Donor Privacy Policy

Effective Date: August 2026

VAlanthropy values the trust of every donor, sponsor, supporter, and community partner who helps advance our mission. We are committed to protecting donor information and using it responsibly.

This Donor Privacy Policy explains how VAlanthropy collects, uses, protects, and shares information related to charitable contributions and donor relationships.

Information We May Collect

When you make a donation, become a monthly donor, participate in a campaign, request donor recognition, sponsor a project, or otherwise support VAlanthropy, we may collect information such as:

  • Name
  • Mailing address
  • Email address
  • Telephone number
  • Donation amount and date
  • Donation frequency
  • Gift designation or restriction
  • Payment transaction information
  • Employer or organization information
  • Matching-gift information
  • Donor-advised fund information
  • Sponsorship information
  • Recognition preferences
  • Legacy Brick inscription information
  • Communication preferences
  • Notes related to donor stewardship or relationship management

Payment card and banking information may be processed through third-party payment providers. VAlanthropy does not intentionally store full credit card numbers or sensitive banking credentials unless required by an approved financial system.

How We Use Donor Information

VAlanthropy may use donor information to:

  • Process and acknowledge charitable contributions.
  • Provide donation receipts and annual giving summaries.
  • Manage recurring donations.
  • Communicate project and organizational updates.
  • Respond to donor questions or requests.
  • Manage Legacy Brick recognition.
  • Administer sponsorships and matching gifts.
  • Maintain donor records.
  • Fulfill legal, accounting, audit, and reporting requirements.
  • Improve donor stewardship and communication.
  • Invite supporters to appropriate events, campaigns, or giving opportunities.
  • Honor donor privacy and recognition preferences.

Donor information is used to support VAlanthropy’s charitable mission and responsible nonprofit administration.

We Do Not Sell Donor Information

VAlanthropy does not sell, rent, or trade donor names, email addresses, mailing addresses, telephone numbers, giving histories, or other personal donor information to outside organizations for marketing purposes.

Limited Sharing of Information

VAlanthropy may share donor information only when reasonably necessary with trusted service providers or professional advisers who help us carry out legitimate organizational functions.

Examples may include:

  • Donation and payment processors.
  • Accounting and bookkeeping professionals.
  • Auditors.
  • Banks and financial institutions.
  • Donor management or CRM providers.
  • Email and communication platforms.
  • Printing or mailing vendors.
  • Legal or professional advisers.
  • Legacy Brick engraving or fulfillment vendors.

These parties should receive only the information reasonably necessary to perform their role.

VAlanthropy may also disclose information when required by law, subpoena, court order, governmental request, audit requirement, or other legal obligation.

Public Recognition

VAlanthropy may recognize donors, sponsors, or supporters through:

  • Website donor lists.
  • Annual reports.
  • Campaign materials.
  • Event programs.
  • Social media.
  • Sponsor recognition.
  • Legacy Brick recognition.
  • Project signage or approved naming opportunities.

Donors may request anonymity or limit how they are publicly recognized.

A donor who wishes to remain anonymous should notify VAlanthropy at the time of the gift or contact our Advancement team.

VAlanthropy will make reasonable efforts to honor donor recognition and privacy preferences.

Gift Amounts

VAlanthropy will not publicly disclose an individual donor’s exact gift amount without permission unless disclosure is required by law.

Donors may be recognized within general giving levels or sponsorship categories when appropriate and when consistent with their preferences.

Monthly Donors

Information associated with recurring donations will be used to:

  • Process scheduled gifts.
  • Send receipts and acknowledgments.
  • Communicate failed-payment or payment-update needs.
  • Provide donor stewardship and impact updates.
  • Process changes, pauses, or cancellations requested by the donor.

Monthly donors may change their communication preferences or recurring gift arrangements according to VAlanthropy’s Monthly Giving Terms.

Donor-Advised Fund Gifts

When VAlanthropy receives a grant through a donor-advised fund or similar charitable giving vehicle, information available to VAlanthropy may depend on what the sponsoring organization and donor choose to provide.

VAlanthropy will treat information received through donor-advised fund providers with the same care as other donor information.

Legacy Brick Program

Information collected for the Legacy Brick Program may include donor information, inscription wording, recognition preferences, and information about the person or organization being honored.

Approved inscriptions are intended for public display within the Freedom and Hope Garden at Hidden Wounds Village Alpha.

Donors should not submit private or sensitive personal information for engraving.

Additional terms are provided in VAlanthropy’s Legacy Brick Policy.

Email and Communications

Donors may receive communications related to their giving, including:

  • Receipts.
  • Thank-you messages.
  • Project updates.
  • Impact reports.
  • Campaign information.
  • Event invitations.
  • Giving opportunities.

Donors may unsubscribe from general fundraising or marketing emails at any time.

Transactional communications necessary to administer a donation, recurring gift, sponsorship, or donor request may still be sent when needed.

Data Security

VAlanthropy takes reasonable administrative, technical, and organizational measures to protect donor information from unauthorized access, misuse, loss, or disclosure.

No electronic system can guarantee absolute security. VAlanthropy therefore works to limit access to donor information to individuals and service providers who reasonably need it to perform authorized duties.

Access and Corrections

Donors may contact VAlanthropy to:

  • Update contact information.
  • Correct donor records.
  • Change communication preferences.
  • Request anonymity.
  • Update public recognition preferences.
  • Ask questions about how their donor information is used.

Record Retention

VAlanthropy may retain donation and donor records as necessary for:

  • Financial reporting.
  • Tax and accounting requirements.
  • Audit purposes.
  • Legal obligations.
  • Donor stewardship.
  • Gift restrictions.
  • Historical organizational records.

Information will be retained in accordance with VAlanthropy’s document-retention practices and applicable law.

Children’s Information

VAlanthropy does not knowingly collect charitable contributions or donor information directly from children in a manner inconsistent with applicable law.

If a contribution involving a minor requires parental or guardian involvement, VAlanthropy may request appropriate adult contact information.

Changes to This Policy

VAlanthropy may update this Donor Privacy Policy as our programs, technology, giving methods, or legal obligations change.

The current version will be made available through the VAlanthropy website.

Contact Us

Questions about donor privacy, recognition preferences, or donor records may be directed to:

VAlanthropy Advancement Team
Email: Lilly@VAlanthropy.org
Phone: 1-833-725-8388
Website: valanthropy.org

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