Data Protection

Non-Profit Data Protection Checklist

Protect your donors, beneficiaries, and mission with this comprehensive data protection checklist designed specifically for non-profit organizations. Build trust while maintaining compliance.

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Non-Profit Data Protection Principles

Purpose Limitation

Only collect data needed for your mission

Security First

Protect data as if it were your own

Transparency

Be clear about data use

Accountability

Document and audit regularly

Donor Data Protection

Safeguarding donor information is essential for maintaining trust

Critical

Encrypt donor database with AES-256 encryption *Required

Implement access controls - only authorized staff can view donor info *Required

Use secure payment processing (PCI DSS compliant) *Required

Regular audits of who accessed donor records *Required

Secure disposal of old donor records (digital and physical) *Required

Donor consent forms for data usage *Required

Opt-out mechanisms for communications

Data retention policy (typically 7 years for tax purposes) *Required

Beneficiary Data Security

Protecting vulnerable populations requires extra care

Critical

Anonymization of sensitive beneficiary data where possible *Required

Separate storage for highly sensitive information *Required

Limited access to beneficiary personal information *Required

Consent forms for data collection and usage *Required

Special protections for minors' data *Required

Health information compliance (HIPAA if applicable)

Case management system security *Required

Photo/video release forms and secure storage *Required

Volunteer & Staff Data

Protect those who support your mission

High

Background check results stored securely *Required

Limited access to personnel files *Required

Secure storage of emergency contact information *Required

Volunteer database access controls *Required

Training records and certifications security

Exit procedures for data access removal *Required

Confidentiality agreements for volunteers *Required

Secure communication channels for staff/volunteers

Financial Data Protection

Maintain financial integrity and compliance

Critical

Separate financial system access from general systems *Required

Multi-person approval for financial transactions *Required

Regular financial audit trails *Required

Encrypted storage of financial records *Required

Secure backup of financial data *Required

Grant reporting data protection *Required

Banking credentials in password manager *Required

Regular review of financial system access *Required

Communication & Marketing

Responsible use of constituent data

Medium

Email list segmentation and access controls *Required

Unsubscribe mechanisms on all communications *Required

Social media account security (MFA enabled) *Required

Website privacy policy clearly displayed *Required

Cookie consent on website *Required

Secure forms for data collection (SSL) *Required

Marketing platform security review

Data sharing agreements with partners *Required

Compliance Quick Reference

Regulation	Applies When	Key Requirements
GDPR	If you have EU donors/beneficiaries	Data minimization, consent, right to deletion
CCPA	California constituents	Privacy notices, opt-out rights, data inventory
HIPAA	Health-related services	PHI protection, BAAs with vendors
COPPA	Children under 13	Parental consent, special protections
PCI DSS	Credit card processing	Secure payment handling, quarterly scans

Budget-Friendly Protection Tools

Free/Discounted for Non-Profits:

• Google Workspace Nonprofit (free)
• Microsoft 365 Nonprofit (discounted)
• Bitdefender GravityZone (free)
• 1Password for Teams (free)
• Cloudflare for Nonprofits (free)

Essential Free Tools:

• Signal for secure communications
• VeraCrypt for encryption
• KeePass for password management
• ClamAV for antivirus
• Let's Encrypt for SSL certificates

Your 30-Day Action Plan

Week 1-2

Assessment

• Inventory all data collected
• Identify high-risk data
• Review current protections
• Document gaps

Week 3

Implementation

• Enable MFA everywhere
• Update privacy policies
• Implement encryption
• Set access controls

Week 4

Training & Testing

• Train staff and volunteers
• Test backup restoration
• Document procedures
• Schedule regular reviews

Need Help Protecting Your Non-Profit's Data?

Our team specializes in helping non-profits implement robust data protection on limited budgets. Get a free consultation to discuss your specific needs.

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