Financial Data Privacy and Retention

Due to the COVID-19 pandemic, WordPress events are online. Please refer to our online events handbook.

For communities COVID-19 has been more effectively contained, returning to hosting an in-person meetupMeetup Meetup groups are locally-organized groups that get together for face-to-face events on a regular basis (commonly once a month). Learn more about Meetups in our Meetup Organizer Handbook. event is possible, with caution, using the resources provided. If you plan to move forward with an in-person meetup, you must use the provided checklist.

The global community teamGlobal Community Team A group of community organizers and contributors who collaborate on local events about WordPress — monthly WordPress meetups and/or annual conferences called WordCamps. uses WordCamp.org sites to budget, track, and log event expenses related to WordPress community events. This page has information on how that works.

Entity and fiscal team Entity and fiscal team

The WordPress global community team uses the WordPress Foundation’s subsidiary corporation, WordPress Community Support PBC. A group of financial administrators,  volunteers who review and process payment and reimbursement requests currently includes: Andrea Middleton, Cami Kaos, Courtney Patubo-Kranzke, Hugh Lashbrooke, Aditya Kane, Angela Jin, and Rocio Valdivia. Two volunteers also provide bookkeeping support: Julia Ulrich and Harmony Romo.

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As the volunteer team recruits local sponsors, they enter the sponsors’ address and contact information into the Sponsors tool, and then request that WPCSWordPress Coding Standards A collection of PHP_CodeSniffer rules (sniffs) to validate code developed for WordPress. It ensures code quality and adherence to coding conventions, especially the official standards for WordPress Core. invoice the sponsor. When a volunteer presses the “send” button on a sponsor invoice request, the request is then sent to a network admin queue. A community team deputyDeputy Community Deputies are a team of people all over the world who review WordCamp and Meetup applications, interview lead organizers, and generally keep things moving at WordCamp Central. Find more about deputies in our Community Deputy Handbook. reviews the request and approves it, which then sends the invoice information to QuickBooks Online. An invoice is emailed to the sponsor via QuickBooks Online, and a PDF copy of that invoice is also sent to the volunteer who requested that the sponsor be invoiced.

A financial administrator reviews all revenue accounts daily, and attributes income to sponsor invoices in Quickbooks Online. Once an invoice is marked Paid in Quickbooks, the status of the sponsor invoice listing on the WordCampWordCamp WordCamps are casual, locally-organized conferences covering everything related to WordPress. They're one of the places where the WordPress community comes together to teach one another what they’ve learned throughout the year and share the joy. Learn more. site is also changed to Paid, and the volunteer who requested the invoice receives an email, notifying them of the change in status. Sponsor contact information is held indefinitely in QuickBooks, for tax and audit purposes, as well as in the WordCamp site.

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Payment requests and reimbursements Payment requests and reimbursements

When a volunteer needs to request payment for a vendor, or request reimbursement for an approved WordCamp-related expense, they can fill out a vendor payment request or a reimbursement request. All financial and personal details are encrypted. Financial and personal details are only visible by the volunteer requesting the funds, plus the financial administrators who review the payment or reimbursement and execute payment. After a funding request is marked “Paid,” the financial and personal data included in the request is deleted.

If you have questions about the handling or retention of personal or financial data on wordcamp.org, please email us and we’ll be happy to answer your questions.

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