The Central Oklahoma Humane Society (OK Humane) is committed to protecting the privacy of our donors. This policy will help ensure that all personal information is properly collected, used only for the purposes for which it is collected, and is disposed of in a secure and timely manner when it is no longer needed.
In this Policy, “personal information” means information that is recorded in any form, and that can be used to distinguish, identify or contact a specific individual. It does not include publicly obtainable information such as names, addresses and telephone numbers. “Donor” refers to any individual or organization that contributes funds, securities or property to OK Humane.
OK Humane and its employees are responsible for all Donor personal information in our possession. Every reasonable precaution shall be taken to protect and preserve the confidentiality of our Donors’ personal information. External service providers shall be required to agree to protect any personal information of Donors, use it for only the purposes set out in the scope of the contract with OK Humane, and destroy the information after use.
Use and Disclosure of Personal Information
OK Humane collects, uses and discloses personal information only for certain purposes that are identified to the Donor. The main uses will involve raising money to reach our campaign goals and to process gifts and return appropriate receipts. To publicly recognize and thank them for their generosity, we occasionally release a list of our Donors. In such cases, other organizations and third parties will have access to our Donor names and in some cases donation amounts.
Sharing or Selling of Personal Information
OK Humane does not sell, trade or rent Donor information to others. OK Humane may share Donor e-mail address and postal mailing lists to third parties for a single use. An organization receiving the mailing list must agree to strict parameters which limit the use of the data. For example:
- The names and mailing addresses will only be used for a specific project;
- OK Humane must approve the contents of the mailing piece before it is sent to the members of the list;
- The data file containing the Donor mailing list will not be forwarded to any other person or entity except when necessary to complete the specific project;
- No copies of any type of the data file will be made by the receiving organization; and
- The data file of the names and addresses will be returned or destroyed when the project is completed.
OK Humane only uses and discloses personal information with Donor permission. Donor permission can be in writing or implied, either verbally and/or electronically. A Donor may withdraw permission to collect, use, and disclose personal information at any time by giving OK Humane reasonable notice, subject to legal or contractual obligations. A Donor may opt out of sharing of any information, including name and address, by calling the Fundraising Department. When a Donor has communicated their desire to opt out of the disclosure of his or her information, OK Humane will not include the Donor’s data to another organization or third party.
Donors who wish to avoid any public recognition may inform the OK Humane when making a pledge or gift. This request for anonymity shall be honored until the Donor informs OK Humane otherwise.
Custody and Care of Personal Information
Donors may always correct their personal information if they believe that our records are not correct. If a Donor feels that any of our information about them is inaccurate or incomplete, the Donor has the right to ask us to change it or delete it. If a Donor’s personal information is wrong in any way, OK Humane will make the required changes.
Donors may request in writing to see personal information about them that is in the possession of the OK Humane. OK Humane will respond to Donor requests within a reasonable time (within 30 days or less) by either providing copies of the documents or access to the information.
OK Humane will keep Donors’ personal information only as long as it is necessary to satisfy the purposes for which it was obtained, or as legally required. Access to Donor file materials containing personal information is restricted to OK Humane Employees and authorized service providers who need it to do their jobs.
OK Humane has established appropriate security procedures to protect Donors’ personal information against loss, theft, unauthorized use, disclosure, or modification. The safeguards employed by OK Humane include, but may not be limited to, the use of limited access storage areas, locked files, and the use of encryption, secure servers, and computer workstation passwords. Appropriate measures will be undertaken when personal information is destroyed in order to prevent access or inadvertent disclosure to any unauthorized parties.