Best examples of privacy policy examples for non-profit email

Real-world examples of privacy policy examples for non-profit email communications

Let’s start where most lawyers don’t: with concrete, copy‑and‑paste‑ready language. Below are realistic examples of privacy policy examples for non-profit email communications that you can adapt. They’re written for U.S.-based organizations but can be tweaked for international audiences.

Example of a simple email privacy statement for small non-profits

This first example works for a small community non-profit that only sends newsletters and basic updates:

Email Communications
When you subscribe to our email list, we collect your name and email address so we can send you updates about our programs, events, and impact. We use this information only for our own communications and do not sell or rent your email address to other organizations. You can unsubscribe at any time by clicking the link at the bottom of our emails or by contacting us using the information on our website.

This is one of the best examples for organizations that don’t do complex data analytics. It covers what is collected, how it’s used, and how to opt out—without getting overly technical.

Example of email privacy language for fundraising and donations

Now imagine you send both newsletters and fundraising appeals, and you want to be transparent about how donor emails are used:

Donor Email Communications
If you donate to our organization, we collect your contact information, including your email address, so we can send you a receipt, acknowledge your gift, and share updates about how your support makes a difference. We may also send you occasional invitations to donate again. You may opt out of fundraising emails at any time by using the unsubscribe link in our emails or by contacting us. We do not sell or trade donor email addresses. We may share your email address with trusted service providers who help us send and manage our email communications, under contracts that require them to protect your information.

This example of email privacy language adds detail about fundraising and third-party providers while staying readable.

Example of privacy policy examples for non-profit email communications using email marketing platforms

Most non-profits use tools like Mailchimp, Constant Contact, or similar services. Your privacy policy should say that clearly:

Email Service Providers and Analytics
We use third-party email service providers to create, send, and manage our email communications. These providers may collect information about how you interact with our emails, such as whether you open an email or click on a link. We use this information in aggregate to understand which messages are most helpful and to improve our communications. Our providers are not allowed to use your information for their own marketing. For more information about email tracking technologies, you can visit the Federal Trade Commission’s guidance on online tracking at https://www.ftc.gov.

This is one of the best examples of privacy policy examples for non-profit email communications that deals directly with tracking and analytics—an area where many organizations stay vague.

If you have subscribers in the European Union or United Kingdom, you need clear consent and rights language. Here’s a realistic example:

International Email Subscribers (EU and UK)
If you are located in the European Union or United Kingdom, we process your email address and any other personal data you provide based on your consent when you subscribe to our emails. You may withdraw your consent at any time by unsubscribing or contacting us. You may also have rights to access, correct, or delete your information under applicable data protection laws. To learn more about your data protection rights, you can visit the European Commission’s data protection page at https://commission.europa.eu/data-protection_en.

This example of international language shows you can comply with GDPR without turning your policy into a legal treatise.

Example of privacy policy language for segmented and personalized email campaigns

In 2024–2025, more non-profits are segmenting email lists based on donation history, event attendance, or interests. If you personalize emails, say so:

Personalized and Segmented Emails
We may tailor the emails you receive based on information we have about you, such as your past donations, event registrations, or areas of interest you have shared with us. For example, we may send different updates to volunteers than to donors, or highlight local events based on your ZIP code. We use this information only to make our communications more relevant and do not use sensitive information (such as health or financial account numbers) for email personalization.

Examples include advocacy organizations segmenting by issue area or animal shelters tailoring emails by whether someone has adopted, fostered, or donated.

Example of privacy policy examples for non-profit email communications involving minors or youth programs

If you work with youth or schools, you need to address children’s data, especially under the U.S. Children’s Online Privacy Protection Act (COPPA):

Email Communications Involving Children’s Information
Our programs occasionally involve children and youth. We do not knowingly collect email addresses directly from children under 13 years of age. When we send email communications related to youth programs, we direct those communications to parents, guardians, or adult caregivers. If we learn that we have collected an email address from a child under 13 without verifiable parental consent, we will delete that information. For more information about children’s online privacy, you can visit the Federal Trade Commission’s children’s privacy page at https://www.ftc.gov/business-guidance/privacy-security/childrens-privacy.

This is one of the best examples for youth‑serving non-profits that want to show they understand children’s privacy expectations.

Example of opt-out and unsubscribe clarity

Vague unsubscribe language is a quick way to erode trust. Here’s a tight, clear example:

Your Choices About Email
You can stop receiving our marketing or newsletter emails at any time by clicking the “unsubscribe” link at the bottom of any email we send. You can also request changes to your email preferences by contacting us. Please note that if you donate or register for an event, we may still send you emails related to your transactions, such as receipts or event details, even if you opt out of marketing messages.

This example of opt-out language mirrors guidance from regulators like the Federal Trade Commission on clear, simple unsubscribe mechanisms under the CAN-SPAM Act.

Key elements shown in the best examples of privacy policy examples for non-profit email communications

Looking across these examples of privacy policy examples for non-profit email communications, a pattern emerges. Strong policies tend to:

Explain what email-related data is collected (name, email, interaction data)
Describe why it’s collected (newsletters, receipts, fundraising, impact updates)
Identify who it’s shared with (email service providers, not data brokers)
Clarify how people can opt out or change preferences
Address where people are located (U.S.-only vs. international)
Set expectations about tracking and analytics

Regulators have been clear that transparency matters. The FTC’s general privacy guidance at https://www.ftc.gov/business-guidance/privacy-security consistently stresses plain language and accurate descriptions of how data is used. These best examples follow that approach.

2024–2025 trends shaping email privacy for non-profits

The legal landscape for email hasn’t stood still. While the U.S. still relies heavily on the CAN-SPAM Act, states like California, Colorado, and Connecticut now have broader privacy laws that touch email communications when they involve personal data.

A few trends worth integrating into your policy language:

Greater sensitivity around tracking and profiling

Supporters are more aware that email opens, clicks, and even location can be tracked. Some email clients (Apple Mail, for example) now hide open tracking by default. That’s a signal: people expect to be told what’s happening.

The better examples of privacy policy examples for non-profit email communications:

Acknowledge that email tools collect interaction data
Emphasize that data is used in aggregate, not to spy on individuals
Avoid overly technical jargon, but don’t pretend tracking doesn’t exist

State privacy laws and donor expectations

State laws like the California Consumer Privacy Act (CCPA) and similar statutes in other states give residents more control over their personal data. Even if your non-profit isn’t technically covered, donors increasingly expect similar treatment.

That’s why many real examples now include language about:

Access and deletion rights
Limits on selling or sharing data
Contact information for privacy questions

If you want a model of plain-language privacy communication, look at U.S. government resources such as the USA.gov privacy page at https://www.usa.gov/policies.

Accessibility and plain language

In 2024–2025, accessibility is not just about screen readers; it’s also about reading level. The best examples use:

Short paragraphs
Everyday words instead of legalese
Clear headings so people can scan quickly

A good test: if your board members or volunteers can’t explain your email privacy language in their own words, it’s too dense.

How to adapt these examples of privacy policy examples for non-profit email communications

You do not want a policy that looks like it was copied blindly from another site. Use these real examples as templates, then customize:

Match your actual practices. If you don’t track clicks, don’t say you do. If you do share email lists with partner organizations, you must say so plainly.
Reflect your tools. If you use a specific email service provider, read their privacy and data processing terms and mirror the way they describe data use.
Align with your mission. A health charity, for example, should be extra careful about any email content that could reveal sensitive health information, and may want to link to reputable health privacy resources like the U.S. Department of Health & Human Services HIPAA page at https://www.hhs.gov/hipaa.
Consider your audience. An advocacy group with many EU supporters will need more explicit rights language than a neighborhood food pantry with only local subscribers.

Think of the best examples of privacy policy examples for non-profit email communications as a menu, not a script. You’re choosing ingredients that fit your actual recipe.

Sample combined section: putting the examples together

To make this concrete, here is a combined, ready-to-edit section that pulls together many of the examples above into one coherent policy segment:

Email Communications and Privacy
When you subscribe to our email list, register for an event, or make a donation, we collect information such as your name, email address, and, when you choose to provide it, your location or areas of interest. We use this information to send you newsletters, event information, fundraising appeals, and updates about our work.

We may tailor our emails based on information we have about you, such as your past donations, event participation, or topics you have told us you care about. For example, we may send different messages to volunteers than to donors, or highlight local opportunities based on your ZIP code. We do not use sensitive information, such as health or financial account numbers, for email personalization.

We use trusted third-party email service providers to create, send, and manage our emails. These providers may collect information about how you interact with our emails, such as whether you open an email or click on a link. We use this information in aggregate to understand which messages are most helpful and to improve our communications. Our providers are not allowed to use your information for their own marketing.

We do not sell or rent your email address. We may share your email address with service providers who help us operate our organization, under contracts that require them to protect your information.

You can stop receiving our marketing or newsletter emails at any time by clicking the “unsubscribe” link at the bottom of any email we send or by contacting us using the information on our website. If you donate or register for an event, we may still send you emails related to your transactions, such as receipts, acknowledgments, or event details.

If you are located in the European Union or United Kingdom, we process your email address and any other personal data you provide based on your consent when you subscribe to our emails. You may withdraw your consent at any time by unsubscribing or contacting us. You may also have rights to access, correct, or delete your information under applicable data protection laws.

This combined section shows how multiple examples of privacy policy examples for non-profit email communications can be woven into one clear, honest narrative.

FAQ: real examples and practical questions

What are some examples of information I should disclose about non-profit email communications?
You should explain what email data you collect (such as names, email addresses, interaction data), why you collect it (newsletters, receipts, fundraising), which third-party tools you use to send emails, whether you track opens and clicks, and how people can unsubscribe or change their preferences.

Can you give an example of how to describe email tracking in plain language?
Yes. A simple example is: “We may use tools that tell us if you open an email or click on a link. We use this information to understand which messages are most helpful and to improve future emails, not to monitor individual readers.” This mirrors the tone of the best examples of privacy policy examples for non-profit email communications without sounding like a legal textbook.

Do small non-profits really need a written email privacy policy?
If you collect email addresses and send messages, you should tell people what you’re doing with their information. Laws like the CAN-SPAM Act apply regardless of your size, and supporters increasingly expect transparency. Even a short, clear section using the simple examples above is better than silence.

How often should we update our email privacy language?
Review it at least once a year, or whenever you change your email practices—switching providers, adding new tracking tools, expanding into new countries, or starting new types of campaigns. As 2024–2025 privacy laws and practices evolve, keeping your policy aligned with real examples of what you actually do is more important than chasing every legal trend.

Can we reuse examples of privacy policy examples for non-profit email communications from other organizations?
You can absolutely study other non-profits’ policies for inspiration, but you should never copy them word-for-word. Use them as real examples to understand tone, structure, and level of detail, then write language that accurately reflects your own data practices and tools.

Best examples of privacy policy examples for non-profit email communications