Users

In accordance with our privacy policy, users will be deprovisioned if

• users no longer have access to bwIDM.
• Users have been inactive for over a year.

Users lose access to bwIDM if their home organization (university, college) no longer provides information about them (e.g., de-registration). Inactivity means that users have not interacted with JupyterHub (e.g., logging in to the service, starting a profile, etc.).

Notifications

To avoid unexpected data loss, we notify all users affected by deprovisioning. The notification is sent by email. The email address associated with the JupyterHub username is used for this purpose. The emails are sent 3 months, 30 days, and 7 days before deprovisioning.

Before each new notification and on the day of deprovisioning, we check whether users have regained access to bwIDM or have become active again. If this is the case, no new notification is sent.

Affected data

On the effective date, the data will be completely and irrevocably deleted without further notification. We therefore ask you to back up the data in good time upon receipt of the notifications.
The following data will be deleted:

• User directory: All files in the user directory will be deleted.

Profiles

Lecturers can create their own profiles for their courses, e.g., to share files with students and correct submissions. As the content is usually no longer used at the end of the course, the profiles are deleted on the end date.

The end date is calculated and set automatically when the profile is created. The end date is the next semester end (March 31 or September 30) one year after profile creation. For example:

• A profile created on February 10, 2026 will be deleted on March 31, 2027.
• A profile created on August 27, 2026 will be deleted on September 30, 2027.
• A profile created on December 13, 2026 will be deleted on March 31, 2028.

The end date of a profile can be viewed on the profile selection page via the info icon ().

Notifications

To avoid unexpected loss of data, we notify all users who are affected by the deprovisioning of profiles:

• Users who have created at least one profile that will be deprovisioned.
• Users who have visited at least one profile that will be deprovisioned.

The notification is sent by e-mail. The e-mail address behind the JupyterHub user name is used for this purpose. The emails are sent 30 days and 7 days before deprovisioning.

Affected data

On the cut-off date, i.e. the end of the semester, the data will be completely and irrevocably deleted without further notification. We therefore ask you to save the data in good time when you receive the notifications.
The following data will be deleted:

• Profile: The profile will be deleted. This means that the shared link to the profile will no longer work. The profile will no longer appear in the profile selection or on the "Profile Management" page. The profile can no longer be started. If an image pull secret has been set, this will also be deleted.
• Shared folder: All data in the __shared folder will be deleted. Content that was copied from the shared folder to the personal user directory before deletion is not deleted.
• Shared folder for Collaborators: All data in the __collaborators folder will be deleted. Content that was copied from the shared folder for Collaborators to the personal user directory before deletion will not be deleted.
• Submissions and corrections: All submissions and corrections made via the __submission and __correction folders are deleted.
• Groups: All groups will be deleted. This includes the group membership of the users and the user directory of the group.