Reasons for Data Retention
Push.ai retains only that data that is necessary to effectively conduct its program activities, fulfill its mission and comply with applicable laws and regulations. Reasons for data retention include: - Providing an ongoing service to the data subject (e.g. sending a newsletter, publication or ongoing program updates to an individual, ongoing training or participation in Push.ai’s programs, processing of employee payroll and other benefits)- Compliance with applicable laws and regulations associated with financial and programmatic reporting by Push.ai to its funding agencies and other donors
- Compliance with applicable labor, tax and immigration laws
- Other regulatory requirements
- Security incident or other investigation
- Intellectual property preservation
- Litigation
Data Duplication
Push.ai seeks to avoid duplication in data storage whenever possible, though there may be instances in which for programmatic or other business reasons it is necessary for data to be held in more than one place. This policy applies to all data in Push.ai’s possession, including duplicate copies of data.Retention Requirements
Push.ai has set the following guidelines for retaining all personal data as defined in the Institute’s data privacy policy.- Website visitor data will be retained as long as necessary to provide the service requested/initiated through the Push.ai website.
- Contributor data will be retained for the year in which the individual has contributed and then for 1 year after the date of the last contribution. Financial information will not be retained longer than is necessary to process a single transaction.
- Event participant data will be retained for the period of the event, including any follow up activities, such as the distribution of reports, plus a period of 1 year;
- Program participant data (including sign in sheets) will be retained for the duration of the grant agreement that financed the program plus any additional time required under the terms of the grant agreement.
- Personal data of subgrantees, subcontractors and vendors will be kept for the duration of the contract or agreement.
- Employee data will be held for the duration of employment and then 1 year after the last day of employment.
- Data associated with employee wages, leave and pension shall be held for the period of employment plus 1 year, with the exception of pension eligibility and retirement beneficiary data which shall be kept for 1 year.
- Recruitment data, including interview notes of unsuccessful applicants, will be held for 1 year after the closing of the position recruitment process.
- Consultant (both paid and pro bono) data will be held for the duration of the consulting contract plus 1 year after the end of the consultancy.
- Board member data will be held for the duration of service on the Board plus for 1 year after the end of the member’s term.
- Data associated with tax payments (including payroll, corporate and VAT) will be held for 1 year.
- Operational data related to program proposals, reporting and program management will be held for the period required by the Push.ai donor, but not more than 1 year.