Youth FIRST Athletics: Data Retention & Deletion

Effective date: September 27, 2026

This document explains how long we keep information, the retention choice you control, the ways to delete, and the few records that stay and why. Section 5 of the Privacy Notice you accept in the app says the same in brief.

Your retention choice, per athlete

For each athlete, a parent or guardian picks one of three settings under Data & Privacy in the app:

1. Keep everything until we purge it (the default): the athlete's full history stays until you delete it.
2. Keep a rolling 12 months: anything older than a year is deleted automatically each night.
3. Keep until the athlete turns 18: their collected record is deleted on their 18th birthday, the day they stop being a minor here. Thirty days before, we send you a push and an inbox message, and one tap keeps the record instead.

The automatic deletions remove the same records as the Delete ALL button below, and keep the same few. You can change the setting at any time, and each change is recorded in the app's audit log. A move to Brevard NEXT that you have scheduled for your athlete's 18th birthday pauses a scheduled deletion.

Deleting: the three ways

1. Delete ALL of your athlete's collected data, yourself, at once

Under Data & Privacy, each athlete has a Delete ALL of their collected data now button. It asks three times before it acts, then removes, immediately and permanently: workout history, check-ins, benchmark results, lifted weights, goals, measurements, nutrition intake and logs, chat messages and feed posts, highlight clips, and every other file stored for the athlete except their profile picture. The purge is recorded in the audit log.

The account itself stays, so your athlete can keep training, and so do:

• the account's settings, including your privacy switches and this retention choice;
• the records a session needs: emergency contacts, medical notes, allergies, injury and concussion records;
• payment records: what was due and paid, and the sessions bought and used;
• signed consents: the agreement you signed, the photo and video answer, the yearly concussion form, and which Privacy Notice versions you accepted;
• bookings on Coach's calendar, reports and requests you sent Coach, and the audit log;
• a Hall of Fame plaque you approved, until you withdraw it on its card.

2. Ask Coach to remove data

Request data removal, under Data & Privacy, asks Coach to remove data for you. You can see where the request stands in the app, and Coach is reminded every day once a request has waited 48 hours.

3. Ask to close the account

Ask to close this account, in the app's menu, sends the request to Coach with an optional note. On Youth FIRST accounts Coach makes this change, so a training history cannot be erased by mistake, and Coach confirms with you before anything is removed. You can see where the request stands in the app (a teen's request shows to their parent too), Coach is reminded every day once it has waited 48 hours, and a deletion notice is emailed to the address on file when it is done.

Closing deletes the account and everything the Delete ALL button keeps, and every file stored for the person. What stays after an account is closed is only the business's own record:

• payments received (who paid, how much and when), kept for taxes;
• any incident report Coach wrote, kept for liability, with the link to the account removed;
• how your family first got in touch (the enquiry), with the link to the account removed;
• a note that the account was closed: the name, the reason given, and the email the notice went to;
• a Hall of Fame plaque you approved, until you withdraw it.

Export first if you want a copy. The family data export in the app is self-serve and immediate, and it is worth doing before you delete anything.

Adult members of Brevard NEXT delete their own accounts outright, typing their name to confirm. The difference is deliberate: their records are their own, and no minor's history hangs on them.

Timelines at a glance

Children's data

For under-13 athletes, all rights here belong to the parent or guardian (the child has no login). Deleting a child's data or refusing further collection is a COPPA right and is honored exactly as described above. See the COPPA Direct Notice to Parents.

Contact

Questions or requests: Youth FIRST Athletics, LLC, Brevard County, FL · Coach Jon Shimer · Youthfirstathletics@gmail.com, 321-365-5079 (cell), 321-726-7677 (work).