Approved by the Board of April 2006
The Point Defiance Zoological Society (hereafter referred to as “Society”) is committed to the highest standards of integrity in all fundraising and membership efforts. We value our donors, members, prospects, volunteers and affiliated agencies and organizations (hereafter collectively referred to as our “supporters”) and take their privacy seriously.
This policy articulates our firm commitment to the ethical collection, retention and use of all information we collect about our supporters. Such information includes:
- Personal information obtained from supporters through pledge cards, letters, surveys, applications and other forms, in writing, in person, by telephone, or electronically (e.g. name, address, employer, birth date, credit card number, family members, interests, etc.).
- Information collected about our supporters’ present and past giving history, volunteer activity, and committee service, as well as information from public documents and reports and any interactions an individual may have had with the Society.
How We Use Information
The Society uses information about our supporters to effectively process their contributions and to provide them with current information regarding Society activities and upcoming events. Information is kept on file for IRS purposes and also is used by the Society to analyze overall giving patterns and make accurate budget projections.
Our Commitment to Donor Privacy
All Society employees, volunteers, contractors and authorized representatives will abide by the following principles:
We will not sell, rent or trade our supporters’ personal or contact information with anyone else; nor will we send mailings on behalf of other organizations. Supporter information will be used only to further the Society’s mission and purposes.
Any exceptions to this policy must be approved in writing by the Zoo Society executive committee. If an exception is made, data will be transferred to an independent third party such as a mail house and they will sign a confidentiality agreement that the information will be not be shared and this is a one time only use. Except for extraordinary circumstances the Executive Committee will not approve any request unless it comes from another Point Defiance Zoo & Aquarium Department or Metro Parks Tacoma. All Executive Committee approved requests must be processed through the Information Technology Dept at the direction of the Executive Director.
- We will contractually require any person or organization providing services to the Society to protect the confidentiality of supporter information.
- We will hold strictly confidential all information concerning our supporters unless a supporter grants permission to use selective information for purposes of referral, testimonial, example, recognition, or publicity.
- We will comply with the expressed wishes of any supporters who do not want their name used in any promotional material, wish their name removed from solicitation lists, or wish to have their gifts or services remain anonymous.
- We will publish annual reports listing all donors in general giving categories, without identification of specific giving amounts. Supporters who notify the Society that they wish to have their names withheld from these reports will be listed within the appropriate giving category as “Anonymous.”
- We will collect, use and share information about our supporters among employees and volunteers only on a needs-to-know basis.
Our Commitment to the Donor Bill of Rights
The Point Defiance Zoological Society subscribes to the ethical standards set forth in the “Donor Bill of Rights,” as recommended by the Association of Fundraising Professionals.
The Donor Bill of Rights
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 ensure that philanthropy merits the respect and trust of the general public, and that donors and prospective donors can have full confidence in the nonprofit organizations and causes they are asked to support, we declare that all donors have these rights:
- 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.
- 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.
- To have access to the organization’s most recent financial statements.
- To be assured their gifts will be used for the purposes for which they were given.
- To receive appropriate acknowledgement and recognition.
- To be assured that information about their donation is handled with respect and with confidentiality to the extent provided by law.
- To expect that all relationships with individuals representing organizations of interest to the donor will be professional in nature.
- To be informed whether those seeking donations are volunteers, employees of the organization or hired solicitors.
- To have the opportunity for their names to be deleted from mailing lists that an organization may intend to share.
- To feel free to ask questions when making a donation and to receive prompt, truthful and forthright answers.