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 standards and procedures for managing prospect data between HSP and 633 Donor Solutions. It ensures compliance with vendor agreements requiring that prospecting names be used only once and defines processes for data updates, caging files, and donor information changes. This policy protects the organization from improper data retention while enabling efficient data processing for authorized uses.
Scope:
This policy applies to all prospecting data, caging files, and donor information handled between HSP and 633 Donor Solutions. It covers the daily processing of caging files through RedPoint, the management of donor data updates, and the appropriate retention of data for approved purposes. The policy ensures compliance with DMAW List and Data Standard manual guidelines and vendor agreements for one-time use of prospecting names.
Policy:
API Integration and File Processing:
HSP will complete the development of the suppressions API to streamline data management processes. 633 Donor Solutions will maintain daily posting of CSV files containing caging information to the HSP ShareFile system. HSP will implement automated processes within RedPoint to perform daily pulls of 633 Donor Solutions files and process them into eSun on a daily basis.
Data Update Procedures:
633 Donor Solutions will utilize caging updates as opportunities to update donor data with the most current and accurate information available. For donor information updates that occur outside of regular caging processes, 633 Donor Solutions will maintain comprehensive records of all changes and transmit these updates to HSP. Prior to each house mailing, HSP will verify that all updates have been properly implemented, contingent on the accuracy of the provided data.
Terms of Usage Compliance:
All prospecting lists obtained through exchange or rental must be used for one-time mailing only, as specified in vendor agreements. Multi-buyers (names appearing on multiple non-house file lists) may receive additional mailings only as permitted by the number of lists they appear on, with proper notification to the list manager/owner. Contact information must be used exclusively for the authorized channel and purpose, with any alternative uses requiring explicit authorization from the list manager or owner.
Data Retention Guidelines:
Following merge purge processing, data may be retained only for specific authorized 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 explicit permission from the data owner, and any reuse must comply with all original ordering rules. Retention, matching, or flagging of data to enhance existing databases is prohibited and constitutes 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.