Donor Privacy and Confidentiality Policy
Your trust and confidence are important to us. SEE International strongly supports protecting the privacy of its donors and the confidentiality of information concerning them.
The purpose of this policy is to state the position of SEE on donor confidentiality and donor anonymity and will guide the actions of the Board of Directors, the advancement staff and volunteers who may serve SEE, regarding the rights of donors and potential donors to confidentiality regarding their transactions with the organization.
SEE recognizes that the operation of SEE requires the maintenance and management of extensive donor and prospect records. Donor records often contain sensitive information that has been shared with or maintained by the development staff on a confidential basis. “Records” means all files, including electronic data, containing information on donors or prospective donors to SEE.
Confidentiality of Records
The Director of Development (or the CEO’s designee) shall be responsible for maintaining the confidentiality of donor and prospect records and will ensure that all staff and appropriate volunteers have clear direction regarding the confidentiality of records through the establishment of appropriate operating procedures and education. The Director of Development may, at his/her discretion, make all or part of any hard copy or electronic record available within the advancement department’s normal course of work with staff or volunteers if essential to them in executing their responsibilities. Disclosure decisions will honor the wishes of donors, where noted in writing, related to disclosure to any public listing(s.)
Hard copy of donor records are never removed from the advancement office and are maintained in a locked filing area after normal business hours.
To carry out its responsibilities, outside financial auditors may need to review donor/prospect records. SEE auditors are authorized to review donor and prospect records as required for the purposes for which they are engaged. Pledge agreements are considered “strictly confidential information” and are not public documents. Particulars of a pledge document will not be shared with the general public nor with any of the donor’s financial advisors, legal advisors, family or selected individuals, unless the donor has granted permission to do so in writing or unless these details are essential to be shared in a legal proceeding.
We do not sell our donor names. On occasion, SEE may determine that it is useful to “list exchange” with another organization in order to build our donor base. In that instance, names will only be made available to a mail house (with their own confidentiality agreement to manage the list process) and never directly to another organization, business or their representative(s.)
The donor or donors who sign any donation agreement are the “Representative(s.)” Only the Representative(s) is authorized to receive donor summaries of information concerning his/her donation activity, unless directed otherwise in writing by the donor(s) or as mandated through legal proceedings.
Publication of Donor Names
The names of all donors will be listed in SEE’s annual report, periodic newsletters, on the website and potentially on a lobby thank you wall and/or in similar public communications. Exceptions will be made for any donor who specifically requests anonymity. Anonymity is always offered in all solicitation reply devises and through website giving options.
SEE will never disclose the specific amount of any donor’s gift without the permission of the donor, although we list donor gifts in gift ranges. Donors making gifts to SEE in memory or in tribute will not have the amount of their gift disclosed to the memorial/tribute family/friend representative; only the donors name and address and that donated in that manner will be shared.
Advancement staff and other appropriate advancement volunteer donor solicitors are authorized to accept anonymous gifts to SEE. In the event the Director of Development is uncertain about the desirability of accepting an anonymous gift, he/she shall consult with the President/CEO and Chair of the Development Committee, as applicable.
Kinds of Information:
Any information you submit through email, online, phone, mail or through an employee, board member or solicitor volunteer becomes the sole property of SEE.
How We Use It
SEE uses personal information collected from donors to respond to donor inquiries, to issue donation acknowledgements, to help in deciding who receives future fundraising appeals, including phonathons, to help organize fundraising events, and to inform donors of new programs and services.
How we protect your Information
The use of your information is limited as noted above, by authorized individuals, to better service an existing donor, potential donor or partner relationship. We make every effort to ensure the security of your information. To prevent unauthorized access, maintain data accuracy, and ensure the proper use of information, we have established and implemented appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect online.
Removing your name from our mailing list
You have the right to ask to be removed from our email list by opting out here or to be removed from our postal mailing list or phone lists please email us at email@example.com or write us at SEE, 5638 Hollister Avenue, Suite 210 Goleta, CA 03117 and include your name and address and any mail sample addressed to you or note your complete phone number for telephone removal. You may also call the Development Department at (805) 963-3303. If you wish to correct or modify your published donor information, please mail, write or call as noted above.
Approved REA 7/1/13