Data Retention Policy
A clear and responsible overview of how Healing Horizons for FND manages the retention and secure disposal of information.
Purpose of This Policy
Healing Horizons for FND (HHFFND) is committed to handling information responsibly, ethically, and transparently.
This Data Retention Policy explains how long information is retained, how it is protected while stored, and how it is securely disposed of when it is no longer needed. The policy supports privacy, safeguarding, accountability, and the long-term integrity of the organization.
This policy applies to information collected, stored, or managed by HHFFND in connection with:
- participation in programs or support groups
- volunteer, host, or Board involvement
- safeguarding, safety, or incident reporting
- governance and organizational operations
- communications related to HHFFND services
This policy applies to Board members, volunteers, and anyone acting on behalf of HHFFND.
HHFFND follows these principles when retaining information:
- Information is retained only for legitimate organizational purposes
- Retention is proportionate to the reason the information was collected
- Information is not kept indefinitely without justification
- Safeguarding, safety, and legal obligations are prioritized
- Privacy, dignity, and trust guide all retention decisions
Depending on the activity or program, HHFFND may retain limited information related to:
- program registration and participation
- volunteer screening, onboarding, and training
- safeguarding concerns or incident reports
- governance records and operational documentation
- communications related to HHFFND services
HHFFND does not retain information that is unnecessary to fulfill its mission or responsibilities.
Retention periods vary depending on the type of information and its purpose.
Information may be retained for longer periods when necessary to:
- operate programs safely and responsibly
- meet legal, regulatory, or governance obligations
- support safeguarding, accountability, or risk management
- respond to inquiries, reviews, or follow-up concerns
HHFFND periodically reviews retained information to ensure it is not kept longer than required.
Records related to safeguarding, safety concerns, or reported incidents may be retained for extended periods when necessary to protect participants, volunteers, and the organization.
These records are handled with heightened confidentiality and access is strictly limited to those with appropriate responsibility.
HHFFND takes reasonable and appropriate steps to protect retained information, which may include:
- secure digital storage systems
- password-protected platforms and accounts
- limited access based on role and responsibility
- confidentiality expectations for Board members and volunteers
Information is stored in a manner consistent with its sensitivity and intended use.
When information is no longer required, HHFFND ensures it is disposed of securely and responsibly.
This may include:
- permanent deletion of digital records
- removal of access permissions
- secure destruction of physical records, where applicable
Disposal practices are designed to prevent unauthorized access, recovery, or misuse.
Individuals may request information about how long their data is retained or request the removal of their information, subject to legal, safeguarding, or governance requirements.
Requests are reviewed with care, transparency, and respect.
Individuals who wish to request information about their data or request deletion of personal information may contact:
This Data Retention Policy is reviewed periodically and updated as needed to reflect organizational growth, evolving practices, or changes in legal or governance requirements.
Our Commitment
Healing Horizons for FND is committed to responsible information stewardship at every stage. We retain information only as long as necessary, protect it with care, and dispose of it securely in order to honour privacy, safety, and the trust placed in us by the communities we serve.