Privacy Policy - A Letter To Women Inc

Last Updated: 09/2026

A Letter To Women, Inc. (“AL2W,” “we,” “our,” or “the organization”) is committed to protecting the privacy, confidentiality, and security of personal information entrusted to us by our website visitors, donors, sponsors, volunteers, event participants, resource recipients, community partners, and other stakeholders.

This Privacy Policy explains how we may collect, use, maintain, protect, disclose, and retain information obtained through our website, forms, events, educational activities, resource-navigation activities, charitable initiatives, fundraising activities, partnerships, and organizational communications.

Our privacy and data-governance practices are designed to support responsible stewardship, transparency, organizational accountability, and compliance with applicable federal and Georgia laws.

This Privacy Policy is provided to explain how A Letter To Women Inc. collects, uses, protects, retains, and discloses personal information. We encourage visitors to review this policy before voluntarily submitting personal information through our website, forms, events, or other organizational activities.

Information We May Collect

We collect only information that is reasonably necessary to conduct our charitable, administrative, fundraising, resource-navigation, educational, partnership, volunteer, and organizational activities.

Information voluntarily provided to us may include:

Name
Mailing address
Email address
Telephone number
Organization or company name
Job title or professional affiliation
Donation and contribution information
Sponsorship information and inquiries
Volunteer applications and interests
Partnership inquiries
Event, workshop, seminar, or educational activity registrations
Resource-navigation or referral information
Community-resource inquiries
Communications submitted through website forms
Information necessary to administer charitable activities
Other information voluntarily provided to the organization

We may also automatically collect limited technical information when individuals interact with our website, including IP address, browser type, device information, operating system, referring pages, website activity, cookies, and analytics information.

How We Use Information

A Letter To Women, Inc. may use information to:

Respond to inquiries and requests;
Administer educational activities, workshops, seminars, events, and charitable initiatives;
Provide resource-navigation information and facilitate community connections;
Process donations and sponsorships;
Issue appropriate donor acknowledgments and maintain contribution records;
Communicate with donors, sponsors, volunteers, partners, and other stakeholders;
Coordinate volunteer and community-engagement opportunities;
Evaluate potential partnerships and sponsorships;
Maintain organizational, governance, financial, compliance, and administrative records;
Improve our website, communications, and organizational effectiveness;
Measure organizational reach and impact;
Protect against fraud, misuse, security threats, and unauthorized activity;
Satisfy contractual, grant, accounting, audit, tax, regulatory, and legal obligations; and
Carry out other activities reasonably necessary to advance the charitable mission of A Letter To Women, Inc.

We will not use personal information in a manner materially inconsistent with the purpose for which it was collected without an appropriate legal basis or authorization.

Donor Privacy and Stewardship

A Letter To Women, Inc. recognizes donor privacy as an important component of responsible charitable stewardship.

Information associated with donations may include a donor’s name, contact information, contribution amount, contribution date, designation or restriction, acknowledgment preferences, and transaction-related information.

We may use donor information to:

Process and document contributions;
Provide receipts and acknowledgments;
Maintain financial and charitable records;
Honor donor restrictions and designations;
Communicate regarding organizational activities and impact;
Conduct appropriate donor stewardship; and
Satisfy accounting, audit, tax, regulatory, grant, and legal requirements.

A Letter To Women, Inc. does not sell, rent, or trade donor personal information for commercial marketing purposes.

We will not provide donor lists to outside organizations for their independent commercial marketing purposes.

Information may nevertheless be disclosed when required by law, necessary for financial processing or organizational administration, authorized by the donor, or provided to service providers acting on behalf of A Letter To Women, Inc. subject to appropriate confidentiality and security expectations.

Georgia regulates charitable solicitation through the Georgia Charitable Solicitations Act, O.C.G.A. Title 43, Chapter 17. Georgia Secretary of State

Anonymous Contributions

A donor may request that the donor’s name not be publicly identified in connection with a contribution, subject to applicable legal, accounting, tax, audit, regulatory, grant, and recordkeeping requirements.

An anonymous public acknowledgment does not necessarily mean that the organization can eliminate the donor’s identity from its confidential internal records when retention is legally or administratively required.

Payment Information

Online donations and other electronic payments may be processed by third-party payment processors.

A Letter To Women, Inc. does not intend to independently store complete payment-card numbers, bank-account credentials, or similar sensitive payment authentication information through its public website when those transactions are processed directly by an authorized third-party payment provider.

Payment processors maintain their own privacy, security, and data-handling practices. Individuals should review the applicable provider’s policies when submitting payment information.

Sponsors, Partners, Foundations, and Community Organizations

Information received from corporations, sponsors, foundations, educational institutions, nonprofit organizations, governmental entities, community organizations, healthcare organizations, and other strategic partners may be used to:

Evaluate partnership opportunities;
Conduct appropriate due diligence;
Coordinate collaborative activities;
Administer grants or sponsorships;
Facilitate resource connections;
Measure partnership outcomes;
Maintain organizational records; and
Communicate regarding current or potential collaborations.

Information obtained through a partnership will be handled in accordance with applicable agreements, confidentiality obligations, legal requirements, and organizational policies.

Resource Navigation and Referral Information

A Letter To Women, Inc. may assist individuals in identifying community resources, educational opportunities, workforce resources, financial resources, housing-related resources, health and wellness resources, and other forms of community support.

We seek to collect only the information reasonably necessary to understand a request and facilitate an appropriate resource connection.

A Letter To Women, Inc. does not provide every service or resource referenced through its resource-navigation activities. Third-party providers are independent organizations and are responsible for their own eligibility requirements, services, privacy practices, professional standards, and decisions.

We encourage individuals to avoid submitting unnecessary sensitive information through general website forms.

Health and Wellness Information

A Letter To Women, Inc. is not a healthcare provider and does not provide medical diagnosis, medical treatment, psychotherapy, clinical care, or other licensed healthcare services.

Our Health & Wellness activities may include education, awareness, resource navigation, community connections, and referrals to independent qualified providers.

Individuals should not submit detailed medical records, diagnoses, treatment records, Social Security numbers, insurance credentials, or other highly sensitive health information through general website forms unless specifically requested through an appropriately secured and authorized process.

HIPAA

The Health Insurance Portability and Accountability Act (“HIPAA”) does not automatically apply to every organization that encounters health-related information. Federal HIPAA requirements generally apply to covered health plans, healthcare clearinghouses, certain healthcare providers, and their business associates. HHS.gov

A Letter To Women, Inc. does not represent through this Privacy Policy that it is a HIPAA-covered healthcare provider.

If A Letter To Women Inc. enters into an arrangement in which it legally qualifies as a HIPAA business associate or otherwise becomes subject to HIPAA requirements, the organization will implement the applicable contractual, privacy, security, and breach-notification requirements for the protected health information involved in that arrangement. HHS requires covered entities and business associates to use appropriate written business-associate arrangements when applicable. HHS.gov

Regardless of whether particular information is regulated by HIPAA, A Letter To Women Inc. seeks to handle sensitive personal information responsibly and with safeguards appropriate to the nature of the information.

Confidentiality

A Letter To Women, Inc. recognizes that individuals may share confidential or sensitive information when requesting resources, participating in activities, communicating with the organization, volunteering, donating, or engaging in partnerships.

Access to confidential information is limited, as reasonably practicable, to directors, officers, employees, volunteers, contractors, or authorized representatives who have a legitimate organizational need for the information.

Individuals with access to confidential organizational information are expected to comply with applicable confidentiality obligations, organizational policies, and legal requirements.

Data Security

A Letter To Women, Inc. maintains reasonable administrative, technical, organizational, and physical safeguards appropriate to the nature of the information under its control.

These safeguards may include:

Access controls;
Password and account-security practices;
Role-based access to organizational information;
Secure technology platforms;
Appropriate record-storage practices;
Confidentiality requirements;
Vendor and service-provider oversight;
Cybersecurity practices;
Secure disposal and destruction procedures;
Incident-response procedures; and
Periodic review of privacy and security practices.

No website, electronic transmission, database, or information-storage system can be guaranteed to be completely secure. Accordingly, we cannot guarantee absolute security.

Data Breaches and Security Incidents

A Letter To Women, Inc. maintains procedures for identifying, evaluating, responding to, documenting, and mitigating suspected or confirmed unauthorized access, disclosure, acquisition, loss, alteration, or destruction of personal information.

When a security incident occurs, the organization will evaluate its obligations under applicable federal and Georgia law, contractual requirements, grant requirements, and organizational policies and will provide legally required notifications when applicable.

Significant privacy or cybersecurity incidents may also be reported to organizational leadership and the Board of Directors in accordance with the organization’s governance and risk-management framework.

Third-Party Service Providers

A Letter To Women, Inc. may engage third-party providers to support functions such as:

Website hosting;
Website forms;
Email communications;
Donation and payment processing;
Accounting and financial administration;
Event registration;
Data storage;
Cloud-based technology;
Analytics;
Communications;
Volunteer administration; and
Other organizational operations.

We seek to provide service providers only the information reasonably necessary to perform their authorized functions and expect providers handling organizational information to maintain appropriate privacy and security safeguards.

Third-party websites and services may maintain their own privacy policies, terms, and security practices. A Letter To Women, Inc. is not responsible for the independent privacy practices of third-party websites or organizations.

Information Sharing and Disclosure

A Letter To Women, Inc. does not sell personal information.

We may disclose information when reasonably necessary:

To service providers performing authorized functions on our behalf;
To process donations or other transactions;
To facilitate a resource connection requested by an individual;
With the individual’s authorization or direction;
To administer grants, sponsorships, partnerships, or contractual obligations;
To comply with subpoenas, court orders, regulatory requirements, or other lawful processes;
To satisfy applicable tax, accounting, audit, or governmental requirements;
To investigate or prevent fraud, cybersecurity threats, misuse, or unlawful conduct;
To protect the rights, property, safety, or security of the organization or others; or
As otherwise permitted or required by applicable law.

We do not disclose personal information merely because another organization requests it.

Cookies and Website Analytics

Our website may use cookies and similar technologies to maintain website functionality, understand website usage, improve visitor experience, evaluate communications, and monitor website performance.

Information collected may include browser information, device information, IP address, pages visited, referral information, and general website-interaction data.

Visitors may adjust browser settings to limit or refuse certain cookies. Some website functionality may be affected when cookies are disabled.

Where required by applicable law, we will provide appropriate notices or choices regarding non-essential tracking technologies.

Email and Organizational Communications

Individuals who voluntarily subscribe to organizational communications may receive information regarding A Letter To Women, Inc.’s activities, events, impact, fundraising, resources, volunteer opportunities, or other mission-related matters.

Recipients may unsubscribe from non-transactional electronic communications using the unsubscribe mechanism provided in the communication or by contacting the organization.

Certain administrative, transactional, donation-related, legal, or organizational communications may still be sent when necessary.

Children’s Privacy

A Letter To Women, Inc.’s general website is not designed to solicit personal information directly from children under age 13.

We do not knowingly seek to collect personal information online directly from children under 13 through general website forms.

If we learn that information from a child under 13 has been collected in circumstances requiring deletion or parental authorization, we will take appropriate action consistent with applicable law.

COPPA primarily regulates certain commercial websites and online services directed to children; the FTC explains that many nonprofit organizations are not subject to COPPA, although circumstances can affect coverage. Federal Trade Commission

A Letter To Women Inc. may nevertheless implement child-privacy safeguards appropriate to any future Board-approved activity involving minors, regardless of whether COPPA technically applies.

Records Retention and Secure Disposal

Personal information and organizational records are retained only for periods reasonably necessary to fulfill legitimate organizational purposes and satisfy applicable legal, tax, accounting, audit, grant, donor, contractual, insurance, governance, and record-retention obligations.

When information is no longer required to be retained, A Letter To Women, Inc. may securely destroy, delete, anonymize, or otherwise dispose of the information consistent with its records-retention and information-governance practices.

Requests for deletion cannot override records that the organization is legally, contractually, financially, or administratively required to retain.

Individual Requests and Privacy Choices

Subject to applicable law, record-retention requirements, organizational obligations, and reasonable verification of identity, individuals may contact A Letter To Women, Inc. to:

Ask what personal information they previously submitted;
Request correction of inaccurate contact information;
Request deletion of information when retention is not otherwise required;
Update communication preferences;
Unsubscribe from non-essential communications; or
Ask questions regarding our privacy practices.

Submitting a request does not guarantee that information can legally or operationally be deleted. We may retain information when required for legal compliance, financial records, donor documentation, fraud prevention, dispute resolution, grants, contracts, audits, or other legitimate organizational purposes.

Governance and Accountability

Privacy, confidentiality, cybersecurity, records management, and information stewardship form part of A Letter To Women, Inc.’s broader governance and risk-management framework.

The Board of Directors provides governance oversight, while the Executive Director is responsible for implementing appropriate administrative practices, internal controls, procedures, training, technology safeguards, and operational responses consistent with Board-approved policies.

Material privacy, data-security, cybersecurity, or compliance concerns may be escalated to the Board when appropriate.

This structure complements the governance, data-privacy, records-management, risk-management, confidentiality, and technology oversight established in the organization’s Board Manual.

Changes to This Privacy Policy

A Letter To Women, Inc. may revise this Privacy Policy periodically to reflect changes in organizational activities, technology, legal requirements, regulatory guidance, or privacy and security practices.

The current version will be posted on this website with its effective or revision date.

Material changes may be communicated through additional means when appropriate or legally required.

Contact Us

Questions, concerns, requests, or complaints regarding this Privacy Policy or A Letter To Women, Inc.’s privacy practices may be submitted through our Contact Us page.

Donor Privacy Notice

A Letter To Women, Inc. respects and protects the privacy of our donors, sponsors, and supporters. We do not sell, rent, or trade donor personal information for commercial marketing purposes. Donor and sponsorship information is maintained and disclosed only as reasonably necessary for contribution processing, stewardship, organizational administration, legal and regulatory compliance, or as otherwise authorized by the donor.