DONOR PRIVACY POLICY
This document sets forth the policy that The 1701 Group shall follow with respect of the contributions and privacy rights of donors as well as the responsibilities of The 1701 Group.
GENERAL STATEMENTS
• Unless otherwise provided below, this Donor Privacy Policy shall be provided to any prospective donor upon request, or immediately upon receipt of a donation to The 1701 Group.
• The 1701 Group shall not copy, reproduce, publish, post, distribute or sell the name, personal contact information or amount of donation of 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 1701 Group, referred to in this document, shall include but not be limited to the following: member and community newsletters, annual report, website, brochure, fact sheet and video.
ORGANIZATION MEMBERS
• When a member pays per capita dues, that members’ information is added to the membership database of The 1701 Group. The organization’s database is viewable by designated members who shall include: President, Treasurer, Vice Presidents, Secretary, and Membership Committee.
• A chapter member may request a copy of the Donor Privacy Policy from The 1701 Group’s President.
DONATIONS
1. Any individual, corporation or business may make a contribution to The 1701 Group. Donations may be monetary or in-kind.
2. A donation to The 1701 Group 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.
3. A letter to the donor shall be sent from The 1701 Group acknowledging the contribution, the amount of the donation and any restrictions on the donation.
4. When any donation is received without the donation form or when the form’s release of information section is not completed, The 1701 Group shall send the donor a document requesting permission to release the donor’s name and/or donation amount. The document may contain the paragraph set forth below. The donor shall sign and date the document, indicate wishes with respect to the donation and return the form to The 1701 Group.
The 1701 Group lists donor names and/or amounts in its publications, annual report and fact sheets. Please give full or partial permission to include your donation in publications by The 1701 Group by filling in the section below:
_____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.
As set forth above, The 1701 Group is not required to send out an individual copy of the Donor Privacy Policy if the donor is a chapter member. However, when an individual or entity outside The 1701 Group makes a donation, a complete copy of this policy shall be sent to the donor.
5. 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.
6. 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.
7. Members of The 1701 Group and Resource Development Committee 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 1701 Group. 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 1701 Group and ask that the photograph and the accompanying information not be released.
• It is not necessary to obtain written or oral consent from individuals photographed in large crowds and/or a group if the photograph is taken at an event sponsored by The 1701 Group. Therefore, it is not necessary to provide a copy of the Donor Privacy Policy to those also appearing.
• At all times an organization member in attendance at any event sponsored by The 1701 Group agrees that the member’s name, organization name and likeness may appear in the publications listed in the General Statements section.
RECORD KEEPING AND CONFIDENTIALITY
• All financial records are maintained by The 1701 Group.
• Members of The 1701 Group’s Board and Resource Development Committee may view information concerning donations. These individuals shall not disseminate this information for any reason without prior written consent of the donor. Access by other individuals is set forth in this policy.
• The 1701 Group shall keep all donor information in a secure location at its facility or such secure locations outside the facility as deemed necessary and appropriate.
The 1701 Group
PO Box 7376 ~ Reno, NV 89510-7376
Phone 775-329-1584
E-mail: officealrs@yahoo.com
Website address: the1701groupreno.org
This policy was last approved on 2-28-04