Introduction
Donate By Email ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, protect, and handle your personal information when you use our fundraising platform.
Information We Collect
We collect the following types of information:
School and Team Information
- School name, contact information, and administrator details
- Team information including team names and coaching staff contacts
- Athlete names, email addresses, and profile information
- Payment processor connection details (Square or Stripe account IDs)
Donor Information
- Names and email addresses of potential donors
- Donation amounts and transaction history
- Communication preferences and unsubscribe requests
Usage Information
- Email delivery statistics (opens, clicks, bounces)
- Platform usage data and login information
- Technical information such as IP addresses and browser types
Email Protection and Privacy
How We Protect Email Addresses
We take the security of email addresses very seriously:
- Encryption: All email addresses are stored in encrypted databases
- Access Control: Only authorized school administrators and coaches can access donor email lists for their own teams
- No Sharing: We never sell, rent, or share email addresses with third parties
- Limited Use: Email addresses are only used for fundraising communications directly related to the school or team
- Secure Transmission: All data is transmitted over secure HTTPS connections
Unsubscribe Management
We maintain a comprehensive unsubscribe system:
- One-Click Unsubscribe: Every fundraising email includes an easy unsubscribe link
- Permanent Records: When someone unsubscribes, we maintain a permanent record to prevent future emails
- Immediate Effect: Unsubscribe requests take effect immediately—no waiting period
- Platform-Wide: Unsubscribing from one team's emails prevents emails from all teams using our platform
- No Re-subscription: Once unsubscribed, an email address cannot be re-added without explicit consent
Your Data Rights
Right to Access
You have the right to request a copy of all personal data we hold about you. Contact us at privacy@donatebyemail.com to request your data.
Right to Deletion
You have the right to request deletion of all data associated with your name and email address:
- Complete Removal: We will delete all personal information including name, email, donation history, and communication records
- 30-Day Processing: Deletion requests are processed within 30 days
- Permanent Action: Once deleted, data cannot be recovered
- Exception: We may retain limited data if required by law for tax or financial reporting purposes
To request deletion, email us at privacy@donatebyemail.com with your name and email address.
Right to Correction
You have the right to request correction of inaccurate personal information. Contact us with the specific information that needs to be corrected.
How We Use Your Information
We use collected information for the following purposes:
- Fundraising Communications: Sending donation requests and thank you messages on behalf of schools and teams
- Transaction Processing: Processing donations through Square or Stripe
- Tax Receipts: Generating and sending tax-deductible donation receipts
- Platform Operations: Managing accounts, providing customer support, and improving our service
- Compliance: Meeting legal and regulatory requirements
- Analytics: Understanding platform usage to improve features and user experience
Data Sharing and Third Parties
We share data only in the following limited circumstances:
- Payment Processors: Donor information is shared with Square or Stripe to process donations
- Email Service: Email addresses are processed through our email delivery system (Mailgun) to send fundraising messages
- Cloud Infrastructure: Data is stored on Cloudflare's secure infrastructure
- Legal Requirements: We may disclose information if required by law or court order
We never sell or rent your personal information to third parties.
Data Security
We implement industry-standard security measures:
- All data transmission uses SSL/TLS encryption (HTTPS)
- Database encryption at rest
- Regular security audits and updates
- Role-based access controls
- Secure password hashing
- Regular backups with encrypted storage
Payment Information
We never store credit card information. All payment processing is handled directly by Square or Stripe. We only receive confirmation that a payment was successful and the transaction ID for record-keeping purposes.
Cookies and Tracking
We use minimal cookies to maintain user sessions and remember login preferences. We do not use third-party tracking cookies or advertising networks.
Children's Privacy
Our platform is designed for use by schools and athletic teams, which may include information about student athletes. We do not knowingly collect personal information directly from children under 13 without parental consent through the school. Schools using our platform are responsible for obtaining appropriate consent from parents/guardians.
Data Retention
We retain personal information for as long as necessary to provide our services and comply with legal obligations:
- Active Accounts: Data is retained while the school account is active
- Archived Teams: Historical data for archived teams is retained for 7 years for tax and financial record purposes
- Unsubscribed Emails: Maintained permanently to honor unsubscribe requests
- Deleted Accounts: Most data is deleted within 90 days of account closure, except as required by law
Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify schools of any material changes by email and update the "Last Updated" date at the top of this page. Continued use of the platform after changes constitutes acceptance of the updated policy.
Contact Us
For any privacy-related questions, concerns, or requests (including data access, correction, or deletion), please contact us at: