DonorCRM Privacy Notice

Last updated: September 29, 2026

DonorCRM is donor relationship software made by Better Portion LLC ("Better Portion," "we," "us"). Ministries ("customers") subscribe to it so their missionaries and staff can care for the people who support them.

This notice explains:

• what DonorCRM collects about the staff who sign in to it, and
• how we handle the donor information customers put into it.

Two kinds of information, two roles

Donor information belongs to the customer. Donor names, contact details, gifts, pledges, notes, and prayer intentions are entered or imported by the customer. The customer decides what to collect and why, and its own privacy policy tells donors how that information is used. We process donor information only to provide DonorCRM to that customer, under our agreement with them. We never use it for our own purposes. We never contact your donors, and we never sell or rent their information or share it with anyone except the service providers listed below, or when legally required, as described below.

If you are a donor and have a question about your information, please contact the ministry you give to. If you contact us instead, we will pass your request to them and help them answer it.

Information about staff users. For the account details and usage records below, we and the customer each use the information to run and secure the service.

Information about staff users

• Account: name, email address, phone number (optional), role (missionary, supervisor, coach, or administrator), and who supervises or coaches you. You sign in with your organization's Google account, or with an email and password we store only in scrambled (hashed) form.
• Goals and support figures: your monthly support goal and the ministry partner development figures your organization imports. These include support received, balances, and pay forecasts.
• Settings: dashboard layout, notification preferences, and whether you have finished the product tour.
• Security and access records:
  • sign-in attempts, with IP address;
  • a log of each time donor information is viewed or exported, with your IP address and browser type.
• Feedback you send us, with the page you were on and your browser type.

Donor information we process for customers

Depending on what the customer enters or imports, DonorCRM may hold:

• donor names and organizations
• email addresses, phone numbers, and mailing addresses
• gift and pledge history
• stage in the relationship
• tasks, notes, and prayer intentions

DonorCRM does not process payments. DonorCRM is not designed to collect card numbers, bank account numbers, or Social Security numbers. Customers must not enter this information.

How we protect it

• Encryption: email addresses, phone numbers, street addresses, notes, prayer intentions, and import records are encrypted in our database with AES-256. Everything is encrypted in transit.
• Separation: each customer's data is kept apart from every other customer's by the database itself.
• Need-to-know access: each missionary sees their own donors. Supervisors and coaches see only what their role allows; coaches never see gift amounts.
• Audit and sign-in controls:
  • every view or export of donor information is logged;
  • sign-in tokens are short-lived (15 minutes) and renew securely;
  • repeated failed sign-ins lock the account.
• Backups are encrypted before they leave our servers.
• If something goes wrong: if a security incident affects a customer's data, we notify that customer promptly and help them meet any obligations they have to their donors.

Service providers (subprocessors)

We use these companies to run DonorCRM. Each receives only what it needs:

Integrations the customer turns on. If a customer connects its own Blackbaud Raiser's Edge account, DonorCRM reads donor and gift records from it. That connection is under the customer's agreement with Blackbaud.

We will update this list before adding a new provider that receives customer data.

Legal requests

We disclose customer data to a government agency or anyone else only when the law requires it, such as a valid subpoena or court order. Before we do, we tell the customer, unless the law forbids it.

How long we keep information

• Customer data is kept while the customer subscribes.
• Donor-access logs, import records, and records of merged duplicates are deleted once they are a year old. The cleanup runs at least every quarter.
• When a customer leaves, we give them an export on request. We then delete their data from DonorCRM within 30 days. Backups age out within about a year.
• A customer administrator can permanently erase an individual donor's record at any time. Erasing removes the record from DonorCRM right away; copies already in backups expire on the backup schedule above.

Children

DonorCRM is for adult staff, and every contact in it must be an adult. Our customers agree never to add anyone under 18 as a contact, donor, or any other record. The one exception is a staff member's notes about an adult donor, which may mention the donor's children, for example their names or a milestone like starting college. We do not otherwise collect, track, or keep information about anyone under 18. If we learn DonorCRM holds a record about someone under 18, we tell the customer and delete it promptly.

Your rights

• Staff users: you can see and update your account in DonorCRM. To access, correct, or delete your information, contact your organization's DonorCRM administrator or email us.
• Donors: please contact the ministry you give to (see above).

We do not sell personal information or use it for advertising. DonorCRM has no advertising or analytics trackers.

Browser storage. DonorCRM keeps your sign-in session and a few display preferences (such as light or dark theme, chart type, and whether you've finished the tour) in your browser's local storage. DonorCRM itself sets no advertising or tracking cookies.

Changes

We'll post updates here and change the date above. If a change affects how customer data is handled, we'll notify customer administrators in advance.

Contact

Better Portion LLC · 242 Morton St E, St. Paul, MN 55107 · jr@betterportion.org