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Policy - Prospect Data Management

Section: Human Resource Policies
Policy Owner: Ignition633 Ministries Human Resources
Policy Name: Prospect Data Management Policy
Origination Date: April 2025

Prospect Data Management Policy

Purpose:
This policy establishes procedures for managing prospect data between HSP and 633 Donor Solutions, ensuring compliance with vendor agreements that prospecting names are one time use only. It defines processes for suppressions API implementation, caging file processing, donor data updates, and adherence to DMAW List and Data Standard manual guidelines.

Scope:
This policy applies to all prospecting data, caging files, donor information, and data retention practices between HSP and 633 Donor Solutions. It covers daily processing procedures, data update protocols, and strict compliance with prospecting data usage terms.

Policy:

Process Implementation:
HSP will complete the development of the suppressions API while 633 Donor Solutions continues daily posting of CSV files containing caging data to the HSP ShareFile. HSP will establish automated processes in RedPoint to perform daily pulls of 633 Donor Solutions files for processing into eSun. 633 Donor Solutions will utilize caging updates to update donor information with the most accurate data available and maintain records of all donor updates made outside of caging processes to send to HSP. Before each house mailing, HSP will verify that all updates are properly implemented if the data appears accurate.

Prospecting Data Usage Terms:
Prospecting data should not be stored in 633 Donor Solutions' system as HSP has strict agreements with vendors that the prospecting names are one time use only. Please see the terms below that we use from the DMAW List and Data Standard manual. It is from 2016 and the DMAW is currently reviewing/updating it.

Terms of Usage:
All lists, provided on exchange or rental, are for a one-time mailing usage. If a name appears on two or more non-house file lists, it is deemed a multi-buyer. Multi-buyers may be mailed one subsequent piece per occurrence at no additional charge if the list manager/owner has been notified on the purchase order. Multi-buyers may only be mailed the same number of times as the number of lists they appeared on in the merge. For instance, if a name appears on three outside lists, it may be mailed three times in total including the initial drop. Multi packages must be the same as the approved main package unless specifically approved by the list manager.

Contacts may only be used for the channel for which they were authorized and it is not acceptable to use the contacts for other purposes unless authorized by the list manager or owner. Other purposes include but are not limited to, telemarketing, email, digital advertising, cookie use, email appending, Facebook, Twitter and other social media usage, and any other contact not directly authorized by the agreement.

As modeling and post-merge services become more commonplace, their use will be clearly stated on the purchase order. The responsibility will be on the list owner to deny the use of modeling or post-merge services.

Data/List Retention:
After a list has been processed through merge purge, there are limited and specific purposes for which the data may be retained.
The data may be retained for the following purposes:

  • Finder file
  • Match-backs
  • Chronic non-responders
  • Mail file models
  • Zip or geo modeling
  • Trend analysis
  • Prior mailing suppressions

Data cannot be reused without permission from the data owner. A file may be ordered on a reuse basis, and all of the rules of ordering the first time still apply. However, data cannot be retained, matched or flagged to educate and inform a database. Data retention is not for the purpose of supplementing or enhancing any database. This type of data retention is considered theft.

This policy will be reviewed annually and is subject to change. Any changes will be communicated to all employees promptly.
For any questions or further assistance regarding this policy, employees should contact the HR department at hr@ignition633.org.


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