ResultsHQ – Historical Data Retention & Cleansing

August 2026

As part of our ongoing information security, privacy and data-risk management work, Timing Solutions is implementing a more structured approach to the retention of personal information held within ResultsHQ.

Over time, ResultsHQ has accumulated historical family and athlete information that is no longer required to support the ongoing operation of an Organisation's account or the core functionality of ResultsHQ.

Reducing the amount of personal information we retain where it is no longer required is an important part of good data governance and helps minimise privacy and security risks, including the potential impact of any future data security incident. It is also consistent with our obligations to securely destroy or de-identify personal information when it is no longer required.

What is changing?

We have reviewed the information currently held in ResultsHQ and identified a number of historical personal information fields that are no longer required, particularly for athletes who have been inactive for an extended period.

Importantly, this does not mean historical results will be deleted. Core information required to identify athletes and maintain their results history will continue to be retained in ResultsHQ.

Information we will retain

The following core information will continue to be retained to support athlete identification, historical results and reporting:

• Name
• Gender
• Age group
• Membership/system IDs
• Results history
• High-level athlete numbers by Club/Centre/State

Existing user accounts that have been used to log in will also remain. Where a user's account is associated with historical results, the account will continue to be retained so that the relevant results history remains accessible.

Personal information to be cleansed

For eligible historical records, the following information will be removed:

• Date of birth
• Parent/guardian contact numbers
• Secondary parent/guardian details
• Proof-of-age verification information
• Residential address information
• Other historical phone numbers

Where a parent or guardian's email address is associated with an active or existing user account, it will not be removed. Email addresses will only be removed where they are held solely as historical family information and are no longer required.

Cleansing approach

Initial cleanse – October 2026
The initial cleanse will remove specified personal information from historical athlete and family records that have been inactive for 2 years or more.

Ongoing cleanse – from January 2028
From January 2028, historical records that have been inactive for 2 years or more will be reviewed annually, with specified personal information removed where it is no longer required.

The annual cleansing process will take place during a planned downtime period, targeted for January each year.

Access to historical member data

If your State requires access to active or historical member information, currently available member data can be accessed through the State Portal. Instructions are available here: Export Member Report – Timing Solutions Support Forum.

For active athlete/member information, please refer to your current registration platform. Only minimal membership information is maintained for active athletes in ResultsHQ.

The core information required to support athlete identification and historical results — including name, gender, age group, membership/system IDs and results history — will continue to be retained in ResultsHQ.

Action required – historical data

If your State requires any of the specified personal information for athletes who have been inactive for 2 years or more, we recommend reviewing and exporting it before the relevant cleanse.

This may include: Date of birth, parent/guardian contact details, proof-of-age information, residential address and historical phone numbers.

Reminder: Core information including name, gender, age group, membership/system IDs and results history will remain in ResultsHQ, along with high-level athlete numbers by Club/Centre/State.

Each State is responsible for retaining any historical information it may require for audit, reporting, legal or other operational purposes.

For the initial cleanse, please ensure any required information is exported by 30 September 2026. Going forward, please export any information required before 31 December each year.

We appreciate your assistance as we implement this more structured approach to data retention and continue to strengthen our information governance and security practices.

If your State has any questions about the information being retained or cleansed, or requires assistance exporting historical data, please contact us at: Support@timingsolutions.com.au

For more information on Timing Solutions Privacy and Security Policies, please see here: Privacy & Security – Timing Solutions Support Forum