Policy

This privacy statement applies to the Arms Wide Open Childhood Cancer Foundation (Arms Wide Open) with respect to the privacy of our online visitors and donors. Arms Wide Open does not collect personally identifiable information without permission. This site collects contact information when you donate or register. In such cases, we will need personal information such as name, address, telephone number, email address, and credit card number, in order to register your participation, process your donation, and/or provide a receipt. We may use the information you provide to send you information about events, how proceeds are being distributed and other Arms Wide Open related promotions.

Our server is encrypted to protect credit card and other information submitted via the forms on this site. To protect your privacy, Arms Wide Open does not sell, rent, exchange or otherwise share personal information about donors or other participants with any other organization or individual.

Whistleblower Policy

If any employee reasonably believes that some policy, practice, or activity of Arms Wide Open Childhood Cancer Foundation (Arms Wide Open) is in violation of law, a written complaint must be filed by that employee with the Executive Director. It is the intent of Arms Wide Open to adhere to all laws and regulations that apply to the organization and the underlying purpose of this policy is to support the organization’s goal of legal compliance. The support of all employees is necessary to achieve compliance with various laws and regulations. An employee is protected from retaliation only if the employee brings the alleged unlawful activity, policy, or practice to the attention of Arms Wide Open and provides Arms Wide Open with a reasonable opportunity to investigate and correct the alleged unlawful activity. The protection described below is only available to employees that comply with this requirement. Arms Wide Open will not retaliate against an employee who in good faith, has made a protest or raised a complaint against some practice of Arms Wide Open, or of another individual or entity with whom Arms Wide Open has a business relationship, on the basis of a reasonable belief that the practice is in violation of law, or a clear mandate of public policy. Arms Wide Open will not retaliate against employees who disclose or threaten to disclose to a supervisor or a public body, any activity, policy, or practice of Arms Wide Open that the employee reasonably believes is in violation of a law, or a rule, or regulation mandated pursuant to law or is in violation of a clear mandate of public policy concerning the health, safety, welfare, or protection of the environment.

Document Retention and Destruction Policy

Purpose

In accordance with the Sarbanes-Oxley Act, which makes it a crime to alter, cover up, falsify, or destroy any document with the intent of impeding or obstructing any official proceeding. This policy provides for the systematic review, retention and destruction of documents received or created by Arms Wide Open Childhood Cancer Foundation in connection with the transaction of organization business. This policy covers all records and documents, regardless of physical form (including electronic documents), contains guidelines for how long certain documents should be kept and how records should be destroyed. The policy is designed to ensure compliance with federal and state laws and regulations, to eliminate accidental or innocent destruction of records and to facilitate Arms Wide Open’s operations by promoting efficiency and freeing up valuable storage space.

Document Retention

Arms Wide Open Childhood Cancer Foundation follows the document retention procedures outlined below. Documents that are not listed, but are substantially similar to those listed in the schedule will be retained for the appropriate length of time.

Corporate Records
Annual Reports to Secretary of State/Attorney General: Permanent

Articles of Incorporation: Permanent
Board Meeting and Board Committee Minutes: Permanent
Board Policies/Resolutions: Permanent
By-laws: Permanent
IRS Application for Tax-Exempt Status (Form 1023): Permanent
IRS Determination Letter: Permanent
State Sales Tax Exemption Letter: Permanent
Contracts (after expiration): 7 years
Correspondence (general): 3 years

Accounting and Corporate Tax Records
Annual Audits and Financial Statements: Permanent
IRS 990 Tax Returns: Permanent
IRS 1099s: 7 years
Invoices: 7 years
Bank Records
Check Registers: Permanent
Bank Deposit Slips: 7 years
Bank Statements and Reconciliation: 7 years
Electronic Fund Transfer Documents: 7 years

Payroll and Employment Tax Records
Payroll Registers: Permanent
State Unemployment Tax Record: Permanent
W-2 Statements: 7 years

Employee Records
Employment and Termination Agreements: Permanent
Retirement and Pension Plan Documents: Permanent
Accident Reports and Worker’s Compensation Records: 5 years
Donor Records and Acknowledgement Letters: 7 years
Grant Applications and Contracts: 5 years after completion

Legal, Insurance and Safety Records
Copyright Registrations: Permanent
Insurance Policies: Permanent
Stock and Bond Records: Permanent
Trademark Registrations: Permanent

Electronic Documents and Records

Electronic documents will be retained as if they were paper documents. Therefore, any electronic files, including records of donations made online, that fall into one of the document types on the above schedule will be maintained for the appropriate amount of time. If a user has sufficient reason to keep an email message, the message should be printed in hard copy and kept in the appropriate file or moved to an “archive” computer file folder. Backup and recovery methods will be tested on a regular basis.

Emergency Planning

Arms Wide Open’s records will be stored in a safe, secure and accessible manner. Documents and financial files that are essential to keeping Arms Wide Open operating in an emergency will be duplicated or backed up at least every week and maintained off site.

Document Destruction

Arms Wide Open’s Executive Director is responsible for the ongoing process of identifying its records, which have met the required retention period and overseeing their destruction. Destruction of financial and personnel-related documents will be accomplished by shredding.

Document destruction will be suspended immediately, upon any indication of an official investigation or when a lawsuit is filed or appears imminent. Destruction will be reinstated upon conclusion of the investigation.

Compliance

Failure on the part of employees or contract staff to follow this policy can result in possible civil and criminal sanctions against the Organization and its employees or contract staff and possible disciplinary action against responsible individuals. The Treasurer will periodically review these procedures with legal counsel or the organization’s certified public accountant to ensure that they are in compliance with new or revised regulations.

Policy

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