The following is an excerpt from The Next Door’s Fund Raising Policies and Procedures that applies to donor privacy:

Policy:

The Next Door maintains compliance with all laws and rules of the Federal and Tennessee State Government and the requirements of CARF related to fund raising. The Executive Director and Director of Development have oversight of the fundraising efforts and policies which include individual gifts, special events, grants from foundations, corporate and church gifts, and bequests. The Director of Development is responsible for training new staff on policies and procedures and making sure all guidelines are followed.

Procedure:

Donor Procedures:

1. Donors are solicited in the following ways at TND: direct mail, electronic mail, E-newsletter appeals, special giving days, special events, one-on-one personal visits, phone calls, and in other ways a donor may wish to be asked for funds.
2. 1. 1. 1. The Next Door maintains all donor records in a database, Donor Perfect, maintained by all staff members of the development team.
         2. If a donor at any point requests to be put on the “do not solicit” list, whether a verbal request or through mail or in any other way, the donor will no longer be solicited for gifts.  A member of the development staff will enter the database and “flag” the donor with the appropriate code which will then not provide any donor communication.  It will, however, allow previous gifts to be seen for record keeping.
         3. Members of the development staff also alert each other, through the database, of a donor’s preferred method of communication, should he/she have one.  If a donor prefers not to receive mail, but does like to be phoned, this is entered in the database.
         4. Each member of the fundraising staff is responsible for entering data when donor information is received.
         5. Staff check donor information prior to contacting donors (individually or through mail/electronic campaigns) to make certain those who do not wish to be solicited are not included.

2. All donor information is kept confidential.
3. 1. 1. 1. The Next Door’s policy requires that the agency does not give out individual names or donation amounts to organizations or businesses.
         2. Foundation requests and grant applications occasionally require names and amounts of recent significant donors to be listed as part of a funding application. These are submitted in accordance with grant or application requirements and foundations hold names in confidence.
         3. Names of donors are shared with board members and leaders of the organization, so they may be appropriately thanked.
         4.  Donor names are used in agency newsletters, event invitations, and other means of recognition unless a donor wishes to remain anonymous.

3. All cash/credit card gifts are provided a tax statement along with a mailed or e-mailed thank you note stating that no goods or services were exchanged for the gift and that all donations are tax deductible in accordance with the law
4. 1. 1. 1. Donors giving any amount in TND’s fiscal year receive a year-end tax statement.
         2.  Donors who donate through a special event receive a tax statement outlining what portion of the gift is tax deductible.
         3. Donors who provide in-kind donations of clothing through the agency’s clothing closet, or other gifts the agency can provide a form used for tax purposes that the donor completes with a written, detailed description of the donated goods with no valuation.
         4. The donor may determine the value of his/her gift for tax purposes.  It is not the agency’s policy to write a dollar value on any in-kind gift.