Privacy Policy Essentials for Nonprofits: Donors & More

Donor data is the lifeblood of your mission; treat it like cash. If you solicit EU or UK supporters, GDPR/UK GDPR demands a lawful basis, clear notices, and cross-border safeguards (e.g., SCCs). Several U.S. laws now cover nonprofits, including Colorado's CPA and Delaware's DPDPa; Oregon's OCPA soon follows. Even where CPRA exempts nonprofits, service-provider contracts still matter. Store only what you need, tokenize card info, and follow PCI DSS. Publish retention periods, honor access/deletion requests, and use opt-in consent for sensitive data and public donor acknowledgments.

Volunteer programs collect IDs, background checks, and sometimes biometrics. When using a third party for screening, the Fair Credit Reporting Act applies: give disclosures, get written authorization, and send adverse-action notices if you decline a volunteer. If you collect fingerprints or face scans, comply with Illinois BIPA and similar state laws. For minors, obtain verifiable parental consent under COPPA. Limit access on a need-to-know basis, encrypt at rest/in transit, set retention schedules, and implement breach-response plans aligned with state notification statutes.

Fundraising communications must respect consent and channel rules. Use opt-in for SMS and honor do-not-call lists under the TCPA; follow CAN-SPAM for email headers, identification, and easy unsubscribes. If you target Canadians, comply with CASL. Health-cause campaigns may trigger Washington's My Health My Data Act. Vet CRMs and payment processors with Data Processing Agreements and SCCs when transferring abroad, and display your privacy policy on every donation form. LegalDocs.ai can generate tailored clauses, consent language, and a data map that aligns daily practices with your policy.