Privacy Policy
Date of last modification: 2026-01-31
Policy version: 1.4
Privacy
The Matrix system is designed to store and manage user data, including account names, display names, hashed passwords, and messages. It also tracks and keeps temporary records of access logs, including information like the account name, requested URL, and user agent. To support federation, user data may be shared with other Matrix servers as needed. Additionally, the system utilizes Bridges that may transmit message data to third-party services, where the user may not have control over the data.
The webclient for Matrix is set to use https://matrix.frei.chat as the default homeserver for user data, but users have the option to select a different server for the client to communicate with. Third-party identity and integration services connect to https://vector.im, https://riot.im, and their subdomains. Any conference calls initiated from the webclient or other Element clients using this homeserver will use the Jitsi instance located at https://jitsi.riot.im. The system also keeps temporary access logs, which include details such as requested URL, user agent, and source IP address.
Account Activity, Inactivity, and Automated Deactivation
Data processed
For the management of unused and inactive accounts, frei.chat processes the following data where available:
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Matrix user ID, local account name, display name, and account creation date;
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the date and time of the most recently recorded account or device activity;
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device identifiers, device display names, last-seen timestamps, user-agent information, and associated technical access information;
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account status information from Synapse and the Matrix Authentication Service, including whether an account is active, locked, suspended, deactivated, erased, administrative, or associated with an application service;
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the number of active devices and joined rooms;
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technical classifications used to exclude administrative, bot, bridge, service, application-service, and test accounts;
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the email address associated with the account;
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workflow status, applicable deadlines, notification attempts, delivery status, message identifiers, errors, and administrative review actions.
Message contents are not inspected or evaluated to determine account inactivity.
Where an account has used a bridge service, activity attributable solely to an identifiable bridge device may be disregarded so that automated bridge traffic is not mistaken for activity by the account holder.
Purposes and legal bases
Account and activity information is processed to provide and administer the frei.chat service, communicate important account-related information, and terminate accounts in accordance with the Terms of Use. This processing is based on Article 6(1)(b) GDPR.
Technical status checks, workflow logging, and the identification of dormant accounts are also carried out for the legitimate interests of maintaining the security, reliability, data accuracy, and resource-conscious operation of the service pursuant to Article 6(1)(f) GDPR.
Account lifecycle emails are service communications and are not used for advertising.
Inactivity criteria and procedure
Under the currently applicable account lifecycle:
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accounts that have never recorded qualifying user activity may enter the process 30 days after creation;
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accounts with prior activity may enter the process after 180 consecutive days without qualifying user activity;
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a 30-day notice period begins only after the first notification has been successfully accepted for delivery;
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reminders may be sent during the notice period;
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new qualifying activity or an accepted manual-review request stops the current process;
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eligibility and account status are verified again before notifications and immediately before deactivation.
If the criteria continue to be met after the notice period, the account may be deactivated automatically and an erasure request may be submitted to the Matrix homeserver.
The logic uses account age, recorded activity timestamps, account status, configured exclusions, notification status, and the expiry of the notice period. It does not evaluate the content of messages or create advertising or behavioral profiles.
Recipients
Account data is processed within the frei.chat-operated Synapse and Matrix Authentication Service systems. Notification data is transmitted to the email service provider used by frei.chat as necessary to deliver account-related messages.
Previously sent Matrix events may already have been transmitted to other Matrix homeservers, room participants, bots, or bridge services as part of Matrix federation or the user’s use of a bridge.
Retention and consequences of deactivation
Activity and account-status data is retained while the account exists and for as long as it is necessary to operate and verify the inactivity process.
On deactivation, frei.chat requests removal or invalidation of account access data, including active access tokens, devices, encryption keys, password credentials, push notification registrations, third-party identifiers, profile data, and room memberships, to the extent supported by the Matrix software.
Account deactivation does not guarantee deletion of all previously sent messages or events. Events already visible to existing room participants may remain visible, and copies held by federated servers or external bridge services are outside the complete technical control of frei.chat. Historical events may continue to contain the Matrix user ID. Media remains subject to the separately stated media-retention rules.
Objection and contact
Where processing is based on Article 6(1)(f) GDPR, account holders have the right to object on grounds relating to their particular situation. Requests for information, objection, or manual review may be submitted using the contact details stated in the Imprint.
Retention policy
Media that is send over frei.chat is stored for a maximum of 30 days. Each user has a free quota of 25GB over 30 days. Shorter retention periods may apply to certain media originating from bridged services, in accordance with the Terms of Use.
Remote media intended as media from other servers will be deleted after 7 days but will be re-downloaded upon re-access.
After that time all media that has not been quarantiened or marked as protected from quarantine will be deleted.
Media can only be quarantined by an authorized administrator or account with administrative permissions.
History
| Date |
Version |
Changes |
| 2026-08-03 | 1.5 |
|
| 2026-01-31 | 1.4 |
|
| 2025-03-16 | 1.3 |
|
| 2024-01-22 |
1.2 |
|
| 2024-01-17 |
1.1 |
|
| 2024-01-14 |
1.0 |
|
| 2023-01-25 |
1.0 |
|