Export and archive

Download a copy of everything

1. Under Taking your data out, read what goes in, and press Change what goes in to change it.
2. Leave Your records on, and choose the Spreadsheet format: Excel, CSV, or both.
3. Leave A list of your files on to have every document listed by its own name.
4. Turn on Working download links only if the copy must open your files without ORG-APP, and choose how long The links work for.
5. Press Save these settings.
6. Press Download everything, and confirm it's you.

Then: A copy of your records as spreadsheets: people and their details, seats, everybody in People › Participants and what they took part in, hours and leave, bookings and their answers, donors and gifts, courses, reports, units and events, the ledger, levies and expenses, meetings, minutes and resolutions, safeguarding checks, pay, HR records and letters, rosters and rotas, projects and tasks, forms and their responses, texts, reviews and goals, and memberships, each as far as your role reads it, and a list of your files, with working download links if you asked for them. It is built when you press, downloads as one zip file with a README.txt that says what is in it, and nothing is kept here afterwards. Downloads taken then lists it, with who took it.

Rather not? For who has opened sensitive data only, choose From and To under Who has seen sensitive data, press Download the register and choose Excel (.xlsx) or CSV (.csv).

Who: Only somebody who administers the whole organization, from a seat at its top unit, such as the Owner or an Admin. Each download is written down before it leaves, and stays under Downloads taken: there is nothing there to take back.

Grace, an Admin, wants a copy before the annual meeting. They leave Your records on with Excel, leave Working download links off, press Download everything and type their password. The zip downloads once it is built, and Downloads taken lists it by Grace's name and the day.

If the archive leaves something out

1. Read the lines under Taking your data out: they name what your role does not read, so your copy leaves it out.
2. Open README.txt in the copy: it names what was left out, and why.
3. Ask the Owner or an Admin, who can download the whole set.

Then: Restricted documents are never in it, nor in the list of files. Messages, and booking answers marked sensitive, are not in it while your organization is open: each person downloads the messages they wrote from Your account › Your personal data.

Rather not? To have somebody's own records, they press Download my data under Your account › Your personal data.

See what is kept, and keep some things for less time

1. Scroll down past Your own storage to What is kept, and for how long: for most readers it is at the foot of the page.
2. Read each row: what ORG-APP lets go of by itself, for how long, and what happens then. It is the same schedule for every organization, and everything else stays while you use it, until your organization leaves and asks for it to be erased.
3. If you are the Owner, find the row under Keep some things for less time, and choose a shorter period under Keep for, or Never kept longer than where each form or program chooses its own.
4. Check the box that says you understand what is older goes tonight.
5. Press Save, and confirm it's you.

Then: It says Saved, with the period in the privacy policy's own words, and the schedule marks the row as your organization's choice beside ORG-APP's own. The nightly pass uses it from that night, the change is in the audit log, and every Owner and Admin is emailed.

Rather not? Choose ORG-APP's own period in the same list and press Save to give the schedule's period back. What has already gone does not come back.

Who: Only an Owner: how long the organization keeps its people's data is its own decision, so an Admin cannot change it, and neither can ORG-APP support on a visit.

Mary Ann, the Owner, wants less kept about where volunteers clock in. They choose 30 days for that row instead of ORG-APP's own 90, check the box, press Save and type their password. That night, locations older than 30 days are blanked, and every Owner and Admin is emailed.

Link your privacy notice

1. Find Your privacy notice at the top of the page, and press Change the address, or Link your notice if none is linked yet.
2. Type the address of the page where your organization says how it uses people's details in The notice's address, such as www.your-website.org/privacy.
3. Press Save.

Then: It says your public forms link it now. Every public form, for booking a place, giving, signing up or asking to join a group, shows a link above its button saying how your organization uses these details, and your website's footer links it too. The change is in the audit log.

Rather not? Empty the box and press Save to take the link off: your public forms then say nothing about how the details are used, and the page warns you so.

Sokha writes a page called Privacy under Website › More pages and pastes its address here. From then on the booking form for the summer camp says "How Riverside Trust uses these details" above its button, linking to that page.

Keep your files in your own storage

1. Under Your own storage, press Change where files go.
2. Choose the provider in Where files go: Amazon S3, an S3-compatible service such as R2, Wasabi or MinIO, or Supabase Storage.
3. Fill in Bucket and Region, and, for anything but Amazon S3, the https address of your provider's storage service.
4. Type the Access key ID and the Secret access key.
5. Press Save storage settings.
6. Press Check this bucket works.

Then: The check writes a small test file, reads it back and deletes it. When all three work it says Verified, and new uploads go to your own storage. Switching moves nothing: documents already uploaded stay where they are and go on opening.

Rather not? Choose Our storage (the default) and press Save storage settings: new documents go to ORG-APP's storage again, and those already in yours stay there.

Who: Only an Owner, after confirming it's them, because it decides where every unit's documents go. Each change is written down with where they went before and after, never the keys, and every Owner is told at once, of a save and of a check that passes.

Daniel's federation already pays for an Amazon S3 account. They choose Amazon S3, give the bucket, its region and its keys, save, and press Check this bucket works. The badge turns to Verified, new uploads go there, and last year's documents stay where they were.