Data Retention Policy

Last Updated: June 2026

Hoops Helm ("we," "us," "our," or "Company"), a software service provider, maintains this Data Retention Policy to explain how organizational and user data is stored, archived, retained, restored, exported, and permanently deleted within the Hoops Helm platform ("Services").

By using Hoops Helm, you acknowledge and agree to the practices described in this policy.

1. Organization Data Ownership

Organizations retain ownership and control of the team, player, schedule, communication, document, analytics, and operational data stored within Hoops Helm.

Organization administrators are responsible for:

• managing user access;
• determining retention decisions;
• initiating deletions or archival actions;
• exporting and backing up important information.

Hoops Helm acts as a software service provider and data processor on behalf of organizations using the Services.

2. Active Data

Active data refers to information currently accessible and operational within the platform.

Examples include:

• rosters;
• schedules;
• practices;
• games;
• player information;
• attendance;
• statistics;
• messages;
• uploaded files and documents;
• season records;
• analytics and reports.

Active data remains accessible until archived, deleted, or otherwise removed by authorized users or administrators.

3. Archived Data

Certain information may be archived instead of immediately deleted.

Archived data:

• may be hidden from normal workflows;
• may remain recoverable for a limited period;
• may continue to exist temporarily in backup systems;
• may still be included in exports or audit systems.

Archiving is intended to help organizations preserve historical records while reducing operational clutter.

4. Soft Deletion and Recovery Windows

When supported by the platform, deleted information may enter a temporary recovery state before permanent deletion.

During the recovery period:

• authorized users may restore eligible data;
• data exports may still be generated;
• recovery tools may remain available.

Unless otherwise specified:

• the standard recovery period is approximately 30 days from deletion.

Hoops Helm will use commercially reasonable efforts to maintain recovery systems during applicable recovery windows, but recovery availability cannot be guaranteed in all circumstances.

5. Permanent Deletion

After the applicable retention or recovery period expires:

• data may be permanently deleted;
• recovery may become impossible;
• associated files and linked records may also be removed.

Permanent deletion may include:

• database records;
• uploaded files;
• exports;
• backups scheduled for expiration;
• related metadata.

Deleted information may temporarily persist in encrypted backups, disaster recovery systems, or archival infrastructure until those systems cycle through standard retention schedules.

Hoops Helm does not guarantee recovery of permanently deleted data.

6. Export Responsibility

Organizations and users are strongly encouraged to export or back up important information before:

• deleting records;
• archiving seasons;
• removing users;
• canceling subscriptions;
• terminating accounts.

Exports represent point-in-time snapshots of available data and may not include future updates, third-party content, or subsequently deleted information.

Hoops Helm may provide export tools for convenience but does not guarantee indefinite retention of exported files or deleted records. Hoops Helm does not guarantee indefinite storage or preservation of organization-owned data beyond published retention timelines.

Organizations are responsible for maintaining their own backup procedures where necessary.

7. Audit Logs and Operational Records

Certain operational, audit, billing, security, or compliance-related records may be retained after deletion for purposes including:

• fraud prevention;
• security monitoring;
• legal compliance;
• dispute resolution;
• operational integrity;
• abuse prevention.

These records may contain limited metadata but are not intended to preserve deleted organizational content indefinitely.

8. Legal Holds and Compliance Requirements

Hoops Helm may retain information longer than normal retention periods when reasonably necessary to:

• comply with law;
• respond to legal requests;
• enforce agreements;
• investigate fraud or abuse;
• protect platform security;
• resolve disputes.

9. Third-Party Integrations

Data synchronized with third-party services (including Google Calendar, Gmail, or other integrations) may remain subject to those providers' independent retention and deletion policies after deletion within Hoops Helm.

Organizations are responsible for reviewing third-party retention policies independently.

10. Account Termination

If an organization terminates its account:

• organizational data may remain recoverable for a limited period;
• data may later be permanently deleted according to retention schedules;
• certain operational or legal records may still be retained as required.

Deleting an individual user account does not automatically remove organization-owned records retained by organization administrators.

11. Policy Updates

Hoops Helm may update this Data Retention Policy from time to time.

When updates occur:

• the "Last Updated" date will be revised;
• significant changes may be communicated through email or in-app notification.

Continued use of the Services after updates constitutes acknowledgment of the revised policy.

12. Contact

Questions regarding this Data Retention Policy may be directed to:

support@hoopshelm.com

or through the Hoops Helm support channels available at:
https://www.hoopshelm.com