Updating terms of service with data retention policy (SCP-5792)

app/controllers/application_controller.rb

@@ -22,7 +22,8 @@ class ApplicationController < ActionController::Base
   before_action :get_download_quota
   before_action :get_deployment_notification
   before_action :set_selected_branding_group
-  before_action :check_tos_acceptance
+  # allow users to view privacy policy even if they haven't accepted the ToS yet
+  before_action :check_tos_acceptance, except: :privacy_policy
   before_action :set_ab_test_assignments
 
   rescue_from ActionController::InvalidAuthenticityToken, with: :invalid_csrf

app/controllers/profiles_controller.rb

@@ -96,7 +96,11 @@ def update_firecloud_profile
     end
   end
 
-  def accept_tos; end
+  def accept_tos
+    @previous_acceptance = TosAcceptance.where(
+      email: @user.email, :version.ne => TosAcceptance::CURRENT_VERSION
+    ).order_by(&:version).last
+  end
 
   def record_tos_action
     user_accepted = tos_params[:action] == 'accept'

app/models/study.rb

@@ -30,6 +30,7 @@ class Study
   ASSOCIATED_MODEL_DISPLAY_METHOD = %w(name url_safe_name bucket_id firecloud_project firecloud_workspace workspace_url google_bucket_url gs_url)
   OUTPUT_ASSOCIATION_ATTRIBUTE = %w(id)
 
+  MAX_EMBARGO = 2.years.freeze
   ###
   #
   # SETTINGS, ASSOCIATIONS AND SCOPES
@@ -744,6 +745,7 @@ def author
   validates_presence_of :firecloud_project, :firecloud_workspace
   validates_uniqueness_of :external_identifier, allow_blank: true
   validates :cell_count, numericality: { only_integer: true, greater_than_or_equal_to: 0 }
+  validate :enforce_embargo_max_length
 
   # callbacks
   before_validation :set_url_safe_name
@@ -1678,6 +1680,17 @@ def verify_remote_file(remotes:, file_location:)
     remotes.any? ? remotes.detect {|remote| remote.name == file_location} : ApplicationController.firecloud_client.execute_gcloud_method(:get_workspace_file, 0, self.bucket_id, file_location)
   end
 
+  # get the max date for a data embargo
+  def max_embargo
+    start_date = persisted? ? created_at.to_date : Date.today
+    start_date + MAX_EMBARGO
+  end
+
+  # get the max embargo duration as text, e.g. '2 years'
+  def self.max_embargo_text
+    MAX_EMBARGO.parts.map { |k, v| "#{v} #{k}" }.join(', ')
+  end
+
   ###
   #
   # FIRECLOUD FILE METHODS
@@ -1870,6 +1883,14 @@ def set_data_dir
   #
   ###
 
+  def enforce_embargo_max_length
+    return true if embargo.blank? || !public
+
+    unless embargo <= created_at + MAX_EMBARGO
+      errors.add(:embargo, "cannot be longer than two years from date of creation (#{created_at.to_date.strftime('%m/%d/%Y')}) for public studies")
+    end
+  end
+
   # automatically create a FireCloud workspace on study creation after validating name & url_safe_name
   # will raise validation errors if creation, bucket or ACL assignment fail for any reason and deletes workspace on validation fail
   def initialize_with_new_workspace

app/models/tos_acceptance.rb

@@ -2,7 +2,7 @@ class TosAcceptance
   include Mongoid::Document
   include Mongoid::Timestamps
 
-  CURRENT_VERSION = Date.parse('2018-08-29') # current revision of ToS
+  CURRENT_VERSION = Date.parse('2025-01-15') # current revision of ToS
 
   field :email, type: String
   field :version, type: Date, default: CURRENT_VERSION

app/views/profiles/accept_tos.html.erb

@@ -1,5 +1,13 @@
 <h1 id="tos-title">Terms of service, revised [<%= TosAcceptance.current_version %>]</h1>
 <div id="tos-content">
+  <% if @previous_acceptance %>
+    <div class="bs-callout bs-callout-primary">
+      <p>
+        Our terms have updated since the last version on <%= @previous_acceptance.version %>.  Please review carefully
+        the terms in their entirety by scrolling to the bottom of the page.
+      </p>
+    </div>
+  <% end %>
   <%= render :partial => '/site/tos_content' %>
 </div>
 <%= form_for :tos, url: record_tos_action_path, html: {class: 'form', id: 'tos-form'} do |f| %>

app/views/site/_study_settings_general.html.erb

@@ -11,11 +11,12 @@
 <div class="form-group row">
   <div class="col-md-4">
     <%= f.label :embargo, 'Data release date' %>&nbsp;
-    <span class='fas fa-question-circle' data-toggle='tooltip'
+    <span class='fas fa-question-circle' data-toggle='tooltip' data-placement='right'
           title='Setting a data release date will prevent downloads for everyone except study owners & shared users,
-          and will expire at 12AM on the date specified (leave blank to allow downloads)' data-placement='right'>
+          and will expire at 12AM on the date specified (leave blank to allow downloads).  This has a maximum length of
+          <%= Study.max_embargo_text %> from date of creation for public studies.'>
     </span><br />
-    <%= f.date_field :embargo, class: 'form-control' %>
+    <%= f.date_field :embargo, class: 'form-control', max: f.object.max_embargo %>
   </div>
   <div class="col-md-4">
     <%= f.label :public %><br />

app/views/site/_tos_content.html.erb

@@ -68,8 +68,30 @@
     or confidential data unless appropriate consents and/or approvals have been obtained.</li>
   <li>Assure the owner and individuals who have sharing access to a study agree to having their emails associated publicly
     with the study or have sharing access removed before the study is public.</li>
-
 </ul>
+<h3>Data Retention Policy</h3>
+<p>All users creating a new study are permitted to upload and host data on SCP free of charge by selecting the "Default"
+  Terra billing project.  Any study created in that project will be subject to the following data retention policy.
+  Any study created in a user-controlled Terra billing project is exempt.</p>
+<h4>Storage Amount</h4>
+<p>
+  There is a soft cap of 200 GB total for all uploads to an individual study.  Any data in excess of this cap may be
+  subject to removal unless approved at the discretion SCP admins.  A notification will be sent to the study owner 30
+  days prior to any data removal, and the study owner may elect to download their data prior to removal.
+</p>
+<h4>Public Studies</h4>
+<p>Any study marked as "public" that provides visualizations and/or downloadable data files can be stored indefinitely
+  provided it remains public and accessible.  We ask that study owners not upload intermediate analysis files unless they
+  are also made available for download.</p>
+<h4>Private Studies</h4>
+<p>Any study that is not publicly accessible may be stored for a term of up to one year from the data of creation.
+  After this term expires, such studies will be candidates for removal.  Study owners will be notified prior to any
+  removal and given a period of 30 days in which to convert their study to public or download their data.  After this
+  period expires, any remaining private studies are subject to removal at the discretion of SCP admins.</p>
+<h3>Data Embargoes</h3>
+<p>All studies in SCP may enforce a data embargo that will prevent other users from downloading data files before the
+  embargo expires.  The embargo will have a maximum length of two (2) years from date of study creation if the study is
+  public.</p>
 <h3>Access Levels</h3>
 <p>Your level of access to SCP is limited to ensure your access is no more than necessary to perform your legitimate tasks
   or assigned duties. If you believe you are being granted access that you should not have, you must immediately notify

app/views/studies/_form.html.erb

@@ -30,8 +30,14 @@
   </div>
   <div class="form-group row">
 		<div class="col-md-3">
-      <%= f.label :embargo, 'Data release date' %>&nbsp;<span class='fas fa-question-circle' data-toggle='tooltip' title='Setting a data release date will prevent downloads for everyone except study owners & shared users, and will expire at 12AM on the date specified (leave blank to allow downloads)' data-placement='right'></span><br />
-			<%= f.date_field :embargo, class: 'form-control' %>
+      <%= f.label :embargo, 'Data release date' %>&nbsp;
+      <span class='fas fa-question-circle' data-toggle='tooltip' data-placement='right'
+            title='Setting a data release date will prevent downloads for everyone except study owners & shared users,
+            and will expire at 12AM on the date specified (leave blank to allow downloads).  This has a maximum length
+            of <%= Study.max_embargo_text %> from date of creation for public studies.'
+      ></span>
+      <br />
+			<%= f.date_field :embargo, class: 'form-control', max: f.object.max_embargo %>
 		</div>
 		<div class="col-md-2">
 			<%= f.label :public %><br />

test/models/study_test.rb

@@ -201,4 +201,14 @@ class StudyTest < ActiveSupport::TestCase
     assert_equal cells, @study.expression_matrix_cells(ann_data_file, matrix_type: 'processed')
     assert_equal cells, @study.expression_matrix_cells(ann_data_file, matrix_type: 'raw')
   end
+
+  test 'should prevent data embargo longer than max' do
+    study = FactoryBot.create(:detached_study, user: @user, name_prefix: 'Embargo Test', test_array: @@studies_to_clean)
+    assert study.valid?
+    study.embargo = study.max_embargo + 1.day
+    assert_not study.valid?
+    assert study.errors.has_key?(:embargo)
+    study.public = false
+    assert study.valid?
+  end
 end