Retention
Data Retention Policy
Last updated: 8 July 2026
We keep personal data only for as long as it is needed for the purpose we collected it, or as required by applicable law. See the privacy policy for the purposes and legal bases.
| Data | Retention period | Why |
|---|---|---|
| Auth account (email, password hash) | For the life of your membership + 30 days after deletion request | So audit trails remain attributable during the review window |
| Profile details (name, phone, address, DA, village) | For the life of your membership; deleted on request | Needed to operate your membership |
| ID document image | Until verification is complete + 90 days, then permanently deleted | Only kept long enough to verify identity and handle disputes |
| Global Identity Number (GIN) and PMI | Permanent (immutable once issued) | GIN uniquely identifies a person across the community; PMI stays as a public reference |
| Donations, contributions, disbursements, receipts | 10 years from the transaction date | Required by non-profit accounting and audit obligations |
| Audit logs | 10 years | Required for accountability and financial audit |
| Event RSVPs, volunteer hours, forum posts | For the life of your membership; anonymised on account deletion | Community history without personal identifiers |
| Election ballots | Kept indefinitely without any voter identifier (decoupled) | Preserves electoral integrity while guaranteeing secret ballots |
| Election voter receipts (who voted, not how) | Life of your membership + 30 days | Turnout accountability |
| Scholarship application documents | Duration of the award cycle + 2 years | For review, appeal, and reporting |
| Committee documents & minutes | Permanent | Governance record of the association |
| Notifications | 1 year | Recent-history convenience; can be cleared earlier by you |
| Server logs / security logs | 90 days | Abuse prevention and incident response |
Deleting your account
You can request account deletion at any time via the contact page. We will:
- Delete your profile details, phone, and ID document image within 30 days.
- Anonymise your forum posts, RSVPs, and volunteer records (keep the activity, remove the personal identifier).
- Keep financial records (donations, disbursements, receipts) and audit logs for the periods listed above. This is required by non-profit accounting law and non-negotiable.
- Keep your GIN as a non-identifying number so historical records remain internally consistent.