If you are a Youth Frontiers donor, we need your name, address and billing information in order to process your payment. We process credit card payments through Blackbaud Merchant Services, which uses Secure Sockets Layer (SSL) encryption technology. Before or at the time of collecting personal information, we will identify the purposes for which information is being collected. We will collect and use of personal information solely with the objective of fulfilling those purposes specified by us and for other compatible purposes, unless we obtain the consent of the individual concerned or as required by law. We will only retain personal information as long as necessary for the fulfillment of those purposes.
Youth Frontiers complies with the Donor Bill of Rights. We will collect personal information by lawful and fair means and, where appropriate, with the knowledge or consent of the individual concerned. Personal data should be relevant to the purposes for which it is to be used, and, to the extent necessary for those purposes, should be accurate, complete and up-to-date. We will protect personal information by reasonable security safeguards against loss or theft, as well as unauthorized access, disclosure, copying, use or modification.
We will make readily available to customers information about our policies and practices relating to the management of personal information. We will not sell, share or trade your personal information with any other organization. We are committed to conducting our business in accordance with these principles in order to ensure that the confidentiality of personal information is protected and maintained. It is the policy of Youth Frontiers to discontinue contacting any person upon that person’s oral or written request directed to the organization or other agent.
The corporate records of Youth Frontiers, Inc. (“YF”) are important assets. YF especially takes seriously its obligations to preserve information relating to litigation, audits, and investigations.
The law requires YF to maintain certain types of corporate records for a specified period of time. The information listed in the retention schedule below is intended as a guideline and may not contain all the records YF may be required to keep in the future. Questions regarding the retention of documents not listed in this chart should be directed to the President.
From time to time, the President may issue a notice, known as a “legal hold,” suspending the destruction of records due to pending, threatened, or otherwise reasonable foreseeable litigation, audits, government investigations, or similar proceedings. No records specified in any legal hold may be destroyed, even if the scheduled destruction date has passed, until the President withdraws the legal hold in writing.
1. Electronic Documents and Records Electronic documents will be retained as if they were paper documents. Therefore, any electronic files that fall into one of the document types on the above schedule will be maintained for the appropriate amount of time. If a user has sufficient reason to keep an e-mail message, the message should be printed in hard copy and kept in the appropriate file or moved to an “archive” computer file folder. Backup and recovery methods will be tested on a regular basis.
2. Emergency Planning The Organization’s records will be stored in a safe, secure, and accessible manner. Documents and financial files that are essential to keeping the Organization operating in an emergency will be duplicated or backed up at least every week and maintained off-site.
3. Document Destruction The President is responsible for the ongoing process of identifying its records, which have met the required retention period, and overseeing their destruction. Destruction of financial and personnel-related documents will be accomplished by shredding.
Document destruction will be suspended immediately, upon any indication of an official investigation or when a lawsuit is filed or appears imminent. Destruction will be reinstated upon conclusion of the investigation.
4. Compliance Failure on the part of employees to follow this policy can result in possible civil and criminal sanctions against the Organization and its employees and possible disciplinary action against responsible individuals. The President and Board Chair will periodically review these procedures with legal counsel or the Organization’s certified public accountant to ensure that they are in compliance with new or revised regulations.