United Way of Greater Atlanta Employee Giving Campaign Privacy Policy

Our Commitment to Privacy

United Way of Greater Atlanta (“United Way”) who serves as the processor for employee giving campaigns both locally and nationally, is committed to protecting the privacy of individuals who participate in workplace giving campaigns through our ePledge platform. This policy explains how we collect, use, and share information provided by our corporate partners and employees of said partners.

Information We Collect

Information Provided by Corporate Partner

Each corporate partner provides employee data to United Way to support campaign setup and administration. The data points provided vary depending on the level of reporting desired by the corporate partner, however the minimum data points required are listed below:

  • Full Name, Preferred Name, Gender, Employee ID, and Work Email Address
  • Department or work location
  • Payroll-related details (e.g., deduction elections, number of pay periods)

Information Provided by Employees

Employees may provide information when participating in a campaign, including:

  • Donation amounts and payment methods
  • Designations to United Way and other nonprofit organizations
  • Communication preferences and anonymity selections
  • Employees play an important role in ensuring the effective acknowledgment, stewardship, and administration of their charitable contributions. By electing to share their gift information during the giving experience, employees enable appropriate recognition, impact reporting, relationship management, and ongoing stewardship activities associated with their philanthropic support.
  • Personal information housed in the profile section of the ePledge site includes the following items: Gender, Birthdate, Preferred Name for Leadership Recognition, Work Email, Personal Email, Home Address, Home Telephone Number, Work Telephone Number, Mobile Telephone Number, Employee ID, and Location.

How We Use Information

United Way uses information collected through ePledge campaigns to:

  • Set up and manage workplace giving campaigns
  • Create secure access for employees to the ePledge platform
  • Process and administer donations and payroll deductions
  • Send campaign-related communications (e.g., invitations, reminders, confirmations, invoices)
  • Provide reporting to the corporate partner administrative staff for campaign management and payroll processing
  • Support donor engagement, stewardship, and recognition
  • United Way uses information generated during an employee’s use of the ePledge platform, including IP address data, to understand website usage trends and improve platform functionality. IP addresses are not associated with personally identifiable information and cannot be used to identify individual employees.

United Way does not sell personal information collected through ePledge campaigns.

How We Share Information

Partnering with your Company

  • Campaign reports are shared to support campaign management and payroll processing
  • Access is limited based on role and business need as set by your company
    • Campaign Administrators are provided with full administrative access to facilitate management of the campaign across locations etc.
    • Company payroll team members will have access to full unredacted reporting for employees who have selected payroll deduction as their payment option
    • Campaign Managers have site and reporting access that is aligned with the requirements set forth by the company

Partnering with the United Way Network

For national or multi-market campaigns, information may be shared with:

  • United Way Worldwide
  • Local United Way organizations

This supports:

  • The verification and confirmation of eligibility for Society Status or similar recognition programs
  • Ensures donors receive applicable benefits, acknowledgements, and recognition at the local level
  • Supports donor stewardship efforts, including appropriate engagement, appreciation, and relationship management by the local United Way to enhance the donor experience and sustain ongoing support
  • Accurate distribution of donated funds

Partnering with Nonprofit Organizations

  • When an employee designates a gift to 501(c)(3):
    • Employee information may be shared for acknowledgment and recordkeeping.
  • Employees may:
    • Choose to remain anonymous
    • Dictate how their information is shared

Third-Party Services

United Way uses trusted third-party providers to support the ePledge platform:

CyberSource

  • Used to securely process credit card transactions
  • Payment data is processed directly by CyberSource and not stored by United Way

Data Security

United Way maintains safeguards to protect personal information, including:

  • Secure methods for transferring employee data
  • Role-based access controls
  • Authentication methods (e.g., login credentials, SSO where applicable)

Data Retention

  • Data is retained for the duration of the campaign and pledge fulfillment period
  • Retention may be extended for audit, financial, and reporting requirements in accordance with United Way’s data retention policies
  • Employee data may be reused for future campaigns unless otherwise requested

Communications Preferences and Choices

  • Employees may receive campaign-related communications
  • Employees may opt out or indicate they do not wish to participate
  • Employees may:
    • Remain anonymous
    • Limit how their information is shared

Your Privacy Rights and Choices

Right to Access Personal Information

  • Employees have the right to request access to the personal information maintained about them by United Way). Upon receipt of a verifiable request, United Way will provide the donor with a copy of the personal data held, which may include, but is not limited to, donor name, contact information, history, and donation amounts.
  • Requests for access must be submitted in writing using the contact methods designated by United Way. Reasonable steps may be taken to verify the identity of the requester prior to fulfilling the request. Responses will be provided within a commercially reasonable timeframe in accordance with applicable laws and organizational policies.

Right to Request Data Removal (“Scrubbing”)

Employees may request that their personal information be removed from United Way records, subject to any legal, regulatory, or operational retention requirements.

To initiate a data removal request, employees must submit a written request to United Way using the designated contact channels. Upon verification of the request, United Way will:

  • Remove or anonymize the employees’ personal information from active systems and databases, where feasible
  • Suppress the employee’s information from future communications and outreach efforts

Certain information may be retained as required for legal compliance, audit purposes, financial recordkeeping, or to resolve disputes. In such cases, the retained data will be securely stored and no longer used for donor engagement or stewardship purposes.

United Way will make reasonable efforts to complete data removal requests within a defined and communicated timeframe and will confirm once the request has been processed. Employees shall be responsible for initiating and completing corresponding data access and data removal requests through their local United Way in alignment with all applicable requirements.

Related Policies

This policy applies specifically to workplace giving campaigns administered through ePledge.

Updates to This Policy

United Way may update this policy to reflect changes in practices, technology, or legal requirements.

Contact Us

For questions about this policy or how your information is handled, please contact United Way at [email protected].