1. Purpose

This Data Retention Policy explains how long Hill Country Cricket Association (HCCA) keeps personal information collected from members, participants, and website visitors, and how we securely dispose of it.

2. General Principles

• We retain information only as long as necessary for program, legal, and reporting purposes.
• We comply with applicable legal, tax, and regulatory requirements.
• We securely delete or anonymize information when it is no longer needed.

3. Typical Retention Periods

• Membership and registration records: Up to 7 years after the end of the membership year.
• Youth program records: Until the participant reaches age 21, or 3 years after they leave the program, whichever is later (to cover potential claims involving minors).
• Financial and donation records: At least 7 years (to meet IRS and accounting requirements).
• Emails and routine correspondence: Up to 3 years, unless needed longer for legal or operational reasons.
• Incident/accident reports: At least 7 years, and longer if involving youth or potential legal claims.

4. Exceptions

We may retain information longer than the periods above when:

• There is an ongoing investigation, legal claim, or audit.
• We are required by law, court order, or regulator to keep records.
• We have a legitimate interest in keeping limited information (for example, to maintain an alumni list) and you have not objected.

5. Your Rights

You may request deletion or a copy of your personal information, subject to the legal and operational requirements described above. See our Privacy Policy for details on your rights and how to contact us.

6. Review

The HCCA Board reviews this Data Retention Policy periodically and updates it as needed to reflect current legal requirements and best practices.

7. Website assistant (Concierge)

The optional HCCA Concierge assistant sends questions to our AI provider as described in the Privacy Policy. We may use short-lived technical data (for example hashed IP identifiers) for rate limiting and abuse prevention. If we enable optional database tables, we may store: (1) helpfulness ratings (thumbs up/down), optional short notes you submit with a thumbs down, coarse topic labels, random session and message identifiers, and hashed IP; (2) link interaction events (which URLs you opened from assistant replies, plus optional link text) tied to the same session and message identifiers; (3) when turn logging is enabled, each user question and the assistant reply for that turn (length-limited), with the same identifiers and hashed IP, for staff content and navigation improvement — not an automatic training dataset for the AI vendor. Expected rolling retention is on the order of 90 days for link-click events, roughly 90–180 days for turn logs (unless we configure otherwise), and 12–24 months for feedback-style rows unless we configure a shorter or longer period. Staff may delete older rows manually or on a schedule.