Note
Sample text to review with a lawyer. This template is not legal advice. Adapt it to your organization and to the law where you raise funds before launch.
This page explains what Givo collects when you donate, sign up for news, volunteer, or contact us, why we need it, and what you can ask us to do with it. We never sell or rent personal data, and we do not swap supporter lists with other organizations.
What we collect
When you give, sign up, or get in touch, we may collect:
- Contact details: your name, email address, postal address, and phone number if you give it
- Gift details: the amount, date, frequency, the cause you chose, and whether the gift is in someone’s honour or memory
- Tax details: what we need to issue a tax receipt or claim tax relief where the law allows it, such as a declaration that you are a taxpayer
- Your preferences: which updates you want and how you want to receive them
- Volunteer and event details: availability, skills, an emergency contact, and anything you choose to tell us when you register
- Messages: what you send us through forms, by email, or by phone
When you browse the site, we collect only what the cookies you accept allow (see the cookie policy).
Card and bank payments
Online gifts are processed by our payment providers. Your full card or bank details go straight to them and are never seen or stored by us. We receive a confirmation with the amount, the date, the last digits of the card, and a reference we use for receipts and refunds. Each provider handles your data under its own privacy policy.
Why we use it
We use your data to:
- process your gift, send a receipt, and keep accurate financial records
- claim tax relief on your gift where you have agreed to it
- manage recurring gifts, and contact you if a payment fails
- send the updates you asked for
- organize the volunteering and events you signed up for
- answer your questions and complaints
- meet our legal and accounting duties, and prevent fraud
Where the law asks for a legal basis, we rely on our agreement with you (processing your gift), our legal duties (financial records, tax), your consent (newsletters, optional cookies), and our legitimate interest in running the organization well (for example, thanking you for a gift).
Newsletter and fundraising messages
We send newsletters and appeals by email only if you opt in. The box is never ticked for you. Every email has a one-click unsubscribe link, and you can also write to hello@example.org. After you unsubscribe, we keep your address on a suppression list so we do not write to you again by mistake.
We may still send messages you need about a gift you made, such as a receipt or a failed recurring payment.
Who we share it with
We share data only with the service providers who help us run the organization, and only what each one needs:
- payment providers, to process gifts and refunds
- our email and supporter database tools
- tax authorities, when we claim tax relief or the law requires it
- our accountants and auditors
Every provider must keep your data secure and use it only for the work we give them. We may also disclose data when the law requires it.
Cookies
Necessary storage keeps the site working. Analytics and marketing cookies load only after you accept them in the cookie banner. The cookie policy lists them and explains how to change your choice.
How long we keep it
We keep data only as long as we need it. The periods below are samples: set them to match your local law.
| Data | How long |
|---|---|
| Gift records and tax declarations | 7 years after the gift, for accounting and tax law |
| Newsletter subscription | Until you unsubscribe |
| Volunteer records | 2 years after your last activity |
| Messages sent through forms | 2 years |
| Suppression list (do not contact) | As long as needed to respect your choice |
How we protect it
Access to supporter data is limited to the staff and volunteers who need it. Our tools use encrypted connections, and we review who has access at least once a year. If a breach puts your data at risk, we tell you and the regulator as the law requires.
Your rights
Depending on where you live, you can ask us to:
- give you a copy of the data we hold about you
- correct data that is wrong
- delete your data, unless the law requires us to keep it (gift records, for example)
- stop or limit how we use it, including for fundraising
- move your data to another organization
- withdraw your consent at any time
You can also complain to your data protection authority.
Contact us
Email hello@example.org or write to Givo, 100 Example Street, Suite 200, Springfield, ST 00000. We reply within 30 days and may ask you to confirm your identity first.
Changes to this policy
We update this policy when our practices change. The date at the top shows the latest version.