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Donor Data Management Policy

1. Purpose

The purpose of this policy is to ensure the secure, efficient, and ethical management of donor data. This policy outlines the principles and guidelines for the collection, storage, processing, and sharing of donor information, in compliance with applicable laws and regulations.

2. Scope

This policy applies to all employees, volunteers, contractors, and third-party service providers who handle donor data on behalf of the organization.

3. Definitions

  • Donor Data: Any information that can identify a donor, including but not limited to names, addresses, phone numbers, email addresses, donation history, and payment information.

  • Data Subject: The individual whose personal data is being processed.

  • Processing: Any operation performed on personal data, including collection, storage, use, dissemination, and destruction.

4. Principles

The organization is committed to the following principles in managing donor data:

4.1 Lawfulness, Fairness, and Transparency

  • Data shall be processed lawfully, fairly, and in a transparent manner.

  • Donors shall be informed about how their data will be used at the time of collection.

4.2 Purpose Limitation

  • Donor data shall be collected for specified, explicit, and legitimate purposes and not further processed in a manner incompatible with those purposes.

4.3 Data Minimization

  • Only the data necessary for the purposes stated will be collected and processed.

4.4 Accuracy

  • Donor data shall be accurate and kept up to date. Inaccurate data shall be corrected or deleted without delay.

4.5 Storage Limitation

  • Donor data shall be kept in a form which permits identification of donors for no longer than is necessary for the purposes for which the data is processed.

4.6 Integrity and Confidentiality

  • Donor data shall be processed in a manner that ensures appropriate security, including protection against unauthorized or unlawful processing, accidental loss, destruction, or damage.

4.7 Accountability

  • The organization shall be responsible for, and be able to demonstrate compliance with, these principles.

5. Data Collection

  • Donor data shall be collected through lawful and transparent means, with the donor’s consent where required.

  • Donors shall be informed about the purposes of data collection, the use of their data, and their rights regarding their data.

6. Data Storage and Security

  • Donor data shall be stored securely using appropriate technical and organizational measures.

  • Access to donor data shall be restricted to authorized personnel only.

  • Regular security audits shall be conducted to ensure the protection of donor data.

7. Data Usage

  • Donor data shall be used solely for the purposes for which it was collected, such as processing donations, communicating with donors, and reporting to regulatory bodies.

  • Any new use of donor data shall require explicit consent from the donor.

8. Data Sharing and Disclosure

  • Donor data shall not be shared with third parties without the donor’s consent, except as required by law or for legitimate organizational purposes (e.g., payment processing).

  • Contracts with third-party service providers shall include provisions for the secure handling of donor data.

9. Data Retention and Disposal

  • Donor data shall be retained only for as long as necessary to fulfill the purposes for which it was collected or as required by law.

  • Procedures for the secure disposal of donor data, including digital and physical records, shall be implemented.

10. Donor Rights

Donors have the right to:

  • Access their personal data held by the organization.

  • Request correction of inaccurate or incomplete data.

  • Request the deletion of their data under certain conditions.

  • Object to the processing of their data.

  • Withdraw consent to data processing at any time.

11. Compliance and Monitoring

  • Regular training on data protection and privacy shall be provided to all employees, volunteers, and contractors handling donor data.

  • The organization shall monitor compliance with this policy and conduct regular audits to ensure adherence to data protection principles and regulations.

12. Breach Notification

  • Any data breaches involving donor data shall be reported immediately to the designated Data Protection Officer.

  • Donors shall be notified of data breaches affecting their personal data in accordance with legal requirements.

13. Review and Updates

  • This policy shall be reviewed annually and updated as necessary to ensure compliance with changing laws and best practices.

14. Contact Information

For questions or concerns about this policy, please contact us

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