Data Retention Policy

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.