If you work in the nonprofit world, chances are you’re collecting sensitive information about the people you serve. While your focus is (rightfully) on delivering programs, meeting grant requirements, and stretching a budget that’s already tight, there’s another responsibility that can’t be ignored: keeping that data safe.
Today, we wanted to share insights from a recent live online workshop we coordinated with Parsons Advisory. Our conversation was absolutely packed with practical strategies to protect client information and reduce risk – you can watch the full recording here: Protecting Your Organization & The People You Serve.
We’ll look at two main areas: operational strategies like anonymization, pseudonyms, and role-based access, and technology best practices like encryption, secure platforms, and regular security reviews. These aren’t lofty, impossible goals — they’re realistic, affordable moves your nonprofit can start making right now.
Why Data Security Matters More Than Ever for Nonprofits
Nonprofits often work with people who are already vulnerable and that means you might be storing information that, if it fell into the wrong hands, could cause real harm – especially under our current administration. Immigration status, health records, financial details, personal identifiers — all of it can be misused in ways that directly affect someone’s safety and wellbeing.
A breach doesn’t just harm the individual. It can damage your organization’s reputation, shake donor and community trust, and in some cases, lead to legal consequences. Think of the information you collect as valuable property entrusted to you by your clients. You wouldn’t leave stacks of cash sitting out in an unlocked room. Sensitive data should get the same level of protection.
The first step is shifting your team’s mindset so “data protection” isn’t a nice-to-have, but part of how you fulfill your mission. When everyone sees client information as something precious, the right habits start to form.
Reduce Risk by Anonymizing and Limiting Access
One of the easiest ways to lower your risk is to collect less information in the first place. If you don’t have it, it can’t be lost, stolen, or subpoenaed. Start by asking yourself whether each piece of information you request is truly essential to serving your client. If it’s not, remove it from your forms and systems.
When you do need to collect sensitive details, anonymization can protect your clients if that data is ever exposed. That might mean:
- Using pseudonyms or codes instead of names
- Storing identifying details separately from program data
- Removing personal identifiers before information is shared internally or externally
Access should also be on a “need-to-know” basis. Not everyone in your organization needs to see everything. By keeping sensitive data limited to the smallest possible group, you reduce the chances of both accidental leaks and intentional misuse.
Common mistakes to avoid: collecting “just in case” information you’ll never actually use, letting old files sit indefinitely without deletion, or storing sensitive records in places like shared drives with open access. Each of these creates unnecessary exposure that’s easy to fix once you’re aware of it.
Role-Based Access: Less is More
Role-based access takes the idea of limiting exposure one step further. Instead of giving everyone the same level of access to your database, you assign permissions based on a person’s role. A volunteer coordinator, for example, might need phone numbers and email addresses, but not birthdates, immigration status, or medical history.
This approach not only lowers the chance of a breach, it also simplifies training — staff only need to learn the security protocols relevant to the data they handle. And for funders or regulatory agencies, it shows that you’re being deliberate about who sees what.
To make this work, map out which roles need access to which types of information, then use your software’s permission settings to put those limits in place. Revisit those permissions regularly, especially when someone changes roles or leaves the organization.
Secure Your Tech
Strong policies are important, but your technology needs to back them up. Cybercriminals often see nonprofits as “easier targets” because they assume your systems are less sophisticated. You can prove them wrong by putting a few key measures in place:
- Encrypt sensitive data at rest and in transit — and avoid sending personal info over regular email.
- Choose secure platforms with privacy policies stating that you own your data.
- Enable two-factor authentication for accounts that hold sensitive information.
- Verify major transactions or file transfers with a second contact method before acting.
An annual tech security check, whether through an IT provider or a tech-savvy volunteer, can catch outdated settings or vulnerabilities before they become real problems.
Stay Ahead with Regular Reviews
Data protection isn’t something you set up once and forget. Laws change, technology evolves, and threats shift. Regular reviews make sure you’re keeping pace.
That means updating your policies at least once a year (or sooner if regulations change), providing refreshers so staff stay sharp, and testing your systems to confirm that your access controls, encryption, and backups are working as intended. Assign someone on your team to “own” data security, with the authority to schedule reviews, make updates, and keep everyone accountable.
Protecting sensitive data isn’t just a compliance task; it’s an ethical commitment to the people you serve. By collecting less, anonymizing what you keep, limiting access, and keeping your technology up to date, you’re not only avoiding trouble but actively building trust with your community.
If you’d like to dive deeper into the full conversation, you can watch it here: Protecting Your Organization & The People You Serve.
The people you serve have trusted you with their most personal details. These simple moves can help make that trust nearly untouchable.