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204.3 - Donor Confidentiality Policy

Preface

The University of Arkansas Advancement Office acquires information about alumni, students, parents, corporations, foundations, and friends that may be confidential and/or highly sensitive. Authorized recipients of this information have an ethical and legal obligation to protect and maintain confidentiality.

The Advancement Office database exists to build relationships and secure charitable support. Use or sharing of information for private, commercial, or political purposes is strictly prohibited and considered misappropriation of University property.

Employees and volunteers may not disclose confidential information except to authorized individuals with legitimate need. Information must only be used for Advancement purposes. Disclosure may occur when required by law.

Policy

  1. Sound judgment must be used to respect privacy and dignity of all constituents.
  2. Basic biographic information may be shared with employees or volunteers involved in Advancement activities.
  3. Detailed information is limited to those engaged in high-level outreach coordinated by the Foundation.
  4. Gift or pledge details are restricted to authorized personnel responsible for fundraising or fund administration.
  5. Public announcements require donor permission.
  6. Anonymous gifts may be accepted in accordance with policy and donor preferences.
  7. No external disclosure of addresses or personal information; messages may be forwarded.
  8. Media or legal requests must be referred to the Vice Chancellor for University Advancement.
  9. Individuals may access their own records only.
  10. Sensitive documents are maintained securely; copies transferred upon donor death.
  11. Student employees must sign confidentiality agreements.
  12. Violations may result in disciplinary action.
  13. Compliance with all applicable laws is required.

Confidentiality Statement

I understand that in the course of my employment or volunteer service at the University of Arkansas – Fort Smith, I may have access to confidential or private information.

I acknowledge that such information must be protected and not disclosed during or after my service, except as required by my role.

I have read and understand the Donor Bill of Rights and this policy. I understand violations may result in disciplinary action, including termination.

Type/Print Name: ____________________________
Signature: ____________________________
Date: ____________________________

Donor Bill of Rights

Philanthropy is based on voluntary action for the common good. To ensure trust and confidence, donors have the following rights:

  1. To be informed of the organization’s mission and use of donated resources.
  2. To know the identity of governing board members.
  3. To access financial statements.
  4. To ensure gifts are used as intended.
  5. To receive acknowledgement and recognition.
  6. To have donation information handled confidentially.
  7. To expect professional relationships.
  8. To know whether solicitors are volunteers or employees.
  9. To opt out of mailing lists.
  10. To ask questions and receive honest answers.

The Donor Bill of Rights was developed by AFP, AHP, CASE, and the Giving Institute and is widely endorsed.