Course Material

This checklist is part of the Donor Privacy and Data Protection course from Hibox for Nonprofits.

Learn comprehensive strategies for protecting donor data and building trust through privacy-compliant practices.

How to Use This Checklist

Review your donation forms (online and paper) against these privacy and usability standards. Each section addresses different aspects of compliant form design. Fix any issues you identify to improve donor experience and protect privacy.

Data Collection and Fields

Only essential information is marked as required fields

Optional fields are clearly labeled as optional

Each field includes an explanation of why the information is needed

Form doesn't collect unnecessary personal information

Employer field is only included if matching gifts are offered

Phone number collection includes purpose (receipts, urgent updates only)

✅ Minimal Data Best Practices:

Name and email for receipt delivery
Address only if sending physical thank-you materials
Payment information for processing
Everything else should be optional or eliminated

Privacy and Consent

Clear link to privacy policy is prominently displayed

Communication preferences are actively chosen, not pre-selected

Specific consent language explains what communications donors will receive

Option to remain anonymous is clearly available

Easy unsubscribe information is provided

Third-party data sharing is clearly disclosed

⚠️ Avoid These Consent Mistakes:

Pre-checked boxes for email or mail communications
Vague language like "occasional updates"
Burying privacy policy links in small text
Requiring communication opt-ins to complete donation

Security and Payment Processing

Form uses SSL encryption (https://) for all pages

Payment processor is PCI DSS compliant

Credit card information is not stored by your organization

Security badges or trust indicators are displayed

Form validation prevents common security issues

Error messages don't reveal sensitive system information

User Experience and Design

Form is easy to read and navigate on mobile devices

Suggested donation amounts are prominently displayed

Progress indicators show donors how much of the form remains

Error messages are clear and helpful

Form fields are properly labeled for screen readers

Submit button clearly indicates the action (e.g., "Complete Donation")

💡 UX Tips for Higher Completion:

Single-page forms convert better than multi-step for small donations
Put payment information last to build commitment first
Use inline validation to catch errors immediately
Test forms on actual mobile devices, not just desktop browsers

Legal Compliance and Accessibility

Tax-deductible disclaimer is clearly stated

Organization's legal name and tax ID are provided where required

Form meets WCAG accessibility guidelines

State registration requirements are met if applicable

Recurring donation terms are clearly explained

Communication and Follow-up

Immediate confirmation page appears after donation

Confirmation email is sent automatically with receipt details

Thank-you message includes impact information

Contact information for questions is clearly provided

Process for updating communication preferences is explained

Donor can easily access their giving history

Technical Implementation

Form loads quickly on all devices and connections

Backup systems prevent data loss if submissions fail

Form analytics track completion rates and drop-off points

Integration with donor database is working properly

Spam protection doesn't interfere with legitimate donations

Regular testing ensures all form functions work correctly

Nonprofit Donation Form Privacy Checklist

Donation Form Privacy Checklist

Course Material

How to Use This Checklist

Data Collection and Fields

✅ Minimal Data Best Practices:

Privacy and Consent

⚠️ Avoid These Consent Mistakes:

Security and Payment Processing

User Experience and Design

💡 UX Tips for Higher Completion:

Legal Compliance and Accessibility

Communication and Follow-up

Technical Implementation

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