What this covers

Nashville Community Collective collects personal information when people donate, join our mailing list, attend a convening, apply for fiscal sponsorship, or contact us. This policy explains what we collect, why, who sees it, and what you can ask us to do about it.

It applies to our website, our donation platform, our email lists, and the records we keep as a fiscal sponsor. Plain version: we collect the minimum we need, we do not sell it, and you can ask us to remove you.

What we collect

When you donate

• Name, email address, mailing address, and phone number.
• The amount and date of your gift, and any neighborhood or group you designated it for.
• We use a third-party donation platform to process gifts. Payment card details go to that platform and its payment processors. NCC does not see, store, or have access to your full card number.

When you join a mailing list or attend an event

• Name, email address, and the neighborhood or organization you are associated with.

When a group applies for fiscal sponsorship

• Contact information for the group’s leaders and authorized requesters, including email and phone.
• Information about the group, its activities, its finances, and its project.

When you visit our website

• Standard technical information such as pages visited and general location, collected by our website host. We do not use this to identify individuals.

Why we collect it

• To process and acknowledge donations, and to issue the tax receipts the IRS requires.
• To administer accounts and disbursements for sponsored groups.
• To communicate about our work, events, and the neighborhoods we serve.
• To meet our legal obligations, including tax reporting and recordkeeping.

We do not use personal information for any purpose unrelated to our mission.

Who sees it

Access inside NCC is limited to the officers and Directors who need it for the purpose it was collected. Donor records are available to the Treasurer and Chair; a Director reviewing accounts sees transaction records but not unrelated donor detail.

We share information only in these situations

• With service providers who need it to do their job, such as our donation platform, email service, and accounting software. They may use it only to provide that service.
• With a funder, where a grant requires reporting that includes it, and only to the extent required.
• Where law requires it, including tax filings and response to a valid legal demand.
• With your permission.

What we never do

• We do not sell personal information.
• We do not rent, trade, or share mailing lists with other organizations for their own use.
• We do not share donor identities with a sponsored group without the donor’s consent. A group receives amounts and dates so it can track its funds; it does not automatically receive donor names and contact details.

Members and sponsored groups

Members have a right under our Bylaws to inspect NCC’s books and records, but that right expressly excludes confidential donor information and personnel records. A request must state a purpose related to membership, and records obtained may not be used for commercial purposes or unrelated solicitation.

Contact information a group gives us for its authorized requesters is used to verify disbursement requests and to communicate about the account. It is not added to general mailing lists without consent.

How long we keep it

We keep personal information as long as we need it for the purpose collected, and as long as our Document Retention and Destruction Policy or the law requires. Donor and financial records are generally kept seven years. Mailing list information is kept until you ask us to remove it.

How we protect it

• Records are kept in a shared Google Drive controlled by NCC, with access limited to the officers and Directors who need it.
• Banking credentials are held only by authorized signatories and are not stored in shared folders.
• Paper records containing personal or financial information are shredded when their retention period ends.

No system is perfectly secure, and we will not claim otherwise. If a breach affects your information, we will notify you and any authority the law requires.

What you can ask us to do

• Ask what personal information we hold about you.
• Correct anything inaccurate.
• Remove you from mailing lists. Every email we send includes an unsubscribe link, and you may also just ask.
• Delete your information, where we are not required to keep it. Donation records supporting a tax receipt generally must be retained.
• Ask us not to acknowledge you publicly as a donor.

Requests go to nashvillecommunitycollective@gmail.com. We respond within thirty days.

Children

NCC does not knowingly collect personal information from children under 13. If you believe we have, contact us and we will delete it.

Changes

If we change this policy we will post the updated version and change the date below. Material changes affecting how we use information already collected will be communicated to affected people where we can reach them.

Contact

Nashville Community Collective
Davidson County, Tennessee
nashvillecommunitycollective@gmail.com

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Adopted by the Board of Directors of Nashville Community Collective on August 3, 2026, by written consent of all five Directors under the Action Without Meeting provision in Bylaws Article IV. Reviewed at least every two years, and sooner if our practices, our platforms, or the law change.

Date adopted: August 3, 2026