Bio Privacy Tab

The settings and buttons on this tab are designed to facilitate your organization's compliance with various privacy laws. In general, these laws require that you have the following features for the use of your donors, prospects, and others in your data.:

  1. Options to receive no mail, email, phone calls, or other contact from your organization.
  2. The option to receive a complete listing of all information that you have on file about them, their household or their organization.
  3. The option to be completely removed from your files.
  4. The option to be anonymous is their giving.

These are discussed in more detail below. Note that because these options have implications for how you communicate with your donors, you should use them with caution. We recommend that only the administrator or other high level user have rights to this tab.

Communications Options

There are several ways to handle communication options for people, couples, households and organizations.

  1. You can mark households and organizations as Do Not Contact, Do Not Mail, Do Not Email, Do Not Phone, and Do Not Solicit on the Bio Profile tab. These options apply to the entire entity, or household/organization, and to all of the names within the entity. You can edit these settings at the top of the Profile tab.
  2. You can mark individual names and couples as Do Not Contact, Do Not Mail, Do Not Email, and Do Not Phone. You edit these settings on the Names sub tab on the Profile tab. Note that when you mark an entity as Do Not Mail, for example, all of the names in that entity are automatically marked as Do Not Mail.
    1. You can mark individual addresses as Do Not Mail, phones as Do Not Phone, and emails as Do Not Contact. These appear on the Addresses, Phones, and Emails sub tabs on the Bio Profile tab. You can change these when you edit or add an address, phone, or email.
    2. In all three of the cases listed above, you can override these options when you set up a mailing. In Step 2 of the communications process, you can select "Include Do Not Mail Addresses" or "Include Do Not Email Addresses."
  3. In various reports you can filter on these settings to include or exclude names, depending on their values. For example, if you are preparing a list for a phonathon, you would need to filter out those marked Do Not Phone.
  4. You can use the Privacy tab settings to set communication preferences for the entire household or organization that cannot be overridden when you use the Communications features to set up a mailing. These options can be set on the Bio Privacy tab. If you have set these privacy options, even if you check "Include Do Not Mail Addresses" when setting up a mailing, members of the household or organization will not receive the mailing.

When you use the Privacy tab settings, these settings will automatically apply to the first three options listed above. For example, if you mark a household as Do Not Email on the Privacy tab, the Do Not Email checkbox is checked for the household and all people in the household on the Profile tab. All email addresses for the household are also marked as Do Not Contact. You cannot uncheck these boxes on the Profile tab or on the email address unless you first uncheck the box on the Privacy tab.

Note that the options on the Privacy tab do not remove phone numbers, email addresses, or physical addresses. If you prepare lists or reports outside of the Communications screen, you must use a filter to remove these households and organizations before you send a list to a mail house or prepare a report for a phonathon.

Data Request

In some privacy laws, organizations are required to send someone a complete listing of all data that is held by the organization about that person if they request it. The data must be in a spreadsheet form so it can be transported to another system.

This feature is available on the Privacy tab. On the top of the tab you can click on Export Entity Data to create the spreadsheet for the entire household or organization.

On the lower part of the tab, you can click on the Export Data for an individual or couple name.

The feature exports all data with the exception of any attachments, like photos or documents attached to activities. Note that all notes and comments are included in the export.

Right to be Forgotten

According to some privacy laws, a person must be able to request that an organization purge all information about them from their files.

This feature is available on the Privacy tab. On the top of the tab you can click on Entity Right to Be Forgotten to remove all data about the entire household or organization.

On the lower part of the tab, you can click on the Right to be Forgotten for an individual or couple name.

When you do this, all names, addresses, phone numbers, email addresses and activities are removed. Certain information is retained so that your historical data is still accurate. This includes gifts, pledges, relationships, memberships, grants, grant payments, guest stays, guest payments, event registrations, and volunteer hours. However, since the names have been removed, all of this additional information is anonymous.

The name is replaced with "RTBF" plus the ID# of the entity or person. You may see this on gift reports, for example.

Right to be Anonymous

There are several places where you can mark a gift as anonymous:

On the gift itself, by checking the Anonymous check box on the Gift screen.

On the Bio Profile tab, by checking Make Gifts Anonymous in the top section. This automatically marks all household or organization gifts as anonymous by checking the Anonymous check box on the Gift screen. However, you can override this and uncheck the box for a particular gift.

On the Bio Profile tab, by checking Make Gifts Anonymous by an individual or couple name in the Names section. This automatically marks all gifts from that person or couple as anonymous by automatically checking the Anonymous check box on the Gift screen. However, you can override this and uncheck the box for a particular gift.

On the Privacy tab, by checking Make Gifts Anonymous Entity in the top section or Make Gifts Anonymous next to an individual or couple name in the lower part of the tab. This automatically marks all gifts as anonymous by automatically checking the Anonymous check box on the Gift screen. In this case, however, you may not uncheck the Anonymous check box for a particular gift. All gifts, without exception, are anonymous.