Document destruction for foundations, associations and parishes
Non-profit organisations process exceptionally sensitive data — information about beneficiaries and their health or financial situation, data on donors and volunteers. The GDPR applies to a foundation or a parish just as it does to a company, even if the compliance budget is small. Ekotechnika serves more than a dozen non-profit organisations — we collect documents from your office, destroy them in line with DIN 66399 and issue a destruction certificate.
What makes NGO records different
- Beneficiaries' data can fall into special categories — information about health or family circumstances is destroyed at security level P-5.
- Grant and EU project settlements must be kept as long as the agreement requires (usually 5–10 years) — after that they linger with no legal basis.
- Donor lists and marketing consents are kept until consent is withdrawn and the limitation period for claims expires — then they must be deleted.
- Parish registers and perpetual parish records are never destroyed — we help separate them from the administrative paperwork that can and should be destroyed.
Retention periods for NGO documents
The most common categories in the archive of a foundation, association or parish:
| Type of document | Retention period |
|---|---|
| Accounting records and invoices | 5 years |
| Project and grant settlements | per the agreement, usually 5–10 years |
| Donor lists, marketing consents | until consent is withdrawn + limitation period |
| Personnel files (employed from 2019) | 10 years |
| Beneficiaries' records | per the programme's legal basis |
Free document retention calendar (PDF)
A complete table of retention periods for more than twenty categories of documents — with the rules for counting the deadlines and an archive clean-up checklist.
Download the calendarWhat we provide
For non-profit organisations we keep our pricing simple and predictable, with invoices on deferred payment terms. One-off clean-ups after a completed project or a change of board are quoted on the spot, based on the number of binders or bags.
- Collection from your premises — we pick up the documents anywhere in Warsaw and the Mazovia region; you do not need to transport or pre-sort anything.
- Destruction to the DIN 66399 standard — security level P-4 as standard, and P-5 for specially protected data.
- Destruction certificate — a document stating the date, scope and method of destruction, ready to present during an inspection by UODO, the Polish data protection authority.
- Secure document containers — under ongoing cooperation we leave lockable containers on site and exchange them at an agreed rhythm.
How it works
- Contact and quote — by phone or e-mail; an approximate volume is enough (the number of binders, bags or linear metres of files).
- Collection — we arrive at the agreed time, weigh the documents and secure them for transport.
- Destruction and certificate — the documents are destroyed in line with DIN 66399 and you receive a destruction certificate for your GDPR records.
Project files piling up in the office?
Send us a message with the approximate volume of documents — we will propose a collection date and prepare a destruction certificate for your project records. You can also read more about our document destruction service.
Contact: 531 690 670 · bok@niszczeniedokumentow.com