Privacy Policy

What we collect

CharterSteward stores the documents and data customers upload, including agendas, board packets, grant records, and budget data. These records may contain personal or sensitive information depending on what customers upload. We also collect account information (name, email, organization) and billing information.

Hosting and sharing

CharterSteward is hosted by Polsia. Payments are processed by Stripe. CharterSteward does not store full payment card numbers. CharterSteward uses additional third-party providers to operate the service. A full list of providers that process customer data is available upon request.

Security

Protecting your data is a core part of how CharterSteward is built. Connections to CharterSteward use HTTPS, and stored data is encrypted at rest. Multi-factor authentication is available for all user accounts. Each customer's data is siloed in its own account, and users in one organization cannot see or access another organization's data. Access within your account is managed through Owner, Admin, and Member roles. CharterSteward's production team accesses customer data only at your request, for troubleshooting. Access logging can be enabled at your request. To report a security concern, contact us through our contact page.

Data lifecycle and incidents

Customers can download and export their data at any time in CSV format. Customer data is kept while the account is active. After a cancellation notice, customers have 90 days to export their information. At the end of that 90-day period, all customer data, including backup copies, is permanently deleted. Backups run automatically and continuously. If we confirm a security incident affecting your data, we will notify affected customers without unreasonable delay.

Records disclaimer

CharterSteward is a management tool, not an official records system. You are responsible for keeping your official records, in paper or electronic form, as required by your state and federal retention rules. CharterSteward does not enforce or guarantee compliance with any state or federal records requirements.