Records Retention
Summary
We keep records only as long as needed for ministry, accounting, or legal reasons. Giving records are kept 7 years; background checks 3 years. Ask us if you want a copy or need something removed.
1) Principles
- Purpose‑limited: We keep only what serves ministry operations, security, or compliance.
- Time‑limited: We remove data when it is no longer needed or required.
- Secure: Access is role‑based and audited where possible.
2) Retention Schedule (Selected)
| Category | System | Retention | Notes |
|---|---|---|---|
| Giving & Contributions | Realm (ACS Technologies) | 7 years | Supports accounting, statements, and audit. |
| Background Checks | Christian Background Checks | 3 years | Volunteers in Children, Youth, or Sonshine Community are re‑checked every 3 years; report any changes in between. |
| Youth Media Consent | Safe Sanctuary docs | Active participation + administrative review | Consent gathered annually and stored securely with other Safe Sanctuary documentation. |
| Email Lists & Newsletters | Constant Contact | While subscribed | Removed when unsubscribed or upon request. |
| Online Giving Tokens | Vanco via Realm | Processor policy | Card/ACH credentials are not stored on our website. |
| Server Access & Error Logs | Hosting.com | Operational minimum | Retained for security and diagnostics; rotated and minimized. |
| Cookie Consent Records | Complianz | Plugin defaults | Stores proof of consent preferences; subject to change with plugin updates. |
| Forms & Prayer Requests | Website / Email | As needed | Removed when request is resolved, unless pastoral care requires longer. |
If a legal hold applies, retention may be extended until the matter is resolved.
3) Access, Correction, and Deletion Requests
To request a copy, correction, or deletion (where applicable), email info@yateschurch.org. We verify identity and respond in a reasonable timeframe.
4) Exceptions & Legal Holds
Some data cannot be deleted immediately due to accounting rules, audit requirements, insurance, or legal obligations.
5) Contact
Questions about this schedule? Contact the Communications Office at info@yateschurch.org or call (919) 489‑2309.
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