Donor Privacy and Confidentiality Policy

Pur­pose
Your trust and con­fi­dence are impor­tant to us. The Wil­helm & Karl May­bach Foun­da­tion (May­bach Foun­da­tion) in the Unit­ed States, and its affil­i­at­ed Wil­helm & Karl May­bach Stiftung in Ger­many, strong­ly sup­ports pro­tect­ing the pri­va­cy of its donors and the con­fi­den­tial­i­ty of infor­ma­tion con­cern­ing them. The pur­pose of this pol­i­cy is to state the posi­tion of the May­bach Foun­da­tion on donor con­fi­den­tial­i­ty and donor anonymi­ty and will guide the actions of the Board of Direc­tors, the advance­ment staff and vol­un­teers who may serve the May­bach Foun­da­tion, regard­ing the rights of donors and poten­tial donors to con­fi­den­tial­i­ty regard­ing their trans­ac­tions with the organization.

The May­bach Foun­da­tion rec­og­nizes that the oper­a­tion of the May­bach Foun­da­tion requires the main­te­nance and man­age­ment of exten­sive donor and prospect records. Donor records often con­tain sen­si­tive infor­ma­tion that has been shared with or main­tained by the devel­op­ment staff on a con­fi­den­tial basis. “Records” means all files, includ­ing elec­tron­ic data, con­tain­ing infor­ma­tion on donors or prospec­tive donors to the May­bach Foundation.

Poli­cies — Con­fi­den­tial­i­ty of Records
The US Oper­a­tions Man­ag­er (or the CEO’s designee) shall be respon­si­ble for main­tain­ing the con­fi­den­tial­i­ty of donor and prospect records and will ensure that all staff and appro­pri­ate vol­un­teers have clear direc­tion regard­ing the con­fi­den­tial­i­ty of records through the estab­lish­ment of appro­pri­ate oper­at­ing pro­ce­dures and edu­ca­tion. The US Oper­a­tions Man­ag­er may, at his/​her dis­cre­tion, make all or part of any hard copy or elec­tron­ic record avail­able with­in the May­bach Foundation’s nor­mal course of work with staff or vol­un­teers if essen­tial to them in exe­cut­ing their respon­si­bil­i­ties. Dis­clo­sure deci­sions will hon­or the wish­es of donors, where not­ed in writ­ing, relat­ed to dis­clo­sure to any pub­lic listing(s.)

Hard copy of donor records is nev­er removed from the May­bach Foun­da­tion office(s) and is main­tained in a locked fil­ing area after nor­mal busi­ness hours.

To car­ry out its respon­si­bil­i­ties, out­side finan­cial audi­tors may need to review donor/​prospect records. May­bach Foun­da­tion audi­tors are autho­rized to review donor and prospect records as required for the pur­pos­es for which they are engaged. Pledge agree­ments are con­sid­ered “strict­ly con­fi­den­tial infor­ma­tion” and are not pub­lic doc­u­ments. Par­tic­u­lars of a pledge doc­u­ment will not be shared with the gen­er­al pub­lic nor with any of the donor’s finan­cial advi­sors, legal advi­sors, fam­i­ly or select­ed indi­vid­u­als, unless the donor has grant­ed per­mis­sion to do so in writ­ing or unless these details are essen­tial to be shared in a legal proceeding.

We do not sell or rent our donor names. On occa­sion, the May­bach Foun­da­tion may deter­mine that it is use­ful to offer our donors and prospec­tive donors oppor­tu­ni­ties relat­ed to oth­er May­bach enter­pris­es or its sponsors/​partners. In that instance, names will only be made avail­able to a mail house (with their own con­fi­den­tial­i­ty agree­ment to man­age the list process) and nev­er direct­ly to anoth­er busi­ness entity.

Rep­re­sen­ta­tives
The donor or donors who sign any dona­tion agree­ment are the “Representative(s.)” Only the Representative(s) is autho­rized to receive donor sum­maries of infor­ma­tion con­cern­ing his/​her dona­tion activ­i­ty, unless direct­ed oth­er­wise in writ­ing by the donor(s) or as man­dat­ed through legal proceedings.

Pub­li­ca­tion of Donor Names
The names of all donors will be list­ed in the May­bach Foundation’s annu­al report, peri­od­ic newslet­ters, on the web­site and, as appro­pri­ate in any pub­lic lob­by list­ings, unless the donor specif­i­cal­ly requests pub­lic anonymi­ty. Excep­tions will be made for any donor who specif­i­cal­ly requests anonymi­ty. Anonymi­ty is always offered in all solic­i­ta­tion reply devis­es and through web­site giv­ing options.

The May­bach Foun­da­tion will nev­er dis­close the spe­cif­ic amount of any donor’s gift with­out the per­mis­sion of the donor, although the Foun­da­tion lists donor gifts in gift ranges. Donors mak­ing gifts to the May­bach Foun­da­tion in mem­o­ry, or in trib­ute, will not have the amount of their gift dis­closed to the memorial/​tribute family/​friend rep­re­sen­ta­tive; only the donors name and address and that donat­ed in that man­ner will be shared.

Anony­mous Gifts
May­bach Foun­da­tion staff and oth­er appro­pri­ate vol­un­teer donor solic­i­tors are autho­rized to accept anony­mous gifts to the May­bach Foun­da­tion. In the event the US Oper­a­tions Man­ag­er is uncer­tain about the desir­abil­i­ty of accept­ing an anony­mous gift, he/​she shall con­sult with the Exec­u­tive Direc­tor or President/​CEO, as applicable.

Kinds of Information
The May­bach Foun­da­tion may col­lect per­son­al infor­ma­tion such as indi­vid­ual names, com­pa­ny names, titles, address­es, tele­phone num­bers, fax num­bers, e‑mail address­es, bio­graph­i­cal infor­ma­tion and pay­ment infor­ma­tion (such as cred­it card num­bers) from donors. By sub­mit­ting per­son­al infor­ma­tion, the donor acknowl­edges that he or she has read this pri­va­cy pol­i­cy, under­stands it, agrees to its terms and autho­rizes the May­bach Foun­da­tion to col­lect, use and dis­close per­son­al infor­ma­tion pur­suant to the terms of this pri­va­cy pol­i­cy. At no time does the May­bach Foun­da­tion keep cred­it card/​debit account infor­ma­tion in its data­base or in any hard­copy records after the trans­ac­tion is com­plet­ed. All cred­it copy infor­ma­tion is imme­di­ate­ly destroyed and not retained.

How We Use Information
The May­bach Foun­da­tion uses per­son­al infor­ma­tion col­lect­ed from donors to respond to donor inquiries, to issue dona­tion acknowl­edge­ments, to help in decid­ing who receives future fundrais­ing appeals, to help orga­nize fundrais­ing events, and to inform donors of new pro­grams and services.

How we pro­tect your Information
The use of your infor­ma­tion is lim­it­ed as not­ed above, by autho­rized indi­vid­u­als, to bet­ter ser­vice an exist­ing donor, poten­tial donor or sponsor/​partner rela­tion­ship. We make every effort to ensure the secu­ri­ty of your infor­ma­tion. To pre­vent unau­tho­rized access, main­tain data accu­ra­cy, and ensure the prop­er use of infor­ma­tion, we have estab­lished and imple­ment­ed appro­pri­ate phys­i­cal, elec­tron­ic, and man­age­r­i­al pro­ce­dures to safe­guard and secure the infor­ma­tion we col­lect online.

Remov­ing your name from our mail­ing list
You have the right to ask to be removed from our email list by opt­ing out here or to be removed from our email, postal mail­ing list and/​or phone lists please email us at foundation@​maybach.​org or write us at Wil­helm & Karl May­bach Foun­da­tion, 2423 Polk Street, San Fran­cis­co, CA 94109 and include your name and address and any mail sam­ple addressed to you or note your com­plete phone num­ber for tele­phone removal. You may also call the Man­ag­er, US and Ger­man Oper­a­tions at (415) 571‑8810. If you wish to cor­rect or mod­i­fy your pub­lished donor infor­ma­tion, please mail, write or call as not­ed above.

Approved 8/​3/​16