Do Nonprofit Websites Need a Privacy Policy? A Complete Guide

Let's address the big question right away: yes, your nonprofit website needs a privacy policy.

Whether you're a small community organization or a large foundation, collecting personal information comes with responsibility. From donation forms to newsletter sign-ups, your website likely gathers data that falls under privacy regulations. But there's good news, too.

A thoughtfully created privacy policy isn't just about avoiding legal trouble. It's an opportunity to demonstrate your commitment to transparency and respect for supporters. When handled properly, privacy practices actually strengthen relationships with the people who make your mission possible.

We understand that you’re likely operating with limited resources and time—and that privacy compliance might seem like yet another task on an already overflowing plate. That’s why this guide breaks down the essentials into manageable steps, focusing on what matters most for mission-driven organizations.

Important note: This article provides educational information to help you understand privacy requirements for nonprofit websites. It is not legal advice. Implement suggestions as you see fit, and remember that it’s always recommended to consult a legal professional about your specific situation.

I. Why Every Nonprofit Website Needs a Privacy Policy

Legal Requirements Made Simple

Privacy laws might sound complex, but their core principles are straightforward. Most regulations center around a basic idea: people should know what happens to their personal information (and have some control over it).

Privacy Laws in Europe

The European Union's General Data Protection Regulation (GDPR) applies to organizations that collect data from EU residents—regardless of where your nonprofit is based. If you have donors, newsletter subscribers, or website visitors from Europe, these rules likely affect you. The GDPR requires clear disclosure about data collection and gives individuals rights over their information.

Privacy Laws in the United States

California has its own privacy laws—the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA). These laws apply to larger organizations meeting specific thresholds, but they set standards that are becoming common across the country. 

Several other states have followed with similar legislation, including:

• Colorado: Colorado Privacy Act
• Connecticut: Connecticut Data Privacy Act
• Utah: Utah Consumer Privacy Act
• Virginia: Virginia Consumer Data Protection Act

You can learn more about state-specific privacy laws and key dates of legislation through the U.S. state privacy legislation tracker from the International Association of Privacy Professionals (IAPP).

Does My Nonprofit Really Need to Worry About This?

Many nonprofits wonder if these regulations apply to them specifically. The answer often depends on factors like your:

• Size
• Revenue
• Geographic reach

Some privacy laws do have exemptions for nonprofits or small organizations. For example, the CCPA has thresholds related to annual revenue and the amount of data processed. However, these exemptions aren't universal, and the landscape continues to evolve.

Even if your organization falls under an exemption today, there are two compelling reasons to implement strong privacy practices anyway:

1. Exemptions can change.
2. Following privacy best practices helps build trust with your supporters—something every nonprofit needs.

Benefits Beyond Compliance

Privacy policies serve several purposes beyond checking a legal box. When done well, they demonstrate your organization's commitment to transparency and ethical practices.

Additional benefits include:

• Gaining Supporter Trust: Supporters entrust you with both their donations and their personal information. Respecting that dual trust creates stronger relationships.
• Showing You’re Listening: People are increasingly aware of privacy issues, and showing that you take their concerns seriously reflects positively on your organization.
• Reducing Future Risk: Implementing proper privacy practices can protect your nonprofit from potential problems down the road. Data breaches or privacy complaints can damage your reputation and divert precious resources from your mission.

II. Privacy Check-Up: What Data Are You Collecting?

Understanding Personally Identifiable Information (PII)

Before diving into your privacy policy, you need to understand what information you're actually collecting. Privacy laws focus on "personally identifiable information" (PII), or data that can identify a specific individual.

PII includes:

• Obvious Identifiers: These include names, email addresses, and phone numbers
  
• Less Obvious Information: Examples include IP addresses, donation history, or combinations of data that could identify someone (note that these details require special protection under privacy laws)

Nonprofits typically collect various types of PII through their regular operations. Knowing what data you gather is the first step toward responsible management.

Website Data Inventory

Look closely at all the ways your nonprofit website collects information from visitors. 

Start with the obvious places, like:

• Contact forms that capture names, email addresses, and sometimes additional details about inquiries
• Donation pages with forms that collect contact and payment information
• Newsletter sign-ups that require email addresses (and possibly demographic data)

Don't forget about less obvious user interactions, such as:

• Event registrations
• Volunteer applications
• Membership forms
• Account creation processes

Each of these touchpoints represents data collection that you should cover in your privacy policy.

Hidden Data Collection

Beyond the obvious forms, your website likely collects information in ways that aren't immediately visible to visitors—or even to you. These "behind the scenes" collection methods need disclosure too.

Common forms of hidden data collection include:

• IP addresses that are automatically logged when someone visits your website
• Cookies that track visitor behavior and preferences
• Analytics tools (like Google Analytics) that gather data about how people use your site

It’s important to know that third-party services embedded in your site—like donation processors, email marketing platforms, and social media buttons—may collect their own data through your website. You will need to understand and disclose these relationships.

Simple Audit Process

Conducting thorough inventory of your data collection practices doesn't have to be overwhelming. 

Start with these simple steps:

1. Begin by listing all the ways people interact with your website. For each interaction, note what information you collect and why you need it.
   
2. Next, review the third-party tools and services connected to your site. Check their privacy policies to understand what data they collect through your website. Make sure you're comfortable with their practices, as you're responsible for the data collected on your domain.
   
3. Document your findings to reference when creating your privacy policy. This inventory will also help you identify opportunities to minimize unnecessary data collection—a privacy best practice.

III. Creating a Privacy Policy That Actually Makes Sense

What Makes a Good Privacy Policy

Here are a few key characteristics of privacy policies that will help you avoid legal trouble and connect with supporters of your mission: 

• Clear and Readable: A good privacy policy communicates clearly without legal jargon. It should be honest about your practices and comprehensive enough to meet requirements. Most importantly, it should be something people can actually understand.
  
• Ethical and Transparent: Transparency is key. Rather than hiding questionable practices behind complicated language, focus on creating policies that reflect ethical data handling you're proud to share. This approach builds trust with your community.
  
• Legally Sound (Yet Accessible): Your policy should meet legal requirements while remaining user-friendly. This balance is particularly important for nonprofits, whose relationships with supporters are built on trust and shared values.

Essential Components of Your Privacy Policy

Every effective privacy policy includes these key elements:

• Data Collection Details: Provide a clear explanation of what personal data you collect and how you use it. Be specific about both the types of information and your purposes for collection.
  
• Access and Security: Explain who has access to the information, including any third-party service providers. Detail how long you retain different types of data and the security measures you have in place to protect it.
  
• User Rights: Include information about visitor rights regarding their data, including how to request access, correction, or deletion. Provide contact details for privacy questions and note when your policy was last updated.

Clarity That Builds Confidence: Making Privacy Easy to Understand

Nonprofit Samaritan’s Purse offers website visitors an entire Privacy Center that’s clear, organized, and user-focused. This page gives supporters a central place to understand how their information is used and what rights they have, making it easier for users to take control of their data preferences. Such transparency helps build trust and confidence.

Additionally, their privacy policy is written in straightforward language that’s easy to understand. It avoids heavy legal jargon and instead breaks down complex topics—like data collection and sharing—in a way that's clear and relevant to the average supporter.

For example, the section of their privacy policy outlining what personal data the organization collects uses bullet points to enhance readability and examples to clarify what each type of information means.

Where to Put Your Privacy Policy

Make your privacy policy easy to find. Include a link in your website footer so it appears on every page. Here’s an example from nonprofit Pathfinder:

Also link to your privacy policy from forms where you collect information and reference it in relevant communications.

Some organizations create a simplified version or visual guide to supplement their formal policy. This method can make the information more approachable while still offering the complete document to meet legal requirements.

Remember that your privacy policy is a living document that should evolve as your practices and applicable laws change. Review it regularly to ensure it remains accurate and compliant.

IV. Getting Permission: The Right Way to Ask

What Is "Consent" in Privacy Terms?

Privacy laws often require "consent" before collecting or using personal information. But consent means more than assuming people are okay with your data practices just because they use your site.

Valid consent is informed, specific, and freely given. This means people:

• Know what they're agreeing to
• Understand that consent relates to specific purposes
• Have a genuine choice

Do not bundle consent with other terms or make it a condition of service when it doesn't need to be.

Keep in mind that different types of data and usage may require different consent approaches. High-sensitivity information or unexpected uses typically require explicit opt-in consent, while some basic functional uses might use a different approach.

Cookie Consent Banners

Cookie banners have become a common sight on websites. These notices inform visitors about tracking technologies and allow them to make choices about what they accept.

An effective cookie consent banner explains what cookies you use and why. It provides genuine options—including the ability to reject non-essential cookies—and works properly from a technical standpoint.

Many affordable or free tools can help implement proper cookie consent. The key is selecting a solution that actually respects visitor choices rather than just displaying a notice for show.

Empowering Website Visitors With Cookie Choices: A Nonprofit Example

Here’s the cookie banner that pops up when you visit TechnoServe, a nonprofit that provides small-scale farmers and business owners with skills to increase their income and combat poverty.

This cookie banner uses clear, simple language to explain how TechnoServe uses cookies. It offers clear options to allow all cookies, customize cookie selection, or decline all together, with a link to the website’s privacy policy for full disclosure. 

It even provides visitors with user-friendly toggles so they can choose to allow only necessary cookies, cookies that track their preferences, or cookies that inform the organization’s statistics and marketing.  

These options empower visitors to make informed choices about their data, which builds trust and shows respect for user preferences. By offering simple, granular controls, the organization demonstrates a commitment to transparency and privacy—key values that help strengthen relationships with supporters.

Permission in Donation Forms

Donation forms collect some of your site's most sensitive information, including payment details and personal information.

Here are some quick tips to help you design your donation form in a way that demonstrates respect for your supporters:

• Clarify Data Requests: Clearly distinguish between required fields and optional information. Explain why you need certain details and how they'll be used.
  
• Request Explicit Consent: Include separate, unchecked consent boxes for any additional purposes, like adding donors to marketing lists.
  
• Address Ongoing Data Usage: Consider the unique aspects of recurring donations. These ongoing relationships have different privacy implications than one-time gifts. They may require additional explanations about how data will be handled over time.

Respecting Donor Choices: What Playworks Does Right

Playworks, a nonprofit organization that helps children build valuable skills through play, clearly separates essential information collection from optional marketing consent on its donation form. 

Essential information like name, email, and address are marked with a red asterisk. Supporters are given the option to hide their name and/or donation amount from the public, which helps build trust with donors who wish for their contribution to remain anonymous. 

Users also have to opt in to receive communications from Playworks in the future. This helps ensure that recipients of future messaging have actively consented to be contacted, which strengthens trust, supports legal compliance, and reduces the likelihood of privacy complaints.

The bottom of the nonprofit’s donation form adds another layer of transparency, offering clickable links to Playworks’ privacy policy, as well as GoFundMe’s terms and privacy notice. This thoughtful inclusion makes it easy for donors to access important information while reinforcing the organization’s commitment to openness and accountability.

Email Marketing Compliance

Email marketing remains one of the most valuable communication channels for nonprofits. However, it's also subject to specific privacy and anti-spam regulations.

Most laws require some form of consent before sending marketing emails. This usually means the person has actively opted in to receive your messages. Pre-checked boxes or automatically adding donors to marketing lists without specific permission generally doesn't meet requirements.

Always include unsubscribe options in your emails and honor these requests promptly. Maintain records of when and how people consented to receive messages, as this documentation helps demonstrate compliance.

V. Privacy Throughout the Fundraising Cycle

Donor Data Privacy Considerations

Donor information requires thoughtful handling throughout the fundraising relationship. To build trust and meet legal standards, consider implementing these best practices:

• Minimize Data Collection: Consider what information you truly need versus what might be nice to have. Collecting only necessary data is a privacy best practice (and often a legal requirement as well).
  
• Define Data Retention Periods: Develop clear policies about how long you will retain different types of donor information. While you may need to keep certain records for tax or accounting purposes, not all donor data needs to be kept indefinitely.
  
• Respect Special Relationships: High-value donors or those with special relationships to your organization may warrant additional privacy considerations. These individuals may share more sensitive information with you or have higher expectations about confidentiality.

Fundraising Events and Privacy

Fundraising events create unique privacy situations that extend beyond your website. Registration forms collect personal information, photos and videos may be taken, and attendee lists might be shared.

Obtain proper permissions for event photography and recording, especially if these materials will be used in marketing. Make it clear to registrants how their information will be used before, during, and after the event.

Also consider how you'll handle post-event communications. Just because someone attended your event doesn't necessarily mean they've consented to ongoing marketing messages.

Horizon Foundation: Helping Event Attendees Make Informed Choices

The website for Horizon Foundation, a Maryland-based organization that works to dismantle structural racism, features a crowd release page that does a great job of setting clear expectations about the use of filming and photography for event attendees.

It openly states that filming and photography may occur during events and clearly explains how those images might be used. This kind of transparency builds trust by treating supporters as informed participants rather than passive attendees.

Grant Applications and Institutional Funders

When seeking grants or institutional support, nonprofits often need to share information about their work, which might include details about the communities they serve. This creates additional privacy considerations.

Be careful about sharing beneficiary data with funders unless absolutely necessary. If you must share such information, anonymize it whenever possible and ensure you have appropriate permission.

Understand that grant applications may include sensitive organizational information. Check funder privacy policies to understand how they'll protect the information you provide about your nonprofit.

Payment Data Security and PCI DSS

If your nonprofit accepts credit card payments, you have responsibilities under the Payment Card Industry Data Security Standard (PCI DSS). These requirements help ensure payment information remains secure.

Most small-to-medium nonprofits use third-party payment processors to handle donations. This approach simplifies compliance since the processor takes on much of the security burden. However, you still need to ensure your integration is properly configured.

Document your payment processing setup and regularly review your compliance status. Even if you use an external processor, you share responsibility for the security of transactions initiated through your website.

VI. Special Privacy Considerations for Different Nonprofit Types

Medical and Health Nonprofits

Organizations working in healthcare face additional privacy requirements, particularly in the United States where the Health Insurance Portability and Accountability Act (HIPAA) may apply.

Health-related nonprofits need to be especially careful about collecting or sharing medical information. Even if HIPAA doesn't formally apply to your organization, the sensitive nature of health data warrants stronger privacy protections.

Clearly separate support functions (like donations) from any health information collection. When in doubt, consult with a privacy professional familiar with health data requirements.

Learning from Real Examples: Health Information Transparency at ACS

American Cancer Society’s website features a general privacy statement as well as a specific health privacy policy that details:

• What types of health information they collect
• How they collect health information
• How they may use health information
• With whom they may share health information

Within this policy, the organization provides clear and transparent explanations of how they handle sensitive health data to establish trust with supporters and keep them informed. Having a dedicated health privacy policy not only ensures compliance with health data regulations but also demonstrates a deeper commitment to protecting supporters’ most sensitive information.

Child-Focused Organizations

Nonprofits that work with children have special privacy obligations. In the United States, the Children's Online Privacy Protection Act (COPPA) sets strict requirements for collecting information from children under 13.

If your website is directed at children or if you knowingly collect information from children, you need specific privacy practices and parental consent mechanisms. The requirements are detailed and carry significant compliance obligations.

Even if your organization serves children but doesn't collect information directly from them, you should still be cautious about how you handle information about minors. Photos, stories, and identifying details about children require careful consideration and appropriate consent.

Advocacy and Political Nonprofits

Organizations engaged in advocacy work or political activities deal with information that could be sensitive due to its nature. Members and supporters may face risks if their affiliations become public in certain contexts.

Be sure to take these key precautions:

• Protect Sensitive Data: Use care and discretion when handling membership lists, petition signers, and donation records for cause-related work.
  
• Disclose With Transparency: Be transparent about how supporter information is protected and under what circumstances it might be disclosed.
  
• Navigate International Risks: Consider the implications of data collection across borders, especially for human rights organizations or those working on controversial issues. Privacy protections vary significantly between countries, creating additional complications.

International Aid Organizations

Nonprofits operating globally face a complex patchwork of privacy laws. International data transfers—moving personal information between countries—are increasingly regulated.

Understand the privacy implications of where your data is stored and processed. Cloud services often store information in multiple countries, which may trigger cross-border transfer restrictions.

Be sensitive to cultural differences regarding privacy. Expectations and norms vary widely across regions, and what seems acceptable in one context may be problematic in another.

VII. Keeping Data Safe: Security Basics

The Connection Between Privacy and Security

Privacy and security are closely connected. You can't protect people's privacy without securing their information. Even the best privacy policy is meaningless if poor security practices leave data vulnerable.

Security doesn't have to be complicated to be effective. Focus on basic protections that address the most common risks. For most nonprofits, implementing fundamental security practices will significantly reduce vulnerability.

Remember: security is an ongoing process, not a one-time project. Regular maintenance and updates are essential parts of protecting the information entrusted to your organization.

Website Security Fundamentals

Start with the basics to build a secure foundation for your website and protect supporter data:

• Enable HTTPS Encryption: Ensure your website uses HTTPS encryption by installing an SSL certificate. This technology encrypts information transmitted between visitors and your site. Most web hosting companies now offer free SSL certificates.
  
• Encrypt Sensitive Data: Secure your forms and payment processes. Information entered into forms should be encrypted in transit and stored securely. Donation forms deserve particular attention given the sensitive information they collect.
  
• Maintain Site Updates: Keep your website software, plugins, and themes updated. Outdated components are among the most common security vulnerabilities. Set a regular schedule to check for and apply updates.

Verifying Your SSL Certificate

Verify that your URL starts with "https://" rather than "http://” for an extra layer of security. You can also check that your site’s connection is secure by clicking the “tune” icon to the left of your URL. 

Click “connection is secure” to reassure yourself that your site is secure and your SSL certificate is valid.

Note: Previously, most browsers showed visitors a lock icon in their address bar to indicate a secure HTTPS connection. However, Google Chrome has replaced the lock icon with a “tune” icon, and many other browsers have followed suit.

Password and Access Management

Follow these tips for managing passwords and account permissions:

• Restrict User Access: Control who has access to your website and the data it contains. Not everyone on your team needs administrative access to everything. Assign permissions based on what people actually need to do their jobs.
  
• Strengthen Your Password Practices: Use strong, unique passwords for all accounts. Consider implementing a password manager to help your team maintain good password practices without creating undue burden.
  
• Activate Two-Factor Authentication: Enable this two-step authentication whenever possible. This adds a significant layer of protection by requiring something beyond just a password to access accounts.

What To Do if Something Goes Wrong

Despite best efforts, security incidents can happen. Having a simple response plan ready can help you address problems quickly and minimize potential harm.

Here are two key steps to take if personal data is compromised:

1. Determine what information was affected and who needs to be notified. Many privacy laws have specific requirements for data breach notifications.
   
2. Document the incident and your response. This record helps demonstrate that you took appropriate action. It can also inform improvements to prevent similar problems in the future.

VIII. Privacy-Friendly Tools for Nonprofits

Analytics Alternatives

Website analytics provide valuable insights but have many privacy implications. Fortunately, more privacy-friendly analytics options are now available.

Consider alternatives to standard Google Analytics, such as privacy-focused analytics platforms that collect less information or anonymize data more thoroughly. These tools can still provide the insights you need while respecting visitor privacy.

Alternatives to consider include:

• Plausible: Powered by European-owned cloud infrastructure, this tool doesn’t use cookies and is fully compliant with GDPR, CCPA, and PECR.
  
• Simple Analytics: This is another EU-based and hosted tool that does not use cookies.
  
• Fathom: This platform’s security is certified by leading 3rd-party auditors who monitor ongoing compliance with applicable laws, including GDPR, CCPA, CPRA, and more.

Here’s an example of what your dashboard could look like with a privacy-focused analytics platform like Plausible:

Focus on measuring what matters most for your mission. Often, nonprofits can accomplish their goals with less intrusive tracking than commercial businesses might need for marketing optimization.

Email Marketing Platforms

Email remains essential for nonprofit communication, but not all email marketing platforms handle privacy equally well. 

When evaluating tools for privacy and compliance, focus on how they support responsible data practices:

• Prioritize Consent: Look for services that support proper consent management and data minimization.
  
• Simplify Compliance Tracking: Choose platforms that make compliance features accessible. These include easy unsubscribe options, consent tracking, and data management tools that help you maintain records of permissions.
  
• Assess Regional Handling: Consider how your email marketing service stores and processes data, particularly if you have supporters in regions with strict privacy laws. Some platforms offer specialized features for different regulatory requirements.

Donation Processing

Payment processors vary in their privacy practices and security features. 

When evaluating donation payment processors, be sure to:

• Choose Secure Providers: Select providers that prioritize data protection and offer clear information about their compliance status.
  
• Prioritize Essential Data: Look for donation tools that follow data minimization principles. They should collect only the information needed to process transactions rather than gathering excessive data for marketing purposes.
  
• Evaluate the Whole Picture: Consider the end-to-end privacy implications of your donation system. This includes how information passes between your website, payment processor, and donor management system.

Free and Low-Cost Privacy Tools

Implementing privacy best practices doesn't have to strain your budget. 

Many helpful tools are available at minimal or no cost:

• Cookie Consent Solutions: These solutions range from free plugins to more sophisticated paid options, like Osano. Choose one that properly respects visitor choices rather than just displaying a notice.
  
• Privacy Policy Generators: Generators like Termly can provide a starting template for your privacy policy. Just be sure to customize the template according to your specific practices.
  
• Security Scanning Tools: Vulnerability assessment tools, like Tenable Nessus, can help identify vulnerabilities before they become problems.

IX. Step-by-Step Implementation Plan

Month 1: Assessment and Planning

1. Begin with a thorough inventory of your current data practices. Document what information you collect, how you use it, who has access, and how long you keep it. Identify any gaps between your current practices and privacy requirements.
   
2. Determine your priorities based on risk and resource availability. Focus first on high-risk areas like donation processing, sensitive information collection, or practices that might violate major privacy laws.
   
3. Develop a realistic timeline for implementation that accounts for your organization's resources. Remember that perfect compliance is a journey, not an overnight transformation.

Month 2: Policy Development

1. Create or update your privacy policy based on your data inventory. Ensure it accurately reflects your actual practices and meets legal requirements while remaining understandable.
   
2. Develop internal procedures for handling personal information consistently. Document how staff should respond to data-related requests, security incidents, or questions about your privacy practices.
   
3. Share draft policies with key stakeholders for feedback. Consider perspectives from different departments to ensure the policies work practically across your organization.

Month 3: Technical Implementation

1. Add necessary consent mechanisms to your website and other data collection points. Configure cookie notices, update forms, and implement permission systems for marketing communications.
   
2. Review and adjust settings in the tools and platforms you use. Privacy options in analytics, email marketing, and other services may need reconfiguration to align with your policies.
   
3. Test your implementation to ensure everything works as intended. Verify that consent mechanisms function properly and that your systems respect user choices.

Ongoing Maintenance

1. Schedule regular privacy check-ups at least annually. Review your policy, data practices, and technical implementation to ensure continued accuracy and compliance.
   
2. Stay informed about changing privacy laws and expectations. Designate someone to monitor developments relevant to your organization and recommend updates as needed.
   
3. Incorporate privacy considerations into new initiatives from the beginning. Building privacy into projects from the start is easier than retrofitting it later.

In addition to frequent privacy check-ups, it’s important to schedule regular website maintenance to keep your site fresh, secure, and effective. Learn more about nonprofit website maintenance best practices.

Building Trust Through Privacy

Privacy practices for nonprofit websites are ultimately about respecting the people who make your mission possible. By handling personal information thoughtfully, you demonstrate that your commitment to doing good extends to every aspect of your operations.

Start with manageable steps. Perfect privacy compliance isn't achieved overnight, but making steady progress shows your good faith effort. Focus first on the areas most important to your supporters and those with the greatest legal implications.

If you need help, resources are available. Privacy professionals familiar with nonprofits can provide guidance tailored to your situation. Many nonprofit associations also offer sector-specific privacy resources and communities for sharing experiences.

Being a privacy-conscious organization strengthens relationships with your supporters and protects your mission. In a world where trust is essential currency for nonprofits, respecting privacy is an investment that pays dividends through stronger community connections and organizational resilience.