At Xavier Mission Fund (“XMF,” “we,” “us,” or “our”), we take your privacy seriously. This Privacy Policy explains what information we collect, how we use it, with whom we share it, and how you can exercise your rights. It applies to everyone who visits our websites, makes a gift, uses our services, or engages with us in any way — including donors, missionaries, apostolates, and general website visitors. By using our websites or services, or by making a gift, you agree to the practices described here.
A note on our mission: XMF exists to provide administrative and fundraising infrastructure for Catholic missionaries, school teachers, parish ministers, and apostolates. Every gift we receive and every interaction we have reflects our commitment to integrity, gratitude, and charitable stewardship. That commitment extends fully to how we handle your personal information.
1. Who This Policy Covers This Privacy Policy applies to general website visitors who browse xaviermissionfund.org or any other XMF web property; donors who make charitable gifts through XMF’s websites or donation pages; missionaries, apostolates, and ministry partners who use XMF’s administrative platform, donor CRM, expense systems, or other XMF services; and anyone who contacts XMF by email, phone, mail, or any other channel.
2. What Information We Collect We may collect information you provide directly, including your name, email address, phone number, and mailing address; donation history, gift designations, giving preferences, and communication preferences; job title, organizational affiliation, and ministry role when provided in connection with our services; testimonials and images when voluntarily provided; and sensitive data such as religious beliefs, collected only with your explicit consent.Payment data is processed and stored by our third-party PCI-compliant payment processors. XMF does not store full credit card numbers or banking details.When you use our websites, we may automatically collect technical information such as your IP address, browser type, device information, pages visited, time spent, and usage data via cookies and tracking technologies. Device location information may also be collected where applicable. For information about cookies and how to manage them, contact us at privacy@xaviermissionfund.org.If you opt in to receive text messages from XMF, we collect your mobile phone number and messaging preferences. Text messaging originator opt-in data and consent will not be shared with any third parties, excluding aggregators and providers of the text messaging services used to deliver messages on our behalf. You may opt out at any time by replying STOP to any XMF text message.
3. How We Use Your Information XMF uses your information to fulfill our mission and charitable objectives. This includes processing donations and managing your account or relationship with XMF; issuing tax receipts and year-end giving summaries in accordance with IRS requirements; communicating with you about the missionaries and ministries you support; sending newsletters, mission updates, and event invitations with your consent; sending administrative communications such as receipts, required notices, and policy updates; maintaining accurate records in our donor management system (Virtuous CRM); complying with legal obligations including OFAC screening and AML requirements; conducting statistical analysis for internal use; enforcing our agreements and responding to legal requests; and sharing testimonials and partnership stories in our communications with your permission.Where the General Data Protection Regulation (GDPR) applies, XMF processes personal data on the following lawful bases: legitimate interests, which covers administering donations, communicating about the work you support, and operating our charitable mission; legal obligation, which covers tax reporting, financial compliance, and OFAC and AML requirements; consent, which covers marketing communications, text messaging, and discretionary sharing of contact information with missionaries or international partners — consent may be withdrawn at any time; and contract, which covers fulfilling agreements you have entered into with XMF.
4. Donations and Charitable Gift Administration All gifts made through XMF become the legal property of Xavier Mission Fund upon receipt. XMF is a 501(c)(3) charitable organization, not a pass-through or conduit for earmarked funds. Donor designations are honored to the greatest extent possible and treated as a meaningful guide to fund stewardship, but they are advisory in nature and are not legally binding instructions. XMF exercises variance power over all donated funds — the legal authority of a 501(c)(3) to redirect funds to other charitable purposes consistent with the donor’s general intent if the original purpose becomes impractical, unlawful, or inconsistent with XMF’s exempt mission. This authority is required by the IRS to preserve the tax-deductibility of your contribution, and XMF commits to exercising it responsibly and transparently. If a project concludes or a missionary departs XMF, remaining funds are redirected to similar charitable purposes consistent with donor intent and XMF’s exempt mission. XMF does not guarantee specific fundraising outcomes, disbursement timelines, or minimum compensation levels. All disbursements are subject to available funds, applicable fees, and XMF’s discretionary grant-making authority. XMF issues donation receipts in accordance with IRS requirements. Online gifts receive an electronic receipt at the time of the transaction. For offline gifts under $500, XMF sends a postcard requesting an email address for electronic receipting. For offline gifts of $500 or more, XMF mails a written receipt. A paper receipt is always available upon request, regardless of gift amount or method. Annual giving summaries are provided to donors who make two or more gifts in a calendar year.Administrative fees apply to funds raised through XMF in accordance with Schedule A, which is provided to missionaries and apostolates at onboarding and available upon request. Fees are deducted prior to allocation or disbursement. XMF will provide at least thirty (30) days written notice of any material change to the fee structure.Donors who establish recurring gifts have the right to update, pause, or cancel those gifts at any time through the donor portal at xavierdonorportal.com, by emailing donations@xaviermissionfund.org, or by calling (303) 376-3735 or (888) 373-7813. XMF will make reasonable efforts to contact donors when a recurring gift is declined, lapsed, or suspended, but the donor bears ultimate responsibility for keeping payment information current.
5. Sharing of Information XMF does not sell, trade, or rent your personal information to any third party for commercial purposes.Donor information is shared with the missionary or project leader associated with the donor’s giving only to the extent necessary for ministry-related communication and stewardship. Missionaries are bound by XMF’s donor data policies and may not use donor information outside of approved XMF systems or after the conclusion of their relationship with XMF. If you prefer that your contact information not be shared with the affiliated missionary or ministry, contact privacy@xaviermissionfund.org.When a gift is designated for a missionary or ministry partner outside the United States, XMF may share limited donor information — including your name, email address, gift amount, gift date, and designated project — with that international partner for donor stewardship, gift acknowledgment, project administration, and grant administration purposes. XMF shares only the minimum information necessary and requires all international partners to protect your data consistent with applicable privacy law, including through formal data sharing agreements where required. Anonymous donors will never have identifying information shared with any partner. To opt out of sharing with an international partner, contact privacy@xaviermissionfund.org before completing your gift.We work with carefully selected vendors bound by confidentiality obligations, including payment processors, email service providers, Virtuous CRM, background check providers, and website analytics tools. These vendors may not use your information for any purpose other than providing services to XMF. We may also disclose information when required by law, court order, or government regulation, or when necessary to protect the rights and safety of XMF, our missionaries, or the public.
Our commitment: We will never sell your name or personal information to any third party for commercial purposes.
6. Missionaries and Apostolate Platform Users Missionaries, apostolates, and ministry partners who access XMF’s administrative platform, expense systems, donor CRM, or other restricted tools are subject to additional obligations under their signed agreements with XMF. All donor contact information, giving history, and personal details accessible through XMF systems are the exclusive property of Xavier Mission Fund. Platform users may access donor data solely within XMF-approved systems for authorized ministry purposes. Donor data may not be exported, copied, retained outside approved systems, shared with third parties, or used for any purpose beyond authorized ministry activity. This obligation survives termination of any agreement with XMF. Violation of donor data restrictions is grounds for immediate termination of platform access and may result in legal liability.
7. International Transfers and GDPR XMF is based in the United States. If you access our services from outside the United States, your personal data will be transferred to and processed in the United States, where data protection laws may differ from those in your country. XMF takes steps to ensure appropriate safeguards are in place for international transfers, including data sharing agreements with international ministry partners and, where required, Standard Contractual Clauses or equivalent mechanisms under applicable law.If you are located in the European Union, European Economic Area, or the United Kingdom, XMF processes your personal data in accordance with the General Data Protection Regulation (GDPR) and UK GDPR where applicable. You have the right to access a copy of the personal data XMF holds about you; to request correction of inaccurate or incomplete data; to request deletion of your data, subject to legal retention obligations; to request that XMF limit how it processes your data in certain circumstances; to receive your data in a structured, machine-readable format; to object to processing based on legitimate interests or for direct marketing purposes; and to withdraw consent at any time where processing is based on consent, without affecting prior processing.To exercise any GDPR right, contact privacy@xaviermissionfund.org. XMF will respond within thirty (30) days. If you believe your rights have not been respected, you may lodge a complaint with the supervisory authority in your EU member state or, for UK residents, with the Information Commissioner’s Office (ICO). XMF does not engage in automated decision-making or profiling that produces legal or similarly significant effects on individuals.
8. Data Security XMF uses technical and organizational measures to protect your personal information against unauthorized access, disclosure, alteration, or destruction. These include encryption of data in transit and at rest, access controls limiting data to authorized personnel, and regular review of security practices. Online gifts are processed through PCI-compliant third-party payment platforms. No method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security. In the event of a personal data breach that is likely to result in risk to your rights and freedoms, XMF will notify affected individuals and relevant supervisory authorities as required by applicable law, including within seventy-two (72) hours where required by GDPR.
9. Data Retention XMF retains personal information for as long as necessary to fulfill the purposes described in this policy and to comply with applicable legal, tax, and regulatory requirements. Financial and gift records are generally retained for a minimum of seven years. When information is no longer needed, it is securely deleted or anonymized. Upon request, XMF will provide information about the specific retention period applicable to your data.
10. Third-Party Platforms XMF uses third-party platforms that may process your information on our behalf, including payment processors such as Stripe for credit card and ACH transactions; email marketing platforms for newsletters and mission updates; Virtuous CRM for donor relationship management; background check providers such as Clear Checks for applicable personnel screening; and website analytics tools for understanding how visitors use our sites. Each platform maintains its own privacy and security practices. We encourage you to review the privacy policies of any platform through which you transact directly.
11. Your Rights Depending on your location, you may have the right to access a copy of the information XMF holds about you; to request correction of inaccurate or outdated information; to request deletion of your information, subject to legal and record-keeping obligations; to request that XMF limit how it processes your data; to receive your data in a portable format where applicable under GDPR; to object to processing for direct marketing purposes at any time; to withdraw previously given consent without affecting prior processing; to request that your information not be shared with affiliated missionaries, ministries, or international partners; and to have your name removed from mailing lists or communications through specific channels.To exercise any of these rights, contact privacy@xaviermissionfund.org or use the contact information in Section 14. XMF will respond promptly and truthfully. EU/EEA donors will receive a response within thirty (30) days consistent with GDPR requirements. Donors may also update communication preferences at any time through the donor portal at xavierdonorportal.com, by emailing privacy@xaviermissionfund.org, or by calling (303) 376-3735 or (888) 373-7813. Opting out of marketing communications will not affect receipt of donation confirmations or legally required notices.
12. Children’s Privacy XMF does not knowingly solicit or collect personal information from individuals under the age of 13, or under the applicable age of digital consent in your country. If you believe a child has provided us with personal information, please contact us and we will promptly delete it.
13. Changes to This Policy XMF reserves the right to update this Privacy Policy at any time. The revised policy will be posted at xaviermissionfund.org/privacy with an updated effective date. We encourage you to review this policy periodically. Material changes will be communicated through prominent notices on our website or by direct communication where appropriate. Changes that materially affect EU/EEA residents will be communicated directly where required by GDPR.
14. Contact Us Questions, requests, or concerns regarding this Privacy Policy — including requests to exercise your data rights — should be directed to our Privacy Team. For recurring gift changes or donation account questions, contact donations@xaviermissionfund.org or call (303) 376-3735.
Privacy Team — Xavier Mission Fund, Inc.
6732 W Coal Mine Ave. Ste 733, Littleton, CO 80123
(303) 376-3735 | (888) 373-7813
privacy@xaviermissionfund.org — data rights and privacy requests
info@xaviermissionfund.org — general inquiries
Xavier Mission Fund is a 501(c)(3) nonprofit organization. EIN: 87-3431369.
Gifts are tax-deductible to the extent permitted by law.
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