This policy explains how long Intensity Hoops keeps different types of personal information, and when it's deleted or archived. It supports the commitments made in our Privacy Policy.
Registration & Contact Information
Retained for the duration of a participant's involvement with the club, plus 2 years after their last registered season, to support alumni communication, references, and returning-family registration.
Medical & Emergency Contact Information
Retained for the season it was collected for, plus 7 years, reflecting the general limitation period for personal injury claims in British Columbia. Retained securely and accessed only if relevant to a safety or insurance matter.
Signed Waivers & Consent Forms
Retained for 7 years from the date of signing, for the same reason as medical information above — these are the documents most likely to matter in a future claim.
Payment Records
Retained for 7 years, consistent with standard financial recordkeeping requirements under Canadian tax law.
Archived Email
Communications sent to or through Intensity Hoops' official email accounts are archived and retained for 3 years, then securely deleted, unless a specific email is relevant to an active concern, dispute, or legal matter, in which case it is retained until that matter is resolved.
Screening & Background Check Records
Retained for as long as the individual is active in a coaching or volunteer role, plus 3 years, then securely deleted.
Website Analytics
Governed by the retention settings of our third-party analytics provider, not stored separately by Intensity Hoops.
How Information Is Deleted
At the end of a retention period, information is securely deleted or permanently de-identified. Paper records are shredded; digital records are permanently removed from active systems and backups on a rolling basis.
Questions
Questions about this policy can be directed to Intensity Hoops — see the Contact page.
