Information Security & Privacy Policy

YWAM North Cascades is committed to protecting the confidentiality, integrity, and availability of all information entrusted to us, including personal, financial, and ministry-related data. This policy outlines how we collect, store, use, and protect both physical and digital information, and sets expectations for all staff, volunteers, contractors, and partners who access organizational data.

This policy applies to all staff, volunteers, students, contractors, and third parties who have access to YWAM North Cascades information systems, paper records, or digital assets, whether on-site or remotely.

Our approach to information security and privacy is based on the following principles:

• Confidentiality – Only those with proper authorization should have access to sensitive information.
• Integrity – Data must be accurate, complete, and protected from unauthorized modification.
• Availability – Information and systems should be accessible when needed for ministry operations.
• Compliance – All handling of information will comply with applicable laws and donor, partner, and contractual requirements.

YWAM North Cascades categorizes data as follows:

• Public Information – Approved for public release (e.g., website content, event flyers).
• Internal Information – Intended for staff/volunteer use only, not for public distribution.
• Confidential Information – Includes donor data, personal contact information, personnel files, financial data, and any information covered by privacy laws.
• Sensitive Personal Information (SPI) – Includes Social Security numbers, banking details, medical records, and information about minors.

A. Collection & Use of Data

• Collect only the information necessary for ministry and operational purposes.
• Obtain consent where required (e.g., for photos, mailing lists).
• Use personal information only for the purpose it was collected unless consent is given for other uses.

B. Storage & Access

• Physical Records – Must be stored behind locked doors in secure areas.
• Digital Records – Must be stored on password-protected systems with access controls based on role and necessity.
• Cloud Storage – Only approved, secure cloud services may be used; public file-sharing services are prohibited for confidential data.

C. Transmission

• Send confidential information only via secure methods (encrypted email, secure file transfer).
• Do not share passwords or store them in unsecured locations.

D. Disposal

• Shred paper documents containing confidential or sensitive information.
• Permanently delete digital files from all systems, including backups, when no longer needed and retention requirements are met.

• All Personnel – Must protect passwords, avoid sharing logins, log out of systems when not in use, and report security incidents immediately.
• Supervisors – Must ensure team members follow this policy and complete required training.
• IT or Data Manager – Maintains security systems, monitors for breaches, and ensures compliance with applicable regulations.

• SMS Program Description
  • When you provide your mobile phone number to YWAM North Cascades and opt in to receive text messages, you consent to receive recurring automated SMS messages from us. Message types may include inquiry responses, program updates, application information, and campus updates.
• How We Collect Your Mobile Number
  • We collect your mobile phone number through the following methods: Online forms on our website where you voluntarily enter your number and check an opt-in box. Text message keyword opt-ins (texting START to (HubSpot Phone Number). In-person signup forms at our mobilization tours. Consent is always explicit and voluntary. We do not collect mobile numbers from purchased lists, and we do not send messages to any contact who has not provided direct, specific consent to receive SMS from YWAM North Cascades.
• Third-Party Sharing of SMS Data
  • Mobile information, including your mobile phone number and SMS opt-in consent, will not be shared with third parties or affiliates for marketing or promotional purposes. All categories of data sharing described elsewhere in this Privacy Policy expressly exclude text messaging originator opt-in data and consent. This information will not be shared with any third parties.
• Message Frequency and Rates
  • Message frequency varies. You may receive up to 5 messages per month. Message and data rates may apply. Contact your wireless carrier for details about your plan.
• How to Opt Out
  • You may opt out of receiving SMS messages from us at any time by replying STOP to any message you receive. You may also opt out using any of the following keywords: END, CANCEL, UNSUBSCRIBE, or OPT OUT. After sending an opt-out keyword, you will receive one final confirmation message. No further marketing messages will be sent to you unless you re-enroll. You can re-enroll at any time by texting START to (HubSpot Phone Number).
• How to Get Help
  • For assistance with our SMS program, reply HELP to any message. You may also contact us at:
    • Email: registrar@ywamnorthcascades.com
    • Phone: +1 (360) 220-5954
• Terms and Conditions
  • For full SMS terms including consent, frequency, and opt-out details, see our SMS Terms and Conditions.

• Any suspected data breach, loss, theft, or unauthorized access must be reported immediately to the Information Security Officer or HR/Safeguarding Officer.
• YWAM North Cascades will:
• Investigate promptly
• Contain the breach
• Notify affected parties as required by law
• Document the incident and corrective actions

Individuals whose data is collected by YWAM North Cascades have the right to:

• Request access to their personal information.
• Request corrections to inaccuracies.
• Request that their personal data be deleted, unless retention is required by law.