The Women’s Foundation of Southern Arizona recognizes that the operation of the Foundation requires the maintenance and management of extensive donor and prospect Records. These Records may contain sensitive information that has been shared with or developed by the Foundation staff or volunteers on a confidential basis. (“Records” shall include all written or computer documents containing donor or prospective donor information, including, but not limited to, contact and demographic information, details of named-grant agreements, and legacy gifts that have yet to mature.) Protecting donor confidentiality is an essential part of providing good service to donors.

Additionally, care must be taken to preserve confidentiality of discussions that take place and information that is shared in the course of conducting Foundation business.

The purpose of this policy is to codify the position of the Foundation on privacy and confidentiality.


• Confidentiality of Records: The Foundation staff and Board are required to maintain the confidentiality of donor and prospect Records. At the discretion of the Executive Director, staff may make all or part of any Record available to Foundation Board and committee members to assist them in executing their specific responsibilities. The Foundation's auditors, legal counsel and other contractors are authorized to review donor/prospect Records as required for the purposes for which they are engaged.
  
  All persons accessing donor/prospect or fund Records in the conduct of Foundation business are required to maintain the confidentiality of said Records. Staff may share information with donors, fund beneficiaries, and grantees pertaining to their own gifts, funds and grants.
  
  
• Publication of Donor Names: Unless otherwise requested by the donor, the names of all individual donors may be listed in the Foundation's newsletter and/or in other appropriate Foundation publications, both written and electronic. The Foundation will not publish the amount of any donor's gift without the permission of the donor. Donors making gifts to the Foundation by bequest or other testamentary device are deemed to have granted such permission.
  
  
• Memorial/Tribute Gifts: The names of donors of memorial or tribute gifts may be released to the honoree, next of kin, or appropriate member of the immediate family, unless otherwise specified by the donor. Gift amounts are not to be released without the expressed consent of the donor.
  
  
• Anonymous Gifts: The Foundation may accept anonymous gifts. The name of the donor and/or size of the gift may be known to the Executive Director and Chair of the Board only, if so requested by the donor. Board members will respect the anonymity of any such gift.
  
  
• No Disclosures to Third Parties: The Foundation shall not release to third parties or allow third parties to copy, inspect or otherwise use Foundation Records or other information pertaining to the identification of a donor or donor's gifts. No disclosures to third parties of such information, including addresses and demographic information, shall be made without the donor's consent.