Document Retention and Destruction Policy

SpayMart maintains a formal Document Retention and Destruction Policy to ensure that organizational records are properly protected, retained, and securely disposed of in accordance with applicable legal, financial, operational, and regulatory requirements.

The policy applies to paper and electronic records created or maintained by SpayMart’s Board members, employees, volunteers, contractors, and other authorized representatives.

Certain records are kept permanently, including:

• Articles of Incorporation and Bylaws
• IRS determination letters and tax filings
• Board minutes and corporate resolutions
• Annual financial statements
• Real estate records
• Major legal, insurance, and governance documents

Other records, including bank statements, invoices, payroll records, donor records, grant documentation, contracts, personnel files, adoption records, and veterinary records, are retained for established periods based on their legal and operational importance.

SpayMart immediately suspends routine document destruction whenever litigation, an audit, an investigation, an insurance claim, or another legal matter is pending or reasonably anticipated.

When records reach the end of their required retention period, they are securely destroyed using appropriate methods such as confidential shredding, secure electronic deletion, or destruction of storage devices.

SpayMart also takes reasonable measures to protect confidential information, including donor, employee, volunteer, foster, adopter, financial, medical, and animal-welfare records.

The full policy is reviewed periodically by SpayMart leadership and the Board of Directors to ensure continued compliance with applicable requirements.

v2026-07-14