Participation on

If you create an account on, we store information about you in the website database. This section addresses what is stored and who has access.

  • We store the username, email address, and name of people who create accounts.
  • We also store all comments posted on pages, posts and comments in discussion forums, and direct messages sent to other users.
  •  The public can see comments on pages and discussion forum posts and comments unless they are posted in a private section of the site. ManateeUUF staff members responsible for maintaining the website software can also see all comments and posts in private sections and direct messages sent via
  • The website database, which contains comments, discussion posts, and direct messages sent on the website as well as all other website comment, is stored on a professionally managed web server.
  • The UUA may occasionally share the names and email addresses of account holders as described in points 6 and 7 below.

The ManateeUUF’s Constituent Database

This policy addresses the collection, use, and safeguarding of data about individuals in the Manatee Unitarian Universalist Fellowship’s (ManateeUUF’s) electronic database. It’s of particular interest to members, leaders, and staff of ManateeUUF congregations, as well as to employees and contractors working for the ManateeUUF.

  1. Who do we keep information about?
    • Current and former members of every ManateeUUF member congregation.
    • People who have registered with the ManateeUUF for various services such as receiving notifications when publications are available.
    • People who have a relationship with a congregation but who are not an official member.
    • Each congregation’s elected board members, staff, lay leaders, and volunteers.
    • Ministers and professional religious leaders, active and retired.
    • District staff and consultants.
    • ManateeUUF Board members and members of Board appointed committees.
    • People who have made gifts to the ManateeUUF and ManateeUUF-sponsored funds.
  2. What information do we keep?
    • Basic contact information: Name, address, telephone number, email address, and family and household relationships.
    • A person’s date of birth, or certification that they are at least 18 years old (certification of majority).
    • A person’s affiliations with congregations, including positions (e.g., Board membership) held.
    • Preferences about whether to receive ManateeUUF email newsletters, solicitations, etc.
    • History of service, such as dates of membership on a congregation’s Board or a ManateeUUF committee.
    • History of giving, excluding credit card information.
    • History of event attendance (e.g., General Assembly)
    • Social security numbers for people employed or contracted by the ManateeUUF, a district, or a congregation. These are encrypted and stored separately from personally identifiable information such as names and addresses.
    • Bank information for people who receive direct deposits from the ManateeUUF.
  3. What information don’t we keep?
    • Credit card numbers. We use secure and certified 3rd party processors to manage and retain credit card information.
  4. How complete is the data, and how far back does the data go, and how long is it retained?
    • Names and mailing addresses are very complete. Other contact information is often missing.
    • Some information will be retained in perpetuity, in support of the ManateeUUF’s role of denominational historian. Other information—in particular, Social Security numbers and bank information—will be retained as long as it is required by law, regulation, and contractual agreements.
  5. Where does the information come from?
    • Contact information about members and congregations comes from congregational administrators and members themselves to ensure delivery of ManateeUUF newsletter.
    • Birth dates or certifications of majority come from congregational administrators or members themselves.
    • Information about congregational leaders and staff is supplied by congregations at least once each year.
    • Donors supply information about themselves.
    • ManateeUUF staff members provide information as part of doing business with congregations, their leaders, and their members.
    • Notices of address changes are supplied by the U.S. Postal Service.
  6. Who has access to the information?
    • Authorized ManateeUUF staff members responsible for keeping information up-to-date.
  7. What about mailing lists and email addresses?
    • ManateeUUF departments use postal addresses and email addresses to stay in contact with constituents for a variety of purposes, including periodical mailings, email newsletters, and fund raising appeals, for example.
  8. What do we use the data for?
    • Mailing lists for ManateeUUF publications.
    • Fundraising and gift processing.
    • Processing of benefits for ManateeUUF congregational employees.
  9. What happens when a ManateeUUF staff member or a congregational administrator trusted with access to the database quits or leaves their job for other reasons?
    • When a staff member leaves, all of their computer accounts are locked.
    • When the ManateeUUF is notified that a congregational administrator has left their position, their access to the congregation’s data will be locked. Each congregation’s access activity is monitored, and if their routine usage pattern changes, the ManateeUUF  will seek an explanation from the congregation.