attempts from one IP address.
Where it comes from: Your browser when you sign in or use security features.
Why we use it: To protect accounts, show you “recent sign-ins,” detect abuse, and let you sign out everywhere.
Who can see it: You (your own recent sign-ins) and us. Not visible to other members.
How long we keep it: Sign-in history and security settings while your account exists. Attempt counters are short-lived.

Discord connection

What: If you connect or sign in with Discord: your Discord user ID, username, and the email address Discord has verified. If you use the bot: one-time linking codes (kept 10 minutes), your RSVP button clicks, and — if enabled — reminders and one role synced to your Discord account.
Where it comes from: Discord, when you authorize it or use the bot.
Why we use it: To match you to your Formation account, let you sign in with Discord, attribute bot commands to you, and deliver the reminders you or your organization turn on.
Who can see it: You and us. RSVP responses appear in the channel where the reminder was posted, so people who can see that channel can see them.
How long we keep it: Until you disconnect Discord (the stored Discord ID is then deleted). Linking codes expire after 10 minutes.

Organization membership

What: Which organizations you belong to, your role and status, when you joined, who invited you, and a private calendar-feed link that is unique to you.
Where it comes from: Your organization’s administrators and you.
Why we use it: To decide what you can see and do, and to provide your personal calendar feed.
Who can see it: Administrators of that organization and, in part, other members. The calendar-feed link is visible only to you.
How long we keep it: While you’re a member; removed when you leave or the organization is deleted.

Roster and player profile

What: Jersey number, position, in-game name, rank, bio, starter status, tracker links, the dates you joined or left a team, and — if you ask us to sync — game statistics from Riot Games or Steam.
Where it comes from: You, your organization’s staff, and (for statistics) Riot or Steam.
Why we use it: To run team rosters, lineups, and scouting inside your organization.
Who can see it: Members of your organization according to their roles. If your organization turns on the public roster embed for a team, the fields it shows (name or in-game name, avatar, position, jersey number, bio, and tracker links — never email, phone, or Discord handle) are visible to anyone with the embed link.
How long we keep it: While you’re on the roster or in the organization; deleted with the organization or on request.

Scheduling and availability

What: Your weekly availability rules and one-off exceptions, your RSVPs and attendance for matches and practices, and comments you post on them.
Where it comes from: You and your organization’s staff.
Why we use it: To find times that work, track attendance, and remind you.
Who can see it: Members of your organization according to their roles.
How long we keep it: While the organization exists.

Messages and announcements

What: Direct messages between you and teammates, announcements you write, poll votes, notifications you receive, and which announcements you’ve opened.
Where it comes from: You and your teammates.
Why we use it: To let your organization communicate and to show you what’s new.
Who can see it: The people in each conversation; announcements and read receipts are visible to the organization according to roles. Organization administrators can turn direct messaging off.
How long we keep it: While the organization exists; you can’t delete other people’s copies of a conversation.

Formation Support and surveys

What: Messages you send to Formation Support (with the sender’s name and your organization’s name), and answers an organization’s owner gives to surveys we send.
Where it comes from: You.
Why we use it: To respond to you and to improve Formation.
Who can see it: Us. Support messages are also posted to a private channel in our own Discord server so we can respond quickly.
How long we keep it: While your organization exists, or until you ask us to delete it.

Onboarding and signed documents

What: Which onboarding tasks you’ve completed and, for e-signature tasks, the name you typed, the time, a snapshot of the document you signed, and any file you attached.
Where it comes from: You.
Why we use it: So your organization has a record of who acknowledged or signed what.
Who can see it: Organization administrators who manage onboarding, and you.
How long we keep it: While the organization exists; signed snapshots are kept so that a later edit can’t change what you agreed to.

Player conduct records

What: Benching and disciplinary records an organization’s leadership enters about a player: the type, reason, and dates.
Where it comes from: Your organization’s leadership.
Why we use it: So the organization can manage its roster fairly and consistently.
Who can see it: Only people your organization has given the conduct-records permission. We don’t use them for anything else.
How long we keep it: While the organization exists.

Recruiting prospects

What: Information an organization enters about a person it is scouting — often someone who isn’t a Formation user: name, contact details, Discord handle, school or club, links to stats and social profiles, notes, and pipeline history.
Where it comes from: The organization’s staff, not the person described.
Why we use it: So the organization can run its recruiting pipeline.
Who can see it: People at that organization with the recruiting permission.
How long we keep it: While the organization keeps the entry. If you’re a prospect and want yours removed, contact the organization or us.

Content your organization creates

What: Strategies and playbooks, venues, expenses, gear records, brand assets and uploaded files, team resource links, and organization settings.
Where it comes from: Your organization.
Why we use it: It is the point of the service: storing what your organization asks us to store.
Who can see it: Members of your organization according to their roles. Uploaded files are stored on our servers under unguessable file names; anyone who has a file’s exact link can open it, so treat those links as private.
How long we keep it: While the organization exists.

Audit log

What: A record of sensitive actions — role and permission changes, data resets, imports and exports, and similar — with who did it, when, and the IP address and browser used.
Where it comes from: Generated automatically when those actions happen.
Why we use it: Accountability and security for your organization.
Who can see it: Organization administrators with audit-log access. Owners can set how long it is kept.
How long we keep it: As long as the organization’s retention setting says, or indefinitely if none is set.

Access requests and email

What: What you tell us when you request access (name, email, organization, role, games, size, reason, how you heard about us, and your IP address). The emails we send you and their delivery status, which our email provider processes to deliver them.
Where it comes from: You (for requests) and our systems.
Why we use it: To review requests, invite people, and send account and security messages.
Who can see it: Us and our email provider.
How long we keep it: Request records are kept for as long as needed to run the invite process and prevent abuse.

Device, browser, and technical data

What: The push-notification address your browser gives us if you turn on push; standard request logs (IP address, browser, pages, errors) kept by our servers and by Cloudflare, which sits in front of Formation; and cookies and local storage described below.
Where it comes from: Your browser and device.
Why we use it: To deliver notifications, keep the service secure and working, and fix problems.
Who can see it: Us and our infrastructure providers.
How long we keep it: Push subscriptions until you turn them off. Server logs are kept for a limited time for security and debugging.

Cookies and local storage

What: A required session cookie that keeps you signed in; short-lived cookies used during sign-in (a 10-minute one when you sign in with Discord and a 5-minute one when we ask for a two-factor code); small preferences saved in your browser such as theme and dismissed notices; and, only if you accept them, analytics cookies.
Where it comes from: Your browser.
Why we use it: To keep you signed in securely and remember your choices.
Who can see it: You and us; analytics cookies also go to our analytics provider if you accept them.
How long we keep it: Session cookies for the length of your session; preferences until you clear your browser data.

Data we do not collect

Payment card or bank details — Formation is currently free and we don’t take payments.
Your precise location, your contacts, photos beyond an avatar you upload, or anything from your device’s sensors.
The content of regular messages in your Discord servers. The bot can’t read them.
Government ID numbers, biometric data, or health information. Please don’t enter these in Formation.

Who we share it with

We share data only with the providers that run the service — hosting (Amazon Web Services), network protection (Cloudflare), email delivery (Resend), and Discord — and with the services you choose to turn on, such as Riot Games, Steam, and your browser’s push service. We don’t sell personal information. The full list and the reasons are in the Privacy Policy.

Your choices

You can change most of your information from your account page, disconnect Discord or push notifications at any time, and export lists from many pages as CSV files. You can also ask us for a copy of the personal data we hold about you, or to correct or delete it, by emailing [email protected]. We’ll respond within 30 days.

Changes to this document

We may update this Data We Collect document at any time. When we do, we will notify you — by email to the address on your account and/or with a notice inside Formation — and we will change the effective date at the top of this page. For material changes we aim to give at least 14 days’ notice before they take effect.

If you keep using Formation after a change takes effect, you accept the updated Data We Collect document. If you don’t agree with a change, stop using Formation and contact us, and we’ll delete your data. Which version of our documents you accepted, and when, is recorded with your account.

Contact

Questions: [email protected].