Donate Best Practices
To help track our patients' health outcomes during their treatment we use an electronic health system and new technology to employ national best-practices. A $500 donation helps do things like keep our technology on the cutting edge so that we can keep our patients healthy.
PHILANTHROPY is based on voluntary action for the common good. It is a tradition of giving and sharing that is primary to the quality of life. To assure that philanthropy merits the respect and trust of the general public, and that donors and prospective donors can have full confidence in the not-for-profit organizations and causes they are asked to support, we declare that all donors have these rights:
A DONOR BILL OF RIGHTS
- I To be informed of the organization’s mission, of the way the organization intends to use donated resources, and of its capacity to use donations effectively for their intended purposes.
- II To be informed of the identity of those serving on the organization’s governing board, and to expect the board to exercise prudent judgment in its stewardship responsibilities.
- III To have access to the organization’s most recent financial statements.
- IV To be assured their gifts will be used for the purposes for which they were given.
- V To receive appropriate acknowledgement and recognition.
- VI To be assured that information about their donations is handled with respect and with confidentiality to the extent provided by law.
- VII To expect that all relationships with individuals representing organizations of interest to the donor will be professional in nature.
- VIII To be informed whether those seeking donations are volunteers, employees of the organization or hired solicitors.
- IX To have the opportunity for their names to be deleted from mailing lists that an organization may intend to share.
- X To feel free to ask questions when making a donation and to receive prompt, truthful and forthright answers.
The Donor Bill of Rights is reprinted with the permission of the AFP. The original copy can be found here.
- Confidentiality of records
The Executive Director shall be responsible for maintaining the confidentiality of donor and prospect records and will ensure that all staff have clear direction regarding the confidentiality of records through the establishment of appropriate operating procedures. He/she may, in his/her discretion, make all or part of any record available to staff members or volunteers if essential to them in executing their responsibilities. Disclosure decisions will honor the wishes of donors related to disclosure unless a larger legal issue is related. The Prince William Area Free Clinic (PWAFC) will not sell, share, or trade your personal information for third party fundraising or marketing purposes.
The PWAFC does not sell its mailing lists.
To carry out its responsibilities, the Board of Trustees or committee members may need to review donor/prospect records. They shall respect the PWAFC’s significant interest in protecting the sensitive nature of those records and shall maintain these policies for donor confidentiality. The PWAFC’s auditors are authorized to review donor and prospect records as required for the purposes for which they are engaged. Gift agreements are considered “strictly confidential information” and are not public documents. Particulars of a gift agreement will not be shared with the general public unless the donor has granted permission to do this.
- Publication of donor names
The names of donors may be listed in the PWAFC's annual report, on the website and/or in similar public relations communications. Exceptions will be made for any donor who specifically requests anonymity.
The PWAFC will not publish the specific amount of any donor’s gift without the permission of the donor.
Donors making gifts to the PWAFC by bequest or other testamentary device are deemed to have granted such permission, unless otherwise noted.
- Honor/memorial gifts
The names of donors of memorial or honor gifts may be released to the honoree, next of kin or individual(s) designated by the immediate family, unless otherwise specified by the donor. Individual gift amounts are not to be released without express consent of the donor.
- Anonymous gifts
The Executive Director is authorized to accept anonymous gifts to the PWAFC. In the event the Executive Director is uncertain about the desirability of accepting an anonymous gift, he/she shall consult with the Executive Committee. The Executive Director shall disclose to the Executive Committee, upon a request by a majority of the Executive Committee, the names of any anonymous donors.
- Kinds of information
The PWAFC defines “personal information” as information that can be used to distinguish, identify or contact a specific individual. It does not include publicly available information such as business contact information, names, addresses and telephone numbers as published in public sources, such as telephone directories. Credit card information is handled by a secure third party host and used only to process payment initiated by a person contacting the PWAFC. This information is not stored by the PWAFC.
How we use it
The Foundation collects, uses and discloses personal information concerning our donors for the following reasons:
- To establish a relationship and communicate with donors
- To understand who our donors are and how we may improve our services to meet their preferences and expectations
- To process a donation (e.g. a credit card transaction)
- To issue a tax receipt
- To recognize contributions
- To meet requirements imposed by law