Friends of the Zoo - Donor Confidentiality Policy
The FOTZ acknowledges the importance of philanthropy and the role it plays in achieving the FOTZ's mission. The FOTZ recognizes the goodwill of its supporters and pledges to maintain a high level of integrity and accountability. The FOTZ strongly believes in the donor's right to truthful information and privacy.
The FOTZ is responsible for protecting supporter information under its control. The FOTZ will clearly identify the primary use of the personal information and ask permission before any secondary use of that personal information. The FOTZ collects personal information primarily to build relationships with its supporters. Should personal information be collected during volunteer participatory activities, permission must be granted before any fundraising appeal use.
The FOTZ recognizes that donors have control over the use of their information:
All new donors are given the opportunity to decline to have their name or other information used for any further marketing purposes by a third party.
Current donors have the opportunity to decline to have their names or other information used for marketing purposes by a third party at least every three years.
The FOTZ removes a donor's name from its existing house file or trade list promptly upon request.
Limiting Collection, Disclosure and Duration of Retention
The FOTZ collects the contact information, donation history and special interests of its donors in order to build on its existing relationship with its supporters. The FOTZ may collect survey information as part of its volunteer participatory activities.
Any personal banking information is deleted from donor records upon their cancellation
from the pre-authorized payment program.
The FOTZ controls the use of information by third parties and does not rent, sell or exchange its donor or prospect lists with any other organization without the prior approval of the donor or prospect.
The FOTZ will ensure that information is accurate, complete and up-to date as is necessary for the purpose of continuing its contact with its support base. and will endeavor to keep donor contact records up to date.
The FOTZ will ensure that any requests regarding donor giving preferences. i.e. limiting the number of solicitations, no further requests, to not be solicited by telephone or other technology will be added to the personal record promptly.
The FOTZ will not update records with contact information that is deemed not in the public domain i.e. unlisted telephone numbers etc.
Access to the database is limited to select FOTZ staff and volunteers and has appropriate security systems in place. Any paper files with confidential financial information are stored in locked filing cabinets. Electronic files are protected by appropriate access passwords.
If the FOTZ outsources data processing or enters into contracts that require handling of personal information, the FOTZ will have written assurances that the firm abides by the law and these confidentiality policies.
Confidential personal information is disposed of properly to prevent unauthorized use.
The FOTZ recognizes that donors have the right to access their information. All FOTZ donors have the right to see their own donor record and to challenge its accuracy. The FOTZ will provide information about the potential use of personal information upon request. All potential donors have the right to know the source of obtaining their name.
Openness & Proper Handling of Customer Complaints
The FOTZ pledges to respond immediately to any queries about personal information or complaints regarding the use of personal information. The FOTZ will also make readily available our privacy policies and practices relating to the management of personal information upon request.
What Information is Collected & How is it Used?
Most of the information we collect comes directly from you as one of the FOITZ supporters. In general, we collect 2 types of information:
• personal information; and
• anonymous information.
We collect this information primarily to build relationships with our supporters. The information collected and maintained in your customer file includes:
- your name, mailing address, e-mail address, telephone number, donation history, donor preferences and special program interests
* Depending on your preferred giving pattern, additional information may be contained in your donor record - for example if you chose to donate on a pre-authorized plan, pertinent financial account information is held in your donor record.
We routinely collect "anonymous information" which is information that can not be directly traced back to specific individuals. For example our web servers may electronically collect information from Web site visitors. This type of anonymous information might typically include:specific web site pages visited, number of visitors, type of web browser being used etc.
At no time is personal information collected from our web site unless you choose to provide it...i.e. sign up for e-newsletter or provide internet donation.
We also periodically gather anonymous information from donor surveys or readership surveys or draw demographic information from existing files for analytical purposes.
Disclosure of Information to Outside Parties
We strive to keep your personal information private at all times. Occasionally, we may need to undergo analysis on our database systems by a third party in which case we require and obtain written assurances that the firm abides by safeguard regulations set out in the privacy law.
The FOTZ reaches out to current and prospective donors to stimulate giving. To reach out in a cost effective manner, charities, such as he FOTZ, often target fundraising efforts to people who are most likely to give. The FOTZ may collect and analyze information about groups of potential donors to assess their propensity and capacity to give.
There are occasions when we are required by law to allow access to donor records. For example, our external auditing firm or Internal Revenue Service auditors may request to look at a sample of representative donor records or receipts during the course of their review of our accounting procedures.