Donors trust you with their names, addresses, giving history and sometimes personal stories. AI can help you thank them faster and understand them better, but only if that trust comes first.
Know where the data goes
Before anyone pastes donor information into an AI tool, find out what the tool does with it. Some services keep what you type and may use it to improve their products; business versions often don’t. Read the data terms, or ask your provider directly. If you can’t get a clear answer, treat the tool as public.
Share the least you need
Most useful tasks don’t need personal details at all. To draft a thank-you letter template, describe the gift type and program, not the donor. To spot giving trends, work with totals and dates instead of names. Remove or replace identifying details whenever you can.
Key takeaway
If a donor would be surprised to learn their information went into a tool, don’t put it there. Use approved tools, share as little as possible, and keep a person in the loop.
Write a one-page policy
A short, plain policy helps staff and volunteers make good calls without asking every time. Cover:
- Which AI tools are approved, and for what.
- What information must never go into them, such as payment details, health information or anything about children.
- Who reviews AI-drafted messages before they go out.
- Who to ask when something isn’t clear.
Keep a human voice
AI is good at first drafts. Your supporters give because of people and mission, so the final message should sound like you. Read every AI draft, add the specific detail only you know, and send it as yourself.
Be open about it
Consider mentioning in your privacy notice that you use carefully chosen tools, including AI, to manage supporter relationships. Being upfront builds the trust that makes the rest possible.