Data Ownership & Lifecycle

This page describes how data ownership works in Lumieos, what access InnovAlda has to region data, and how data is managed throughout its lifecycle — including the end-of-season archival process that clears PII between seasons.

Data Ownership

InnovAlda does not claim ownership of any data provided by region staff (via Tableau report or otherwise), event hosts, volunteers, teams, or other users. Final ownership of all data rests with the region organization.

Note: This policy takes effect with Lumieos version v25.

• InnovAlda will not use region data for any purpose, including marketing or research.
• InnovAlda staff only access region data when necessary to provide support.
• Lumieos is a multi-tenant environment that uses the domain as the primary key to filter all data. It is not possible to access another region’s data.

Data Lifecycle

The most critical data stored in Lumieos is personally identifiable information (PII) uploaded via the Tableau report. Lumieos retains this data for the duration of the current season and clears it at the end of each season as part of the annual archival process.

Overlapping Seasons

Starting with v26.1, Lumieos supports two seasons coexisting within the same region — for example, 2025 championship events still running while 2026 team registration is already open. You will see both seasons in the region admin dashboard during the overlap window.

• In team-formation-enabled regions, only one season per region can have team formation open at a time. The season with an active signup window is the one teams join; the other remains visible for historical reference until its events complete.
• In non-formation regions, both seasons can accept imports and team-status changes concurrently, up to the point where the older season is archived.

Annual Archival

When a season ends, its data is permanently archived — PII is removed, team rosters are converted to aggregate statistics, and cached external data is deleted. Historical reporting continues to work from the aggregate statistics.

Note: Archival is irreversible. Once a season is archived, its team roster PII, uploaded imports, and change-log entries cannot be restored.

There are two ways archival happens:

Partner-Initiated Archival

Region administrators can archive a completed season at any time from the region admin dashboard, once the season has ended and all its events are complete.

Preconditions (enforced by Lumieos):

• The season’s end date is in the past.
• No events attached to the season’s levels are still pending (every event’s end time is in the past).
• The season has not already been archived.

How to trigger:

1. Open the region admin dashboard.
2. For any ended season that has not yet been archived, a yellow “Season archival required” banner appears during the warning window (see below).
3. Click Archive now. Confirm the operation.
4. Lumieos runs the archival, purges the data listed below, and marks the season as archived.

If you archive early (immediately after the season ends and before the forced date), there is no functional difference from waiting — the same data is purged either way.

Forced Archival

If a partner has not archived an expired season by the instance’s configured cleanup date, Lumieos forcibly archives every expired unarchived season on that date. This guarantees that PII does not linger indefinitely after a season has ended.

• When it runs: at 01:00 server time on day 1 of the configured cleanup month. The cleanup month is an instance-level setting (CLEANUP_MONTH) that defaults to June (6). Contact your InnovAlda instance operator if you need confirmation of the exact date for your region.
• What it does: iterates every season whose end date is in the past and whose archival has not been run, and performs the same purge a partner-initiated archival would.
• Notification: after the forced run, InnovAlda admins receive an email summary listing which seasons were archived on each partner. There is no pre-run confirmation — partners are expected to self-archive before the date, or accept the forced run.

Warning Banner

To give partners time to self-archive, the region admin dashboard displays a yellow banner for every expired unarchived season during the entire calendar month preceding the cleanup month, and through the cleanup month itself until the forced task runs.

With the default CLEANUP_MONTH=6 (June), the banner is visible all of May and May 31 through June 1 at 01:00 server time. On most deployments, this gives partners a four-to-five-week window to review and archive their own data before the forced run.

What Gets Purged During Archival

Whether partner-initiated or forced, archival performs the following:

• Team Data

  • Remove all team roster records and convert them to aggregated statistics (number of coaches, students, etc.) so stats can still be generated after season end
  • Remove all pictures uploaded to team profiles
  • Remove all PII from team information (contact address, status notes, etc.)
  • Remove all audit log entries for teams
  • Remove unused team invite codes

• FIRST Data

  • Delete all cached Tableau report data (team and roster)
  • Delete all cached volunteer information from VIMS
  • Delete all cached fingerprinting records (where applicable)

• Learning

  • Delete all cached test-answer records associated with the season’s learning modules

• Conversations and Communications

  • Delete cached email records scheduled against the season (conversations-system delivery is not affected)

• Platform Configuration

  • Purge older Lumieos configuration and region data that is no longer necessary (role limits, etc.)

After Archival

Once a season has been archived:

• The season is read-only. Tableau imports, VMS uploads, team-status edits, and national-record edits are rejected with an HTTP 409 Conflict response.
• Team roster statistics (counts per role) remain queryable for year-over-year reporting.
• The Events Management page filters by active seasons only, so archived seasons no longer appear in day-to-day management UIs. Archived seasons are still visible in the season selector on the region dashboard for reference.
• Partner administrators retain access to aggregated stats and the season’s event history. Only PII and raw import data are removed.