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Donor Data Handling Agreement

The Donor Data Clinic

Last Updated: April 24, 2026

The short version

If you only read one section, read this one.

  • Your donor data is handled securely. We use reasonable security measures, including encrypted transmission, restricted access, and secure storage, to protect donor files submitted to the Donor Data Clinic.
  • Your donor data is used only for your cleanup. We use submitted donor data solely to deliver the Clinic’s services to your nonprofit — and for no other purpose.
  • Your donor data is not sold, rented, marketed, or shared with unrelated third parties. It is accessed only by CharityHowTo and our authorized service provider, GrantLedger, solely to deliver your cleanup.
  • Your donor files are deleted after delivery. Submitted donor files and our internal copies of completed deliverables are deleted within 7 days after delivery, unless you ask us to keep them longer for follow-up support.
  • You remain in control. Your nonprofit remains responsible for the donor data it submits. CharityHowTo and GrantLedger handle your donor data only as service providers for this specific cleanup.

The full details are below. The plain-English summary above reflects how we handle donor data submitted to the Clinic.

1. What this agreement covers

This Donor Data Handling Agreement (“Agreement”) describes how donor data submitted to The Donor Data Clinic (“the Clinic”) is collected, used, protected, and deleted.

It applies specifically to donor records, contact information, giving history, and related information that nonprofit organizations submit to receive the Clinic’s data cleanup services.

This Agreement applies specifically to donor data submitted to the Clinic. CharityHowTo’s general Privacy Policy continues to apply to CharityHowTo’s website, forms, accounts, communications, and educational services.

For donor data submitted to the Clinic, the submitting nonprofit organization remains the data controller. CharityHowTo — Giving Channels, LLC d/b/a CharityHowTo — acts as a service provider and data processor for the limited purpose of delivering the Clinic’s services.

CharityHowTo engages LC Ventures LLC, a Wyoming limited liability company doing business as GrantLedger (“GrantLedger”), as an authorized service provider and subprocesser to support the technical delivery of the Clinic’s services.

Before donor data is processed through GrantLedger, CharityHowTo will require GrantLedger to handle donor data only for the purpose of delivering the Clinic’s services and under data handling obligations substantially equivalent to those in this Agreement.

2. What we collect

When a nonprofit organization submits data to the Clinic, we receive the donor data file or files the nonprofit uploads. This may include:

  • Donor names
  • Donor contact information, such as email addresses, mailing addresses, and phone numbers
  • Giving history, such as gift amounts, dates, frequency, and designations
  • Other donor-related fields the nonprofit chooses to include in the submitted file

We also collect information from the nonprofit submitting the data, including organizational name, contact person, contact email, and responses to intake questions. That information is covered by the CharityHowTo Privacy Policy.

3. How we use the donor data

Submitted donor data is used solely to deliver the Clinic’s services to the submitting nonprofit — and for no other purpose.

This may include:

  • Cleaning and deduplicating the donor list
  • Auditing contact information
  • Applying standard donor segments, such as active, lapsed, LYBUNT, SYBUNT, recurring, first-time, and major donors
  • Producing a prioritized outreach list
  • Preparing a summary report of findings

Donor data is not used for marketing, advertising, commercial solicitation, list-building, resale, AI training, or unrelated product development.

Donor data is not sold, rented, licensed, or disclosed to data brokers, list vendors, advertisers, or marketers.

Donor data is not combined with donor data from other submitting nonprofits.

4. Who handles the donor data

Donor data is handled only by CharityHowTo and GrantLedger for the purpose of delivering the Clinic’s services to the submitting nonprofit — and for no other purpose.

CharityHowTo receives the donor data as the service provider for the submitting nonprofit. GrantLedger supports the technical delivery of the Clinic’s services as CharityHowTo’s authorized service provider and subprocesser.

No unrelated third parties are given access to donor data.

We do not sell, rent, share, or disclose donor data to:

  • CharityHowTo affiliates, subsidiaries, partner companies, or related brands, including Nonprofit Library, Nonprofit Apps, or Nonprofit Discounts, for any purpose unrelated to delivering the Clinic’s services
  • Third-party marketers or advertisers
  • Data brokers or list vendors
  • Any party not directly involved in delivering the submitting nonprofit’s cleanup

5. How we protect the donor data

We use reasonable and appropriate security practices designed to protect donor data submitted to the Clinic, including:

  • Encrypted transmission through secure upload methods
  • Secure storage while donor data is being processed
  • Access restricted to authorized personnel at CharityHowTo and GrantLedger
  • Authentication controls on systems where donor data is processed
  • Administrative procedures designed to limit access to the data only to those who need it to deliver the Clinic’s services

While we use reasonable measures to protect donor data, no transmission or storage of information over the internet can be guaranteed to be completely secure. We accept responsibility for handling donor data carefully and in accordance with this Agreement.

6. How long we keep the donor data

Submitted donor data is retained only for the time required to complete the nonprofit’s cleanup and deliver the results.

Submitted donor files and our internal copies of completed deliverables are deleted within 7 days after delivery, unless the submitting nonprofit asks us to retain the data longer to support follow-up questions, clarifications, or revisions.

If the submitting nonprofit asks us to retain the data longer, we will keep it only for the requested support period and then delete it on the same terms.

We may retain minimal, non-donor-specific metadata about the engagement for business records, customer support, and quality assurance. This may include the nonprofit’s name, the date of submission, and a summary of services delivered. This metadata does not include donor-identifying information.

7. What nonprofits should not submit

The Clinic is designed for donor data cleanup. Please submit only the donor information needed for that purpose.

Do not submit sensitive information that is not needed for donor data cleanup, such as protected health information, children’s data, Social Security numbers, bank account numbers, credit card numbers, or payment card data.

By submitting donor data to the Clinic, your nonprofit confirms that it has the right to share the data with us so we can provide the cleanup service.

8. Changes to this Agreement

When you submit donor data to the Clinic, the version of this Agreement in effect at that time applies to that submission.

Future updates to this Agreement apply only to future submissions, unless you separately agree otherwise.

We may update this Agreement from time to time. The “Last Updated” date at the top reflects the most recent version.

9. Contact us

Questions about this Agreement or about how donor data submitted to the Clinic is handled can be directed to:

Giving Channels, LLC d/b/a CharityHowTo
6305 Naples Blvd #1052
Naples, FL 34109
Email: support@charityhowto.com
Phone: +1 (786) 243-6016