Retention Schedule
Version 1.1. Published 24 September 2026 (1.0: 12 August 2026).
How long we keep each category of data, and why. Referenced by our Privacy Policy, Organisation Subscription Terms and Data Processing Agreement. Reviewed annually.
| Category | Retention | Notes |
|---|---|---|
| Account and profile data | Life of the account | Deleted after a 30-day cooling-off period when you close your account; records a law requires us to keep are retained with the reason recorded; handle reserved 90 days to prevent impersonation, then released |
| Inactive accounts | 24 months without a sign-in (or a longer period set by your club) | Only when you are not a current club member or the guardian of a current junior member. We email a warning, then delete the account 30 days later unless you sign in |
| Club membership records | Life of the club's subscription | On offboarding: exported or returned at the club's choice, personal data deleted within 30 days |
| Consent and withdrawal records | 2 years from withdrawal | Evidence of what was agreed and when; deleted automatically after 2 years |
| Safeguarding case records and audit trail | 2 years from case closure | Longer only where a live legal obligation requires |
| Criminal records check status (level, certificate number, dates, status) | While the individual holds the role | Removed on request or club offboarding; automatic removal when the role ends is being introduced; never aggregated; no certificate content is ever held |
| Medical notes | While your consent stands | Deleted immediately when you (or a junior's guardian) withdraw consent; a club loses access when the membership ends |
| Equality monitoring answers (ethnicity, disability) | While your consent stands | Deleted immediately when consent is withdrawn; only ever used as anonymised counts |
| Payment metadata | Life of the club's subscription | No cardholder data is ever held |
| Email delivery log | 12 months | Delivery troubleshooting and audit; deleted automatically |
| Notification history and email-only notifications | 12 months | Deleted automatically |
| Rejected or withdrawn membership applications | 12 months | Names and contact details anonymised automatically; the anonymised row is kept because attendance history refers to it |
| Waiting-list sign-ups | 12 months | Deleted automatically |
| Product feedback | 12 months after it is closed | Deleted automatically |
| Club news opt-outs | Until you ask us to remove it | A minimal suppression record so the club never sends you news again |
| Organisation contact information (directory) | Until objection, or 12 months after last source review | Objections honoured permanently via a minimal suppression record |
| Encrypted backups | Rolling rotation, maximum 90 days | Not restored except for disaster recovery |
| Anonymised aggregated statistics | Indefinite | Contain no personal data; governed by our Statistical Disclosure Control Policy |
| Junior profiles | Per the age-18 transition | Handover window 30-90 days at 18, or locked; guardian access ends at 18 |
| Legal, tax and company records | 6 years from end of financial year | Companies Act and HMRC obligations |