08 - Retention and Data Responsibility Schedule

Final approved agreements - version 2026-11-10-N1. Published agreement text.

Version 2026-11-10-N1

A. Retention Schedule

Verification documents/recordings: do not routinely retain; promptly delete temporary evidence after verification unless a documented issue justifies review. Keep minimal method/reviewer/date/outcome and required authority evidence.

Draft forms and abandoned uploads: delete after 30 days without actual draft/upload activity; warn where contact is available. Sign-in alone does not restart the clock.

Original stat sheets and extraction files: normally delete 90 days after confirmation when no correction/review is open; retain confirmed stats, provenance, fingerprints and reviewer/correction history under the player-record purpose schedule.

Profiles, grades, film, recruiting notes and milestones: active recruiting purpose with annual necessity review; remove discovery promptly at purpose end and normally delete or irreversibly anonymize unnecessary personal records within 12 months, sooner when required.

Conversations and attachments: active relationship, then up to 12 months only for a documented safeguarding/dispute need; delete sooner without that need.

Detailed routine security/access logs: 90 days. Important approval, correction, enforcement and owner-review audits: up to 12 months after the related purpose ends absent a justified hold, without copying private message content into logs.

Financial records: provisional seven-year accounting default, subject to accountant/counsel validation, confined to necessary financial and authorization evidence, not recruiting files. Consent/authority proof: necessary evidence during current processing, then only a documented compliance/claims purpose. Delete no later than three years after the related processing ends, with annual necessity review and earlier deletion when its documented purpose ends or law requires; a specific lawful hold is separately documented. This ceiling is not the seven-year financial default or permission to retain unnecessary child information.

Verified deletion requests: ordinary 30-day operational target, with shorter legal deadlines and justified exceptions controlling. No unilateral erasure of another person's lawful message record. Specific legal holds record scope/reason/reviewer, are reviewed at least every 90 days, and are released with recalculated disposition.

Backups: 35-day expiry target pending actual validation; propagate deletion to processors, previews and extracted data and reapply deletion records after restoration. No blanket delay of mandatory deletion. Fingerprints/pseudonyms may remain personal data. These are documented policy periods, not a claim that deletion jobs or backup behavior were tested in this drafting task.

B. Data Responsibility Addendum for a Branded Order

Incorporate this section into each completed branded agreement by its version. Identify the actual contracting parties and ordered workspace in the order. 3Ball determines purposes for its own account security, platform governance, billing, safety and required compliance; Customer determines its independent professional-service purposes only within its lawful authority. Where 3Ball processes solely on Customer's documented instructions, Customer supplies lawful instructions/authority and 3Ball acts in that service role for the specified activity. Avoid a blanket role label that contradicts the real processing.

Process only the information and participant categories in the accepted Privacy Notice, permissions and order; no unrelated advertising, sale, model training or independent bulk reuse is authorized. Customer cannot instruct disclosure of another participant's data outside a valid grant or remove mandatory supervision. Notify Customer if an instruction appears unlawful and suspend the affected processing pending lawful resolution. Customer remains responsible for its supplied business assets and independent advice; 3Ball retains its own legal duties.

Limit personnel/provider access to need-to-know, with confidentiality and reasonable safeguards proportionate to children, communications and identity data. Keep the formula server-private. Use reviewed providers under actual applicable terms; give legally required subprocessor notice/objection opportunities before a material change, and resolve a valid objection by an equivalent lawful alternative or termination/refund of unperformed affected service rather than forced unlawful processing. This addendum does not amend Google, Stripe, Microsoft or another provider's existing standard terms.

Assist with proportionate verified rights requests, consent withdrawals, incident assessment, deletion, holds and legally required notices. Notify the other party without undue delay after confirming an incident affecting the other's protected information, provide known relevant facts and updates, and comply with any shorter applicable legal or contractual deadline. Do not invent a confirmed breach from an unverified alert or delay a mandatory notice for business approval. Coordinate external statements where lawful without barring a required report.

Apply the category schedule above, lawful holds and documented deletion/return at service end. Export only information the Customer is legally entitled to receive. Provide reasonable compliance information and proportionate audit cooperation subject to confidentiality and third-party rights, without disclosing source code, formulas, other users' private data or security secrets. A material international transfer requires the legally applicable safeguards before it occurs. Rights-affecting conflicts are resolved in favor of mandatory law and valid participant privacy/safety permissions, not the business logo.