Grant & funding data use · October 19, 2026
Showing our work. Respecting your privacy.
This notice supplements BGP’s Privacy Notice and explains data use for grant applications, funding requests, fundraising communications, program evaluation, and reports to funders.
Why information may be used
BGP may use relevant records to describe community needs, explain activities, prepare budgets and proposals, demonstrate results, and account for the use of funding. Information must be accurate, relevant to that purpose, and consistent with the notice and permissions under which it was collected.
Summary information comes first
Examples include total volunteer hours, participation counts, broad geographic service areas, program activities, project milestones, and documented outcomes. Reports shared with grantmakers, donors, or the public should use aggregate or de-identified information wherever practical. Remove direct identifiers and consider whether small groups or combinations of details could still identify someone.
Identifiable information and stories
This notice is not blanket consent to share personal data. Names, contact information, identifiable photos, recordings, personal stories, testimonials, and private records require separate, specific permission or another documented lawful basis before use or disclosure. Explain the information involved, intended audience, purpose, and scope. Media or story permission should remain optional and separate from volunteering, donating, or receiving services. A parent or legal guardian must authorize optional media use involving a minor.
Confidential grant requirements
If a funder requires supporting records that identify people, authorized BGP staff must first review the requirement, the original privacy notice, applicable permissions, and the need for disclosure. Share only the minimum necessary through approved secure channels with appropriate access restrictions. Do not include passwords, government identifiers, payment details, medical records, or unrelated sensitive data in routine proposals or public reports.
Access, retention, and responsible reporting
Only authorized people with a BGP work need should access source records. Keep supporting records only as long as reasonably needed for the purpose, grant obligations, or applicable legal requirements. Reports should distinguish verified results from estimates and future goals. This notice does not create a new data collection system or authorize an unrestricted export of existing records.
Your choices and questions
You may ask what information is held about you, request correction or deletion, or ask about withdrawing optional permission by emailing seattlebgp@gmail.com. Some records may need to be retained for legal or grant requirements. Withdrawal applies to future optional use where practical; BGP may be unable to retrieve material already distributed or submitted. BGP should explain any limits when responding.