📘 SayPro Donor Data Privacy & Confidentiality Compliance.

Ensuring Privacy and Security of Donor Information on the SayPro Website

🏢 Department Responsible:

SayPro Fundraising, Sponsorships, Donations, and Crowdfunding Office
(In coordination with SayPro Marketing Royalty and SayPro IT Security Unit)

🔍 Overview

Donor trust is central to SayPro’s fundraising and community engagement success. To maintain this trust, SayPro is committed to protecting the privacy, confidentiality, and security of all donor data stored or processed through the SayPro website and affiliated systems.

SayPro handles donor information in strict compliance with applicable data protection laws and best practices, including the Protection of Personal Information Act (POPIA) in South Africa, the General Data Protection Regulation (GDPR) in the EU, and other globally recognized standards where applicable.

This document outlines the internal policies, technological safeguards, operational practices, and training procedures that ensure full privacy compliance and secure handling of donor data.

🎯 Objectives

• Prevent unauthorized access to donor data
• Ensure secure data collection, storage, and processing
• Maintain compliance with legal privacy requirements
• Foster donor confidence and protect SayPro’s reputation
• Mitigate risks related to data breaches, leaks, or misuse

🔐 Types of Donor Data Protected

SayPro collects and stores various types of donor information, including but not limited to:

• Full name
• Contact details (email, phone, address)
• Payment information (where applicable and stored temporarily)
• Donation history
• Communication preferences
• Personal messages or feedback
• Consent records for marketing and communication

🛡️ Core Privacy Compliance and Data Protection Practices

1. Data Collection and Consent

• Donor data is collected only for legitimate, clearly stated purposes (e.g., processing donations, issuing receipts, sending updates).
• Donors are informed through a Privacy Policy link on all forms.
• Explicit, informed consent is obtained before storing or using personal data for communication, marketing, or profiling.
• Consent preferences are stored securely and can be updated or withdrawn by the donor at any time.

2. Data Access Control

• Access to donor data is role-based and restricted to authorized personnel only (e.g., fundraising team, finance team, IT security).
• Use of unique login credentials and two-factor authentication (2FA) for all employees with database access.
• Regular access audits are conducted to detect and revoke unauthorized access.

3. Data Encryption and Secure Storage

• All donor data is encrypted during transmission (via HTTPS/TLS protocols) and at rest.
• SayPro uses secure, PCI-compliant servers for storing sensitive payment data.
• No complete credit card numbers or CVVs are stored on SayPro’s servers.
• Regular backups are performed and stored securely off-site or on encrypted cloud servers.

4. Website and Platform Security

• The SayPro website is protected using industry-standard cybersecurity tools:
  • SSL Certificates
  • Web Application Firewalls (WAF)
  • Anti-malware scanning
  • DDoS protection
• All online forms are protected by CAPTCHA or other spam-prevention tools.
• Patches and security updates are applied regularly by the IT team.

5. Third-Party Vendor Compliance

• Any third-party platform used for payment processing, email marketing, or CRM must sign a Data Processing Agreement (DPA).
• SayPro ensures vendors are compliant with GDPR, POPIA, and other relevant regulations.
• Periodic vendor audits are conducted to assess ongoing compliance and security standards.

6. Data Retention and Deletion Policies

• Donor data is retained only for as long as necessary for operational, financial, or legal reasons.
• Donors may request access to their data or request its deletion (Right to Be Forgotten).
• Upon request or once data is no longer needed, it is securely deleted using certified data destruction tools.

7. Staff Training and Awareness

• All SayPro staff and volunteers handling donor data undergo annual data privacy training.
• Training includes:
  • Understanding data privacy laws
  • Identifying phishing or social engineering risks
  • Following secure communication protocols
  • Reporting and managing data breaches

8. Data Breach Response Protocol

• In the event of a suspected or confirmed data breach:
  • Immediate containment measures are triggered by the IT Security Unit.
  • A full impact assessment is conducted.
  • Affected donors are notified within the required legal timeframe.
  • Regulatory bodies are informed (where required).
  • Post-incident reviews and mitigation steps are documented and implemented.

📋 Legal and Regulatory Compliance

SayPro’s donor data practices align with:

• POPIA (South Africa)
• GDPR (European Union)
• Electronic Communications and Transactions Act (ECTA)
• Applicable tax and nonprofit reporting laws regarding donation records

✅ Key Outcomes and Benefits

• Builds donor trust and brand reputation
• Minimizes legal and operational risks
• Enhances data quality and management efficiency
• Ensures ethical, responsible stewardship of donor information
• Positions SayPro as a transparent, trustworthy fundraising entity

🧰 Tools & Technologies Used

• CRM & Donor Directory System with encrypted database
• Secure web hosting platform with daily malware scans
• Payment Gateways (e.g., PayPal, Stripe – PCI-DSS compliant)
• Consent Management Tools
• Data Access Logs and Analytics
• Encryption software and cloud backup solutions