Data Policy

What this policy is about

This Data Policy explains how This Present House stores and protects information inside the Performance Assessment Portal. It works together with our Privacy Notice, Terms of Use, and Assessment Policy.

What data we store

• Staff accounts (name, email, role, department, manager link).
• Review cycles (dates and names of review periods).
• Scorecards (status, scores, sign-off names, and dates).
• Goals (objectives, metrics, target dates, and ratings).
• Growth plan items (skills, milestones, and learning methods).
• Emails we send about reviews (sent through our mail system).
• Microsoft connection settings if HR connects the church Microsoft 365 account.

Where data lives

Data is kept in a secure database on servers used by This Present House for this portal. Backups may also be kept by our hosting provider. Data should not be downloaded to personal phones or laptops unless People & Culture says it is okay for your job.

Who may change data

• Employees: self-ratings and submitting their part of the review.
• Managers: goals, manager ratings, comments, growth plans, and first approval.
• People & Culture: review periods, enrolling staff, requesting goals, imports, and final approval.
• No one should edit another person’s ratings without permission.

Emails

The system can email you when something needs your action (for example goals ready or approval needed). Emails go to your work address. Do not forward review emails to people outside This Present House unless People & Culture allows it.

Deleting data

People & Culture may remove test data or close old review periods. When someone leaves This Present House, their account should be turned off. Some records may be kept for legal or church record reasons. Ask People & Culture if you want to know more.

If there is a problem

If you lose a phone, think someone stole a login, or see a leak, tell People & Culture at hof.peopleculture@thispresenthouse.org immediately. Change your email password if needed.

Using data the right way

Leaders must use review data only for work and care — not for gossip, jokes, or harm. This honors God and protects our church family.

Questions

Contact People & Culture at hof.peopleculture@thispresenthouse.org.