We use various technologies to help us provide you with better and more efficient service. This document provides you with information about how your data is used and processed.
What data is collected
We generally focus our data collection on your Allen organ; however, we also collect general contact information about persons that we need to interact with. Here are some examples of the things we collect during the course of a service call - from request to completion.
Organization Information
- Name of church/organization
- Physical and Billing Address
- Church email and phone numbers
- Web site, facebook, YouTube channel links
- Contcts for individual leaders at the church related to the service call
- Pictures of the exterior of the building (usually taken from public sources to aid in our travel/arrival)
Personal Information
We generally collect the basic contact information (name, phone/cell-phone, email address) for some or all of these people:
Whose information we collect
- Organist
- Church Office
- Church financial representative
- Others you indicate should be communicated to about the service call
What information we collect
- Name
- Phone number
- Cell phone / text number
NOTE: We only use this for service call information, not marketing. Data usage rates may apply. You can opt out of all future messages by replying STOP at any time. - Email address
- Physical Address
Instrument Information
- Model
- Serial Number
- Condition
- Purchase/Upgrade/Repair History
- Pictures of the organ (interior and exterior)
- Pictures of devices connected to the organ (including speakers / pipe chambers)
- Pictures of the room where the organ is located
Online Information
We also collect data when you interact with our web sites.This data is used to help us improve our systems and provide a better online experience.
- cookies (your browsing activity)
- usage data (what pages you visit and how long you spend on certain pages)
- device identifiers (your general location and type of computer you use)
How your data is collected
- Searching online public sources (web sites, social media sites, and public databases)
- Online forms on our web site
- Email and Text exchanges
- Direct Phone Calls
- In-person / on-site conversations
Why your information is collected
We primarily store your data so that we can provide you with the services you requested. This includes financial and account management.
Additionally, we use collective data from all clients to help us make our services more effective through analytics and legal compliance.
We also occasionally will use your email for marketing purposes, but only for things specifically related to your organ or your use of the organ.
Who your data is shared with
Third-Party Partners
As a normal process when diagnosing and resolving your organ issues we regularly share instrument and potentially contact information with:
- Allen Organ Company (https://allenorgan.com), Mcungie PA
- Allen Organs of teh Twin Cities (https://allenorgans.com), New Hope, MN
On occasion we may consult with other Allen Organ service technicians and staff in other offices; however, we will alert you that we will be consulting with them prior to sharing any data, and we generally only share specificaly organ-related data plus potentially church or contcat information IF direct follow-up is necessary to properly complete the service.
Service Providers
We work with trusted third-party companies and individuals to help us operate, deliver, and improve our services. These service providers access your personal information only to perform specific tasks on our behalf and are contractually obligated not to disclose or use it for any other purpose.
The types of service providers we use include:
- Cloud Hosting & Infrastructure — to securely store and manage your data
- Analytics & Performance Monitoring — to help us understand how our platform is used and identify areas for improvement
- Customer Relationship Management (CRM) — to manage and track interactions with our users
- Email & Communication Services — to deliver transactional and service-related messages
- Payment Processing — to securely handle billing and financial transactions
- Security & Fraud Prevention — to protect our systems and your information
How long it's retained
We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, including providing our services, complying with legal obligations, resolving disputes, and enforcing our agreements.
General Retention Principles
The length of time we retain your data depends on the type of information and the purpose for which it was collected. Key factors we consider include:
- The duration of your relationship with us (e.g., active account or service engagement)
- Legal, regulatory, or contractual obligations that require us to retain records for a specified period
- Whether the data is needed to resolve disputes or protect against legal claims
- Industry-specific retention standards applicable to our services
Typical Retention Periods
| Data Type | Retention Period |
|---|---|
| Account & Profile Information | Duration of account plus 10 years |
| Service & Transaction Records | 10 years from date of transaction |
| Communication & Support Records | 10 years from last interaction |
| Usage & Analytics Data | 3 years |
| Legal & Compliance Records | As required by applicable law |
Service Providers
Where your data is processed by our third-party service providers on our behalf, those providers retain your information only for as long as necessary to perform their designated function.
Deletion & Anonymization
When your personal information is no longer required, we will either securely delete it or anonymize it so that it can no longer be associated with you. In some cases, we may retain anonymized or aggregated data for analytical or reporting purposes, which is no longer considered personal information.
Your Rights
You may request the deletion of your personal data at any time, subject to certain legal exceptions. Please refer to the User Rights section of this Privacy Policy for more information.
User Rights
We are committed to being transparent about how we collect and use your personal information, and to respecting your ability to make meaningful choices about it. While we are not subject to specific state or international privacy regulations, we believe in treating your data with care and giving you reasonable control over it.
What You Can Request
You have the ability to make the following requests regarding your personal information at any time:
- Access — You may request a summary of the personal information we hold about you and how it is being used
- Correction — If you believe any information we hold about you is inaccurate or incomplete, you may request that we update or correct it
- Deletion — You may request that we delete your personal information, subject to certain exceptions outlined below
- Restriction — You may request that we limit how we use your personal information in certain circumstances
Exceptions to Deletion Requests
We may be unable to fulfill a deletion request where retaining your information is necessary to:
- Complete a transaction or service you have requested
- Maintain records required by law, regulation, or professional standards
- Resolve disputes or enforce our agreements
- Support legitimate internal business operations
How to Submit a Request
To exercise any of the rights listed above, please contact us using the information below. We will respond to all requests within a reasonable timeframe, typically within 30 days. In some cases, we may need to verify your identity before processing your request.
- Email:
This email address is being protected from spambots. You need JavaScript enabled to view it. - Mail: Legal Dept., 61KeyService, Box 9207, Saint Paul, MN 55109
Contact Information
If you have questions or concerns about any data we collect or how it is used, please contact us:
Legal Dept.
61KeyService
Box 9207
Saint Paul, MN 55109