Best examples of privacy policy examples for non-profits in 2025

Real-world examples of privacy policy examples for non-profits

Before getting lost in legal theory, it helps to see how real organizations do it. The strongest examples of privacy policy examples for non-profits share a few traits: they’re readable, specific about data uses, and honest about third-party tools.

Let’s walk through several real examples (summarized, not copied) from different types of non-profits: health, education, international aid, advocacy, and local community groups. These are not templates to paste into your site, but they’re some of the best examples you can use as a reference when writing your own.

Example of a donor-focused privacy policy: National charity model

A large US health charity that accepts online donations, runs email campaigns, and hosts local events offers a solid example of how to center donors in a privacy policy.

Key elements you’ll typically see in the best examples from national charities:

• Clear list of data they collect: name, email, address, phone, donation history, event registrations, and communication preferences.
• Straightforward donation language: they explain that payment card data is processed by third-party payment processors and not stored by the non-profit.
• Donor recognition options: donors can choose to remain anonymous in public reports or recognition walls.
• Opt-out choices: donors can opt out of marketing emails while still receiving receipts or legally required notices.

A strong example of donor language might say something like:

We use your contact information to process donations, send tax receipts, and keep you informed about our programs. You may opt out of non-transactional emails at any time by using the unsubscribe link or contacting us.

This kind of example of donor-focused wording is common across national US charities and aligns with IRS recordkeeping expectations and state fundraising rules without drowning supporters in legal jargon.

Examples of privacy policy examples for non-profits in the health sector

Health-related non-profits sit in a sensitive space. They may not be covered by HIPAA, but supporters often assume health privacy standards apply. That’s why the best examples in this sector go beyond the bare minimum.

Common features you’ll see in real examples from health non-profits:

• Distinguishing between medical records and general supporter data.
• Extra care with stories and testimonials: explaining how consent is obtained before sharing personal stories.
• Links to official health privacy guidance to build trust.

For instance, a health advocacy non-profit might:

• State that it does not create or maintain medical records like a hospital would.
• Clarify that any health information shared in surveys or support groups is used in aggregate for program planning.
• Provide a link to government health privacy education, such as the U.S. Department of Health & Human Services HIPAA information page at https://www.hhs.gov/hipaa.

These examples of privacy policy examples for non-profits in health show how to acknowledge heightened sensitivity without promising protections the organization cannot legally guarantee.

Education and research: examples include student and youth-focused policies

Education-focused non-profits, scholarship funds, and youth programs often collect data on minors, which raises the bar. Some of the best examples in this category take cues from universities and K–12 privacy practices.

Common traits you’ll see in real examples from education non-profits:

• Plain-language explanations for parents and guardians.
• Age-related consent rules: e.g., not knowingly collecting information from children under 13 without parental consent in line with COPPA expectations.
• Data sharing with schools or partner programs: clearly described and limited.

A strong example of a youth-focused clause might say:

If you are under 13, please do not provide personal information on this website without permission from your parent or guardian. We may ask for a parent or guardian’s contact information to confirm consent.

For organizations working with US schools or universities, it’s useful to look at how higher education institutions handle privacy. For instance, Harvard University’s privacy notices at https://www.harvard.edu/privacy-statement/ show how large educational entities explain cookies, analytics, and data subject rights in accessible language.

These are practical examples of privacy policy examples for non-profits that operate near the education space, even if they are not schools themselves.

International aid and human rights: example of high-risk data handling

Non-profits working on human rights, migration, or humanitarian aid often handle extremely sensitive data. In 2024–2025, funders and regulators are paying closer attention to how these organizations manage cross-border data flows and security.

Examples include policies that:

• Explicitly warn users not to share sensitive details (e.g., political opinions, precise locations) through public forms.
• Describe encryption and access controls in plain terms.
• Explain when data may be transferred outside the user’s country, and on what basis.

A realistic example of a security clause from this kind of organization might read:

We restrict access to personal information to staff, volunteers, and contractors who need it to perform their roles and who are bound by confidentiality obligations. We use technical and organizational measures such as encryption in transit, password protections, and regular access reviews.

Because many of these organizations receive funding from Europe or operate globally, their examples of privacy policy examples for non-profits often reference concepts borrowed from the EU’s GDPR, such as data minimization, retention periods, and lawful bases, even when they’re based in the United States.

Local community organizations: examples of simple but effective privacy language

Not every non-profit needs a 10-page legal document. Small community groups, arts organizations, and local associations can still produce some of the best examples of clear, honest privacy policies, even with fewer resources.

Real examples from smaller non-profits tend to:

• Use short sections with clear headings like “What we collect,” “How we use your information,” and “Your choices.”
• Focus on a few core activities: newsletters, event registrations, membership lists, and basic analytics.
• Name the specific tools they use, like Mailchimp or Google Analytics, and link to those providers’ own privacy statements.

For instance, a neighborhood arts group might say:

We use your email address to send you information about upcoming events, programs, and fundraising campaigns. We do not sell or rent your personal information to other organizations. We may share your information with service providers that help us operate our website and email system.

These are practical examples of privacy policy examples for non-profits that don’t have in-house counsel but still want to respect their supporters’ expectations.

Key sections that the best examples of privacy policy examples for non-profits usually include

When you scan through real examples of privacy policy examples for non-profits across sectors, a pattern emerges. Most of the best examples, whether from a global NGO or a local food pantry, cover similar territory:

Data you collect

Non-profits typically explain that they collect:

• Contact details (name, email, address, phone)
• Donation details (amount, date, payment method, but not full card numbers)
• Event and program registrations
• Communication preferences and feedback
• Website usage data (IP address, browser type, pages visited)

Some also mention sensitive categories (e.g., health status, demographic information) and explain why they collect them, often for reporting or equity analysis.

How you use that data

The best examples spell out specific uses rather than generic statements. Common uses include:

• Processing donations and issuing receipts
• Sending newsletters, impact updates, and fundraising appeals
• Managing volunteer applications and shifts
• Complying with legal obligations, such as tax or audit requirements
• Improving the website through analytics and performance monitoring

Here, it’s smart to align your wording with real operations. If you send monthly newsletters and quarterly fundraising campaigns, say so. The strongest examples of privacy policy examples for non-profits match the organization’s actual communication rhythm.

When you share data

Most non-profits share data in limited ways, and the best examples name those scenarios:

• With service providers (payment processors, email platforms, CRM vendors)
• With event partners (e.g., co-hosted conferences or trainings)
• When required by law, such as responding to a valid subpoena

Well-written policies also make it clear what the organization does not do, such as:

We do not sell or rent your personal information to other organizations for their own marketing purposes.

Cookies, analytics, and tracking

As of 2024–2025, even small non-profits commonly use tools like Google Analytics, Facebook Pixel, or email tracking pixels. Real examples increasingly:

• Explain what cookies are in plain language.
• Distinguish between necessary cookies and analytics/marketing cookies.
• Provide links to browser-level controls or opt-out tools.

For general privacy literacy, some organizations link out to neutral educational resources, such as the Federal Trade Commission’s consumer privacy guidance at https://www.consumer.ftc.gov/topics/privacy-identity-online-security.

2024–2025 trends shaping examples of privacy policy examples for non-profits

If your policy hasn’t been touched since 2018, it probably doesn’t reflect current expectations. New state privacy laws, donor expectations, and tech tools are reshaping the best examples across the sector.

State privacy laws and donor expectations

In the US, states like California, Colorado, Connecticut, and Virginia have passed privacy laws that influence how organizations describe data rights, even when non-profits are partially or fully exempt. Many current examples of privacy policy examples for non-profits now:

• Offer ways for individuals to access, correct, or delete certain information.
• Explain how to submit a privacy request (usually via email or web form).
• Clarify that some records (like donation history needed for tax or audit) must be retained for a period of time.

Even where the law doesn’t strictly require these rights, donors increasingly expect them, especially younger supporters who are used to GDPR-style rights in consumer apps.

AI, data enrichment, and new tools

By 2025, more non-profits are using AI-powered tools for donor prospecting, segmentation, or chatbots. The best examples of privacy policy examples for non-profits are starting to:

• Acknowledge the use of automated tools or profiling for fundraising segmentation.
• Explain if they obtain data from third-party sources (data brokers, social media, public records) to enrich donor profiles.
• Clarify that supporters can opt out of certain types of profiling or targeted outreach.

If your development team uses wealth screening or predictive analytics, your policy should say so in understandable language.

Security and incident response

High-profile data breaches in both the non-profit and corporate worlds have made supporters more wary. Strong examples include:

• A short description of technical and organizational security measures.
• A statement about how the organization will respond to a suspected incident.
• Contact information for questions or concerns about security.

You can find general security and privacy best practices from organizations like the National Institute of Standards and Technology (NIST) at https://www.nist.gov/privacy-framework, which many non-profits use as a reference point even if they do not formally adopt the framework.

How to use these examples without copying them

Looking at examples of privacy policy examples for non-profits is smart; copying them word-for-word is not. Here’s how to use the best examples effectively:

• Map your data flows first. List what you collect, where it’s stored, who has access, and which vendors are involved.
• Compare your practices to real examples. When you see a clause you like, ask: does this actually match what we do? If not, adjust it.
• Avoid promising more than you can deliver. If you say you delete data after three years, you must actually do it.
• Update annually. New tools, new campaigns, and new laws mean your policy should not be a one-time project.

Think of the best examples of privacy policy examples for non-profits as a menu, not a script. You pick the parts that fit your operations and your legal environment, then adapt them to your tone and audience.

FAQ: examples of common non-profit privacy questions

What are some examples of data non-profits should mention in a privacy policy?

Typical examples include contact information (name, email, mailing address), donation history, event registrations, volunteer applications, and basic website analytics data like IP address and browser type. If you collect sensitive data (such as health status, demographic information, or political activity), you should say so and explain why.

Can you give an example of how a non-profit should explain data sharing with vendors?

A clear example of vendor language might be:

We share your personal information with service providers that assist us with payment processing, email delivery, data storage, analytics, and website hosting. These service providers are not authorized to use your information for their own purposes.

This mirrors what you see in many examples of privacy policy examples for non-profits that rely on CRMs, email platforms, and payment processors.

Do non-profits have to follow GDPR or other international laws?

It depends on your activities. If you actively target or monitor individuals in the European Union or United Kingdom (for example, by running campaigns in euros or pounds and tracking behavior), you may trigger GDPR or UK GDPR obligations. Many international non-profits adopt GDPR-style practices globally because it simplifies operations and aligns with supporter expectations.

Are there examples of non-profit privacy policies that handle children’s data well?

Yes. Youth-focused organizations and education non-profits often publish strong policies that address parental consent, data minimization, and limits on sharing. When reviewing these examples, pay attention to how they explain things to parents in plain English and how they describe age restrictions for online forms.

How often should non-profits update their privacy policy?

Most experts recommend reviewing your policy at least once a year, or whenever you introduce a new data-heavy initiative (such as a new CRM, a major online campaign, or a shift in international operations). Many of the best examples of privacy policy examples for non-profits now include a “Last updated” date at the top and note that changes will be posted on the website.

Using real examples of privacy policy examples for non-profits as a guide can save you time, reduce risk, and build trust with donors, volunteers, and beneficiaries. Treat those examples as reference points, not copy-paste solutions, and always align your policy with what your organization actually does with data.