Last updated: August 17, 2026
Data Retention Policy
This policy describes how long Waresport retains personal information collected through our platform, including personal information collected about children under 13. It is part of our commitment to collecting only the information we need and retaining it only for as long as it serves a defined purpose. Read it with our Privacy Policy and Children's Privacy Notice.
General principles
We retain personal information only for as long as necessary to fulfill the purposes for which it was collected, to comply with legal obligations, to resolve disputes and to enforce our agreements. When information is no longer needed for any of these purposes, we delete it or anonymize it so that it can no longer be associated with an individual.
Retention periods by data category
Account information
Name, email, phone, password hash, club name and role. Retained while the account is active. Deleted or anonymized within 90 days after account closure, unless retention is required by law.
Athlete profile information
Date of birth, guardian contacts, emergency contacts, team, division and photo. Retained while the athlete is associated with an active club on the platform. Deleted or anonymized within 12 months after the athlete is removed from all clubs or the last associated club's subscription ends.
Registration, tryout and waiver responses
Retained for the duration of the season or program they relate to, plus 24 months for re-enrollment, dispute resolution and legal compliance purposes.
Payment and transaction records
Amounts, status, invoice history and last four card digits. Retained for 7 years from the date of the transaction to comply with tax, accounting and financial reporting obligations.
Communications
Messages sent through the platform and delivery status. Retained for 24 months from the date the message was sent. Clubs may export their communications before this period expires.
Usage and device information
IP address, browser type and pages viewed. Retained for 12 months. Aggregated analytics data that cannot identify an individual may be retained indefinitely.
Uploaded content
Files, documents, images and video. Retained while the uploading account is active. Deleted within 90 days after account closure or upon request.
Children's personal information
Personal information collected about children under 13 is subject to the same retention periods described above. We do not retain children's personal information for longer than is reasonably necessary to fulfill the purpose for which it was collected. When a parent requests deletion of their child's information, we process the request within 30 days.
Deletion process
When information reaches the end of its retention period or when a deletion request is received, we use the following process: the information is marked for deletion in our systems, automated deletion runs process marked records on a regular schedule, deletion is confirmed in our internal logs, and third-party service providers with copies of the data are notified to delete their copies in accordance with their contractual obligations.
Exceptions
We may retain information beyond the stated periods where required by law (for example, tax records), where necessary to resolve an active dispute or legal claim, where a law enforcement or regulatory request requires preservation, or where anonymized data is retained for aggregate analytics purposes.
Contact
For questions about our data retention practices or to request deletion of your information, contact us at privacy@waresport.com.