Data Retention
Version: 1.1·Last reviewed:
Scorecrypt collects only the personal information needed to operate a wrestling program. Personal information for minors is held no longer than necessary, and the schedule below shows what we keep, for how long, and why. The retention windows on this page are programmatically enforced by nightly jobs; this is not a goal, it is what the system actually does today.
What happens when an athlete or account is removed
When an athlete is archived from a roster, a retention clock starts from the archive date. After 90 days, direct identifiers (name, email, phone, parent contact) are nulled from the athlete record. The date of birth is held for one year so the program can keep accurate age-tier counts in historical season reports.
When an adult account (parent, coach, administrator) is deactivated, the messaging and profile data attached to that account follows the messaging retention schedule below. Historical record-of-action audit trails (who logged in, who approved which form) are retained as anonymized rows so the chain of custody survives even after personal identifiers are removed.
Some kinds of records are required by law to be kept for a fixed minimum number of years. Those records cannot be deleted on request until the legal retention period elapses. The schedule below calls out which categories those are.
Retention schedule
| What | How long | Why |
|---|---|---|
Athlete profile fields (name, email, phone, parent contact) First name, last name, athlete email and phone, parent or guardian email and phone | 90 days after the athlete is archived from a roster | Programs need a short window to recover an accidentally-archived athlete and to complete season-end paperwork. After 90 days these identifiers are removed. |
Athlete date of birth Date of birth on the archived athlete record | 365 days after the athlete is archived | A longer window keeps program-level age-tier statistics meaningful (how many wrestlers were in each age band over the season). After 365 days this field is removed. |
Direct messages and attachments (adult to minor) Message content and attachments in any thread that includes a minor and an adult | 7 years (Federal SafeSport Act minimum) | The U.S. Center for SafeSport and the SafeSport Authorization Act require these communications be available for 7 years for safety review. This is a federal floor and cannot be shortened by the program. |
Direct messages between adults Message content in adult-only threads | Per program policy, with a default of 90 days after thread inactivity | Adult-only communications are retained on the program-configured schedule for operational continuity (referee assignments, coach-to-coach planning). |
Parental consent records (COPPA) Parental consent grants and revocations for minors under 13, including the verifiable consent method used | 10 years (COPPA Sec. 312.10 record-keeping rule) | Federal COPPA rules require operators to keep verifiable parental consent records to demonstrate compliance during an audit. The 10-year window is the standard FTC retention guidance. |
Mandatory reporter filings Filings made under state mandatory-reporter laws when staff are required to report a suspected concern | 10 years (state mandatory-reporter statutes) | State law requires the underlying report be available for the duration the case may be reviewed. Hold periods vary by state; we use 10 years as a conservative federal floor. |
Audit trail (who did what, when) Pseudonymized records of administrative actions, message activity timestamps, and login events | 7 years | Audit trails support program safety reviews and the SafeSport investigation process. The records are pseudonymized so they survive personal-identifier removal without losing their chain-of-custody value. |
Trial-account data (after trial expiration) Organization data created during a 30-day free trial, including roster, scheduling, and messaging data | 30 days after trial expiration | A short preservation window lets a program convert from trial to paid without losing its work. After 30 days, trial data is deleted except for records subject to the legal retention windows above (parental consent records, mandatory reporter filings, federally-required SafeSport audit trails). |
How to request early deletion
A parent or guardian can request early deletion of a minor athlete's record at any time. The request is processed under the data subject request flow described in the privacy policy. We respond within the timeline required by your state, which is 45 days in most cases.
Some records (parental consent, mandatory reporter filings, federally-required SafeSport audit trails) cannot be deleted before the legal minimum has elapsed. When a request includes records of that kind, we delete what we can and tell you specifically what is being held and why.
What if a legal hold is active
When a record is under an active legal hold (for example, a pending REPORT Act referral, a court-ordered preservation, or an open SafeSport matter), the retention schedule on this page is paused for that record. The hold takes precedence over the routine retention windows. Once the hold is released, the normal retention clock resumes from the original trigger date.
Holds are administered by program owners and Scorecrypt compliance staff and are not visible to general users. If you have reason to believe one of your records is on hold and you need information about it, contact your program administrator first.