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Overview

Encore Donor Privacy Policy

Encore is committed to respecting the privacy of its donors. Encore will not sell, share or trade donors' names or personal information with any other entity, nor send mailings to Encore’s donors on behalf of other organizations.

This policy applies to all information received by Encore, both online and offline, on any platform ("Platform", includes the Encore website and the Blackbaud/eTapestry/Neon CRM donor management platform), as well as any electronic, written, or oral communications.

To the extent any donations are processed through a third-party service provider, Encore’s donors’ information will only be used for purposes necessary to process the donation.

Information Collected

Encore collects and maintains the following types of donor information:

• Contact information: name, complete address, phone number, email address
• Donation information: amounts donated, date of donation(s), method and stimulus
• Donor requests and comments

How Information is Used

Encore uses your data to maintain records of donations, send acknowledgements, mail year- end tax statements to you, send newsletters, notices and direct mail pieces, and for internal marketing purposes.

Encore normally adds you to its mailing list, unless you request otherwise.

Unless specifically requested otherwise, Encore may list individual donors’ names in ANY of our publications, including Encore’s Annual Report, concert programs, or on Encore’s website.

Corporate and Foundation sponsors are also listed in Encore’s Annual Report and event programs.

Encore may use donor’s written comments/letters occasionally to post on Encore’s website, Annual Report, newsletters and other marketing materials and to respond to donor inquiries.

All uses of comments/letters are anonymous unless Encore secures permission for the individual quoted.

Approved by Encore’s Board of Directors May 1, 2019

Credit card numbers are not retained once processed. Encore’s online donation forms have an SSL certificate to ensure privacy. Donations over 2% of Encore’s entire budget must be reported on IRS Form 990, Schedule B.

Encore uses website statistics to analyze website usage. No personal information is collected.

No Sharing of Personal Information

Encore will not sell, rent, trade or transfer your personal information to outside organizations.

Use of donor information will be limited to the internal purposes of Encore and only to further Encore’s mission. Nevertheless, security measures may not prevent all losses, and Encore is not responsible for any damages or liabilities relating to security failures.

Removing Your Name From Encore's Mailing List

Please contact Encore if you wish to be removed from our mailing list. Email info@encorecreativity.org or call (301) 261-5747

GIFT SOLICITATION AND ACCEPTANCE POLICY

©Standards for Excellence Institute, 1999-2016

Updated and approved by Encore Board of Directors July 25, 2018

Solicitations and Acknowledgements:

• Encore Creativity Corporation’s (Encore) solicitations and acknowledgements will be accurate, truthful, and candid.
• Solicitation materials and acknowledgements/receipts shall follow all federal and state requirements for solicitations, including, but not limited to:
• Disclaimers, such as those required by State charity regulators;
• Disclosure statements, indicating that the organization is a charitable nonprofit and statement such as those required by state charity regulators;
• Indication of the value of goods or services provided to the donor in exchange for their gift;
• Reporting to the IRS:
• Encore will provide donors who make contributions of noncash property with a value of over $500 to donors so that the donor may attach this form to their taxes.
• Encore will file Form 8282 with the IRS if it sells, exchanges or disposes of property within two years of the donation on or before the 125th day after the organization sells, exchanges or disposes of the property.).

Acceptance of Donated Gifts:

• Encore solicits and accepts gifts that are consistent with its mission and that support its core programs, as well as special projects.
• Donations will generally be accepted from individuals, partnerships, corporations, foundations, government agencies, or other entities, without limitations—unless acceptance of gifts from a specific source is inconsistent with Encore’s mission.
• In the course of its regular fundraising activities, Encore may accept donations of the following: money, securities, real property, and personal property.
• Certain types of gifts must be reviewed prior to their being accepted because they may create liabilities or impose special obligations on Encore. The types of gifts that will require review, and the review process, are as follows:
• Gifts of real property – land and/or buildings may only be accepted upon careful review and approval of the Board of Directors;
• Gifts of personal property – personal property such as automobiles, furniture, business equipment, may only be accepted upon approval of the Board of Directors;
• Gifts of securities, insurance, trusts, annuities, bequests, retirement plans, – stocks, bonds, or other securities may only be accepted upon approval of the Board of Directors;
• Restricted gifts – gifts that may only be used for restricted purposes may only be accepted upon approval of the Executive Director;
• Unusual gifts – gifts that are out of the ordinary, such that they differ significantly from the amounts or types of gifts that are routinely received by the organization, may only be accepted upon approval of the Executive Director.

• Encore may elect to refuse gifts of cash, securities, real estate or other items of value if there is reason to believe that such gifts are incompatible with the mission of the organization, conflict with its core values, or would create a financial, administrative, or programmatic burden. The Executive Director is directed to refer questionable gifts to the Board of Directors for guidance on a case-by-case basis. Employees of the organization are encouraged to bring to the attention of the Executive Director any concerns they may have about the appropriateness of accepting any gift.
• Encore may elect to refuse gifts of any type if the potential gift poses a conflict of interest – including but not limited to real conflicts of interests, appearances of conflicts of interest, or perceived conflicts of interest.

Restricted Gifts and Honoring the Intention of Donors

• Encore follows the Donor Bill of Rights (developed by American Association of Fund Raising Counsel, Association for Healthcare Philanthropy, the Council for Advancement and Support of Education, and the Association of Fundraising Professionals).
• When funds are accepted with restrictions, restrictions will be honored. If restrictions cannot be honored, gifts will be returned to the donor.
• Requests by donors to remain anonymous have their names removed from mailing lists, or to restrict appeals will be honored. Information about donors that donors wish to remain confidential including contact information and amount of gifts, may be held in confidence upon request. Donors will not be subject to excessive pressure when solicited for contributions.

Working with Outside Fundraisers

• Encore does not pay fundraisers based on a percentage of the amount raised or other commission formula.
• Encore only hires fundraisers and fundraising counsel who are properly registered with the State of Maryland or other applicable jurisdiction.

Monitoring All Fundraising Activities

• Encore’s Executive Director will approve all fundraising activity conducted by any staff, volunteers, consultants, contractors, board members, and others soliciting on behalf of the organization.

On occasion, Encore may find it necessary to retain legal counsel to assist with issues related to accepting gifts to review transactions, contracts, agreements, restrictions, and address actual, potential or perceived conflicts of interest. Donors may engage their own legal or tax counsel as they consider gifts, but this counsel must not be Encore’s legal counsel.