Data Retention Policy
Effective Date: 2 April 2025
At bradfordgurdjieffsociety.org, we value the privacy and security of the information provided by individuals who contact us through our email account or by using our contact form. This Data Retention Policy explains how we handle, store, and protect personal data collected through our email account bradfordgurdjiefsociety@gmail.com and through our webste’s contact form, including names, email addresses, and any other information submitted.
1. Purpose of Data Collection
When you submit information to us by email or through our contact form, we collect your personal data to respond to your inquiry, provide support or follow up on the request or message you have sent us. The types of personal data we may collect include:
Full Name
Email Address
Phone Number (if provided)
Message or Inquiry Details
This information is used solely for the purpose of responding to your request or inquiry and improving communication.
2. Retention Period
We retain personal data collected through the contact form only for as long as necessary to fulfill the purposes for which it was collected. The retention periods are as follows:
Inquiry Data: We retain the personal data provided by email or through the contact form for up to 12 months after your last interaction with us. This allows us to follow up on inquiries, maintain communication records and ensure we have the necessary information in case you contact us again in the future.
Response Records: If we have responded to your inquiry, we may retain the data for up to 24 months after the last message was sent for record-keeping purposes, to track communication history, and to ensure that no prior issues are left unresolved.
After the retention period has expired, we will securely delete or anonymize the data to prevent unauthorized access.
3. Data Disposal
Once the retention period has ended, we take the following steps to dispose of personal data:
Electronic Records: Data stored in email systems or other digital formats will be deleted or anonymized, ensuring that personal information is no longer identifiable or retrievable.
Physical Records (if applicable): Any printed forms or records containing personal information will be securely shredded or destroyed.
4. Data Security
We take appropriate technical and organizational measures to protect the personal data submitted through our contact form from unauthorized access, alteration, or disclosure. This includes:
Secure email systems for communication.
Password protection and encryption for any digital records.
Access restrictions for authorized personnel only.
5. Access, Correction and Deletion
You have the right to request access to, correction of, or deletion of your personal data that we have collected via the contact form. If you would like to request these actions, please contact us at bradfordgurdjieffsociety@gmail.com.
We may retain some information for legal or administrative reasons, such as for compliance with any legal obligations or resolving disputes.
6. Third-Party Service Providers
In some cases, we may use third-party service providers (such as email hosting or form management services) to process contact form submissions. These third-party providers are obligated to ensure the privacy and security of your personal data. However, we do not share or sell your personal data to any third parties for marketing or other purposes.
7. Changes to This Policy
We may update or modify this Data Retention Policy as needed to comply with changes in laws or our business practices. Any updates will be posted on this page, and the effective date will be updated accordingly. We encourage you to review this policy periodically.
8. Contact Us
If you have any questions or concerns regarding this Data Retention Policy or how we handle your personal data submitted via email or through the contact form, please contact us at: bradfordgurdjieffsociety@gmail.com