Donor Privacy Policy

COMMUNITY ENGAGEMENT & BUSINESS DEVELOPMENT MANUAL
SECTION 1DEPARTMENT
FundraisingCommunity Engagement & Business Development
POLICY NAMEPOLICY #
Donor PrivacyCEP 01-05-05

Purpose

To ensure all donor information is collected, used and disclosed in accordance with applicable privacy legislation.   

Definitions

“Donor” means a person who has given in the past, currently gives, or who has been identified as a prospective donor.

“Personal Information” means any information, recorded in any form, about an identified individual that may include: first name, last name, mailing address, credit card or banking information, email address and telephone number.

Scope

This policy applies to all Acclaim Health staff and volunteers who interact with donors and/or handle funds from donors.

Policy

Acclaim Health is committed to respecting the privacy of donors.   

Acclaim Health uses the verbal or written personal information provided by donors to:

  • Conduct and facilitate fundraising and appeals
  • Manage the relationship with donors
  • Meet any legal or regulatory requirement relating to the above or to the activities of Acclaim Health and
  • Other purposes consistent with the above.

Consequences

Failure to comply with this policy results in progressive disciplinary action up to and including termination.

Procedure

1.0  Sharing of Personal Information

1.1  Acclaim Health does not sell, rent, exchange or otherwise share its donor list.

1.2  Acclaim Health honours all donor requests to remain anonymous.

1.3  Acclaim Health does not provide or share an individual donor’s personal information with third parties unless it meets one of the following criteria:

  • Donor has granted their express consent
  • Acclaim Health must share this information to process a donation (for example, to process a credit card transaction); or
  • Acclaim Health is required to do so by law.

1.4  In situations where Acclaim Health is obliged to disclose information without consent, it does not disclose more information than is required in the applicable circumstances.

2.0   Accuracy

2.1  Acclaim Health endeavours to ensure that any personal information provided by donors and in its possession is as accurate, current, and complete.

2.2  An individual who believes their personal information is incorrect may request an update of the information. Acclaim Health reserves the right not to change the personal information but rather append alternative text the individual concerned believes appropriate. 

3.0  Retention

3.1  Acclaim Health keeps personal information for as long as it is useful and/or required by law. The organization takes reasonable steps to destroy, delete, or erase personal information that is no longer required.

4.0  Security

4.1  Acclaim Health mitigates risk by ensuring processes are in place to maintain adequate physical, procedural, and technical security with respect to its’ offices and information storage facilities so as to prevent any loss, misuse, unauthorized access, disclosure, or modification of personal information.

4.2  Acclaim Health limits access to personal information and the ability to change such personal information to those staff and volunteers deemed responsible for viewing this information. 

5.0  Access to Personal Information

5.1  Acclaim Health permits access to and review of personal information by the individual concerned. Sufficient information to confirm the identity of the person making the request is required before granting access. The requested information is provided within a reasonable time frame.

5.2  Acclaim Health reserves the right to decline access to personal information where disclosure of the information requested:

  • Is not readily retrievable and the burden or cost of providing it would be disproportionate to the nature or value of the information
  • Does not exist, is not held, or cannot be found
  • Is required not to be disclosed on any legal ground; or
  • Is permitted by law not to be disclosed.

5.3  Where information is not or cannot be disclosed, the individual making the request is provided with the reasons for non-disclosure.

Adopted:  April 2010

Reviewed:  August 2018, August 2025

Revised:   August 2013, November 2014, April 2021, August 2022

References:  Donor Bill of Rights (Association of Fundraising Professionals) and Code of

Ethical Principles and Standards (Association of Fundraising Professionals), Privacy of Personal Health Information Policy

Approved BySignatureDate
Chief Executive OfficerAugust 21, 2025