Best examples of non-profit privacy policy examples for donors in 2025

Real-world examples of non-profit privacy policy examples for donors

Let’s start where most lawyers don’t: with actual language and patterns you can borrow. When people search for examples of non-profit privacy policy examples for donors, they’re really looking for concrete phrasing they can adapt.

Across large U.S. charities, universities, and international NGOs, you see the same building blocks repeat:

• A short promise about donor privacy and respect
• A clear list of what data is collected
• A frank explanation of who sees the data and why
• A statement on selling or sharing donor information
• Retention and security language
• Donor rights and contact details

Below are practical, donor-facing examples that reflect 2024–2025 practices.

Example of a donor privacy promise that builds trust

Many of the best examples start with a short, human statement. For instance, a mid-sized U.S. education nonprofit might use language like:

“We value the trust you place in us when you donate. We collect and use your personal information only to process your gifts, communicate with you about our work, and comply with applicable laws. We do not sell or rent your personal information to other organizations.”

This kind of language shows up, in some form, in almost all strong examples of non-profit privacy policy examples for donors. It does three things quickly:

• Names the relationship: trust
• States the purpose: process gifts, communicate, comply with law
• Draws a clear line: no selling or renting donor data

You can tighten or expand it, but donors should see this kind of clarity in the first screen of your policy.

Examples include detailed breakdowns of donor data collected

Modern donors expect specifics. Vague lines like “we collect information you provide” are no longer enough, especially under laws like the California Consumer Privacy Act (CCPA/CPRA) and the EU’s GDPR.

A strong example of a donor data section might say:

“When you give, register for an event, or sign up for updates, we may collect:

• Contact details such as name, mailing address, email address, and phone number
• Donation details such as amount, date, payment method, and campaign or fund designation
• Payment information processed through our third-party payment processors (we do not store full credit card numbers)
• Communication preferences and history, including email engagement and event attendance
• Limited technical information, such as IP address and device type, when you interact with our online donation forms or emails”

The best examples include:

• A clear separation between what the nonprofit sees and what the payment processor stores
• A nod to technical data (IP address, device) without turning the policy into a developer manual
• A link to the payment processor’s own privacy policy

For reference, the U.S. Federal Trade Commission (FTC) offers guidance on handling personal data responsibly: https://www.ftc.gov/business-guidance/privacy-security.

Best examples of non-profit privacy policy examples for donors and data use

Where many organizations get into trouble is explaining how they use donor data. The strongest examples of non-profit privacy policy examples for donors spell this out in plain language, like this:

“We use your information to:

• Process and acknowledge your donations
• Send receipts and year-end tax statements
• Communicate with you about the impact of your support, upcoming events, and opportunities to give or volunteer
• Personalize our communications based on your past giving or interests
• Improve our fundraising and outreach through analytics and reporting
• Comply with legal obligations and respond to lawful requests by public authorities”

In 2024–2025, personalization and analytics are the flashpoints. Donors are more aware that nonprofits segment, score, and sometimes profile them. Good policies acknowledge this without sounding creepy:

“We may analyze donation history and engagement to better understand our supporter community and to send information that is more relevant to you. You can opt out of marketing communications at any time.”

This kind of language aligns with privacy-by-design principles promoted by regulators like the U.S. National Institute of Standards and Technology (NIST): https://www.nist.gov/itl/applied-cybersecurity/privacy-engineering.

Real examples of sharing and selling donor information

This is the section donors actually read. The best examples of non-profit privacy policy examples for donors are blunt about selling, swapping, or renting lists.

A donor-friendly example:

“We do not sell, rent, or exchange your personal information with other organizations for their own marketing purposes.

We may share your information with service providers who assist us with payment processing, email delivery, data storage, analytics, or mailing services. These providers are only allowed to use your information to perform services on our behalf and must protect it in accordance with this policy and applicable law.”

If you do participate in list exchanges or co-branded fundraising, you need to say so just as plainly, and give donors a way out:

“On occasion, we may share limited contact information (such as name and mailing address) with like-minded nonprofit partners for a single use. You may opt out of this sharing at any time by contacting us using the information below.”

Regulators are increasingly sensitive to opaque data sharing. The California Attorney General’s office has published enforcement examples where organizations were penalized for not clearly disclosing data sales or sharing under CCPA/CPRA: https://oag.ca.gov/privacy/ccpa.

Examples of non-profit privacy policy examples for donors that address AI and new tech

A big 2024–2025 shift: more nonprofits are using AI tools for donor research, predictive modeling, and content personalization. Very few policies used to mention this; that’s changing.

A practical example of donor-facing language:

“We may use automated tools and analytics, including artificial intelligence (AI) tools provided by third-party vendors, to help us understand donor trends, forecast fundraising results, and improve our communications. These tools may analyze donation history, engagement patterns, and publicly available information. We do not use AI tools to make automated decisions that have legal or similarly significant effects on you as an individual donor.”

If you engage in wealth screening or prospect research using external data, the best examples include a sentence or two about it, along with a right to object or opt out. This keeps you aligned with emerging international expectations, even if your nonprofit is U.S.-based.

Examples include clear donor rights and choices

Modern examples of non-profit privacy policy examples for donors borrow heavily from GDPR-style rights, even when not legally required. Donors increasingly expect to:

• See what you hold on them
• Correct it
• Limit how you use it
• Opt out of marketing

A strong example of this section might read:

“Depending on where you live and the laws that apply, you may have the right to:

• Request a copy of the personal information we hold about you
• Ask us to correct or update your information
• Ask us to delete your information, subject to legal and contractual obligations
• Object to or limit certain uses of your information, including for marketing
• Opt out of email, text, or postal communications

You can exercise these rights or update your preferences at any time by contacting us at [privacy@nonprofit.org] or using the unsubscribe link in our emails.”

This mirrors the direction of U.S. state privacy laws and global norms, and it’s one of the best examples of building donor trust without promising more than you can legally deliver.

Example of retention and security language donors actually understand

Nobody enjoys reading about data retention schedules, but regulators care and donors notice when it’s missing. Clear examples of non-profit privacy policy examples for donors usually sound like this:

“We keep your personal information only for as long as necessary to fulfill the purposes described in this policy, including to meet legal, accounting, or reporting requirements. Donation records are typically retained for at least seven years under applicable tax and nonprofit laws.

We use administrative, technical, and physical safeguards to protect your information against unauthorized access, loss, misuse, or alteration. While no system can be guaranteed 100% secure, we follow industry standards and regularly review our practices.”

If you use a donor management system or CRM, you can go one step further and mention that data is encrypted in transit and at rest, if that’s accurate. Aligning your language with guidance from organizations like NIST (above) and the U.S. Cybersecurity and Infrastructure Security Agency (CISA) shows you’re paying attention.

International donors: examples of non-profit privacy policy examples for donors outside the U.S.

If you accept donations from the EU, UK, or other regions with stricter laws, your policy needs to speak to them. Good examples include a short, dedicated section:

“If you are located in the European Economic Area (EEA), the United Kingdom, or another region with laws governing data collection and use, we process your personal information only where we have a legal basis to do so. Typically, this will be because you have given your consent, we need the information to perform a contract with you (such as processing a donation), we have a legitimate interest that is not overridden by your rights, or we have a legal obligation.

You may have additional rights under your local laws. To exercise these rights, please contact us using the details below.”

The best examples of non-profit privacy policy examples for donors also clarify whether data is transferred to the United States and what safeguards are used, especially for EU/UK donors.

Putting it together: how to adapt these examples for your nonprofit

Once you’ve looked through several real examples of non-profit privacy policy examples for donors, the patterns become obvious. The trick is not to copy and paste, but to:

• Match the language to how your nonprofit actually operates
• Reflect the tools you really use (CRM, email platform, AI analytics, payment processors)
• Align with the laws that apply to your donors, not just your headquarters

For many organizations, a practical workflow looks like this:

Start with a short donor promise. Then describe data collection in everyday language. Be honest about sharing and selling (or not). Add a paragraph on analytics and AI if you use them. Spell out donor rights and how to contact you. Close with retention, security, and a date showing when the policy was last updated.

If you want a legal reality check, many nonprofits look at guidance from the International Association of Privacy Professionals (IAPP) and major universities’ privacy offices. For instance, Harvard University’s privacy resources show how large institutions structure their notices: https://privacy.harvard.edu.

FAQ: examples of donor privacy language nonprofits actually use

Q1. Can you give an example of simple donor privacy language for a small nonprofit?

A small community organization might say:

“We collect your name, contact information, and donation details so we can process your gift, send you a receipt, and keep you informed about our work. We do not sell or rent your personal information. You can ask us to stop sending you fundraising messages at any time by contacting us or using the unsubscribe link in our emails.”

That’s an example of clear, donor-first wording that still covers the basics.

Q2. What are some examples of data I should mention if I only accept online donations?

If you only accept online gifts, strong examples include email address, billing address, partial payment details handled by your processor, IP address, device information, and how you use cookies or tracking tools on your donation pages. Even if you use a third-party donation platform, donors expect to see this outlined in your own policy.

Q3. Do good examples of non-profit privacy policy examples for donors always mention AI or profiling?

Not always, but if you use AI tools, wealth screening, or donor scoring systems that go beyond basic reporting, it’s smart to say so. Donors are becoming more aware of data profiling, and regulators are watching automated decision-making closely. A short, honest paragraph can prevent a lot of awkward questions later.

Q4. Is linking to my payment processor’s policy enough?

No. You should still explain, in your own words, what donor data you collect and how you use it. Linking to your processor’s policy is a helpful add-on, not a substitute. Think of it as one more supporting example of how donor data is protected, not the main explanation.

Q5. How often should I update my donor privacy policy? Any examples of timing?

Many nonprofits review their privacy policy at least once a year, or whenever they adopt new tools that change how donor data is used (for example, moving to a new CRM or adding AI-based analytics). The best examples of non-profit privacy policy examples for donors include a “Last updated” date at the top or bottom of the page so donors can see that it’s not a forgotten document.