Donor privacy and confidentiality policy
Your trust and confidence are important to us. The purpose of this policy is to state the position of the PKD Foundation on donor confidentiality and donor anonymity and will guide the actions of the Board of Trustees, the CEO and staff and committee members who may serve the Foundation, regarding the rights of donors and potential donors to confidentiality regarding their transactions with the Foundation.
The PKD Foundation recognizes that the operation of the Foundation 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 Foundation staff on a confidential basis. “Records” means all files, including electronic data, containing information on donors or prospective donors to the Foundation.
Information about donors and donations is handled with respect and confidentiality. Employees and volunteers of the PKD Foundation are not permitted to use this information for any purpose other than to carry out the services they are performing for the benefit of the PKD Foundation.
Confidentiality of records
The CEO shall be responsible for maintaining the confidentiality of donor and prospect records and will ensure that all staff have clear direction regarding the confidentiality of records through the establishment of appropriate operating procedures. He/she may, in his/her discretion, make all or part of any record available to staff members 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. The PKD Foundation will not sell, share, or trade your personal information for third party fundraising or marketing purposes. The PKD Foundation does not sell its mailing lists.
To carry out its responsibilities, the Board of Trustees or committee members may need to review donor/prospect records. They shall respect the Foundation’s significant interest in protecting the sensitive nature of those records and shall maintain these policies for donor confidentiality.
The Foundation’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 Foundation will not publish the specific amount of any donor’s gift without the permission of the donor.
Donors making gifts to the Foundation by bequest or other testamentary device are deemed to have granted such permission, unless otherwise noted.
Kinds of information
How we use it
The Foundation 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