Donor Privacy Policy

1. Information We Collect

We collect personal information that donors voluntarily provide to us, including:

• Name, mailing address, email, phone number
• Payment information (processed by third-party processors — never stored on our servers)
• Giving history, frequency, and designation
• Employer information (for matching-gift purposes, if donor provides it)
• Voluntary demographic information
• Communication preferences

2. How We Use Donor Information

We use donor information only to:

• Process donations and issue tax-deductible receipts
• Acknowledge gifts and send thank-you communications
• Process matching-gift requests where the donor has initiated them
• Provide donor-requested newsletters, updates, and impact reports
• Honor donor-designated restrictions on the use of funds
• Comply with legal and regulatory reporting obligations (including IRS Form 990 Schedule B)
• Conduct internal analysis of fundraising effectiveness

3. How We Share Donor Information

We share donor information only in these narrowly defined situations:

• Payment processors, donation platforms, and CRM vendors who act on our behalf under written agreements that restrict them to the minimum necessary use of data and prohibit secondary use. Current processors include The Giving Block (crypto, DAF, stock), Stripe (credit card), and platforms the donor explicitly chooses (Fidelity Charitable, Schwab Charitable, etc.).
• Legal and regulatory disclosures where required by law (IRS filings, subpoenas, valid court orders).
• When the donor provides explicit, written consent for a specific disclosure.

We do not share donor information for any marketing, list-rental, list-exchange, or commercial purpose.

4. Donor Rights

Every donor has the right to:

• Be informed of the Organization's mission, the way the Organization intends to use donated resources, and its capacity to use donations effectively for their intended purposes.
• Know who is on the Organization's governing board and to expect the board to exercise prudent judgment in its stewardship responsibilities.
• Have access to the Organization's most recent financial statements and IRS Form 990.
• Receive assurance their gifts will be used for the purposes for which they were given.
• Receive appropriate acknowledgment and recognition.
• Be assured their personal information is handled with respect and confidentiality.
• Expect all relationships with solicitors to be professional.
• Be informed whether those seeking donations are volunteers, employees, or hired solicitors.
• Have the opportunity for their names to be deleted from mailing lists the Organization may intend to share.
• Feel free to ask questions when making a donation and to receive prompt, truthful, and forthright answers.

These rights are drawn from the Donor Bill of Rights developed by the Association of Fundraising Professionals (AFP), Association for Healthcare Philanthropy (AHP), Council for Advancement and Support of Education (CASE), and Giving Institute.

5. Opting Out and Correcting Information

Donors may, at any time, request to:

• Be removed from mailing, email, or phone lists;
• Review the information we hold about them;
• Correct or update that information;
• Have their information deleted from our records (subject to legal retention obligations under our Records Retention Policy).

Contact info@warriorsfund.org or mail the Organization at the address below to exercise any of these rights. Requests are honored within 30 days.

6. Website and Online Privacy

Our website privacy practices, including cookie usage and analytics, are described in our general Privacy Policy. For online donations, transactions are encrypted in transit (TLS) and payment information is processed by PCI-DSS-compliant processors. We do not store full credit-card numbers on our servers.

7. Anonymous Gifts

Donors may request anonymity for any publicly acknowledged recognition. Anonymous designation is maintained in all materials produced by the Organization.

8. Donor Recognition

Unless a donor has requested anonymity, the Organization may publicly acknowledge gifts at levels the Board has approved. Donors may opt out of recognition at any time.

9. Policy Review and Updates

This policy is reviewed annually by the Board. Material changes will be announced to donors and posted at warriorsfund.org/transparency. Continued donations following a posted material change constitute acceptance of the updated policy, though any donor may withdraw consent at any time.

10. Questions and Complaints

Questions or complaints about this policy may be directed to the Compliance Officer at info@warriorsfund.org. Unresolved concerns may be escalated to the Board Chair. Donors retain the right to contact the Texas Office of the Attorney General, the IRS, or the BBB Wise Giving Alliance at any time.