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Donor Policy

Boys & Girls Clubs of San Antonio Donor Policy

The Boys & Girls Clubs of San Antonio respects the privacy of its donors and has put in place a Donor Privacy Policy to honor these rights.

Donor Information Sharing

  • BGCSA does not sell, rent, trade, or share our donor’s personal information with any other organizations.
  • We respect our donors’ choices and control over their information. You, as a donor may, at any time, have your name excluded from any donor list exchange activity. To ask that your name be excluded from list exchange activity or to otherwise change how BGCSA contacts you, please email us at [email protected].
  • From time to time BGCSA will share donor or prospective donor information with Clubs to ensure collaborative efforts.
  • If an individual requests that information be shared with a Boys & Girls Club then BGCSA will comply with their wishes.
  • BGCSA never sends out mailings on behalf of other organizations.
  • BGCSA expects vendors to uphold privacy guidelines. If data is shared, a Non-Disclosure Agreement will be entered into with the vendor and the sharing of data is prevented by contract stipulations that are present in contacts between BGCSA and our vendors.

Collection Of Data

BGCSA collects personal data through event registration, email subscription, online donation services, postal mail, wire transfer, phone, and other electronic means. We only collect this information when users submit it voluntarily or through the public domain. If a user prefers not to submit such information online, they may contact BGCSA to determine an appropriate channel to transmit this information.

  • From these services, we may collect a person’s first name, last name, email address, company, position, secondary email address, address, city, state, zip code, and phone numbers (home, work, or mobile). We may collect event-specific information pertaining to a person’s attendance, meal preferences and guests. We may collect the provided name and email of a spouse, contributor or foundation to facilitate the recognition for a gift. This confidential information is kept on file for IRS purposes.
  • BGCSA complies with CANSPAM and at any time donors, volunteers, alumni and friends may “opt- out” or be removed from our contact lists and can unsubscribe to emails. BGCSA will discontinue contact with any person upon oral or written request. For questions regarding our privacy policy or to make an “opt-out” request, please feel free to contact us at: Boys & Girls Clubs of San Antonio Administrative Services 123 Ralph Avenue San Antonio, TX 78204 Phone: (210) 436-0686 Email: [email protected]
  • BGCSA will maintain an electronic record in our database of all requests for discontinuance of contacts. Oral requests will be recorded in writing by BGCSA staff and will then be permanently recorded in the electronic donor database.

Storage Of Data

  • To prevent unauthorized access, maintain data accuracy, and ensure the correct use of information, we have put in place appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect online.
  • Donor information is maintained in a password-protected, secured database. Only authorized personnel have access to this information and only for appropriate business purposes. This information is shared with board members and authorized staff, only on a confidential and need-to-know basis.

Discontinuing Contact Upon Request

It is the policy of Boys & Girls Clubs of San Antonio (BGCSA) to communicate with donors according to their expressed preferences whenever possible. BGCSA will discontinue or change the method used to contact any person upon that person’s oral or written request.

To change your contact information or remove your name from our contact list, please contact us at [email protected] or (210) 436-0686.

On Line Security And Enforcement

BGCSA has an online privacy policy. The policy may be viewed here BGCSA Online Privacy Policy.

Annual Report

BGCSA publishes a list of the names of donors over a designated amount in an annual report. Options for anonymous giving and “opt-out” selections are available. Please contact BGCSA for these requests.


Event Attendee's Information

  • BGCSA may utilize a system to collect information about guests that are seated at event tables. This information may include name, email, company and address.
  • Guests may follow the “opt-out” options outlined in this policy.

Privacy Enforcement With Vendors

  • If data is shared, a Non-Disclosure Agreement will be entered into with the vendor and the sharing of data is prevented by contract stipulations that are present in contacts between BGCSA and our vendors. We do not authorize these service providers to use or disclose the information except as necessary to perform services on our behalf or to comply with legal requirements.
  • BGCSA may also occasionally ask users to complete surveys for research purposes. There also may be services on our website that require you to fill out an online form or send BGCSA an e-mail message in order to utilize these services. BGCSA collects any information that you provide in such circumstances, including any personal information.

Privacy Enforcement With Corporations/Employee Giving

  • Some corporations support BGCSA through employee giving programs and campaigns. Generally these are managed by the corporation and are processed through payroll deduction.
  • BGCSA seeks permission from the corporation before adding any employees to the BGCSA database.
  • BGCSA may share cumulative giving totals, but will not share individual donor/employee names.
  • Employees may participate in matching gift programs with their employers. Matching gift requests are sent to the corporation for processing with the knowledge of the employee and the appropriate paperwork.


Human Resources

  • The BGCSA Human Resources department ensures that all documents and paperwork that contain personal information, including social security numbers are protected at all times. The primary storage area for all personnel records is a confidential file room which is located in the BGCSA Human Resources department.
  • All BGCSA Trustees and BOD members have annual background checks that are processed by the BGCSA Human Resources department, yet an external third-party specialist company actually runs the background checks.
  • All BGCSA employees undergo annual background checks.
  • Boys & Girls Clubs are required to run annual background checks as well on their employees and volunteers, and they may use several options, including the local Police Department or one of the professional external third-party companies that specialize in this area.
  • Completed BGCSA employment applications are received and hosted through Paycom. This data is accessed through a protected web portal accessed only by Human Resources staff.


Privacy Policy Modifications

This privacy policy may by updated from time to time. This policy was last updated in March 2019.

Existing BGCSA Privacy Policies

See BGCSA Online Privacy Policy here.

Research references that were used to contribute to the origination of this document: BGCA Online Donor Privacy Policy, St. Jude Children’s Research Hospital, Goodwill Industries of Southern NJ and Philadelphia, The Bella Foundation, Inc., The Washington Institute for Near East Policy, The Jamestown Foundation, The Carnegie Institute for Science, The National Council of Nonprofits, Animal Human Society, The National WWII Museum, Inc. and the Epilepsy Foundation of Minnesota.

BGCSA subscribes to the Donor Bill of Rights.

Philanthropy is based on voluntary action for the common good. It is a tradition of giving and sharing that is primary to the quality of life. To assure that philanthropy merits the respect and trust of the general public, and that donors and prospective donors can have full confidence in the not-for-profit organizations and causes they are asked to support, we declare that all donors have these rights:

  • To be informed of the organization’s mission, of the way the organization intends to use donated resources, and of its capacity to use donations effectively for their intended purposes.
  • To be informed of the identity of those serving on the organization’s governing board, and to expect the board to exercise prudent judgment in its stewardship responsibilities.
  • To have access to the organization’s most recent financial statements.
  • To be assured their gifts will be used for the purposes for which they were given.
  • To receive appropriate acknowledgment and recognition.
  • To be assured that information about their donations is handled with respect and with confidentiality to the extent provided by law.
  • To expect that all relationships with individuals representing organizations of interest to the donor will be professional in nature.
  • To be informed whether those seeking donations are volunteers, employees of the organization or hired solicitors.
  • To have the opportunity for their names to be deleted from mailing lists that an organization may intend to share.
  • To feel free to ask questions when making a donation and to receive prompt, truthful and forthright answers.

The text of this statement in its entirety was developed by the American Association of Fund-Raising Counsel (AAFRC), Association for Healthcare Philanthropy (AHP), Council for Advancement and Support of Education (CASE), and National Society of Fund Raising Executives (NSFRE).

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