Data Retention Policy

The Viviscent Wellness Foundation (“VWF”) is committed to responsible data management practices that protect sensitive information, comply with legal requirements, and support operational efficiency. This Data Retention Policy outlines how long different types of data are retained, how they are stored, and how they are securely disposed of when no longer needed.

1. Purpose

This Policy ensures that VWF:

• Retains data only as long as necessary for legal, regulatory, and operational purposes
• Protects confidential and sensitive information throughout its lifecycle
• Implements consistent and compliant data retention practices
• Reduces risk associated with unnecessary data storage

2. Scope

This Policy applies to all data created, received, or maintained by VWF, including:

• Electronic records
• Physical documents
• Donor and sweepstakes participant information
• Financial and operational data
• Communications and correspondence

3. Data Categories and Retention Periods

Data must be retained for the minimum periods required by law or organizational needs. Examples include:

• Financial records: 7 years
• Donor and sweepstakes entry data: As required by regulatory and audit standards
• Personnel and volunteer records: Duration of service + 7 years
• Legal and compliance documents: Permanently
• Policies and governance documents: Permanently
• General correspondence: 2–3 years

Retention schedules may be updated as laws or organizational needs change.

4. Storage and Security

All data must be stored securely to prevent unauthorized access, alteration, or loss. Requirements include:

• Secure digital storage with access controls
• Encryption of sensitive information
• Locked physical storage for confidential documents
• Regular backups of critical systems and data

5. Data Disposal

When data reaches the end of its retention period, it must be destroyed securely. Acceptable methods include:

• Shredding physical documents
• Secure deletion of electronic files
• Wiping or destroying storage media when necessary

Data subject to litigation, audits, or investigations must not be destroyed until the matter is fully resolved.

6. Roles and Responsibilities

All personnel are responsible for following this Policy. Leadership and compliance staff oversee:

• Implementation of retention schedules
• Secure storage and disposal practices
• Periodic audits of data management procedures

7. Policy Review

This Policy will be reviewed periodically and updated as necessary to reflect legal requirements, technological changes, and organizational needs.

Contact Us

For questions regarding this Data Retention Policy, please contact:

Email: compliance@viviscentwellnessfoundation.org
Phone: 205‑460‑5305