Records Retention
How long we keep ministry and website records, why we keep them, and how to request access or deletion where applicable.
📝 Simplified 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)
Giving & Contributions
Realm (ACS Technologies) • 7 years
Background Checks
Christian Background Checks • 3 years
Youth Media Consent
Safe Sanctuary docs • Active participation
Email Lists & Newsletters
Constant Contact • While subscribed
Online Giving Tokens
Vanco via Realm • Processor policy
Server Access & Error Logs
Hosting.com • Operational minimum
Cookie Consent Records
Complianz • Plugin defaults
Forms & Prayer Requests
Website / Email • As needed
Details
- System
- Realm (ACS Technologies)
- Retention
- 7 years
- Notes
- Supports accounting, statements, and audit.
- System
- Christian Background Checks
- Retention
- 3 years
- Notes
- Volunteers working with Children, Youth, or Sonshine Community are re-checked every 3 years. Report any changes in between.
- System
- Safe Sanctuary documentation
- Retention
- Active participation + administrative review
- Notes
- Consent gathered annually and stored securely with other Safe Sanctuary docs.
- System
- Constant Contact
- Retention
- While subscribed
- Notes
- Removed when unsubscribed or upon request.
- System
- Vanco via Realm
- Retention
- Processor policy
- Notes
- Card/ACH credentials are not stored on our website.
- System
- Hosting.com / server
- Retention
- Operational minimum
- Notes
- For security and diagnostics; rotated and minimized.
- System
- Complianz
- Retention
- Per plugin defaults
- Notes
- Stores proof of consent preferences; subject to change with plugin updates.
- System
- Website / Email
- Retention
- As needed
- Notes
- 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.