Deleting everything

You can leave, and take your data with you. This is the timetable.

The sequence

1. You give notice. Either party may terminate for convenience on thirty days’ notice.

2. Access ends on the effective date.

3. You have thirty days to export, running from that date. See exporting everything.

4. Relae returns or deletes, at your choice, within thirty days of the export window closing, except where law requires retention.

5. Backups age out. Data may persist in routine encrypted backups for a short period, not exceeding ninety days, after which it is no longer restored to live systems.

Suspension for non-payment does not shorten these data-return rights.

Export before the window closes

The thirty-day export window is the one part of this with a hard deadline. Do it in the first week rather than the last, so a problem with a file is something you have time to fix.

What your charity must keep

Where you have issued receipts, duplicates are part of your export.

Your charity is responsible for retaining those duplicates for the period Canada Revenue Agency requires. Relae does not retain them on your behalf after return or deletion completes, unless separately agreed in writing.

So the receipt export is the one thing you must take, and must then keep.

Deleting without leaving

There is no self-serve button that empties a live workspace. Removing an organization’s data is handled by Relae rather than being a control in the application, so it cannot happen by accident or by a mis-click at the wrong moment.

If you need data removed while your subscription continues, ask. It is done under the same terms.

When a donor asks to be removed

Individuals have rights over personal information held about them under Canadian privacy law, including asking that it be deleted.

Those requests go to your charity, because the records are yours and you are the organization responsible for answering. Relae provides reasonable assistance in meeting them, including through export and deletion tools, within legal timelines.

Two things worth knowing before you act on such a request:

• Receipting records are different. Where you have issued an official receipt, record-keeping obligations apply to it. Removing a donor’s record does not remove that obligation, and this is worth checking with your finance lead before deleting.
• Do not delete a record to resolve a duplicate. Merge instead, which keeps the giving history intact.

The governing documents

• Master Subscription Agreement, for termination and the export window.
• Data Processing Agreement, for return, deletion and assistance with donor requests.

Where this page and a document differ, the document governs.

Next

• Exporting everything
• Where your data lives