Data Retention Policy

Last updated: 13/03/2026

1.1 – Purpose

This policy sets out how long Pastors Network retains different categories of personal data, and the processes for deletion or anonymisation at the end of the retention period. We retain personal data only for as long as necessary for the purposes for which it was collected.

 

1.2 – Retention Periods

 

1.2.1 – User Accounts and Profiles

Active accounts and profile data are retained for as long as the user’s account remains active.

Stale accounts (no login for the configured period) are flagged for review. The platform administrator is notified and may contact the user before deletion.

 

1.2.2 – Pastoral Visit Records

Pastoral visit records are retained for as long as the church pastor considers them necessary for ongoing pastoral care. Pastors can delete individual visit records at any time through the platform.

 

1.2.3 – Members Database Records

Members Database records are retained until the church administrator removes them. When a church’s account is closed, all associated member records are deleted within 30 days.

 

1.2.4 – Notifications

In-platform notifications are automatically deleted after the configured retention period. The default is 90 days.

 

1.2.5 – Pulpit Cover and Swap Records

Completed pulpit cover slots and swap records are retained for 12 months after the service date, then automatically archived.

 

1.2.6 – Calendar Events

Past calendar events are retained for 12 months after the event date, then automatically archived.

 

1.2.7 – Building Log

Building and equipment log entries, including maintenance history, are retained for as long as the church’s account is active. This supports ongoing compliance with building maintenance obligations.

 

1.2.8 – Ask for Help Records

Resolved Ask for Help requests are retained for 3 months after resolution, then deleted.

 

1.2.9 – BookShare Records

BookShare listing data is retained for 3 months after the listing closes, then deleted.

 

1.2.10 – Platform Backups

Automated platform backups are retained for a maximum of 30 days, then permanently deleted.

 

1.2.11 – Server Logs and Analytics Data

Web server access logs (containing IP addresses) are retained for 30 days, then deleted.

Google Analytics 4 data (anonymised usage statistics) is retained for 2 months in accordance with GA4’s default data retention setting. This data is held on Google’s servers, not ours, and is subject to Google’s data retention practices. You can adjust the retention period in your GA4 account settings (Analytics → Admin → Data Settings → Data Retention) if a different period is preferred.

 

1.3 – Deletion Process

When data reaches the end of its retention period, it is permanently deleted from the platform database. Deleted data may persist in encrypted backups for up to 30 days after deletion, after which the backup cycle will have rotated it out.

Users can request immediate deletion of their account and data by contacting hello@pastorsnetwork.co.uk. We will process such requests within one calendar month.

 

1.4 – Data Minimisation

We encourage all users to regularly review the data they hold on the platform and delete anything that is no longer necessary. Church administrators should periodically review their Members Database and pastoral visit records to remove outdated or unnecessary entries.

 

1.5 – Review

This retention policy is reviewed annually to ensure it remains appropriate and compliant with current legislation.