EXECUTIVE SERVICE CORPS OF HOUSTON

Policy: Donor Privacy

Department/Committee Affected: Governance/Fund Development

Purpose: To assure that the privacy and rights of corporate, foundation and individual donors are protected.

Policy: The Executive Service Corps of Houston (ESCH) strives to merit respect and trust from its consultants, corporate and foundation donors, and the general public. As a member of the Association of Fundraising Professionals, the organization adheres to the AFP’s Donor’s Rights.

1. All potential donors are informed of ESCH’s mission and the way the organization intends to use donated resources. Donors are notified and permission requested if the intended use changes.
2. All donors are informed of the identity of those serving on the organization’s Board of Trustees. The list is also available through ESCH’s website and is on ESCH’s letterhead.
3. Financial statements are given to anyone who requests them. Financial information is also included in the agency’s annual report that is mailed to all current donors and routinely included in informational packets given to potential donors and to clients.
4. Corporate and Foundation donors are listed on the agency’s letterhead, in the annual report and on the website, unless requested otherwise. Individual donors are listed in the annual report, unless requested otherwise. Other than name, no personal information is included on any of these sources.
5. When seeking donations by mail from individuals outside the organization, the donor will be given a card with a check box to inform ESCH if they do not want their name listed in the annual report or otherwise mentioned. This information is collected annually, with every written appeal, and applies to both new and continuing donors. A donor may either check the appropriate box and return the card (Mail to: Development Officer, ESCH, 2630 Fountain View Ste. 428, Houston, TX 77059) or call the Development Director at ESCH (713-780-2208) and make a verbal request not to share the donor's name outside the organization. This request will be verified by ESCH through a written follow-up message (either mailed or emailed per the donor's preference). A feature of the on-line donation system used by ESCH includes a place for an on-line donor to request that their name not be listed. This option is available for every donation made by a donor. Alternatively, an on-line donor may contact ESCH directly either by phone, email or mail and request that the donor's name not be used outside the organization. An email is sent to all volunteer consultants (internal) who donate financially to ESCH, when the annual report is being prepared, requesting them to inform ESCH if they do not wish to be listed in the annual report as a donor.
6. Information about donations is to be handled with respect and confidentiality. Only information relevant to a solicitation/ fundraising effort is collected and is used only to personalize a solicitation. No personal information about any donor is given to anyone outside the Development Committee. Such information is only shared with the Development Committee if the Executive Director considers it relevant to the work of the Committee.
7. A donor may review his/her personal information collected by ESCH and/or request corrections in writing, by calling the Development Director at 713-780-2208 or by coming to the office. Any communication regarding the request will only be with the specific donor and verification of the donor's identity will be required. As of the creation of this policy, the only information being collected is name, mailing address and history of giving to ESCH. This information is kept in a password-protected database accessible only by the Development Director, Office Manager and the Executive Director. Other than name, no personal information is shared outside of ESCH.
8. When seeking a donation, the relationship of the seeker to ESCH is disclosed to the potential donor. Donations are payable only to ESCH and preferably sent directly to the ESCH office (e.g. not given to an individual to bring to the office)
9. ESCH does not share its mailing lists with anyone outside the organization.
10. Upon receiving a donation, information for tax deduction, when appropriate, and a personal thank you will be sent to the donor within 72 hours.
11. A donor is entitled and encouraged to ask questions and to receive prompt, truthful and forthright answers to those questions.
12. The agency’s website will have a link to both GuideStar and DonorHouston for potential donors to use to view the most recent IRS Form 990 and other information about ESCH.