Privacy & Confidentiality Policy

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United Way of Northeast Louisiana Privacy & Confidentiality Policy

United Way of Northeast Louisiana (UWNELA) recognizes the importance of protecting an individual's privacy. We take all reasonable steps to ensure that personal information is protected from misuse or unauthorized disclosure.

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

UWNELA acknowledges that the efficient operation of the organization requires the maintenance and management of donor and prospect records, which may contain sensitive or confidential information. Donors and prospects may engage with UWNELA based on the organization's ability to ensure confidentiality or anonymity, and protecting donor privacy is an essential component of our service to donors.

Additionally, confidentiality must be upheld in discussions and information sharing conducted as part of United Way’s business operations.

The purpose of this policy is to codify UWNELA's position on confidentiality.

Confidentiality of Records

The President and CEO or their designee is responsible for maintaining the confidentiality of donor and prospect records, as well as fund-related information. These records will be made available only to staff as needed to fulfill their job responsibilities. The President and CEO may grant access to UWNELA volunteers to assist them in executing their specific duties. UWNELA’s auditors, legal counsel, and contracted service providers may review donor/prospect and fund records only when required for the purposes for which they are engaged.

All persons accessing donor/prospect or fund records in the course of UWNELA business must maintain the confidentiality of such records. This applies to all types of funds, including agency endowment funds. Staff may share donor-related information only with the donor themselves, fund beneficiaries, or grantees. No confidential information should be stored outside UWNELA’s offices for extended periods, and records are to be disposed of according to UWNELA’s Records Retention Policy.

Publication of Donor Names

Unless otherwise requested by the donor, UWNELA may publish donor names in marketing materials, recognition communications, and other relevant listings. UWNELA will not publish the amount of a donor's gift without their explicit permission. Donors making gifts by bequest or other testamentary device are deemed to have granted permission unless otherwise specified.

Memorial & Tribute Gifts

The names of donors who make memorial or tribute gifts may be shared with the honoree, next of kin, or an appropriate family member unless the donor requests otherwise. Gift amounts will not be disclosed without the donor’s consent.

Anonymous Gifts

The President and CEO is authorized to accept anonymous gifts and ensure that they are handled appropriately. Donors may request anonymity regarding the amount or source of their gift. In such cases, the Board of Directors may be excluded from knowing the donor's identity at the discretion of the President and CEO. Board members must respect the confidentiality of all anonymous gifts.

Giving Categories

If UWNELA establishes giving categories for a campaign, project, or recognition program, donors are deemed to have granted permission for their name to be published under the relevant giving category unless they specify otherwise.

No Disclosures to Third Parties

UWNELA does not release donor names, contact information, or gift details to third parties without the donor’s explicit consent. Donor information, including addresses and demographic data, will not be sold, rented, or traded.

Confidentiality of Organization's Business

Discussions related to UWNELA’s operations—including grant-making, personnel matters, fundraising activities, investment management, and strategic planning—must remain confidential. Positions or statements made by board members, advisors, or staff should not be shared outside official UWNELA meetings or processes. Likewise, organizational documents or analyses should not be discussed or distributed externally.

Public Disclosure

UWNELA complies with all public disclosure requirements, including the open availability of its Form 990 tax returns. This Confidentiality Policy does not prevent UWNELA from sharing information with government agencies, courts, or regulatory bodies as required by law. However, all UWNELA representatives—including staff, volunteers, and contractors—must maintain the confidentiality of sensitive information in accordance with this policy.

Consequences of Policy Violation

Confidentiality Policy is a serious matter and may result in:

Disciplinary action, including termination. Volunteers/Board Members: Removal from board or committee positions. Information Collection & Use

What Information We Collect

UWNELA collects and maintains personal information, including:

  • Contact details (name, address, phone number, email). Donation records  (dates and amounts). Volunteer participation records. Preferences(e.g., opt-outs for mailings, anonymity requests).

How We Collect Information

UWNELA records donor information when contributions are made unless the donor specifically requests to remain unlisted. Personal information may also be collected from:

  • Volunteer sign-ups. Event registrations. Surveys, newsletters, and other online engagements.

Storage & Security of Information

All donor records and financial information are stored securely. Access to donor financial information is strictly limitedto authorized personnel. For online transactions, UWNELA only uses reputable and secure payment processors.UWNELA does not store donor credit card or banking details.

How We Use Donor Information

UWNELA uses donor contact information for the following limited purposes:

  • Processing and acknowledging donations. Sending tax receipts and donor recognition letters. Providing updates on United Way’s programs and impact. Soliciting support for future initiatives.

Donors have the option to remain anonymous.  Testimonials provided to UWNELA may be used in promotional materials only with explicit consent.

SMS Communications & Phone Number Privacy

UWNELA may offer SMS updates for donor engagement, event notifications, and program updates. However, SMS opt-in or phone numbers for the purpose of SMS are not being shared with any third parties for marketing or any other unauthorized use.

Access & Correction of Information

Donors have the right to:

  • Request access to their personal records. Correct or update contact information.

To make updates, donors may contact United Way of Northeast Louisiana at:

Notification of Changes

UWNELA may revise this Confidentiality Policy as necessary. Updates will be posted at unitedwaynela.org. Donors will be notified of any material changes that affect the way their information is used.

ADOPTED 3/21/25