How can you ensure that donor information is kept private?

1 Why donor privacy matters

Donor privacy is not only a legal obligation, but also a moral and ethical one. Donors have the right to decide how their personal and financial information is used, shared, and stored by the non-profit organizations they support. Respecting donor privacy can help you build long-term relationships, enhance your reputation, and increase your fundraising effectiveness. On the other hand, violating donor privacy can damage your credibility, expose you to legal risks, and lose your supporters.

2 How to collect donor information

The first step to ensure donor privacy is to collect only the information that is necessary and relevant for your non-profit program development. You should have a clear and transparent policy on why, how, and when you collect donor information, and how you obtain their consent. You should also inform donors about their rights and options regarding their information, such as opting out of communications, updating their preferences, or requesting access or deletion. You should avoid collecting sensitive information, such as social security numbers, unless absolutely required, and use secure methods, such as encryption, to transmit and store it.

3 How to store donor information

The second step to ensure donor privacy is to store donor information securely and appropriately. You should have a data management system that allows you to organize, update, and delete donor information as needed. You should also have a backup plan in case of data loss or corruption. You should limit the access to donor information to authorized staff and volunteers, and use strong passwords, firewalls, and antivirus software to protect your devices and networks. You should also use reputable and reliable third-party services, such as cloud providers or payment processors, that comply with data protection laws and standards.

4 How to use donor information

The third step to ensure donor privacy is to use donor information responsibly and respectfully. You should only use donor information for the purposes that they have agreed to, and not share it with other parties without their consent. You should also respect their communication preferences, and not send them unwanted or excessive messages or solicitations. You should also use donor information to personalize and tailor your interactions, and to show your appreciation and recognition. You should also monitor and evaluate your use of donor information, and seek feedback from donors on how to improve your services and programs.

5 How to dispose of donor information

The fourth step to ensure donor privacy is to dispose of donor information properly and safely when it is no longer needed or relevant. You should have a retention policy that specifies how long you keep donor information, and how you determine its usefulness and validity. You should also have a disposal policy that outlines how you destroy or delete donor information, and how you confirm its completion. You should use secure methods, such as shredding or wiping, to dispose of paper or electronic records, and ensure that no traces or copies remain.