Data Retention Policy — Americans 4 Equality

ProgramUpdate

We are happy to announce that we have a New Program called Warp 1! It is our first remote and self-paced program. If you’re interested in joining the program click Apply Now.

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 ThisPolicy

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 andRetain

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)

RetentionPeriod

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.

SecurityMeasures

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 ofData

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: Any such disclosures are:

Program evaluation
Compliance monitoring
Reporting and audit
Governed by strict confidentiality agreements
Logged and reviewed for proper authorization
Limited to the minimum necessary data

DataDisposal

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

YourRights

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)

ContactUs

Email: privacy@americans4equality.org . Phone: 1 (800) 916-0368 Website: www.americans4equality.org This policy is reviewed annually, or whenever there are significant changes to our data systems, legal requirements, or operational practices.

UsefulLinks

Student Help Desk, Privacy Policy, Comms Policy, Data Retention Policy, Application Hub, FAQs

SupportUs

Donate, Employment, Volunteer, Resources, Stories

Contact Us (Footer)

Email: support@americans4equality.org Phone: 1.800.916.0368 Text: 206.222.6951 Fax: 253.238.7107 Address: 3120 139th Ave. SE Ste. 500 Bellevue, WA 98005 Americans 4 Equality is a registered 501(c)(3) nonprofit organization. EIN: 85-2365649

Data RetentionPolicy.