How to Use ChatGPT Safely in Fundraising—Without Compromising Donor Privacy
- Keith Greer
- Jul 19
- 2 min read
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Why Donor Privacy Is a Non-Negotiable
Every transformational gift rests on an invisible pillar called trust. It takes years to build and mere seconds to lose—especially online. When you copy–paste a pledge amount or private anecdote into an AI tool, you’re making a micro-decision on behalf of that trust. Good stewardship means removing the risk before it becomes regret.
The Fundraiser’s Biggest Hidden Risk: Tiny Data Leaks
Data leaks aren’t always dramatic. Most happen in the quiet corners of a rushed day:
A hastily shared Google Doc with unrestricted permissions.
A pledge spreadsheet uploaded to an unsecured server.
A donor’s health note pasted straight into ChatGPT.*
These “small” slips feel harmless—until a donor receives the email intended for the CFO or a board member screenshots the doc. That’s why responsible AI usage is not a tech problem but a relationship-protection problem.
Scrub-First Workflow: Describe, Don’t Deposit
The fastest, simplest safeguard is what I call a scrub-first workflow:
Identify sensitive details—names, addresses, gift amounts, health data.
Replace each with an all-caps placeholder: <DONOR_FIRST_NAME>, <GIFT_AMOUNT>, <PROGRAM_NAME>.
Prompt ChatGPT without ever exposing the real data.
Example Prompt (150 words)“Act as my fundraising copy intern. Using the placeholders provided, write a warm 150-word impact update thanking <DONOR_FIRST_NAME> for the <GIFT_AMOUNT> scholarship pledge and inviting them to visit <PROGRAM_NAME>. Do not invent extra facts.”
Why it works
Removes donor identifiers from the AI’s memory.
Cuts compliance-review time.
Quickly becomes muscle memory—like buckling a seat belt.
Building Team-Wide Guardrails & Policies
A single safe workflow is good; an organisational policy is better.
Document the rules: placeholders, approved prompt library, which plan (Teams) is mandatory.
Train everyone—major-gifts officers, annual-fund staff, volunteers.
Review quarterly: update placeholder keys, rotate admin passwords, and audit usage logs.
Transparency becomes a talking point with donors: “Your data never leaves our internal systems in identifiable form.”
Mindset Shifts: Privacy and Productivity Can Co-Exist
Redaction feels slow—until you time it. The average placeholder swap takes < 30 seconds. Compare that with months of reputational repair after a leak.
AI isn’t a black box; it’s a mirror. It reflects the quality of the data you feed it. Keep that data anonymous, and you stay in control.
Past mistakes are tuition, not condemnation. If you’ve slipped before, you’re perfectly positioned to champion new guardrails.
Next Steps: Put It into Practice Today
Pick one sensitive data point you handle daily—say, pledge amounts.
Create a placeholder key: <GIFT_AMOUNT>.
Run your next donor email through ChatGPT using the describe-don’t-deposit method.
Notice the time saved and the peace of mind gained.
