July 14, 2025 • 23 mins
Every fundraiser knows that donor trust is the foundation of successful philanthropic relationships. But in our rush to embrace powerful AI tools like ChatGPT, we risk compromising that trust through accidental exposure of sensitive information. What begins as an innocent copy-paste into an AI prompt can instantly transform into a serious data breach that damages hard-earned relationships.
This episode tackles the critical intersection of donor data privacy and AI efficiency. We explore how even small, routine actions—hastily copying donor details or pledge amounts—can lead to unintended privacy violations. Rather than avoiding technology altogether, we introduce practical safeguards like the "describe-don't-deposit" approach that replaces sensitive information with simple placeholders before using AI tools. This 30-second practice transforms how you can safely leverage ChatGPT's capabilities while maintaining absolute data security.
We also demystify the crucial privacy differences between ChatGPT's free, Plus, and Teams/Enterprise versions, helping you make informed decisions about which level of protection your donor relationships require. The Teams version offers enhanced security features that allow organizations to disable data storage and external review—ideal for handling confidential donor information. By implementing straightforward internal policies and adopting a "scrub-first" mindset, fundraising teams can embrace AI confidently without compromising stewardship integrity.
The mindset shifts we discuss reframe data security from a burdensome extra step to an empowering foundation for deeper donor relationships. When you approach technology with intentionality and care, privacy and efficiency become complementary strengths rather than competing priorities. Join us to discover how protecting donor information isn't just good ethics—it's good fundraising that demonstrates your commitment to stewarding not just gifts, but the precious trust behind them.
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Transcript
Episode Transcript
Available transcripts are automatically generated. Complete accuracy is not guaranteed.
Keith Greer, CFRE (00:00):
You're about to hit send on an update to a
six-figure donor when a suddenthought stops you cold Did I
just paste their confidentialpledge details into ChatGPT?
Your stomach tightens, yourfingers hover, because here's
the reality One tiny oversightcan trigger compliance headaches
or, even worse, damage thetrust you've spent years
(00:21):
carefully nurturing.
But what if you knew exactlyhow to safely feed prompts into
chat GPT without ever leakingsensitive donor data?
So let's talk fundraising.
Every donor relationship youhave is built on a foundation of
trust.
Trust isn't optional, it isn'tnegotiable.
(00:41):
It's the cornerstone of everymeaningful interaction that you
share.
And while trust takes months,years or even decades to build,
it can take mere moments to lose.
That's the fundraisingprinciple we're leaning into
today.
Trust is precious, it's fragileand it must be actively
protected, especially when itcomes to how we handle donor
(01:04):
data.
So let's talk candidly aboutsomething every fundraiser
worries about but rarelydiscusses openly data leaks.
Now we're not just talkingabout a major security breach or
dramatic hacking scandal.
In reality, most data leaks aresmaller, they're quieter and
more common.
They're often the result ofhurried copy-pasting, overlooked
(01:27):
details in emails orinadvertently sharing sensitive
donor details through otherwiseroutine communications.
So think about your ownworkflow for a moment.
When you're quickly drafting anemail update to a major donor
or pulling together a boardreport, how often are you
double-checking that sensitiveinformation Pledge amounts,
(01:52):
health details, addresses,family circumstances?
Is it kept completely secure?
And let's pause here, becausewhat personally identifiable
details show up most often inyour drafts?
Take five seconds.
What are three things you'dnever want to see accidentally
forwarded or leaked?
Because here's the truth.
The more we rely on digitaltools, especially powerful
AI-driven tools like ChatGPT,the greater the need for
(02:15):
intentional data stewardship.
But good stewardship doesn'tmean avoiding technology.
In fact, smart, intentionalstewardship leverages technology
safely, carefully andthoughtfully.
And I've heard directly fromfundraisers who feel hesitant to
fully embrace tools likeChatGPT because of those privacy
concerns.
They wonder how do I know I'mkeeping donor information secure
(02:39):
?
Or what if I accidentally sharesomething confidential?
And these aren't small concerns.
They're at the very heart ofethical and effective
fundraising.
Stewardship is about more thangratitude and reporting impact.
It's about actively protectingthe integrity of donor
relationships every step of theway.
It's about demonstratingthrough every action that you
(03:01):
value the trust your donorsplace in you just as deeply as
you value their gifts.
We've all received fundraisingemails with errors an incorrect
name, an improperly mergeddetail, even awkward disclosures
of private information.
You likely remember how thosemoments felt, even as a
(03:25):
recipient Uncomfortable,off-putting, damaging to the
trust the sender had intended tobuild.
Now imagine the donor on thereceiving end of that kind of a
slip-up.
Would they continue to trustthe organization with their
generosity?
Would they confidentlyrecommend it to their peers,
their colleagues, their family?
Probably not, and this is whydata stewardship isn't merely
compliance-driven.
It's really relationship-driven.
It's about valuing your donor'strust enough to ensure that
(03:51):
every piece of data you handleis treated with care and with
clarity.
It's about never lettingconvenience compromise
confidentiality.
And let's get practical.
What does responsible datastewardship look like in the age
of AI and digital fundraising?
And it starts with awareness.
It begins by recognizing thatthe ease of copy pasting
information into tools likeChatGPT doesn't come without
(04:13):
risks.
It means establishing clear,simple and repeatable practices
to safeguard sensitiveinformation, practices like
replacing confidential detailswith plain language placeholders
before using an AI tool.
You're not slowing yourselfdown.
By doing this, you'reprotecting yourself, your donors
(04:34):
and your organization.
You're demonstrating that everyday, that your donor
relationships matter enough tojustify an extra moment of care.
And I know what you might bethinking, keith, does redacting
or replacing sensitive data slowme down?
Does it add another burdensomestep to an already packed
workflow?
And I know what you might bethinking, keith.
(04:57):
Does redacting or replacingsensitive data slow me down?
Does it add another burdensomestep to an already packed
workflow?
And initially it can feel thatway.
But let's reframe the situation.
The true time cost of redactinga few sensitive details in
seconds literally seconds is,but the potential cost of
(05:17):
failing to do it Damage, control, lost trust, rebuilding
credibility that can take monthsor even years.
Protecting donor data isn'tabout being overly cautious.
It's about being deliberatelyintentional.
It's about embedding simple,safe practices into your
workflow until they becomesecond nature, no different than
(05:39):
buckling your seatbelt beforedriving.
In fact, here's astraightforward way to reframe
the entire practice ascrub-first workflow.
With a scrub-first workflow.
You simply replace anysensitive details with
placeholders, such as aplaceholder for donor first name
and a placeholder for giftamount, before you ever paste
anything into a digital AI tool.
(06:00):
This doesn't slow your workflowdown.
It empowers it With datasecurely redacted.
You can quickly use ChatGPT todraft communications without
worrying about accidental leaksor privacy missteps.
It's simple, it's fast and it'seffective.
More importantly, it's astewardship practice built on
integrity and intentionality.
(06:22):
So take a moment right now.
What would adopting ascrub-first workflow look like
in your daily tasks?
Could you easily establishplaceholder keys for common
sensitive fields like addresses,gift amounts or specific donor
identifiers?
Think about it for a second.
Or specific donor identifiers?
Think about it for a second.
(06:43):
By setting up thesestraightforward redaction
routines, you're not creatingbarriers, you're building
guardrails.
Guardrails let you move quicklyand confidently, knowing you're
protecting donor privacy withevery prompt and every email
draft.
And here's another crucialpoint Transparency with donors
about how you handle their datawill increasingly become a part
(07:03):
of your conversations.
Imagine the comfort and thecredibility when you're able to
tell your donor directly wehandle your private information
with the utmost care.
It never leaves our internalsystems in an identifiable form.
That kind of transparency isn'tjust reassuring.
It's a profound demonstrationof respect, and respect, just
(07:25):
like trust, is foundational tolasting donor relationships.
Ultimately, good stewardship ofdata isn't just about avoiding
negative outcomes.
It's about actively reinforcingpositive relationships.
Every thoughtful step you takein protecting donor information
strengthens your reputation as atrustworthy steward.
(07:45):
The fundraising principle hereis clear and it's profound.
Trust is precious and demandsconstant vigilance, especially
in the age of rapid digitalcommunication.
Stewarding trust meansstewarding data with absolute
intentionality.
So, as we move from thisprinciple into the practical
application today, keep this topof mind.
(08:05):
The careful handling of donorinformation isn't a burden, it's
a privilege.
It's one of the most tangibleways you can demonstrate your
organization's integrity,professionalism and its care,
and it's precisely how you build, deepen and sustain the trust
that empowers your mission.
So, with that criticalprinciple clear, let's talk
(08:27):
exactly how ChatGPT can help youpractice safe, effective and
efficient donor communicationsright now.
So, now that we've unpacked whydata stewardship is central to
fundraising, let's get practicaland specific.
How exactly does ChatGPTsupport you in protecting
(08:49):
sensitive donor informationwhile still giving you the
efficiency boost that you need?
The key lies in understandinghow ChatGPT works and then
adopting clear, intentionalpractices that align with your
stewardship values.
So, first things first thatalign with your stewardship
values.
So first things first.
Let's clarify a critical pointChatGPT itself isn't inherently
insecure, but the way it's usedcan create security risks.
(09:10):
So how you choose to use it isthe deciding factor in whether
donor data stays safe or getsinadvertently exposed.
So let's start with some simplebest practices.
The simplest and the mostpowerful method is something I
call the describe-don't-depositapproach.
Instead of pasting sensitiveinformation directly into
(09:30):
ChatGPT, depositing it, youreplace those details with plain
language placeholders.
This small step immediatelyremoves any identifiable
information from your input,leaving no opportunity for
sensitive details to leak.
And here's exactly how you'dput this into practice.
Step one identify sensitiveinformation pledge amounts,
(09:51):
donor names, addresses, healthdetails, personal stories and
replace them with clearplaceholders, and your input
might look something like donorfirst name made a generous
pledge of gift amount to ourscholarship fund.
Invite them warmly to visitprogram name and experience
their impact firsthand.
(10:12):
Step two use a simple anddirect prompt to guide chat GPT.
And here's exactly how thiscould sound in practice.
Act as my fundraising copyintern, using the placeholders
provided.
Craft a 150-word impact updatethat feels warm, thanks donor
first name for their gift amount, scholarship pledge and invites
(10:36):
them to visit program name.
Do not invent extra facts Inmoments, chat GPT returns a
thoughtful, sensitive,donor-ready draft, all without
ever seeing or touching privatedonor data.
And let's pause briefly here tomeasure the practical benefit.
A compliance review forsensitive data can typically
(10:56):
take around 14 minutes per boardcycle packet.
With placeholders in place,that review time shrinks
dramatically to under fourminutes.
Across multiple reports.
You're saving nearly an hour oftedious compliance review every
single cycle.
But now let's dive deeper intoanother essential layer of data
stewardship the privacy settings.
(11:18):
Not all chat GPT accounts arecreated equal.
There are crucial differencesamong the free, the plus and the
Teams versions, especially whenit comes to security and
confidentiality.
Starting with the free versionof ChatGPT, here's what you need
to know.
While powerful and highlyaccessible, the free tier does
have important limitationsaround privacy.
(11:39):
Inputs you provide to the freeversion may be reviewed by human
trainers at OpenAI in ananonymized form to help improve
the model.
This means sensitiveinformation, even
unintentionally included, couldtechnically be seen, though
anonymized, by people outsideyour organization.
It's a powerful tool forexploration, but it's not ideal
(12:00):
for routine fundraising useinvolving any potentially
sensitive context.
Then we have ChatGPT+.
With a paid Plus account, yougain faster response times and
priority access, but privacyconsiderations remain largely
the same as the free versions.
Your inputs may still besubject to anonymized review by
human trainers For individual,casual or non-sensitive tasks.
(12:23):
This might be acceptable.
With a plus account, you alsohave the option to turn off
having your data used to trainfuture AI models, but when
you're managing confidentialdonor information in
higher-stakes fundraisingcommunication, it's worth
pausing to consider whether it'senough for your needs.
And this is where ChatGPT Teamsand Enterprise enters the
(12:45):
conversation and why it's sovaluable for fundraising
professionals.
Chatgpt Teams offers enhancedSAML SSO security.
It has passed SOC 2 type 2audits and has data encryption,
crucially providingadministrative controls and
privacy safeguards tailored foryour organizational use.
(13:06):
With a Teams account, you havethe power to disable the storage
of your prompts entirely,meaning that your data isn't
stored, isn't reviewed and isn'tused to train the AI models at
all.
And this is significant.
So let's unpack why.
With Teams, your organizationcan enforce a privacy-first
approach.
Prompts and outputs aren'tshared or reviewed by human
(13:28):
trainers, your sensitive datastays internal, ensuring maximum
confidentiality.
And Teams allows yourorganization to manage and
oversee user access and usage,further reducing the risk of
accidental exposure of sensitiveinformation.
So think about it With a Teamsaccount, you can confidently
tell your leadership, yourdonors and your colleagues that
(13:51):
donor privacy is protected atthe highest level.
You can leverage AI fully,knowing that compliance and
confidentiality aren'tcompromised.
And let's pause briefly toconsider this If you knew your
sensitive donor details werecompletely secure, would you be
more likely to embrace the fullpower of AI tools like ChatGPT
(14:12):
in your workflow.
Would that level of securitytransform your hesitation into
confidence?
Now I know a practical questionmight be coming up for you,
keith.
Does upgrading to a Teamsaccount justify the investment?
Is it really necessary?
And the answer depends on howcritical data security is to
your organization and how muchyou value donor trust.
(14:35):
For most fundraisingprofessionals handling sensitive
donor details, teams isn't justa nice to have, it's really
essential Because remember donortrust isn't merely valuable,
it's invaluable.
If your work involves donorrecords, pledge details, health
information or personalanecdotes, a Teams account is
simply the best choice toprotect that trust.
(14:55):
It allows you to fully unlockthe efficiency gains and
powerful support AI offerswithout ever risking your
stewardship integrity.
So let's summarize this clearlyChatGPT-free it's powerful, it's
accessible, but the prompts areanonymized and may be reviewed
externally as well as used totrain future models.
(15:16):
Chatgpt-plus faster and morereliable.
Yet privacy considerationsremain largely the same as the
free tier, with the option toopt out of training future
models.
Enchant, gpt, teams andEnterprise offers administrative
privacy, control and theability to fully disable data
storage and external review,making it the most secure,
(15:38):
stewardship-friendly optionavailable.
So choosing the right accounttype isn't merely a technical
decision.
It's a stewardship decision.
It's about aligning yourtechnological tools with your
fundraising values and yourdonor commitments.
Think practically for a moment.
If your organization's missionand your reputation depends on
protecting sensitive information, isn't it worth investing in
(16:00):
the highest levels of dataprivacy available?
Now?
One final practicalrecommendation to support your
safe use of ChatGPT Considerdrafting an internal policy
document clearly defining yourorganization's practices around
sensitive data and AI use.
Include your placeholderstrategy, describe don't deposit
(16:21):
rules and clear guidelines forwhat information can and can't
be input.
A clear, simple internal policyensures every member of your
team is aligned and confident inhandling data responsibility.
It's a small investment of timeupfront, but it pays
significant dividends in trust,compliance and efficiency down
(16:43):
the road.
So let's reflect one last time.
How might your donorrelationships transform if you
were absolutely confident theirinformation was protected and if
your donors knew this too?
How much stronger could yourstewardship become if technology
was fully aligned with yourethical commitments?
(17:05):
Ultimately, stewarding donortrust and protecting sensitive
data isn't just good ethics.
It's good fundraising.
Using ChatGPT responsibly,safely and intentionally
empowers you to reclaim hours inyour workflow without
compromising your integrity oryour donor's confidence.
It's not about choosing betweenspeed and security.
It's about confidently choosingboth.
It's about leveraging the righttools with the right settings
(17:29):
in the right ways to stewardrelationships with intention,
integrity and excellence.
Now, as we move forward, we'llexplore the mindset shifts that
allow you to embrace thiscareful, intentional approach,
without sacrificing theefficiency and the impact that
you deserve.
So let's dive deeper now intothe mindset behind using AI,
(17:51):
because how you approachtechnology, especially when it
comes to sensitive donor data,will shape your confidence and
effectiveness as a fundraiser.
One of the biggest hesitations Ihear from fundraisers is around
the time commitment to datasecurity.
And you might be thinking,keith, I'm already overwhelmed.
Adding another step, likeredacting sensitive information
before using AI, just feels likeextra work.
(18:13):
And, believe me, I felt thatsame resistance.
When you're already racingagainst deadlines, every
additional task seems daunting.
But here's something thatcompletely shifted my
perspective.
One day, I actually timedmyself performing a simple
redaction, replacing sensitivedetails with placeholders,
before using chat GPT.
The stopwatch revealed it tookless than 30 seconds.
(18:36):
Initially, what felt like ahassle quickly became second
nature, kind of like bucklingyour seatbelt.
So think about it Buckling yourseatbelt isn't an inconvenience
, it's just a quick habit thatlets you drive confidently.
Treating redaction in the sameway creates powerful peace of
mind, although if you were alivein the 80s, you might have
thought it was a big hassle atthe time, and that fear is
(19:16):
understandable.
Headlines about data breachesare scary, but it's important to
recognize that AI, like anytechnology, whether that's your
email, your CRM systems, evenyour smartphone isn't inherently
risky.
Privacy controls you put inplace by using clear strategies
like the described don't depositapproach we discussed, you
remain fully in control,transforming AI from something
uncertain into somethingreliable.
And speaking of trust, I oftenhear fundraisers quietly admit
(19:39):
something even deeper I've madeprivacy mistakes before.
How do I ensure it doesn'thappen again, especially now
that I'm using AI?
And this anxiety is very real.
But instead of viewing pastmistakes as proof that you're
careless, consider them evidenceof your growth.
If you've stumbled in the past,you're actually better
positioned now.
You know exactly what to watchfor, how to handle sensitive
(20:03):
information carefully and why astructured approach matters.
Another hesitance I often hearis skepticism about new
technology.
I've been burned by too manyshiny tools before.
How do I know ChatGPT won'tjust be another complicated tool
I never use?
And the skepticism is healthy.
But here's the good newsChatGPT isn't another
(20:25):
complicated software with asteep learning curve.
Instead, think of it as anintuitive partner, enhancing the
communication skills that youreally already possess.
It's not about masteringtechnology.
It's about making thetechnology work for you.
And finally, let's tackle asubtle yet significant
misunderstanding Manyfundraisers see privacy and
(20:45):
efficiency as kind of opposinggoals.
But think about it differently.
Clear privacy practicesactually speed you up, removing
uncertainty, removing doubt anddouble checking.
When your workflow includesstraightforward safeguards,
you're not only protecting donortrust, you're also streamlining
your entire process, giving youmore room for deeper,
(21:08):
meaningful connections.
Ultimately, the way youapproach data stewardship isn't
just about technology.
It's about honoring andprotecting relationships.
Privacy isn't an obstacle, it'sa foundation for powerful,
effective fundraising, and theclarity, the, the confidence and
the integrity it brings aren'tjust good ethics, they're good
(21:30):
business.
Imagine stepping into your roletomorrow fully confident,
knowing that your processesprotect owner privacy, enhance
your workflow and amplifyfundraising effectiveness.
That's the real mindset shiftwe're after, moving from
uncertainty to confidence, fromworry to trust, from complexity
(21:50):
to clarity.
So think about your ownpractice.
If you embrace this mindset,how would your relationships
with your donors deepen?
How would your daily workflowfeel lighter and more purposeful
?
And hold on to that thought,because that shift starts now.
Today we explored exactly how tosafeguard donor data while
(22:10):
fully embracing the power of AI.
We unpacked practical stepslike the describe-don't-deposit
method and learned to replacesensitive details with clear
placeholders.
We also tackled the criticalmindset shifts about privacy,
efficiency and trust, helpingyou see data stewardship not as
a burden, but as the veryfoundation of powerful
(22:30):
fundraising.
So now it's your turn totransform insight into action.
Today, pick just one sensitivedetail you regularly handle
Maybe it's gift amounts, donornames or health-related
information.
Create your own placeholder keyand run a quick prompt using
the described don't depositstrategy we discussed.
Then head over to my LinkedInand share your experience.
(22:53):
How much time did you save?
How much lighter did yourworkflow feel?
Next week, we'll move beyonddata security and into crafting
powerful donor communicationsquickly, confidently and safely.
To crafting powerful donorcommunications quickly,
confidently and safely.
You'll discover a simplethree-line recipe to turn your
carefully scrubbed notes intopolished, donor-ready drafts
(23:15):
fast.
Until then, keep stewardingtrust, protecting privacy and
enhancing your fundraisingimpact.
I'll see you real soon.
You're about to hit send on an update to a
six-figure donor when a suddenthought stops you cold Did I
just paste their confidentialpledge details into ChatGPT?
Your stomach tightens, yourfingers hover, because here's
the reality One tiny oversightcan trigger compliance headaches
or, even worse, damage thetrust you've spent years
(00:21):
carefully nurturing.
But what if you knew exactlyhow to safely feed prompts into
chat GPT without ever leakingsensitive donor data?
So let's talk fundraising.
Every donor relationship youhave is built on a foundation of
trust.
Trust isn't optional, it isn'tnegotiable.
(00:41):
It's the cornerstone of everymeaningful interaction that you
share.
And while trust takes months,years or even decades to build,
it can take mere moments to lose.
That's the fundraisingprinciple we're leaning into
today.
Trust is precious, it's fragileand it must be actively
protected, especially when itcomes to how we handle donor
(01:04):
data.
So let's talk candidly aboutsomething every fundraiser
worries about but rarelydiscusses openly data leaks.
Now we're not just talkingabout a major security breach or
dramatic hacking scandal.
In reality, most data leaks aresmaller, they're quieter and
more common.
They're often the result ofhurried copy-pasting, overlooked
(01:27):
details in emails orinadvertently sharing sensitive
donor details through otherwiseroutine communications.
So think about your ownworkflow for a moment.
When you're quickly drafting anemail update to a major donor
or pulling together a boardreport, how often are you
double-checking that sensitiveinformation Pledge amounts,
(01:52):
health details, addresses,family circumstances?
Is it kept completely secure?
And let's pause here, becausewhat personally identifiable
details show up most often inyour drafts?
Take five seconds.
What are three things you'dnever want to see accidentally
forwarded or leaked?
Because here's the truth.
The more we rely on digitaltools, especially powerful
AI-driven tools like ChatGPT,the greater the need for
(02:15):
intentional data stewardship.
But good stewardship doesn'tmean avoiding technology.
In fact, smart, intentionalstewardship leverages technology
safely, carefully andthoughtfully.
And I've heard directly fromfundraisers who feel hesitant to
fully embrace tools likeChatGPT because of those privacy
concerns.
They wonder how do I know I'mkeeping donor information secure
(02:39):
?
Or what if I accidentally sharesomething confidential?
And these aren't small concerns.
They're at the very heart ofethical and effective
fundraising.
Stewardship is about more thangratitude and reporting impact.
It's about actively protectingthe integrity of donor
relationships every step of theway.
It's about demonstratingthrough every action that you
(03:01):
value the trust your donorsplace in you just as deeply as
you value their gifts.
We've all received fundraisingemails with errors an incorrect
name, an improperly mergeddetail, even awkward disclosures
of private information.
You likely remember how thosemoments felt, even as a
(03:25):
recipient Uncomfortable,off-putting, damaging to the
trust the sender had intended tobuild.
Now imagine the donor on thereceiving end of that kind of a
slip-up.
Would they continue to trustthe organization with their
generosity?
Would they confidentlyrecommend it to their peers,
their colleagues, their family?
Probably not, and this is whydata stewardship isn't merely
compliance-driven.
It's really relationship-driven.
It's about valuing your donor'strust enough to ensure that
(03:51):
every piece of data you handleis treated with care and with
clarity.
It's about never lettingconvenience compromise
confidentiality.
And let's get practical.
What does responsible datastewardship look like in the age
of AI and digital fundraising?
And it starts with awareness.
It begins by recognizing thatthe ease of copy pasting
information into tools likeChatGPT doesn't come without
(04:13):
risks.
It means establishing clear,simple and repeatable practices
to safeguard sensitiveinformation, practices like
replacing confidential detailswith plain language placeholders
before using an AI tool.
You're not slowing yourselfdown.
By doing this, you'reprotecting yourself, your donors
(04:34):
and your organization.
You're demonstrating that everyday, that your donor
relationships matter enough tojustify an extra moment of care.
And I know what you might bethinking, keith, does redacting
or replacing sensitive data slowme down?
Does it add another burdensomestep to an already packed
workflow?
And I know what you might bethinking, keith.
(04:57):
Does redacting or replacingsensitive data slow me down?
Does it add another burdensomestep to an already packed
workflow?
And initially it can feel thatway.
But let's reframe the situation.
The true time cost of redactinga few sensitive details in
seconds literally seconds is,but the potential cost of
(05:17):
failing to do it Damage, control, lost trust, rebuilding
credibility that can take monthsor even years.
Protecting donor data isn'tabout being overly cautious.
It's about being deliberatelyintentional.
It's about embedding simple,safe practices into your
workflow until they becomesecond nature, no different than
(05:39):
buckling your seatbelt beforedriving.
In fact, here's astraightforward way to reframe
the entire practice ascrub-first workflow.
With a scrub-first workflow.
You simply replace anysensitive details with
placeholders, such as aplaceholder for donor first name
and a placeholder for giftamount, before you ever paste
anything into a digital AI tool.
(06:00):
This doesn't slow your workflowdown.
It empowers it With datasecurely redacted.
You can quickly use ChatGPT todraft communications without
worrying about accidental leaksor privacy missteps.
It's simple, it's fast and it'seffective.
More importantly, it's astewardship practice built on
integrity and intentionality.
(06:22):
So take a moment right now.
What would adopting ascrub-first workflow look like
in your daily tasks?
Could you easily establishplaceholder keys for common
sensitive fields like addresses,gift amounts or specific donor
identifiers?
Think about it for a second.
Or specific donor identifiers?
Think about it for a second.
(06:43):
By setting up thesestraightforward redaction
routines, you're not creatingbarriers, you're building
guardrails.
Guardrails let you move quicklyand confidently, knowing you're
protecting donor privacy withevery prompt and every email
draft.
And here's another crucialpoint Transparency with donors
about how you handle their datawill increasingly become a part
(07:03):
of your conversations.
Imagine the comfort and thecredibility when you're able to
tell your donor directly wehandle your private information
with the utmost care.
It never leaves our internalsystems in an identifiable form.
That kind of transparency isn'tjust reassuring.
It's a profound demonstrationof respect, and respect, just
(07:25):
like trust, is foundational tolasting donor relationships.
Ultimately, good stewardship ofdata isn't just about avoiding
negative outcomes.
It's about actively reinforcingpositive relationships.
Every thoughtful step you takein protecting donor information
strengthens your reputation as atrustworthy steward.
(07:45):
The fundraising principle hereis clear and it's profound.
Trust is precious and demandsconstant vigilance, especially
in the age of rapid digitalcommunication.
Stewarding trust meansstewarding data with absolute
intentionality.
So, as we move from thisprinciple into the practical
application today, keep this topof mind.
(08:05):
The careful handling of donorinformation isn't a burden, it's
a privilege.
It's one of the most tangibleways you can demonstrate your
organization's integrity,professionalism and its care,
and it's precisely how you build, deepen and sustain the trust
that empowers your mission.
So, with that criticalprinciple clear, let's talk
(08:27):
exactly how ChatGPT can help youpractice safe, effective and
efficient donor communicationsright now.
So, now that we've unpacked whydata stewardship is central to
fundraising, let's get practicaland specific.
How exactly does ChatGPTsupport you in protecting
(08:49):
sensitive donor informationwhile still giving you the
efficiency boost that you need?
The key lies in understandinghow ChatGPT works and then
adopting clear, intentionalpractices that align with your
stewardship values.
So, first things first thatalign with your stewardship
values.
So first things first.
Let's clarify a critical pointChatGPT itself isn't inherently
insecure, but the way it's usedcan create security risks.
(09:10):
So how you choose to use it isthe deciding factor in whether
donor data stays safe or getsinadvertently exposed.
So let's start with some simplebest practices.
The simplest and the mostpowerful method is something I
call the describe-don't-depositapproach.
Instead of pasting sensitiveinformation directly into
(09:30):
ChatGPT, depositing it, youreplace those details with plain
language placeholders.
This small step immediatelyremoves any identifiable
information from your input,leaving no opportunity for
sensitive details to leak.
And here's exactly how you'dput this into practice.
Step one identify sensitiveinformation pledge amounts,
(09:51):
donor names, addresses, healthdetails, personal stories and
replace them with clearplaceholders, and your input
might look something like donorfirst name made a generous
pledge of gift amount to ourscholarship fund.
Invite them warmly to visitprogram name and experience
their impact firsthand.
(10:12):
Step two use a simple anddirect prompt to guide chat GPT.
And here's exactly how thiscould sound in practice.
Act as my fundraising copyintern, using the placeholders
provided.
Craft a 150-word impact updatethat feels warm, thanks donor
first name for their gift amount, scholarship pledge and invites
(10:36):
them to visit program name.
Do not invent extra facts Inmoments, chat GPT returns a
thoughtful, sensitive,donor-ready draft, all without
ever seeing or touching privatedonor data.
And let's pause briefly here tomeasure the practical benefit.
A compliance review forsensitive data can typically
(10:56):
take around 14 minutes per boardcycle packet.
With placeholders in place,that review time shrinks
dramatically to under fourminutes.
Across multiple reports.
You're saving nearly an hour oftedious compliance review every
single cycle.
But now let's dive deeper intoanother essential layer of data
stewardship the privacy settings.
(11:18):
Not all chat GPT accounts arecreated equal.
There are crucial differencesamong the free, the plus and the
Teams versions, especially whenit comes to security and
confidentiality.
Starting with the free versionof ChatGPT, here's what you need
to know.
While powerful and highlyaccessible, the free tier does
have important limitationsaround privacy.
(11:39):
Inputs you provide to the freeversion may be reviewed by human
trainers at OpenAI in ananonymized form to help improve
the model.
This means sensitiveinformation, even
unintentionally included, couldtechnically be seen, though
anonymized, by people outsideyour organization.
It's a powerful tool forexploration, but it's not ideal
(12:00):
for routine fundraising useinvolving any potentially
sensitive context.
Then we have ChatGPT+.
With a paid Plus account, yougain faster response times and
priority access, but privacyconsiderations remain largely
the same as the free versions.
Your inputs may still besubject to anonymized review by
human trainers For individual,casual or non-sensitive tasks.
(12:23):
This might be acceptable.
With a plus account, you alsohave the option to turn off
having your data used to trainfuture AI models, but when
you're managing confidentialdonor information in
higher-stakes fundraisingcommunication, it's worth
pausing to consider whether it'senough for your needs.
And this is where ChatGPT Teamsand Enterprise enters the
(12:45):
conversation and why it's sovaluable for fundraising
professionals.
Chatgpt Teams offers enhancedSAML SSO security.
It has passed SOC 2 type 2audits and has data encryption,
crucially providingadministrative controls and
privacy safeguards tailored foryour organizational use.
(13:06):
With a Teams account, you havethe power to disable the storage
of your prompts entirely,meaning that your data isn't
stored, isn't reviewed and isn'tused to train the AI models at
all.
And this is significant.
So let's unpack why.
With Teams, your organizationcan enforce a privacy-first
approach.
Prompts and outputs aren'tshared or reviewed by human
(13:28):
trainers, your sensitive datastays internal, ensuring maximum
confidentiality.
And Teams allows yourorganization to manage and
oversee user access and usage,further reducing the risk of
accidental exposure of sensitiveinformation.
So think about it With a Teamsaccount, you can confidently
tell your leadership, yourdonors and your colleagues that
(13:51):
donor privacy is protected atthe highest level.
You can leverage AI fully,knowing that compliance and
confidentiality aren'tcompromised.
And let's pause briefly toconsider this If you knew your
sensitive donor details werecompletely secure, would you be
more likely to embrace the fullpower of AI tools like ChatGPT
(14:12):
in your workflow.
Would that level of securitytransform your hesitation into
confidence?
Now I know a practical questionmight be coming up for you,
keith.
Does upgrading to a Teamsaccount justify the investment?
Is it really necessary?
And the answer depends on howcritical data security is to
your organization and how muchyou value donor trust.
(14:35):
For most fundraisingprofessionals handling sensitive
donor details, teams isn't justa nice to have, it's really
essential Because remember donortrust isn't merely valuable,
it's invaluable.
If your work involves donorrecords, pledge details, health
information or personalanecdotes, a Teams account is
simply the best choice toprotect that trust.
(14:55):
It allows you to fully unlockthe efficiency gains and
powerful support AI offerswithout ever risking your
stewardship integrity.
So let's summarize this clearlyChatGPT-free it's powerful, it's
accessible, but the prompts areanonymized and may be reviewed
externally as well as used totrain future models.
(15:16):
Chatgpt-plus faster and morereliable.
Yet privacy considerationsremain largely the same as the
free tier, with the option toopt out of training future
models.
Enchant, gpt, teams andEnterprise offers administrative
privacy, control and theability to fully disable data
storage and external review,making it the most secure,
(15:38):
stewardship-friendly optionavailable.
So choosing the right accounttype isn't merely a technical
decision.
It's a stewardship decision.
It's about aligning yourtechnological tools with your
fundraising values and yourdonor commitments.
Think practically for a moment.
If your organization's missionand your reputation depends on
protecting sensitive information, isn't it worth investing in
(16:00):
the highest levels of dataprivacy available?
Now?
One final practicalrecommendation to support your
safe use of ChatGPT Considerdrafting an internal policy
document clearly defining yourorganization's practices around
sensitive data and AI use.
Include your placeholderstrategy, describe don't deposit
(16:21):
rules and clear guidelines forwhat information can and can't
be input.
A clear, simple internal policyensures every member of your
team is aligned and confident inhandling data responsibility.
It's a small investment of timeupfront, but it pays
significant dividends in trust,compliance and efficiency down
(16:43):
the road.
So let's reflect one last time.
How might your donorrelationships transform if you
were absolutely confident theirinformation was protected and if
your donors knew this too?
How much stronger could yourstewardship become if technology
was fully aligned with yourethical commitments?
(17:05):
Ultimately, stewarding donortrust and protecting sensitive
data isn't just good ethics.
It's good fundraising.
Using ChatGPT responsibly,safely and intentionally
empowers you to reclaim hours inyour workflow without
compromising your integrity oryour donor's confidence.
It's not about choosing betweenspeed and security.
It's about confidently choosingboth.
It's about leveraging the righttools with the right settings
(17:29):
in the right ways to stewardrelationships with intention,
integrity and excellence.
Now, as we move forward, we'llexplore the mindset shifts that
allow you to embrace thiscareful, intentional approach,
without sacrificing theefficiency and the impact that
you deserve.
So let's dive deeper now intothe mindset behind using AI,
(17:51):
because how you approachtechnology, especially when it
comes to sensitive donor data,will shape your confidence and
effectiveness as a fundraiser.
One of the biggest hesitations Ihear from fundraisers is around
the time commitment to datasecurity.
And you might be thinking,keith, I'm already overwhelmed.
Adding another step, likeredacting sensitive information
before using AI, just feels likeextra work.
(18:13):
And, believe me, I felt thatsame resistance.
When you're already racingagainst deadlines, every
additional task seems daunting.
But here's something thatcompletely shifted my
perspective.
One day, I actually timedmyself performing a simple
redaction, replacing sensitivedetails with placeholders,
before using chat GPT.
The stopwatch revealed it tookless than 30 seconds.
(18:36):
Initially, what felt like ahassle quickly became second
nature, kind of like bucklingyour seatbelt.
So think about it Buckling yourseatbelt isn't an inconvenience
, it's just a quick habit thatlets you drive confidently.
Treating redaction in the sameway creates powerful peace of
mind, although if you were alivein the 80s, you might have
thought it was a big hassle atthe time, and that fear is
(19:16):
understandable.
Headlines about data breachesare scary, but it's important to
recognize that AI, like anytechnology, whether that's your
email, your CRM systems, evenyour smartphone isn't inherently
risky.
Privacy controls you put inplace by using clear strategies
like the described don't depositapproach we discussed, you
remain fully in control,transforming AI from something
uncertain into somethingreliable.
And speaking of trust, I oftenhear fundraisers quietly admit
(19:39):
something even deeper I've madeprivacy mistakes before.
How do I ensure it doesn'thappen again, especially now
that I'm using AI?
And this anxiety is very real.
But instead of viewing pastmistakes as proof that you're
careless, consider them evidenceof your growth.
If you've stumbled in the past,you're actually better
positioned now.
You know exactly what to watchfor, how to handle sensitive
(20:03):
information carefully and why astructured approach matters.
Another hesitance I often hearis skepticism about new
technology.
I've been burned by too manyshiny tools before.
How do I know ChatGPT won'tjust be another complicated tool
I never use?
And the skepticism is healthy.
But here's the good newsChatGPT isn't another
(20:25):
complicated software with asteep learning curve.
Instead, think of it as anintuitive partner, enhancing the
communication skills that youreally already possess.
It's not about masteringtechnology.
It's about making thetechnology work for you.
And finally, let's tackle asubtle yet significant
misunderstanding Manyfundraisers see privacy and
(20:45):
efficiency as kind of opposinggoals.
But think about it differently.
Clear privacy practicesactually speed you up, removing
uncertainty, removing doubt anddouble checking.
When your workflow includesstraightforward safeguards,
you're not only protecting donortrust, you're also streamlining
your entire process, giving youmore room for deeper,
(21:08):
meaningful connections.
Ultimately, the way youapproach data stewardship isn't
just about technology.
It's about honoring andprotecting relationships.
Privacy isn't an obstacle, it'sa foundation for powerful,
effective fundraising, and theclarity, the, the confidence and
the integrity it brings aren'tjust good ethics, they're good
(21:30):
business.
Imagine stepping into your roletomorrow fully confident,
knowing that your processesprotect owner privacy, enhance
your workflow and amplifyfundraising effectiveness.
That's the real mindset shiftwe're after, moving from
uncertainty to confidence, fromworry to trust, from complexity
(21:50):
to clarity.
So think about your ownpractice.
If you embrace this mindset,how would your relationships
with your donors deepen?
How would your daily workflowfeel lighter and more purposeful
?
And hold on to that thought,because that shift starts now.
Today we explored exactly how tosafeguard donor data while
(22:10):
fully embracing the power of AI.
We unpacked practical stepslike the describe-don't-deposit
method and learned to replacesensitive details with clear
placeholders.
We also tackled the criticalmindset shifts about privacy,
efficiency and trust, helpingyou see data stewardship not as
a burden, but as the veryfoundation of powerful
(22:30):
fundraising.
So now it's your turn totransform insight into action.
Today, pick just one sensitivedetail you regularly handle
Maybe it's gift amounts, donornames or health-related
information.
Create your own placeholder keyand run a quick prompt using
the described don't depositstrategy we discussed.
Then head over to my LinkedInand share your experience.
(22:53):
How much time did you save?
How much lighter did yourworkflow feel?
Next week, we'll move beyonddata security and into crafting
powerful donor communicationsquickly, confidently and safely.
To crafting powerful donorcommunications quickly,
confidently and safely.
You'll discover a simplethree-line recipe to turn your
carefully scrubbed notes intopolished, donor-ready drafts
(23:15):
fast.
Until then, keep stewardingtrust, protecting privacy and
enhancing your fundraisingimpact.
I'll see you real soon.
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