Club Allenby Foundation, Inc.
Data Retention Policy
Effective Date: October 31st, 2026
Club Allenby Foundation, Inc. (the "Foundation," "we," "us," or "our") is a Florida nonprofit corporation. This Policy describes how long we keep personal information about donors, event attendees, volunteers, assistance applicants, and others who engage with the Foundation, and how we dispose of it. "Personal information" means information that identifies, or can reasonably be linked to, a particular individual.
1. Our Retention Principle
We keep personal information only as long as needed for the purpose for which we collected it, to meet our legal, tax, and accounting obligations, and to protect the Foundation's legal interests. When none of those purposes remains, we delete or anonymize the information.
2. Retention Schedule
The periods below are our standard practice. A longer period applies where the law requires it or where Section 7 applies.
| Category | Examples | Standard Retention |
|---|---|---|
| Donation and grant records | Donor name, contact information, amount, date, acknowledgment letters | Ten years after the close of the fiscal year of the transaction |
| Event and ticket records | Purchaser name, contact information, amount, quid pro quo disclosures | Ten years after the close of the fiscal year of the transaction |
| Communication lists | Email address, mailing address, communication preferences | Until you unsubscribe or ask us to delete. |
| Opt-out records | Email address and opt-out preference | For as long as needed to honor your preference |
| Volunteer records | Contact information, participation history | Five years after your last volunteer activity |
| Charitable assistance records | Application materials, eligibility information, assistance provided | Seven years after assistance is provided or the application is closed |
3. Donation, Ticket, and Financial Records
We keep accurate records of donations, grants, ticket purchases, and other transactions to comply with tax, accounting, and audit requirements. We retain these records for the periods in Section 2 even if you unsubscribe or request deletion. After you opt out, we will not use these records to send you marketing or fundraising communications.
We do not store full payment card numbers. Card payments are processed by our third-party payment processor, which handles card data under its own security obligations.
4. Communications
You may unsubscribe from promotional or fundraising communications at any time through the unsubscribe link in our emails or by contacting us at the address in Section 10. We will stop the communications covered by your request. We keep your email address and opt-out preference so that you are not added back to our lists.
5. Charitable Assistance Records
Individuals who apply for or receive charitable assistance may provide personal, financial, or other sensitive information. We limit access to these records to personnel who need them to evaluate applications, administer assistance, or meet reporting obligations. When the retention period ends, we securely destroy or anonymize these records.
6. Requests for Deletion
You may ask us to delete your personal information by emailing info@cluballenby.com. Please include enough information for us to locate your records and understand the scope of your request.
We will acknowledge your request within 10 business days and respond within 45 days of receipt. If we need more time, we will notify you within the original 45-day period, explain why, and respond within an additional 45 days. We may ask you to verify your identity before acting on a request.
We will delete or anonymize the information covered by your request, except information we must or may retain to:
- comply with tax, accounting, audit, or other legal obligations;
- complete a transaction or provide assistance you requested;
- detect or prevent fraud or other unlawful activity;
- establish, exercise, or defend legal claims; or
- honor your communication preferences.
When we respond, we will tell you what we deleted and, in general terms, what we retained and why.
7. Legal Holds
When we are involved in, or reasonably anticipate, litigation, a government investigation, or an audit, we suspend deletion of relevant records until the matter is resolved, regardless of the periods in Section 2.
8. Security and Disposal
We use reasonable administrative, technical, and physical safeguards to protect the personal information we retain. Access is limited to Foundation personnel, officers, directors, committee members, and service providers who need it to perform their duties. When information is no longer needed, we delete, destroy, or anonymize it by methods appropriate to its sensitivity. Information in system backups may persist until the backup is overwritten in the ordinary course, and remains protected during that period.
9. Service Providers and Related Entities
We use service providers for donation processing, ticketing, communications, data storage, and accounting. We share personal information with them only as needed to perform services for us, under terms that require them to protect it. When you request deletion of information a service provider holds on our behalf, we will direct the provider to delete it, subject to the provider's own legal obligations.
Event Partners. For events produced with partners such as venues, co-hosts, or sponsors, we may share limited contact and ticket information with that partner. The event page will name the partner and explain how your information will be used, including any marketing from the partner. Partners’ use of your information is governed by their own privacy policies.
10. Review, Changes, and Contact
We review the information we hold periodically and delete what is no longer needed. We may amend this Policy at any time by posting a revised version with a new effective date.
Questions or requests regarding this Policy may be directed to:
Club Allenby Foundation, Inc.
info@cluballenby.com