Donor Privacy Policy

NATIONAL ASSISTANCE LEAGUE^® DONOR PRIVACY POLICY

This document sets forth the policy that National Assistance League (national organization) shall follow with respect to the contributions and privacy rights of donors as well as the responsibilities of the national organization.

General Statements

• Unless otherwise provided below, this Donor Privacy Policy shall be provided to any donor upon request, or immediately upon receipt of a donation to the national organization.
• The national organization shall not copy, reproduce, publish, post, distribute or sell the name, personal contact information or amount of donation of donor to any individual or business without the written consent of the donor. Exceptions shall be those as required by law and may be made without prior knowledge or consent of the donor.
• Publications, promotional items and publicity of the national office, referred to in this document, shall include but not be limited to the following: eNewsLink, annual report, website, brochure, fact sheet and video.

Chapter Members 

• When a chapter pays per capita dues, chapter members’ information is added to the membership database of the national organization which is located on the national organization’s website. Each chapter’s database is viewable by password access by designated chapter members and by designated members of the national organization who shall include: President, Treasurer, Vice President Marketing, Executive Director, Website Coordinator and members of the national office staff as well as employees of any firm engaged by the national organization to host the website. Each chapter’s database is not viewable by any other individuals or by members of any other chapter.
• The national organization may provide, without prior approval, the name and address of each chapter member to the businesses that publish the eNewsLink and any other official publications of the national organization. Removal of a chapter member’s name from this mailing list shall be done, in writing, by contacting the National Vice President Marketing Communications. This request to remove from the mailing list shall be permanent, as to all publications described in the General Statements section above, until such time as the chapter member permits the mailing of publications to the address listed in the database.
• Satisfaction of the requirement to provide a copy of this Donor Privacy Policy to chapter members shall be met by providing a copy of the policy to the President of each chapter. This may be satisfied by annually providing one copy in the Manual for Chapter Management, or immediately upon any changes to the policy. A chapter member may request a copy from the chapter President.

Donations to the National Organization

• Circle Fund Donations
  • Any individual, corporation or business may make a donation to Circle Fund.
  • A letter to the donor shall be sent from the national organization acknowledging the contribution and amount of the donation to Circle Fund.
  • The name and category/amount of donation to Circle Fund may be listed in documents viewed by members and nonmembers in such publications as are listed under the General Statements section above. A donor to Circle Fund shall have the right to refuse the publishing of the donor’s name and/or amount of contribution. This shall be accomplished by one of the following ways:
    • Either of the following are examples of statement that can be placed on the Circle Fund form:
      • The national organization lists donor names and/or amounts in its publications such as the eNewsLink, annual report, website, brochure, fact sheet and videos. Please give full or partial permission to include your donation in publications of the national organization by selecting below: (These publications may be viewed prior to completing this portion by contacting the national office.)

_____ You may include only my name.

_____ You may include my name and donation amount.

_____ Do not include any of my information as I wish the donation to be anonymous.

• The national organization may publish the names and/or amounts of a donation in such publications as the eNewsLink, annual report, website, brochure, fact sheet and videos. If the donor does not wish to have the name and/or amount published, please check the corresponding box (provided on document). These publications may be viewed prior to completing this portion by contacting the national office.

• There shall be a place for the donor’s signature and date of signing on the Circle Fund form.
• As set forth above, the national organization is not required to send out an individual copy of this Donor Privacy Policy if the donor is a chapter or a chapter member. However, when a non-Assistance League individual or entity makes a donation to Circle Fund, a complete copy of this policy shall be sent to the donor.
• When any donation to Circle Fund is received without the Circle Fund form or when the form’s release of information section is not completed, the national organization shall send the donor a document requesting permission to release the donor’s name and/or donation amount. The document may contain either of the paragraphs set forth above in Section C.(1). The donor shall sign and date the document, indicate wishes with respect to the donation and return the form to the national organization.

• All donations shall be treated individually so that multiple donations from a single donor shall receive the same consideration as if each were the first donation received.
• The authorization to release or refuse the listing of the name and/or donation amount of the donor to Circle Fund shall be in place for the fiscal year in which the donation is received and shall remain in effect for any publications that list donors to Circle Fund for the fiscal year in which the donation is made. Any donation made to Circle Fund in subsequent fiscal years shall require a new permission form to be signed.
• Members of the National Board, the Executive Director, the national organization’s staff, national committee chairmen requiring access to the information may view the names of Circle Fund donors and the amounts of donations.

• Other Donations to the National Organization
  • Any individual, corporation or business may make a contribution to the national organization. Donations may be monetary or in-kind.
  • A donation to the national organization may be restricted or unrestricted.
    Any restrictions shall be in writing. All restricted donations shall be used solely for the intended purpose and no other.
  • A letter to the donor shall be sent from the national organization acknowledging the contribution, the amount of the donation and any restrictions on the donation.
  • Upon receipt of the donation, the national organization shall send to the donor a copy of this Donor Privacy Policy. Accompanying the policy shall be a document for the donor to sign and date permitting or refusing release of the donor’s personal information and/or amount, as well as any restrictions for use. The wording in the letter shall be similar to those set forth above under Section 3.A. above.
  • All donations shall be treated individually so that multiple donations from a single donor shall receive the same consideration as if each were the first donation received.
  • The authorization to release or refuse the listing of the name and/or donation amount of the donor shall be in place for the fiscal year in which the donation is received. The donor may change the decision regarding the refusal to print the donor’s name and/or amount, but may not change the decision regarding publishing once the donor’s name and/or amount has been released.
  • Members of the National Board, the Executive Director, the national organization’s staff and national committee chairmen or committee members requiring access to the information may view the names of donors and the amounts of donations.

Rights of Donor Regarding Photographs 

• A donor’s photograph will not be used at any time or in any publications without the donor’s consent. However, agreeing to appear in a photograph shall imply consent. This implied consent shall apply to the name and likeness of the donor being published in the documents described in the General Statements section above as well as a description of the amount or type of contribution given to the national organization. Within ten (10) days of the photograph being taken, and prior to release of the photograph and other identifying information, a copy of this Donor Privacy Policy shall be sent to a donor who has not given or implied consent. The donor shall have ten (10) days from the date of the mailing of the policy to write to the national organization and ask that the photograph and the accompanying information not be released.
• It is not necessary to obtain written or oral consent from other individuals photographed in large crowds and/or group if the photograph is taken at any event sponsored by the national organization. Therefore, it is not necessary to provide a copy of this Donor Privacy Policy to those so appearing.
• At all times a chapter member in attendance at any event sponsored by the national organization, such as Leadership Conference, National Conference, Assisteens^® Assembly, chapter networking, committee meetings, chapter visits or any fundraiser agrees that the member’s name, chapter name and likeness may appear in the publications listed above in the General Statements section.

Record Keeping and Confidentiality

• All financial records are maintained by the national organization.
• Members of the National Board, the Executive Director and the national organization’s staff may view information concerning donations. These individuals shall not disseminate this information for any reason without the prior written consent of the donor. Access by other individuals is set forth in this policy.
• The national organization shall keep all donor information in a secure location at its national office or such secure locations outside of the national office as deemed necessary and appropriate.

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