Donor Privacy Policy
Approved
by the Board of Trustees, July 12, 2005
The Huguenot
Historical Society (aka Historic Huguenot Street and hereafter
referred to as “HHS”) is committed to protecting the privacy
of its Donors, Volunteers, Employees, and other individuals.
We value the trust of those we deal with and of the public,
and we recognize that maintaining this trust requires
us to be transparent and accountable in maintaining the
confidentiality of the Personal Information donors share
with us.
Scope of this
Policy
This Policy sets out
the principles that will be observed by HHS with respect to
the collection, use, and disclosure of information about any
identifiable individual who is or was a Donor or is considered
a prospective donor.
Definitions
For the purposes of this
Policy:
Donor —
any individual or organization that contributes funds to HHS.
Employee
or Volunteer — individuals, both paid (employee)
and unpaid (volunteer), who complete tasks on behalf of HHS.
Family Association
— a membership organization created to support
the mission of HHS. These family associations, except for the
Hasbrouck Family Association and the DuBois Family Association,
are part of the HHS nonprofit corporation and their officers
shall be considered volunteers of HHS .
Personal
Information — information that is recorded in
any form, both fact and opinion, and that can be used to distinguish,
identify, or contact a specific individual. It does not include
business contact information and certain publicly available
information such as names, addresses, and telephone numbers
as published in telephone directories.
Related Parties
— the DuBois Family Association and the Hasbrouck
Family Associations, organizations that have membership agreements
with HHS. Membership information may be exchanged with these
independent Family Associations, in accordance with the HHS
Membership Policy.
Third Party
— person, organization,
or association other than HHS , its employees, or its volunteers.
Advisors, including legal and financial counsel, are considered
Third Parties.
Trustee —
a member of the HHS Board of Trustees, or a Trustee Emerti
The Privacy Principles
An
important aspect of fund raising is cultivating strong donor
relationships and knowing the Donors. Personal Information is
precious, and we recognize that our Donors trust us to treat
their Personal Information appropriately. We are committed to
protecting donor confidentiality. The following principles reflect
our pledge to safeguard Donors' Personal Information:
1. We are accountable
for Donors' Personal Information
We are responsible for
all Personal Information in our possession. While the Director
is ultimately accountable for the protection of Personal Information,
HHS has designated the head of the Development Office to monitor
practices and procedures to ensure compliance with the principles
set out in this policy.
We take every reasonable
precaution to ensure the confidentiality of Donors' Personal
Information. The data that an individual or an employer provides
is used to assist in our campaigns, process and receive donations,
and respond to requests for information. All Employees, Volunteers,
Third Parties, and authorized service providers of HHS are required
to protect the confidentiality of each individual Donor's Personal
Information.
Where we choose to have
certain services, such as data processing, delivered by Third
Party providers, we select the service providers very carefully.
We take all reasonable precautions to ensure that the service
provider protects Personal Information.
2. We collect,
use, and disclose Personal Information only for certain purposes
that we identify to Donors
We collect, use or disclose
Personal Information concerning our Donors solely for the following
purposes:
- Establish a relationship and to communicate
- Understand Donors' identity and identify how we may improve
our services to meet Donors' preferences and expectations
- Reach our fundraising goals
- Process and receive donations
- Provide Donors with information about HHS
- Respond to Donors' requests for information
- With Donor's consent, publicly recognize individual donations
3. Collection
of Personal Information
We obtain Personal Information
about Donors lawfully and fairly. Personal Information collected
will be limited to that required for the purposes identified
by us. HHS may collect Personal Information about Donors in
a number of ways, including:
• Personal
communications with the Donor effected by a Trustee, Volunteer,
or Employee
• Accessing
information which is publicly available
• Accessing
information on a donor list created or maintained by another
charitable organization
• Internet
research
• Responses
to post office mailings
• Responses
to newspaper inserts and mailings
• Receipt
of information about memorials, pledges, and bequests concerning
HHS
• Communications
from legal and financial advisors
• Information
generated by third party events such as events, programs, etc.
4. Donor Consent
The knowledge and consent
of the individual, express or implied, is assumed for the collection,
use, or disclosure of Personal Information by HHS.
HHS may use Personal Information to contact Donors in a number
of ways, including the following:
• Personal
communications with Donors by a Trustee, Volunteer, or Employee
• Direct mailings
to Donors with newsletters, requests for donations
• Direct mailings
to prospective Donors
• Contacting
Donors by telephone to thank them for their donation
• Contacting
Donors by telephone to conduct Donor research
These communications
are intended to advance the objectives of HHS by encouraging
individuals to make donations to support HHS programs.
Withdrawal of Consent
An individual may withdraw his or her consent to the collection,
use, or disclosure at any time, subject to legal or contractual
restrictions and reasonable notice. HHS shall inform the
individual of the implications of such withdrawal of consent.
Withdrawal of consent must be in writing to HHS at the address
below, and HHS will continue to maintain donor records necessary
for compliance with auditing, legal, IRS, and other governmental
regulations.
Obtaining Consent
In appropriate circumstances, HHS will seek individual
consent to the collection, use, and disclosure of Personal Information
by notifying individuals that they will be deemed to consent
unless they expressly inform HHS to the contrary. HHS will ensure
that the individual is entitled to use a convenient method for
such notification to HHS, including e-mail, voice-mail, and
other communication facilities that enable the client to communicate
on a reasonable basis with HHS. HHS will allow a reasonable
amount of time (at least 30 days) for an individual to notify
HHS of his/her wishes.
Whatever mechanism is employed by HHS to seek express consent,
it will fairly and reasonably draw the individual's attention
to the issue of consent.
5 . We do not
sell Donors' Personal Information
We do not sell or trade
Personal Information to other businesses, organizations, or
individuals.
6. We safeguard
Donors' Personal Information
HHS will protect Donors'
Personal Iinformation by reasonable safeguards that are appropriate
to the sensitivity of that information. Access to Donors' Personal
Information is restricted to HHS Employees, Volunteers, Third
Parties, Trustees, and authorized service providers who need
it to do their jobs.
We maintain appropriate
technical and organizational safeguards to protect Donors' Personal
iInformation against loss, theft, unauthorized access, disclosure,
copying, use, or modification. We limit access to a “need-to-know”
basis, and utilize technological measures, such as the use of
passwords and encryption, to protect data.
Internet Privacy
We collect only the domain
name (e.g. Sympatico, Hotmail etc.) not the email address of
visitors to our website. Our site may use “cookies” — small
files containing information that track a visit to a website
— in a session limited way. These temporary files follow the
flow through the site to improve service to visitors. These
files do not remain on a visitor's computer at the end of the
visit, and cannot be used to obtain any personally identifiable
details. Computer browsers may be set to notify the visitor
before receipt of a cookie, so the visitor may decide whether
or not to accept it. The visitor can also set their browser
to turn off cookies, but some areas of our site may not function
properly. Any on-line transactions shall use secure servers
and encryption to protect personal information.
7. We will be
open about our privacy practices
In response to an inquiry,
HHS will make readily available specific information about our
policies and practices relating to the management of Personal
Information.
8. We allow Donors
to access their Personal Information
Donors may ask whether
we hold any Personal Information about them. Upon written request,
we will inform a Donor of the existence, use, and disclosure
of their Personal Information and we will provide access to
that Personal Information. We will respond to Donor requests
within a reasonable time (generally within 30 days), and we
will assist in preparing a request. Donors also have the right
to know how we collect Personal Information and how we use that
information.
Donors are entitled to
seek a correction of their Personal Information if they believe
that the information in our possession is not correct. If a
Donor believes any of the information we have collected about
them is incorrect or incomplete, the Donor has the right to
ask us to change it or delete it. If a Donor's personal information
is inaccurate or incomplete, we will make the necessary changes.
9. We are open
in our policies and procedures
HHS is open about its
policies and procedures with respect to management of Personal
Information. HHS ensures that individuals are able to
acquire information about HHS 's policies and procedures without
unreasonable effort. This Privacy Policy is also available on
the HHS website.
10. Donors may
register a complaint
Donors may register a
privacy-related complaint by contacting the head of the HHS
Development Office. We will explain our procedure and provide
information about other complaint procedures available. We will
investigate all complaints. If an objection is justified, we
will take all appropriate steps to repair the situation, including
changing our policies and practices if necessary.
For More Information
For more information,
please Historic Huguenot Street at:
18 Broadhead Avenue
New Paltz , NY 12561-1403
info@huguenotstreet.org
845-255-1660
voice
845-255-0376
fax
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