Donor and Family Communication Policy

1. Purpose

This policy governs all correspondence between donors and recipient families supported by Compassion is Life (“the Charity”).

Its purpose is to ensure that every interaction occurs in a safe, respectful, and ethical manner and complies with all applicable privacy, safeguarding, and nonprofit laws in both the United States and Ukraine.

The Charity seeks to maintain transparency, protect the dignity and safety of recipient families (especially children), and preserve the integrity of its humanitarian mission.

2. Moderated Communication

  1. All correspondence between donors and families shall occur only through the Charity’s approved and moderated communication channels.
  2. Direct contact (including exchange of personal email addresses, phone numbers, or social media accounts) between donors and families is strictly prohibited.
  3. All messages are subject to moderation by authorized Charity staff or volunteers to remove sensitive, identifying, or inappropriate content before delivery.
  4. The Charity reserves the right to edit, withhold, or terminate any correspondence that may violate this policy, donor conduct standards, or applicable laws.
  5. Communication between donors and families should remain occasional and appropriate in tone, avoiding excessive or intrusive messaging that may cause discomfort or dependency.
  6. To maintain healthy and sustainable interaction, donors may send up to one personal message or letter per month to each sponsored child or family through the Charity’s moderated system.
  7. Additional messages for special occasions—such as birthdays, holidays, or major family milestones—may be permitted at the Charity’s discretion.
  8. The Charity may delay, consolidate, or limit messages if communication becomes too frequent or places an undue burden on families, staff, or moderators.
  9. Recipient families are not required to respond to every donor message; all responses are voluntary and facilitated through the Charity’s moderation process.

3. Content Guidelines

  1. All correspondence should be kind, culturally sensitive, and supportive, avoiding political, religious, or controversial topics.
  2. Donors must not include questions or statements that may be interpreted as critical, judgmental, or invasive of a family’s personal circumstances.
  3. Donors are prohibited from using communication for solicitation, fundraising, or promotion of external causes, products, or services.
  4. Attachments (e.g., photos or files) are allowed only if pre-approved and reviewed by the Charity to ensure appropriateness and safety.
  5. The Charity may remove or modify any text, photo, or file that contains identifying data, location information, or material deemed unsafe for children.

4. Requests for Proof of Aid or Fund Usage

  1. The Charity may provide aggregate or anonymized reports, such as confirmation that funds were used for food, clothing, educational materials, or other humanitarian needs.
  2. Donors must not request or require recipient families to provide any bills, receipts, or personal proof of how aid funds were spent.
  3. All financial accountability and verification are handled exclusively through the Charity’s internal financial management and audit processes.

5. Privacy and Data Protection

  1. Compassion is Life complies with all relevant data-protection laws, including the U.S. Privacy Act, EU GDPR, and the Law of Ukraine on Personal Data Protection.
  2. Donors shall not attempt to collect, store, publish, or distribute any personal information, photographs, or private details about recipient families.
  3. All donor and family communications are stored securely for monitoring, audit, and safeguarding purposes.
  4. Any breach of privacy or misuse of personal data may result in termination of communication privileges and potential legal action where applicable.

6. Safeguarding Children and Vulnerable Persons

  1. The safety, dignity, and emotional well-being of children are the highest priority of Compassion is Life.
  2. Donors must never request or share any content involving a child’s physical appearance, address, or personal details.
  3. Donors shall not attempt to arrange private meetings, video calls, or direct online communication with families or children outside the Charity’s supervision.
  4. Donors may not send or promise gifts, money, or materials directly to families. All such assistance must be coordinated through official Charity procedures.
  5. The Charity may monitor, archive, or suspend any communication suspected of violating safeguarding standards.

7. Transparency and Accountability

  1. The Charity maintains robust internal accounting and reporting systems that document all financial transactions and aid distributions.
  2. Donors may submit inquiries or feedback regarding aid transparency to the Charity’s management at any time through official contact channels.
  3. The cost of packaging, transportation, customs clearance, and local delivery of donor-provided gifts, materials, or other related items or services may be covered from the donor’s contribution, unless the donor specifies an additional payment to cover such expenditures separately. All related expenses are managed transparently and used solely to support the Charity’s humanitarian objectives.

8. Donor Conduct and Communication Ethics

  1. Donors are expected to demonstrate respect, patience, and understanding toward families in challenging circumstances.
  2. Any form of harassment, manipulation, or coercion (emotional, financial, or social) is prohibited.
  3. Donors must acknowledge that recipient families are beneficiaries, not contractors or employees, and participation in communication is entirely voluntary.
  4. The Charity may permanently restrict communication privileges if donor behavior is inconsistent with its values or this policy.

9. Enforcement

Violations of this policy may result in one or more of the following actions:

  1. Warning and written notice of non-compliance;
  2. Suspension or permanent termination of donor communication privileges;
  3. Removal from the sponsorship or family-aid correspondence program;
  4. Legal or administrative measures if privacy, child protection, or data laws are breached.

10. Policy Review and Approval

This policy shall be reviewed annually by the Executive Director and Board of Directors of Compassion is Life to ensure compliance with U.S. and Ukrainian nonprofit regulations, evolving privacy laws, and child-protection best practices.

Revisions may be made at any time to strengthen donor and family safety standards.