Privacy Policy

This Privacy Policy explains how Americloud Tek Solutions LLC, doing business as Donatefy ("Donatefy," "we," "us," or "our"), collects, uses, shares, and protects personal information when you visit our website, use the Donatefy platform, or give to an organization that uses it.

1. Who we are and what this covers

Donatefy is operated by Americloud Tek Solutions LLC, 1635 W Wise Rd, Suite 8, Schaumburg, IL 60193-5476, United States. This policy covers:

• Our website at www.donatefy.org, including the page where you can book a demo.
• The Admin Portal that organizations use to run campaigns, manage donors, review reporting, and manage devices.
• Hosted giving experiences: E-Fundraiser giving sites, standalone campaign pages, embedded donation forms and donate buttons, and QR codes.
• The Donor Portal, where donors view their giving history, download receipts, and manage recurring plans.
• Donatefy software on in-person devices: FS-22 floor-standing and WM-22 wall-mounted kiosks, Stripe Reader S700/S710 handhelds, and the Mobile App, which accepts Tap to Pay on iPhone and Android.

Together these are the "Services." People use the Services in different roles, and this policy addresses each of them:

• Organizations are the nonprofits, faith-based organizations, schools, and similar entities that use Donatefy to run campaigns and collect donations. The people who administer an Organization's account are "Organization Users."
• Donors are individuals who give to an Organization through the Services, online or in person, and who may choose to create a Donor Portal account.
• Visitors are people who browse our website, contact us, or book a demo.

Your use of the Services is also governed by our Terms of Service and, for Organizations, our License Agreement. Our security practices are described on our Trust and security page.

2. Information we collect

We collect information you give us directly, information about donations made through the Services, and some information automatically when you use the Services.

Information you provide directly

When you contact us, book a demo, create an account, or give through the Services, you may provide:

• Full name
• Email address
• Phone number
• Mailing address
• Organization or charity name
• Anything else you choose to send us, such as a message or notes for a demo

When you donate, you also provide payment information, which Stripe handles as described in Section 4.

Information from Organization Users

• Account and team data: name, work email address, login credentials, and assigned role and permissions.
• Organization profile and configuration: the Organization's legal name, EIN, logo, receipt branding and tax language, campaign settings, donation form fields, device assignments, and integration settings.
• Billing and subscription data: plan details and billing contact information for the Organization's Donatefy subscription.
• Support communications: messages, requests, and related records when an Organization User contacts us.

Information about Donors

When a Donor gives through an Organization's campaign, we process the information that campaign is set up to collect. Each Organization decides which fields its donation forms request.

• Identity and contact details: typically name and email address, plus any additional fields the Organization adds, such as phone number or mailing address.
• Donation details: amount, date, currency, campaign, fund or designation, giving channel (for example an online form, a kiosk, a handheld reader, or the Mobile App), and the device or page used.
• Recurring plan data: plan status, frequency, and schedule for recurring gifts.
• Fee coverage choice: whether the Donor chose to cover processing costs on a gift.
• Receipt records: the confirmations and receipts for each gift, including year-end summaries.
• Donor Portal accounts: if a Donor creates a Donor Portal account, we collect login credentials and keep the Donor's giving history across the Organizations they support, with the receipts, year-end summaries, and recurring plan settings the Donor manages there.

Information collected automatically

• Device and browser data: IP address, browser type, operating system, device identifiers, and language settings.
• Usage and log data: pages visited, the referring page, actions taken, timestamps, and error and diagnostic records, including the server logs our hosting provider keeps for requests to our website.
• Device status data: for kiosks and readers running Donatefy software, operational signals such as connectivity, software version, and device health, so we can provide remote support and status visibility to the Organization that owns the device.
• Cookies and similar technologies, described in Section 7.

We use automatically collected information to operate and secure the Services, diagnose problems, and understand, in aggregate, how the Services are used.

3. How we use information

• Providing the Services: running campaigns, processing donations and payments through Stripe, operating kiosk, handheld, and Mobile App software, powering the Donor Portal, and syncing data to the integrations an Organization connects.
• Receipts and records: creating and delivering donation confirmations, recurring gift receipts, and year-end summaries with the branding, EIN, and tax language the Organization configures.
• Support and communication: responding to your requests and questions, scheduling and running demos, troubleshooting, providing remote support for Organization-owned devices, and sending service notices and updates.
• Personalizing your experience: remembering settings and preferences, such as an Organization's configuration or a Donor's recurring plans.
• Improving the Services: understanding how the Services are used so we can fix problems and improve features, using aggregated or de-identified data where practical.
• Security and fraud prevention: authenticating Users, enforcing roles and permissions, detecting and preventing fraud, unauthorized activity, and abuse, and keeping logs for security review.
• Marketing to Organizations: sending product news to Organization Users and to people who asked about Donatefy. You can opt out at any time.
• Legal compliance: meeting recordkeeping, tax, and other legal obligations, and enforcing our Terms of Service.

4. Payments and Stripe

Donatefy uses Stripe, including the Stripe Terminal SDK on in-person devices, to process payments. Every donation made through the Services, online or in person, is processed by Stripe and settles directly into the Organization's own Stripe account. Donatefy does not hold, pool, or transmit donor funds.

When you pay, your card details are entered into payment components that Stripe provides and are processed by Stripe. Stripe may collect and process:

• Card number, expiration date, and security code (CVV)
• Billing details, such as name and billing address
• Transaction details, such as amount, currency, date and time, and the device or location of an in-person payment

Donatefy does not store full card numbers or security codes on its servers. We receive limited payment details from Stripe, such as card brand, the last four digits of the card, tokenized payment references, and transaction status, which we use to show giving history, support recurring plans and refunds, and generate receipts.

Stripe protects the payment information it processes with industry-standard security practices, including encryption. Because Stripe processes your payment, your payment information is also subject to the Stripe Privacy Policy, which we encourage you to review. Donatefy is a verified Stripe Partner. Stripe does not review or endorse this policy.

5. Organizations and donors

For donor information collected through an Organization's campaigns, the Organization is in charge of that information. The Organization decides which fields to collect, how receipts are branded, when refunds are issued, which team members can see donor records, what communications are sent, and which integrations receive donation data. Donatefy processes that information on the Organization's behalf to provide the Services, following the Organization's configuration and our agreement with it. Organizations work with donor records through the tools described on our donor management and Admin Portal and reporting pages.

The Donor Portal works differently. Donatefy operates the Donor Portal directly so Donors can see their giving across every Organization they support, download receipts and year-end summaries, and manage recurring plans in one place. For Donor Portal accounts, for our website, and for the information we need to run the platform itself, Donatefy decides how that information is handled.

This difference matters when you make a request about your information, so Section 10 explains where to send it.

6. How we share information

We do not sell personal information, and we do not share it for cross-context behavioral advertising. We share information only as follows:

• With the Organization you give to. When a Donor gives through an Organization's campaign, that Organization receives the donor and donation information for the gift. The Organization's own privacy practices govern its use of that information.
• With Stripe, to process payments, settle funds to the Organization's Stripe account, and support refunds and recurring gifts.
• With integrations the Organization connects. At the Organization's direction, we sync donation data to its own systems, such as QuickBooks, Blackbaud, Bloomerang, Salesforce, Mailchimp, and Kindful. The Organization controls which integrations are on and what data flows to them.
• With service providers that help us run the Services on our behalf, under contracts that limit their use of the information to providing services to us. They include cloud hosting and infrastructure providers, such as Amazon Web Services, which hosts our website; Calendly, which provides demo scheduling; and email delivery, communication, and customer support tools. If we add analytics providers in the future, they will be service providers too.
• For legal reasons, when we believe disclosure is required by law, legal process, or a government request, or is needed to protect the rights, safety, or property of Donatefy, our Users, or others.
• In a business transfer, such as a merger, acquisition, financing, or sale of assets. This policy continues to apply to transferred information until it is updated as described in Section 14.
• With your consent or at your direction.

7. Cookies and similar technologies

Cookies are small files a website stores in your browser. Similar technologies include your browser's local storage. Our website is built to need neither: it sets no cookies of its own, and third-party tools load only when you ask for them.

• Pages on www.donatefy.org: No cookies. Nothing is stored in your browser, and no analytics or advertising tools run. Fonts and site scripts come from our own domain.
• Demo scheduler: Only if you choose. Calendly loads after you select "Show the scheduling calendar," and then sets its own cookies.
• Giving pages and portals: Essential. Sign-in, secure checkout, and fraud prevention, including Stripe on payment steps.

In more detail:

• Our website. The public pages of www.donatefy.org set no cookies and store nothing in your browser, and they run no analytics or advertising tools. We serve the Inter typeface from our own domain, so loading a page does not send your information to a font provider.
• Demo scheduling. Our demo page includes a scheduler provided by Calendly. It loads only after you select "Show the scheduling calendar," or when you open our scheduling page on calendly.com. Once it loads, Calendly and the services it uses may set cookies and similar storage on your device and collect device information. These include bot protection from Cloudflare and Google reCAPTCHA, fraud prevention from Stripe, and Calendly's own analytics, advertising measurement, messaging, and survey tools, which can include session recording. Calendly collects the details you enter so we can schedule and run your demo, under the Calendly Privacy Notice.
• Signed-in areas and giving pages. The Admin Portal, the Donor Portal, and giving pages may use essential cookies and similar storage to keep you signed in, remember session state, secure forms, and help prevent fraud. They do not work properly without them.
• Payments. Giving pages, kiosks, handheld readers, and the Mobile App use Stripe to take payments. On those payment steps, Stripe may set its own cookies and collect device information to process payments and help prevent fraud, as described in the Stripe Privacy Policy.

We may add analytics tools in the future to understand how our website is used. If we do, we will update this section to name the provider and describe your choices, we will ask for your consent where the law requires it, and those tools will stay off for browsers that send a Global Privacy Control signal.

Global Privacy Control

If your browser sends a Global Privacy Control (GPC) signal, we treat it as a request to opt out of the sale or sharing of your personal information and of targeted advertising, for that browser. We do not sell or share personal information to begin with, and our website keeps third-party tools from loading until you ask for them whether or not the signal is on.

You can block or delete cookies through your browser settings. Blocking essential cookies may stop parts of the Services from working, including sign-in and checkout. Because we do not track you across other websites, our website does not respond differently to Do Not Track signals.

8. Data retention

We keep Organization account data for the life of the Organization's account and for a reasonable period afterward to handle wind-down, disputes, and legal obligations. We keep donation records, receipt records, and year-end summaries longer, because Organizations and Donors rely on them for tax and accounting purposes and Donors expect continued access to their receipts through the Donor Portal.

When we no longer need information, we delete or de-identify it. When an Organization instructs us to delete donor information it controls, we follow that instruction, subject to our legal obligations and to records a Donor keeps in their own Donor Portal account.

9. Data security

We take the security of personal information seriously and use safeguards appropriate to the information we handle. They include:

• TLS-encrypted connections for web, giving page, and Donor Portal traffic.
• Role-based access controls with configurable team permissions, and authentication for administrative access.
• Logging and monitoring of platform activity, including a record of every refund action.
• Separation of each Organization's data within our multi-tenant platform, and of production systems from development and testing environments.
• Payments through Stripe, including the Stripe Terminal SDK on in-person devices, which are encrypted and handled by Stripe. Full card numbers and other sensitive card data are never stored on Donatefy servers.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security. Our Trust and security page has more detail. If you believe you have found a vulnerability, email info@donatefy.org.

10. Your rights and choices

Depending on where you live, you may have the right to:

• Access the personal information we hold about you
• Correct or update it
• Request that we delete it
• Receive a copy in a portable format
• Object to or restrict certain processing
• Opt out of marketing communications

Some U.S. states and other jurisdictions give residents additional rights, such as the right to appeal a decision about a request. We honor these rights as applicable law requires, and we will not discriminate against you for using them. Opt-out preference signals such as Global Privacy Control are honored automatically for the browser that sends them, as described in Section 7.

Because of the roles described in Section 5, please send requests as follows:

• Donation information: if your request concerns information collected through an Organization's campaign, contact that Organization directly. It controls that information, and we help Organizations respond.
• Donor Portal accounts: contact us at info@donatefy.org. You can also update your profile and manage recurring plans directly in the Donor Portal.
• Website, demo, and sales inquiries: contact us at info@donatefy.org or (847) 786-0848.
• Marketing: use the unsubscribe link in any marketing email. Donors can unsubscribe from an Organization's mailing list messages the same way.

We will verify your identity before acting on a request and respond within the time applicable law requires. Where the law allows, you may ask an authorized agent to make a request for you.

11. Children's privacy

The Services are not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child has given us personal information, contact us at info@donatefy.org and we will delete it as the law requires.

12. Third-party links and services

The Services may contain links to websites, services, or applications that Donatefy does not operate, such as an Organization's own website or the integrations it connects. We are not responsible for the privacy practices of those third parties, and we encourage you to review their privacy policies before you use them.

13. International data transfers

Donatefy is based in the United States, and the information we collect is processed in the United States and in other places where our service providers operate. If you use the Services from outside the United States, your information will be transferred to, stored in, and processed in the United States. Where the law requires safeguards for international transfers, we rely on appropriate measures for them.

14. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices or in applicable law. When we do, we will post the updated policy on this page and revise the effective date at the top. If a change materially affects how we handle personal information, we will also give additional notice, such as an email to Organization Users or a notice in the Services, before it takes effect. We encourage you to review this policy periodically.

15. Contact us

For questions, requests, or complaints about this policy or your personal information, contact us:

If you contact us about information an Organization controls, we may refer your request to that Organization and help it respond.