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Legal

Data retention

Last updated 14 October 2026

When a club ends its HawthornHQ account, its data is kept for 30 days so the club can retrieve an export, then deleted — with the exceptions below. This note states how long we keep each class of data and why. It is the retention note our operator terms (§5) point at.

Retention windows by class

Class of data	Window	Why, and what happens
Operational data	Deleted at day 30	Bookings, sessions, member profiles, schedules, uploaded files and everything else the club ran on. No legal obligation to keep it and no basis that survives the account, so it is permanently deleted when the 30-day retrieval window closes.
Financial records	6 years	The final export produced at cancellation (which includes the club's financial records and a lifetime statistical report) is kept for six years — the retention window tax law requires of clubs in Canada (CRA), similar elsewhere. Keeping it means your books survive the end of your account. Access after the 30-day window is by request: [email protected].
Aggregated statistics	Kept indefinitely	Counts over categories only — bookings by month and hour, revenue by month, and similar totals. These aggregates cannot be linked to you, your locations, or any member, and they feed the platform's benchmarks. They contain no personal data.
Security events	90 days	Records of failed sign-ins and refused actions are platform security records, not club data. When a club's account ends, the identities in its events are removed; the anonymized events age out after 90 days.
Backups	Rotation window	Backups hold everything for the length of the backup rotation cycle, so deleted data disappears from backups as the cycle turns. Data deleted from the live service is therefore not retrievable from backups once the rotation window has passed.