While using Our Service, We may ask You to provide Us with certain personally identifiable information that can be used to contact or identify You. Personally, identifiable information may include, but is not limited to:
Social Security Number
First name and last name
Address, State, Province, ZIP/Postal code, City
TGS - The Good Steward seeks to ensure that it retains only data necessary to effectively conduct its
program activities and work in fulfilment of its mission.
The need to retain data varies widely with the type of data and the purpose for which it was
collected. TGS - The Good Steward strives to ensure that data is only retained for the period
necessary to fulfil the purpose for which it was collected and is fully deleted when no longer
required. This policy sets forth TGS - The Good Steward’s guidelines on data retention and is to
be consistently applied throughout the organization.
This policy covers all data collected by TGS - The Good Steward and stored on TGS - The Good Steward
owned or leased systems and media, regardless of location. It applies to both data
collected and held electronically (including photographs, video and audio recordings) and
data that is collected and held as hard copy or paper files. The need to retain certain
information may be mandated by federal or local law, federal regulations and legitimate
business purposes, as well as the EU General Data Protection Regulation (GDPR).
Reasons for Data Retention
TGS - The Good Steward retains only that data that is necessary to effectively conduct its
program activities, fulfill its mission and comply with applicable laws and regulations.
• 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 TGS - The Good Steward’s programs, processing of employee payroll
and other benefits
• Compliance with applicable laws and regulations associated with financial and
programmatic reporting by TGS - The Good Steward to its funding agencies and other
• Compliance with applicable labor, tax and immigration laws
• Other regulatory requirements
• Security incident or other investigation
• Intellectual property preservation
TGS - The Good Steward 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 TGS’s possession, including duplicate copies of data.
TGS - The Good Steward has set the following guidelines for retaining all personal data as
• Website visitor data will be retained as long as necessary to provide the service
requested/initiated through the TGS - The Good Steward website
• Contributor data will be retained for the year in which the individual has contributed
and then for 30 days 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 30 days;
• 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 30 days after
the last day of employment.
• Data associated with employee wages, leave and pension shall be held for the period
of employment plus 30 days, with the exception of pension eligibility and
retirement beneficiary data which shall be kept for 30 days.
• Recruitment data, including interview notes of unsuccessful applicants, will be held
for 30 days 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 30 days after the end of the consultancy.
• Board member data will be held for the duration of service on the Board plus for
30 days after the end of the member’s term
• Data associated with tax payments (including payroll, corporate and VAT) will be
held for 30 days.
• Operational data related to program proposals, reporting and program management
will be held for the period required by the TGS - The Good Steward donor, but not more
than 30 days.
Data destruction ensures that TGS - The Good Steward manages the data it controls and
processes it in an efficient and responsible manner. When the retention period for the data as
outlined above expires, TGS - The Good Steward will actively destroy the data covered by this
policy. If an individual believes that there exists a legitimate business reason why certain data
should not be destroyed at the end of a retention period, he or she should identify this data to
his/her supervisor and provide information as to why the data should not be destroyed. Any
exceptions to this data retention policy must be approved by TGS - The Good Steward’s data
protection offer in consultation with legal counsel. In rare circumstances, a litigation hold
may be issued by legal counsel prohibiting the destruction of certain documents. A litigation
hold remains in effect until released by legal counsel and prohibits the destruction of data
subject to the hold
Usage Data is collected automatically when using the Service.
Usage Data may include information such as Your Device's Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that You visit, the time and date of Your visit, the time spent on those pages, unique device identifiers and other diagnostic data.
When You access the Service by or through a mobile device, We may collect certain information automatically, including, but not limited to, the type of mobile device You use, Your mobile device unique ID, the IP address of Your mobile device, Your mobile operating system, the type of mobile Internet browser You use, unique device identifiers and other diagnostic data.
We may also collect information that Your browser sends whenever You visit our Service or when You access the Service by or through a mobile device.
While using Our Application, in order to provide features of Our Application, We may collect, with Your prior permission:
We use this information to provide features of Our Service, to improve and customize Our Service. The information may be uploaded to the Company's servers and/or a Service Provider's server or it may be simply stored on Your device.
You can enable or disable access to this information at any time, through Your Device settings.