Data Deletion Policy

1. Purpose

This Data Deletion Policy explains how you can request the deletion of personal data held by Ace Rally Media, how we handle those requests, and how long data is kept before it is deleted. It supports and should be read alongside our Privacy Policy.

Who we are. Ace Rally Media is a trading name of MB Digital Services Ltd, registered in England and Wales. Contact us at info@mbdigital.services.

2. Two Situations — Which One Applies to You

How a deletion request is handled depends on who controls the data.

2.1 If we control your data

If you are a website visitor, an enquirer, a client contact, or a recipient of our marketing, we are the controller of your data and you can ask us to delete it directly using the process in section 4.

2.2 If your data sits inside a club’s account

If you are a member, player, or customer of a club or venue that uses Rally AI, RacketSync, or Ask Ace, that club is the controller of your data. We hold and process it on the club’s behalf as a processor. In that case:

• You should send your deletion request to the club directly, as the controller.
• We will action verified deletion instructions we receive from the club, and we will assist the club in responding to your request.
• We will not delete data from a club’s account on the instruction of a third party without the club’s authorisation, except where the law requires us to.

3. What You Can Request

You may ask us to:

• delete the personal data we hold about you, where we are the controller;
• remove you from our marketing lists (you can also use the unsubscribe link in any marketing email);
• delete data following the end of a client relationship; or
• confirm what has been deleted once a request is completed.

The right to erasure is not absolute. We may need to retain certain data where the law requires it or where we have another lawful ground to keep it — see section 6.

4. How to Make a Deletion Request

• Email info@mbdigital.services with the subject line “Data Deletion Request”.
• Tell us who you are and, if relevant, which club or account your data relates to, so we can locate it.
• Describe what you would like deleted — all of your data, or specific information.
• We may ask you to verify your identity before we act, to protect against unauthorised requests.

5. How We Handle Your Request

• We acknowledge deletion requests promptly and respond within one (1) calendar month, as required by UK GDPR. If a request is complex, we may extend this by up to two further months and will tell you if so.
• Where we are the controller, we will delete or irreversibly anonymise the relevant personal data across our active systems.
• Where we are the processor, we will pass the request to the relevant club without undue delay and act on the club’s verified instructions.
• We will instruct our sub-processors to delete the relevant data where applicable, subject to their own lawful retention requirements.
• Data held in routine backups is overwritten on our normal backup cycle; we do not restore deleted data from backups except where legally required.

6. When We May Retain Data

We may keep certain personal data after a deletion request, only to the extent necessary, where:

• Legal or tax obligations apply — for example, invoicing, accounting, and financial records, which we are generally required to keep for up to six (6) years.
• We need it to establish, exercise, or defend legal claims during the relevant limitation period.
• There is another overriding lawful basis recognised under UK GDPR.

Where we retain data on these grounds, we restrict its use to those purposes only and delete it once they no longer apply.

7. Deletion on Termination of Services

When a client relationship ends:

• On the client’s written request, we will export and return the client’s own data (including their members’ and players’ personal data) to the client.
• We will then delete the client’s personal data from the active Services within a reasonable period, save for data we must retain by law.
• Our own intellectual property — including Rally AI, RacketSync, Ask Ace, and all configurations, automations, workflows, and templates — is not personal data of the client, is not transferred to the client, and is retained by us.

8. Standard Retention Periods

Subject to the exceptions above, our standard retention periods are:

9. Free of Charge

We do not charge for deletion requests. We may charge a reasonable fee or refuse a request only where it is manifestly unfounded or excessive, as permitted by law, and we will explain our reasons if we do.

10. Complaints

If you are unhappy with how we have handled your request, please contact us first at info@mbdigital.services. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk.

11. Contact

Data deletion requests and questions should be sent to MB Digital Services Ltd t/a Ace Rally Media at info@mbdigital.services.