1. Purpose
The purpose of this Data Retention, Deletion, and Destruction Policy (“Policy”) is to define how PROHIT, LLC (“PROHIT,” “we,” “our,” or “us”) retains, deletes, and disposes of personal information collected by PROHIT pursuant to our applicable privacy notices and in accordance with applicable laws. This Policy applies to all business units, employees, contractors, and service providers involved in the creation, development, operation, maintenance, or other aspect of the PROHIT mobile application or related services (the “Services”) who create, access, store, process, or dispose of Company records or personal data. It covers all formats and media, including systems, applications, databases, collaboration tools, files, backups, and physical records.
This Policy is designed to ensure compliance with:
Where multiple laws apply, PROHIT will apply the most protective requirement to individuals’ data and the longer retention period only to the extent required to comply with law, assert or defend legal claims, meet audit obligations, or fulfill contractual obligations. When legal retention requirements cease to apply, data must be deleted or irreversibly de-identified in accordance with this Policy.
2. Principles of Data Retention
PROHIT collects and retains personal information only for as long as reasonably necessary to:
Data will be deleted or de-identified when the applicable retention period expires, when consent is withdrawn (where consent is the legal basis and no other lawful basis applies), or when an individual exercises a right to deletion and no exception applies.
3. Data Retention Timeframes
3.1 Player, Coach, or Scout (Adult) Personal Information
| Data Category | Retention Period |
| Account profile data (name/nickname, date of birth, position, professional profile info for coach/scout) | Life of account + 2 years of inactivity, thereafter deleted or de-identified/anonymized/aggregated |
| Communications with PROHIT | Retained as needed to address inquiries and operational needs |
| Training videos and performance analytics | Life of account + XX days (recommend 90), thereafter deleted or de-identified/anonymized/aggregated |
| Optional recruitment data (school name, graduation year, GPA) | Retained only while recruitment features are enabled + 2 years of inactivity, thereafter deleted or de-identified/anonymized/aggregated |
| General location data (city and state) | Retained while the account remains active + 1 year of inactivity, thereafter deleted or de-identified/anonymized/aggregated |
| App usage and diagnostic data | Retained in identifiable form only as long as necessary for troubleshooting, but no more than 3 years after resolution (18 months for call recordings), thereafter deleted or de-identified/anonymized/aggregated |
3.2 Player (Child) Personal Information
| Data Category | Retention Period |
| Player account profile data (name/nickname, date of birth, position) | Retained while the account remains active + one (1) year from beginning of inactivity |
| Training videos and performance analytics | Retained while the account remains active + 90 days for user-uploaded videos; 1 year of inactivity for performance analytics, thereafter deleted or de-identified/anonymized/aggregated |
| Optional recruitment data (school name, graduation year, GPA) | Retained only while recruitment features are enabled, + 1 year of inactivity or disabling of recruitment features, thereafter deleted or de-identified/anonymized/aggregated |
| General location data (city and state) | Retained while the account remains active, + 90 days of inactivity, thereafter deleted or de-identified/anonymized/aggregated |
| App usage and diagnostic data | Retained in identifiable form only as long as necessary for troubleshooting + 1 year after resolution, thereafter deleted or de-identified/anonymized/aggregated |
3.3 Parent / Legal Guardian Information
| Data Category | Retention Period |
| Parent or guardian contact information | Retained while the associated child account remains active + 1 year of inactivity |
| Parental consent records (via PRIVO) | Five (5) years from last interaction or longer if needed for evidence/compliance purposes; consent withdrawals retained for five (5) years. |
| General location data (city and state), if provided | Retained while the account remains active, + 90 days of inactivity, thereafter deleted or de-identified/anonymized/aggregated |
4. Account Deletion, Deactivation, and Grace Period
4.1 User-Initiated Account Deletion
Users may initiate account deletion through the account settings within the PROHIT Services. As part of the deletion process, users are required to re-authenticate to confirm the request and are presented with information describing which data will be deleted and which data may be retained for legal or compliance purposes.
4.2 Scheduled Account Deletion and Grace Period
Upon confirmation of an account deletion request:
PROHIT provides a 90-day grace period during which the user may elect to reactivate the account.
4.3 Reactivation During Grace Period
During the 90-day grace period, a user may reactivate their account by re-authenticating. If reactivation occurs:
4.4 Final Deletion
If the account is not reactivated within the 90-day grace period:
Final deletion is completed within a reasonable timeframe following the expiration of the grace period.
5. Backup Systems
Personal information may persist temporarily in encrypted backup systems. Retention schedules apply to backups and archives, but immediate deletion may not be feasible for immutable or “cold” backups. We do not use any backup data for active processing, and our backup systems are overwritten or purged on a scheduled, rolling basis consistent with industry-standard practices and this Policy.
6. Data Disposal and Destruction Methods
PROHIT uses reasonable and appropriate methods to securely dispose of personal information, including:
7. Third-Party Service Providers
Where personal information is processed by third-party service providers:
8. Data Subject Rights and Requests
PROHIT will honor deletion and storage limitation rights under applicable laws. Deletion may be denied or delayed to the extent necessary to comply with legal retention obligations, complete transactions requested by the individual, detect security incidents or fraud, protect free speech, conduct research compliant with law, or for other permitted exceptions. Where feasible, processing will be restricted instead of retained in active use.
9. Legal Retention Exceptions
Certain personal information may be retained beyond standard retention periods where:
Such retention is limited in scope and duration.
Upon notice of a litigation hold, audit, investigation, or preservation request, relevant deletion and retention periods are suspended for responsive records until the requesting party releases the hold or we determine that we are not legally permitted to comply with such hold.
10. Policy Review and Updates
This Policy is reviewed periodically and updated as necessary to reflect:
Material changes will be documented and applied consistently across systems.
11. Contact Information
Questions or requests related to this Policy may be directed to:
PROHIT, LLC
legal@prohittraining.com
