Privacy Policy
Last updated: February 2026
1. Information We Collect
CharityFile collects information necessary to provide our charitable solicitation compliance tracking service:
- Organization Information: Your organization's EIN (Employer Identification Number), legal name, and annual revenue figures
- Contact Information: Email address for account access and deadline reminders
- State Registration Data: Which states you solicit donations in and your registration status
- Account Preferences: Notification settings and reminder preferences
2. Public Data Sources
To help verify your organization's information and provide accurate compliance guidance, we may access publicly available data sources including:
- ProPublica Nonprofit Explorer: Public IRS 990 data used to verify organization details and pre-fill forms
- State Registry Databases: Publicly available state charity registration records
This public data is used solely to improve your experience and ensure compliance information accuracy. We do not store copies of IRS 990 forms.
3. How We Use Your Information
We use your information to:
- Track your charitable solicitation deadlines
- Send email reminders before filing deadlines
- Calculate state-specific registration fees
- Pre-fill compliance forms where available
- Provide customer support
- Improve our service and fix issues
4. Information We Do Not Sell
We do not sell, rent, or trade your personal information or organization data to third parties. Your data is used exclusively to provide our compliance tracking service.
We do not share your email address with marketing partners. We do not sell donor lists or nonprofit contact information.
5. Payment Processing
We use Stripe to process subscription payments. We do not store your credit card numbers or full payment details on our servers.
Stripe handles all payment processing in compliance with PCI-DSS requirements. When you subscribe, your payment information is sent directly to Stripe. We receive only a confirmation of successful payment and a customer ID to manage your subscription.
For information about how Stripe handles your payment data, please review Stripe's Privacy Policy.
6. Data Security
We implement appropriate technical and organizational measures to protect your data:
- All data transmitted via HTTPS encryption
- Database access restricted to essential personnel
- Regular security reviews and updates
While we take reasonable steps to protect your information, no internet transmission is completely secure. We cannot guarantee the absolute security of data transmitted to or from our service.
7. Data Retention
We retain your account data for as long as your account is active. If you cancel your subscription, we retain basic account information for a reasonable period to handle any billing disputes or account reactivation requests.
You may request deletion of your account and data by contacting us at support@charityfile.com.
8. Cookies and Analytics
We use essential cookies to maintain your login session. We may use analytics tools to understand how users interact with our service and improve the user experience.
9. Third-Party Services
Our service integrates with the following third parties:
- Stripe: Payment processing
- Email Service Provider: Sending deadline reminders and account notifications
Each third-party service has its own privacy policy governing how they handle data.
10. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy on our website and updating the "Last updated" date. Your continued use of the service after changes become effective constitutes acceptance of the updated policy.
11. Contact Us
If you have questions about this Privacy Policy or how we handle your data, please contact us at support@charityfile.com.