EY Privacy Policy

Our Commitment to Privacy

United Way of Greater Atlanta (“United Way”), who serves as the national processor for the giving campaign, 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 EY.

Information We Collect

Information Provided by EY

EY provides employee data to United Way to support campaign setup and administration. The data points provided include:

  • Full Name, Preferred Name, GUI, Rank, Service Line, Sub Service Line, Geographic Region, City, and Email Address.
  • Department or work location
  • Payroll-related details, such as deduction elections and 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, Preferred Name for Leadership Recognition, Work Email, Personal Email, Home Address, Home Telephone Number, Work Telephone Number, Mobile Telephone Number, Employee ID, Location, and PPMD Status.

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, such as invitations, reminders, confirmations, and invoices
  • Provide reporting to EY administrative staff for campaign management and payroll processing
  • Support donor engagement, stewardship, and recognition
  • Use 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

With EY

  • Campaign reports are shared to support campaign management and payroll processing.
  • Access is limited based on role and business need:
    • EY Program Coordinators have been provided with full administrative access to facilitate management of the campaign across the EY network.
    • EY Payroll team members will have access to full unredacted reporting for employees who have selected payroll deduction as their payment option.
    • EY Campaign Managers have site and reporting access that is aligned with the requirements of the EY & UW Collaboration Agreement.

With United Way Network Organizations

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

  • United Way Worldwide
  • Local United Way organizations

This supports:

  • Verification and confirmation of eligibility for Society Status or similar recognition programs
  • Ensuring donors receive applicable benefits, acknowledgments, and recognition at the local level
  • Supporting donor stewardship efforts, including appropriate engagement, appreciation, and relationship management by the local United Way to enhance the donor experience and sustain ongoing support

Access provided:

  • In accordance with the contractual agreement, United Way will provide aggregate donation information, including details of gifts designated to organizations within the United Way network. Information related to donor designations made to charities outside of the United Way network will be redacted and excluded from reporting to protect donor privacy and ensure compliance with applicable data-sharing requirements.
  • Local United Ways will receive reporting that identifies employee donors who have affirmatively opted in to receive information about donor engagement opportunities, including donor affinity groups, giving societies, volunteer initiatives, and other donor communities.

With Nonprofit Organizations

  • When an employee designates a gift to a 501(c)(3):
    • Employee information may be shared for acknowledgment and recordkeeping pursuant to the selected preferences chosen during the giving experience.
  • 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, such as login credentials and 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].