What happens to old records

Whole Team keeps what your club needs and lets go of the rest. Nothing a club needs for its records to add up is ever destroyed; what goes is the person, not the history.

Two words, used carefully

• Anonymised means the record stays and the person goes: the name becomes "Former player", and the date of birth, contacts, the note for a coach and every consent are removed. Availability, selections, registers, minutes and results stay attached to that unnamed record, so last season's numbers still add up.
• Removed means a row is deleted. This is only ever for records about a device or a session: notification tokens, sign-in challenges, old digests, and coach register entries once someone has stopped holding the role.

The schedule

| What | Kept while | Then | |---|---|---| | A child's record | They have an active membership | 18 months with none: archived, hidden from clubs, and a guardian can bring it back for 6 more months. After that, anonymised | | An adult's account | It is used | 24 months after the last sign-in, or on request: anonymised | | Availability, selections, registers, minutes, results | Indefinitely | They stay as the club's history, without a name | | The note for a coach and the emergency contact | While the child is a member and the consent stands | Removed when consent is withdrawn, the child leaves, or the record is anonymised | | Stand-downs | Until the date, plus 12 months | Removed. The club's counts stay, without a name | | Photos | While consent stands and the child is a member | Re-blurred the moment consent goes; removed with the record | | Payments and receipts | 6 years from the end of the financial year | Tax law. They are never anonymised | | The coach register | While the person holds the role | 12 months after it ends: removed | | Code of conduct acceptances | While they are a member | 12 months after: removed | | Notification tokens, sign-in challenges | Until they are replaced | Removed |

The full policy, with the reasoning, is at wholeteam.co.uk/privacy.

Archived, and getting a child back

An archived child is hidden from the club: they are off every team list and cannot be selected. For six months a guardian can bring the record back, and everything comes with it. After that it is anonymised, and it cannot be undone.

Asking us to remove a child sooner

A guardian can ask at any time from their family page. It is in your data, with what happens and how long it takes.

Rolling a season forward

Starting a new season copies memberships forward and ends the old ones. It never deletes: past seasons stay readable to the club and to families behind "Past seasons".