Donor Privacy &
confidentiality Policy
Your trust and confidence are important to us. The purpose of this policy is to state the position of TAP on donor confidentiality and donor anonymity and will guide the actions of the Board of Directors, CEO, COO, and staff regarding the rights of donors and potential donors to confidentiality.
TAP recognizes that its operation requires the maintenance and management of extensive donor and prospect records. Donor records often contain sensitive information that has been shared with or developed by TAP staff and consultants on a confidential basis. “Records” means all files, including electronic data, containing information on donors or prospective donors to TAP.
Information about donors and donations is handled with respect and confidentiality. Employees and volunteers of TAP are not permitted to use this information for any purpose other than to carry out the services they are performing for the benefit of TAP.
Policies
Confidentiality of records
The COO shall be responsible for maintaining the confidentiality of donor and prospect records and will ensure that all staff, consultants and volunteers have clear direction regarding the confidentiality of records through the establishment of appropriate operating procedures. The COO may, in their discretion, make all or part of any record available to staff members, consultants, and/or volunteers if essential to them in executing their responsibilities. Disclosure decisions will honor the wishes of donors related to disclosure unless a larger legal issue is related. TAP will not sell, share, or trade personal information for third party fundraising or marketing purposes. TAP does not sell its mailing lists.
To carry out its responsibilities, the Board of Directors or committee members may need to review donor/prospect records. They shall respect TAP’s significant interest in protecting the sensitive nature of those records and shall maintain these policies for donor confidentiality.
TAP’s auditors are authorized to review donor and prospect records as required for the purposes for which they are engaged. Gift agreements are considered “strictly confidential information” and are not public documents. Particulars of a gift agreement will not be shared with the general public unless the donor has granted permission to do this.
Publication of donor names
The names of donors may be listed in TAP’s annual report, on the website, and/or in similar public relations communications. Exceptions will be made for any donor who specifically requests anonymity.
TAP will not publish the specific amount of any donor’s gift without the permission of the donor.
Donors making gifts to TAP by bequest or other testamentary device are deemed to have granted such permission, unless otherwise noted.
Honorary/Memorial gifts
The names of donors of memorial or honorary gifts may be released to the honoree, next of kin, or individual(s) designated by the immediate family, unless otherwise specified by the donor. Gift amounts are not to be released without express consent of the donor.
Anonymous gifts
The CEO is authorized to accept anonymous gifts to TAP. In the event the CEO is uncertain about the desirability of accepting an anonymous gift, they shall consult with the Board of Directors. The CEO shall disclose to the Board of Directors, upon request, the names of any anonymous donors.
Kinds of information
TAP defines “personal information” as information that can be used to distinguish, identify, or contact a specific individual. It does not include publicly available information such as business contact information, names, addresses, and telephone numbers as published in public sources, such as telephone directories. Credit card information is handled by a secure third-party host and used only to process payment initiated by a person contacting TAP. This information is not stored by TAP.
How we use it
TAP collects, uses, and discloses personal information concerning our donors for the following reasons:
To establish a relationship and communicate with donors
To understand who our donors are and how we may improve our services to meet their preferences and expectations
To process a donation (e.g. a credit card transaction)
To issue a tax receipt
To recognize contributions
To meet requirements imposed by law
If you have questions about this policy, please contact us at development@taplaw.org.