Data Retention Policy

Americans 4 Equality
Effective: 10/1/2024

Overview

At Americans 4 Equality, we prioritize the privacy, security, and responsible stewardship of all personal data entrusted to us. This Data Retention Policy outlines how we collect, store, retain, share, and ultimately dispose of information in accordance with nonprofit best practices and applicable regulations.

As a grant-funded organization, we maintain certain records to meet transparency and compliance requirements with local, state, and federal partners.

Systems Covered by This Policy

This policy applies to data collected or stored through the following platforms and systems:

  • Website and Online Forms (e.g., program sign-ups, contact submissions)

  • Student Enrollment Systems

  • Learning Management System (LMS) (e.g., progress tracking, assignments, credentials)

  • Customer Relationship Management (CRM) Tools (e.g., outreach, volunteer/donor engagement)

Data We Collect and Retain

We collect only the data necessary to operate and improve our programs. This includes:

  • Student information (e.g., enrollment status, coursework, assessments)

  • Volunteer and mentor data

  • Donor and partner contact and contribution history

  • Operational records (e.g., attendance, outcomes, feedback surveys)

Retention Period

Unless otherwise required by law, we retain personal and programmatic data for two (2) years from the date of last activity or engagement.

Examples:

  • Student Records (LMS, enrollment data): Retained for 2 years after last participation.

  • Volunteer & Staff Records: Retained for 2 years after last engagement.

  • Donor and Sponsor Data (CRM): Retained for 2–7 years, in line with audit requirements.

  • Website Submissions: Purged or anonymized after 2 years unless longer retention is required for programmatic analysis.

Security Measures

All records—particularly those related to students—are protected using state-of-the-art encryption, both in transit and at rest. Access is role-based and logged for security oversight. Systems (e.g., LMS, CRM, enrollment portals) are configured to meet or exceed modern security standards.

Sharing of Data

We do not sell or trade any personal data.

However, as a condition of public and private grant funding, we may share student records with authorized state and federal agencies upon request, solely for the purposes of:

  • Program evaluation

  • Compliance monitoring

  • Reporting and audit

Any such disclosures are:

  • Governed by strict confidentiality agreements

  • Logged and reviewed for proper authorization

  • Limited to the minimum necessary data

Data Disposal

When the applicable retention period ends:

  • Digital data is securely erased using certified tools that meet standards such as NIST SP 800-88.

  • Physical data is destroyed through confidential shredding.

Exceptions

Retention may be extended when necessary to:

  • Comply with legal obligations

  • Fulfill active audit or investigative requirements

  • Satisfy grant-related reporting mandates

Your Rights

You have the right to:

  • Access your personal data

  • Request corrections or updates

  • Request deletion of your data (subject to applicable retention or legal obligations)

To exercise these rights, please contact:
privacy@americans4equality.org

Review and Updates

This policy is reviewed annually, or whenever there are significant changes to our data systems, legal requirements, or operational practices.