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.Solutions, It ensuresensuring compliance with vendor agreements requiring that prospecting names beare usedone onlytime onceuse andonly. It defines processes for suppressions API implementation, caging file processing, donor data updates, cagingand files,adherence to DMAW List and donorData informationStandard changes.manual This policy protects the organization from improper data retention while enabling efficient data processing for authorized uses.guidelines.
Scope:
This policy applies to all prospecting data, caging files, donor information, and donordata informationretention handledpractices between HSP and 633 Donor Solutions. It covers the daily processing of caging files through RedPoint, the management of donorprocedures, data updates,update protocols, and the appropriate retention of data for approved purposes. The policy ensuresstrict compliance with DMAW List and Data Standard manual guidelines and vendor agreements for one-time use of prospecting names.data usage terms.
Policy:
APIProcess Integration and File Processing:Implementation:
HSP will complete the development of the suppressions API to streamline data management processes.while 633 Donor Solutions will maintaincontinues daily posting of CSV files containing caging informationdata to the HSP ShareFile system.ShareFile. HSP will implementestablish automated processes withinin RedPoint to perform daily pulls of 633 Donor Solutions files andfor process themprocessing into eSuneSun. on a daily basis.
Data Update Procedures:
633 Donor Solutions will utilize caging updates as opportunities to update donor datainformation with the most currentaccurate data available 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 thesedonor updates made outside of caging processes to send to HSP. Prior toBefore each house mailing, HSP will verify that all updates have beenare properly implemented,implemented contingent onif the accuracydata ofappears 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 providedprospecting data.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 Compliance:Usage:
All prospectinglists, listsprovided obtained throughon exchange or rentalrental, must be usedare for a one-time mailing only,usage. asIf specifieda inname vendor agreements. Multi-buyers (names appearingappears on multipletwo or more non-house file lists)lists, it is deemed a multi-buyer. Multi-buyers may receivebe mailed one subsequent piece per occurrence at no additional mailingscharge if the list manager/owner has been notified on the purchase order. Multi-buyers may only be mailed the same number of times as permitted by the number of lists they appearappeared on,on within properthe notificationmerge. toFor 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/owner.manager.
Contacts Contactmay information mustonly be used exclusively for the channel for which they were authorized channel and purpose,it withis anynot alternativeacceptable usesto requiringuse explicitthe authorizationcontacts fromfor 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.
The data may be retained
•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,owner. A file may be ordered on a reuse basis, and any reuse must comply with all originalof the rules of ordering rules.the Retention,first matching,time still apply. However, data cannot be retained, matched or flaggingflagged to educate and inform a database. Data retention is not for the purpose of supplementing or enhancing any database. This type of data to enhance existing databasesretention is prohibited and constitutesconsidered 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.