Donor & Solicitations Privacy Policy

As a nonprofit 501(c)(3) agency, the Mental Health America of the Heartland regularly solicits donations, grants and gifts to the agency.  All agency sponsored solicitations are determined by the President/CEO with the guidance of the Board of Directors and within any restrictive guidelines set by major funders (i.e. United Way “Blackout” period)

Mailing Lists/Listservs

The agency keeps an up-to-date mailing list of individuals who have contacted, requested information from, performed services for, donated to, or have been otherwise affiliated with the agency.  Individual programs may maintain separate mailing lists/listservs for the purpose of implementing services and program specific activities.  These lists are periodically reviewed for addition to the agency’s mailing list.  Additions, deletions and corrections to the database are made by the Assistant to the President/CEO and Communication Coordinator (as outlined in Operating Procedure Manual).  Due diligence is performed in maintaining and insuring the accuracy of mailing lists and listservs.

Donor Privacy Policy

Client/Donor Information

The Mental Health America of the Heartland values the trust its donors place in the agency and adheres to the highest standards of gathering, using and safeguarding donor information, including the donor’s personal and gift information.

Donor information gathered and maintained includes donor name, gift amount, date received, and restrictions.  Records of future gifts, such as, bequests are maintained separately and periodically reviewed by the President/CEO.

Mental Health America of the Heartland staff who access donor information in order to perform financial and administrative functions are prohibited from disclosing that information to third parties. Organizations that provide operational or other support services to the agency are also required to safeguard donor information, and to comply with this privacy policy.

The information provided on any membership form, donation check, and/or other correspondence, including but not limited to a pledge form that asks for name, address, e-mail address and gift amount, will be maintained in a secure internal electronic data base, and locked paper files.  Donor information is maintained and destroyed in accordance with Document Destruction Policies and Procedures.  (See Operating Policies and Procedures Manual) Mental Health America of the Heartland will not rent, trade, sell or share any information about its donors with outside parties beyond listing names and gift amounts (within a broad range) in newsletters and annual reports.  Donors who prefer not to have their name listed on public information pieces may contact the Assistant to the President/CEO, or the President/CEO to have these files marked “confidential”.  No personal information will be released from any “confidential file”; donors will be listed as “anonymous.”

Information Use

Donors’ relationship with Mental Health America of the Heartland is voluntary and confidential.  Identifying information is used to acknowledge gifts and to provide donors with information of interest about the organization’s programs and services.  Donors who do not wish to receive such communications may, at any time, contact the Assistant to the President/CEO to have such mailings discontinued.  In addition, every e-mail message received from Mental Health America of the Heartland will include instructions on how to unsubscribe.

Data Security

To prevent unauthorized access, maintain data accuracy, and ensure the correct use of information, procedures are in place to safeguard and secure information collected.  Firewalls prevent outside parties from accessing the agency database, and internal access to the database is restricted to authorized individuals.

Notice of Privacy

The Mental Health America of the Heartland’s Donor Privacy Policy is made available on the agency website and is provided to any individual upon request.  Donors who have questions about Mental Health America of the Heartland privacy policies or practices may be addressed by contacting the President/CEO, or the Assistant to the President/CEO.

Donor Acknowledgement

As a registered nonprofit 501(c)(3) organization, the Mental Health America of the Heartland provides a tax receipt for all one-time cash or in-kind donations over $200.00; a tax receipt will be issued for donations under $200.00 upon request of the donor.  All donors will receive an acknowledgement describing donation amount or type from the agency for their gift.

Donations are also recognized in agency publications including but not limited to newsletters, brochures and Annual Report.

Omissions or discrepancies in amount of gift maybe reported by donors to the Assistant to the President/CEO or the President/CEO who will investigate, make corrections and issue a revised letter or tax receipt and include the revised information in the next publication.

Accounting for Donations

Donations, memberships and gifts to the agency are accounted for as described in the Financial Policy and Procedure Manual.  The Mental Health America of the Heartland strictly adheres to restrictions on use of donations and grants as requested or required by its funders and donors.

 

Questions about Mental Health America of the Heartland privacy policies or practices may be addressed by contacting the President/CEO, Susan Lewis, at slewis@mhah.org or 913-281-2221 (ext. 122)