Advancement Confidentiality Policy

Who Should Read This: All Advancement employees, volunteers, contractors and other persons asked to sign an Advancement confidentiality agreement (hereafter “Advancement Information Users”).

Objective: This document sets forth Advancement Information Users’ obligations with respect to confidentiality of Advancement Information, as defined below.

Original Implementation Date: July 2025

Responsible Department: Advancement Services

Definition of Advancement Information
Advancement Information includes data and information about:
The University’s donors and prospective donors; current and former students; family members of current and former students; current and former staff and faculty; and all other individuals and organizations with data or information in Advancement’s CRM, offices, or files (electronic and physical) including, but not limited to: 

  • contact information (e.g. mailing and physical addresses, email addresses, phone numbers, social media accounts); business information (e.g. employers, job titles, relationships); and educational information (places attended and degrees/certificates earned),
  • names of donors or prospective donors; giving history; the amount, nature, and terms of gifts, gift intentions and gift agreements,
  • profiles of donors or prospective donors and background information; internal analyses; wealth ratings; estate planning information; bank and brokerage account numbers; credit card numbers; financial information; and reports generated by or on behalf of University Advancement, and
  • fundraising plans and objectives, campaign information, and internal Advancement policies and procedures.

Confidentiality
Advancement Information Users have a duty to maintain and protect the confidentiality of Advancement Information. They shall not disclose Advancement Information to persons or organizations not authorized by the Vice President of Advancement, or the Assistant Vice President of Advancement Services, to have such Advancement Information. This policy supplements existing University policies and procedures regarding confidential information, including, but not limited to, the University’s Data Security Policy #IRM-4004.

Access
Access to Advancement Information shall be limited to Advancement Information Users who require such access to provide services to or on behalf of the University. The extent of access to Advancement Information shall be limited to what is necessary to provide such services.

No person shall be provided or attempt to gain access to Advancement Information unless and until they have signed the applicable confidentiality agreement linked under Relevant Resources. The confidentiality obligations of independent contractors may be set forth in a service agreement or a free-standing confidentiality agreement, provided the terms of such an agreement are approved by the Vice President of Advancement and the University General Counsel.

Limitations on Use
Advancement Information Users shall use Advancement Information only while and for the purpose of providing services to or on behalf of the University. Advancement Information Users shall not disclose Advancement Information to any third party, or unauthorized University employee, volunteer, or contractor, without the prior written consent of the Vice President of Advancement.

Advancement Information Users shall take all reasonable measures to protect the confidentiality of Advancement Information by, for example, locking offices, file cabinets or drawers, not sharing user IDs or passwords, and not discussing Advancement Information in the presence of third parties or unauthorized University employees, volunteers, or contractors. Advancement Information Users shall not use Advancement Information for their own benefit or to benefit a third party.

After Advancement Relationship Ends
Advancement Information Users obligations under this policy shall continue after the Advancement Information User’s employment, volunteer, or contractual relationship ends with University Advancement. Advancement Services shall terminate access to Advancement’s CRM and Box or similar information storage accounts, and work with University Information Services and other offices as needed to terminate access to email accounts and other repositories of Advancement Information.

Subpoenas and Legal Proceedings
If any member of the University Advancement office receives a subpoena, court order, search warrant or other form of legal process seeking disclosure of Advancement Information, he or she should immediately notify the Vice President of Advancement, or Assistant Vice President of Advancement Services, who will coordinate the University's response with the University General Counsel.  

Media and General Inquiries
All media inquiries and other inquiries of a general nature should be referred to the University’s Associate Vice President of Communications and Media Relations. Employees, volunteers, or contractors of the University should not respond to such inquiries without prior permission from the Associate Vice President of Communications and Media Relations and all press releases, publications, or other official declarations must be approved in advance by the Associate Vice President for Communications and Media Relations.

Who Can Help
Kim Lebar
Assistant Vice President of Advancement Services
klebar@richmond.edu

Agreement
I, the undersigned employee or independent contractor of the University of Richmond, agree as follows:

  • I have read and understand the University’s Advancement Confidentiality Policy and the University’s Data Security Policy #IRM-4004 (the “Policies”).
  • I agree to comply with the Policies, as amended from time to time.
  • I agree to maintain the confidentiality of any user ID or password assigned to me, or created by me, for use in the scope of my employment or contractual relationship with the University and I agree I shall not permit anyone to use such ID or password.
  • I agree to immediately notify the Vice President of Advancement, or the Assistant Vice President of Advancement Services, of any unauthorized access to or disclosure of Advancement Information (as defined in the Advancement Confidentiality Policy).
  • I understand that my failure to comply with the Policies or this Confidentiality Agreement may result in disciplinary action up to and including termination of my employment or contractual relationship with the University.
  • I understand that this Confidentiality Agreement does not constitute an employment agreement and does not alter my status as an employee-at-will or independent contractor.