Privacy Policy

Last updated: October 2025

This explains how Charity Record collects, uses, and protects your information.

What We Collect

Account Data

Email (required), name (optional), and securely hashed password.

Optional tax profile data you can provide to improve estimates: estimated income (AGI estimate) and filing status.

Donation Records

Organization details and donation data you enter or import, including dates/amounts, item descriptions and values, charitable mileage, and stock & securities details, plus any notes you add.

Uploaded Files

We do not retain your CSV files. We parse CSVs on upload to create donation records, then discard the files. The parsed donation data is stored in your account.

Technical Data

IP address, browser type, pages visited, etc. Standard web analytics.

How We Use It

  • • Run the service: Store and organize your donations
  • • Generate exports: Create files for tax software
  • • Send notifications: Account emails, password resets, responses to your inquiries (including beta access updates if you request them)
  • • Improve the product: Anonymized usage analytics
  • • Provide support: When you contact us and when we investigate errors (Sentry)

You Own Your Data

Export everything anytime in CSV format. Delete your account whenever you want – we'll permanently delete all your data within 30 days.

Who We Share With

We never sell your data. We only share with service providers:

Email: Amazon SES (transactional account emails), FeedBlitz (newsletter, optional), and email providers (Gmail/Migadu) for correspondence

Payments: Stripe

Hosting: DigitalOcean (US servers)

Error tracking: Sentry

Analytics: Google Analytics 4 (aggregated usage data) and Google Ads (conversion tracking for newsletter signups and contact form submissions)

We may disclose data if required by law or to protect our rights. If acquired, we'll notify you before transferring data.

Security & Retention

We use HTTPS encryption, secure password hashing, backups, and rate limiting. No system is 100% secure, but we take reasonable precautions.

Your data stays active as long as your account exists. Delete your account anytime – we permanently remove your data within 30 days.

Your Rights

Access, export, correct, or delete your data anytime. Unsubscribe from marketing emails with one click. Your rights may vary by location (for example, EEA users have GDPR rights; California users have CCPA/CPRA rights). Contact us to exercise your rights – we typically respond within 30 days.

State Privacy Rights (California)

No sale or sharing: We do not sell your personal information or share it for cross‑context behavioral advertising.

CCPA/CPRA rights: California residents can request access, correction, or deletion of personal information and can designate an authorized agent. We do not discriminate for exercising privacy rights.

Other Details

Children: Our service is not intended for users under 13. We do not knowingly collect data from children; if we learn we have, we will delete it.

International: We host in the United States. If you are outside the US, your data will be transferred to and processed in the US. By using our service, you consent to this transfer.

Cookies: We use essential cookies for login sessions and CSRF protection, plus Google Analytics cookies to understand site usage. You can control cookies in your browser, but the app may not function without essential cookies.

Updates: We post the “Last updated” date at the top and email you about significant changes. Your continued use after updates means you accept the changes.

Questions?

Email: legal@charityrecord.com (privacy inquiries)
Charity Record, 6801 Jefferson St NE Ste 150 PMB 3682, Albuquerque, NM 87109