Your Privacy Rights
MEMBERSHIP INFORMATION DISSEMINATION
Membership records, including rosters of names and addresses, are proprietary and for use by YMCA staff and volunteers only. They may not be sold, traded or given to any individual or organization outside the association for any purpose.
MEMBERSHIP RECORDS RETENTION AND DESTRUCTION POLICY
Member files including membership application, EFT Bank Draft form, copy of payment method or voided check, Change forms, Hold forms, Cancellation forms and any other pertinent information stored in a member file will be retained for the duration of the unit's active status. The membership file will be kept in the Membership Systems Administrator's (MSA) office. The files will be locked and may be reviewed by staff in the MSA's office while under his/her supervision. Member files stored on the network may be viewed by staff with granted permission rights. CEO and MSA may grant permission to access member files. Once inactive, the member's file will be stored for one calendar year from the date of cancellation for reference. At the end of the calendar year, the member's file will be removed of any sensitive or secure information (i.e. account numbers excluding the last four digits and voided checks will be shredded), scanned and saved on the G Drive and then all documentation will be immediately shredded.
Membership records, including rosters of names and addresses, are proprietary and for use by YMCA staff and volunteers only. They may not be sold, traded or given to any individual or organization outside the association for any purpose.
MEMBERSHIP RECORDS RETENTION AND DESTRUCTION POLICY
Member files including membership application, EFT Bank Draft form, copy of payment method or voided check, Change forms, Hold forms, Cancellation forms and any other pertinent information stored in a member file will be retained for the duration of the unit's active status. The membership file will be kept in the Membership Systems Administrator's (MSA) office. The files will be locked and may be reviewed by staff in the MSA's office while under his/her supervision. Member files stored on the network may be viewed by staff with granted permission rights. CEO and MSA may grant permission to access member files. Once inactive, the member's file will be stored for one calendar year from the date of cancellation for reference. At the end of the calendar year, the member's file will be removed of any sensitive or secure information (i.e. account numbers excluding the last four digits and voided checks will be shredded), scanned and saved on the G Drive and then all documentation will be immediately shredded.
