Different types of personal information must be kept for different amounts of time. For example, financial records must be kept for 7 years and official society records for 10 years.

If your non-profit had people sign up for a newsletter and it stopped publishing the newsletter, the names and email addresses of those who signed up are no longer necessary.

Antivirus software is a computer program that protects electronic information from illegal access, sharing, and corruption. To be effective, antivirus software must be updated regularly.

Terms and conditions are the agreement between a service provider and the service user. They set out the rules for using a service. Terms and conditions are  often found in a link at the bottom of a website or within the settings.

Social media includes websites and applications that let people communicate and share content such as stories and photos.

A privacy policy is a document that describes how your non-profit deals with personal information. Dealing with personal information includes its collection, use, disclosure, and retention (storage).

Websites can track personal information such as location information (GPS data), device identifiers (IP and MAC addresses), click stream data, browser history, bookmarks, user generated social network data (comments, ratings, likes/dislikes, Twitter stream), and customer service interactions.

Password is an assigned code, word, or phrase required to access electronic records.

Password protected means only those people who know the assigned code, word, or phrase can access the records.