First Book Privacy and Compliance Policies
- First Book Donor Policy
- First Book Donation Security Information
- First Book Conflict of Interest Policy — Board of Directors
- First Book Conflict of Interest Policy — Employees
First Book will not collect personally identifiable information from our donors – name, address, e-mail address or telephone number — without the express consent of the individual(s) as provided on the forms used by First Book to collect such information. Donors may restrict how the information is used by indicating individual preferences, including opting out of having information stored and used for any reason other than follow-up correspondence.
First Book does not share donor information with other organizations for commercial or non-commercial purposes. Information collected by First Book is used to respond to requests and provide better service to individuals using the website.
First Book’s on-line e-commerce processing system allows for safe donations and purchases. The system collects name, address, phone, credit card number and expiration date in order to process transactions. The encryption technology, Secure Sockets Layer (SSL), offers the highest level of security available on the Internet today. First Book has state-of-the-art firewalls and other security technology in place to provide confidentiality for all transactions.
Donors may contact First Book at any time to review personal information collected and request corrections.
First Book is dedicated to providing our Recipient Groups with an extraordinary level of service. As such, First Book is dedicated to keeping information that you provide us safe and secure. You may be periodically contacted by e-mail or by phone to verify data in our system.
If you have any questions about this policy please contact First Book at:
1319 F St., NW
Washington, DC 20004
Information First Book collects and how it is used. First Book collects information about the individual interacting with our organization (“personal information”), as well as information about the program the individual represents (“program information”). Personal and program information may be viewed and updated at any time by logging into First Book using your user ID and password (“First Book account”). We may ask for additional information in the future to better serve you.
How First Book collects information. In addition to collecting information at registration, First Book also collects personal and program information from: First Book Advisory Board grant applications and evaluations, book order information including titles, quantities, and prices from First Book Marketplace purchases, First Book National Book Bank distribution applications, and special surveys.
First Book may combine information submitted during participation in any First Book program into a comprehensive profile that will allow us to better serve you and provide you with the best possible level of service.
First Book uses the data collected to provide Recipient Groups with valuable information including, but not limited to:
- Upcoming First Book National Book Bank distributions
- First Book Marketplace specials
- First Book Advisory Board grant opportunities
- Opportunities to receive books as a result of First Book's alliances with its partners
- Programmatic updates
- Volunteer opportunities
How First Book Will Not Use Your Information
Information sharing. First Book will only share organization information with entities outside First Book in the following limited circumstances:
- First Book may provide information about your organization to First Book's partners as part of a campaign that will provide your organization with means to receive books as a result of participation in one of First Book's programs. We may release an organization's name, location, mission, and/or history of involvement with First Book as part of such a campaign. First Book will not provide this information to a third party outside the above parameters without your prior consent.
- First Book may use anonymous demographic information to provide First Book's partners with a profile of the types of organizations First Book serves as a way of demonstrating the power of the mission.
- First Book may disclose aggregated information (such as the total number of organizations or the total number of children First Book serves) about registered organizations to First Book's partners as a way of demonstrating the power of the mission.
- First Book may provide your organization's name, mission statement and location (only city and state) to its partners in order to further the First Book mission. First Book will not provide your organization's exact location, point of contact, phone number, fax number, e-mail address, and/or history of involvement with First Book as part of such a campaign to a third party outside the above without your prior consent.
First Book will not disclose an organization's contact information without prior consent. First Book does not sell personal information or organization information and will not provide any information to other entities for commercial purposes such as marketing.
First Book will not share personal information of any kind with entities outside First Book without consent. However, First Book may disclose personal information when compelled to do so by law, or under the reasonable belief that such disclosure is necessary to conform to applicable law or other legal processes.
First Book may use links on its Web properties that enable it to track whether those links have been followed. This function helps First Book discern how certain Web properties are utilized by its network.
Opting out of e-mail communications. You have the right to opt-out of e-mail communications from First Book. All First Book communications have an option that enables you to unsubscribe from that mailing. Please note, however, that unsubscribing from First Book mailings will limit and/or eliminate your ability to receive information about upcoming First Book National Book Bank distributions, First Book Marketplace promotions and other opportunities to receive books and educational materials for your program.
Information security. First Book takes appropriate security measures to protect against unauthorized access to, or unauthorized alteration, disclosure or destruction of personal information and organization information. Access to personal information and program information is limited to First Book staff.
Data integrity. First Book uses personal information and organization information only in accordance with this policy. First Book periodically reviews the methods by which it collects, stores and maintains data. Because First Book understands the necessity to keep such information up-to-date, you may be contacted periodically in order to keep your personal and organization data current.
Updated October 1st, 2009
First Book Donor Policy
First Book has adopted this policy to assure prudent and discreet use of all information pertaining to individuals and organizations that have contributed, pledged or are prospects to contribute or pledge gifts to First Book.
Records, files, and other material gathered or produced by First Book in relation to actual or prospective donors will be held strictly confidential by First Book officers, personnel, and volunteers.
First Book will not sell or share a donor's personal information to any other entity without the donor's permission. Records of all private gifts, grants, pledges, and expectancies to First Book are maintained in the Accounting Department. It is the responsibility of those who keep and use these records to protect the privacy of donors to the fullest extent possible, except when the donor's approval has been secured to announce a gift, pledge, etc., publicly, or when required by legal subpoena, as specified below.
Information in regard to specific private gifts, grants, pledges or expectancies will be released to outside agencies only under legal subpoena, with the approval of First Book’s counsel, or with permission from the donor.
All media inquiries are fielded by the Communications Department of First Book, which has been oriented as to First Book’s confidentiality policy. Employees outside of the Communications Department who are contacted by representatives of news media organizations direct all inquiries to the Senior Director of Communications for appropriate handling.
First Book exercises special caution to protect the identity of donors who wish to remain anonymous. The names of anonymous donors, as well as other identifying information, is withheld on gift reports and other documents.
Volunteers who work with confidential material necessary for the evaluation, cultivation, and solicitation of donors are oriented in regard to the confidentiality of that information.
Employees of First Book who violate policies in regard to confidentiality are subject to dismissal.
Donor Policy Updated August, 2010
First Book - Donation Security Information
Securing Donor Information: Privacy and the security of your data is critical to First Book. Therefore, we are committed to providing you with the highest levels of security and confidentiality for your personal information by utilizing state of the art security systems for your protection. There are five key elements enlisted to protect your data:
- Perimeter Security – Protects against malicious activity through the physical security of our data center. Access to our equipment is controlled by a card-access system. The card-access system is connected to a database that logs all access. Additionally, equipment is viewed by a closed-circuit video surveillance system and monitored 24 hours a day
- Identity Security – Protects user information through authentication services. Web access to secure locations at our data center is secured by industry-standard password protection. Each user in our organization has a unique user name and password that must be entered each the user logs in. Encryption of credit card numbers is used whenever information is transferred.
- Data Integrity and Privacy – Ensures confidentiality of data through encryption. When you access our site using Microsoft Internet Explorer (version 4.0 or higher), Secure Socket Layer (SSL) technology protects your information using both server authentication and data encryption, ensuring that your data is safe, secure, and available only to registered users in our organization. We employ a payment gateway for session security for all credit card transactions. All exchanges of Server IDs occur within seconds, and require no action further action.
- Firewall Security – Provides state of the art online security services to protect against unauthorized access to our infrastructure and data. Firewall technologies enable safe, secure e-business by controlling all communications to and from the Internet. This security is managed by our on and off-site Information Technology teams.
- Security Monitoring – Recognizes vulnerabilities and detects and reacts to intruders. Our site is continually monitored for the ongoing activity versus standard operating activities. Our IT team performs routine data backups in the event of data or any compromise of our website to facilitate data restoration.
First Book Conflict of Interest Policy – Board of Directors
Members of the First Book International Board of Directors are prohibited from accepting gifts, money or gratuities from the following:
- Persons receiving benefits or services from First Book;
- Any person or entity performing or seeking to perform services under contract with First Book; and
- Persons who are otherwise in a position to benefit from the actions of any Board member of First Book.
A conflict of interest is defined as an actual or perceived interest by a Board member in an action that results in or has the appearance of resulting in personal, organizational or professional gain.
First Book Conflict of Interest Policy – Employees
Employees may, with the prior written approval of the President/CEO, receive honoraria for lectures and other such activities while on personal days, compensatory time, annual leave or leave without pay. If the employee is acting in any official capacity, honoraria received by an employee in connection with activities relating to employment with the organization are to be paid to the organization.