How Salesforce ensures full data privacy for nonprofits: examples, tools, and possibilities

Data privacy isn’t just about compliance but is also critical for maintaining the trust of donors, volunteers, and beneficiaries. Yet, many nonprofits still store sensitive donor and financial data in unsecured tools like Google Drive, leaving them vulnerable to breaches.

If you operate in Europe, GDPR requires strict data handling. In the U.S., California’s CPRA sets similar rules, especially for financial transactions. But beyond legal risks, a data leak could damage your reputation and cost donor trust. With 86% of Americans concerned about data privacy and 27% of nonprofits experiencing cyberattacks, securing your data isn’t optional but essential.

Salesforce provides the security and compliance tools NGOs need to protect sensitive information and strengthen online brand protection for nonprofits, ensuring donor trust remains intact. At Noltic, we help organizations implement these solutions effectively. In this article, we’ll share real-life examples, best practices, and practical steps to keep your nonprofit’s data safe.

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Our case studies explain how nonprofits can enhance their data security with Salesforce

Let’s take a closer look at real-life examples where Salesforce helped our clients deliver complete data security:

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Freedom ID: safeguarding refugee support with secure identity verification

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When the full-scale war in Ukraine began in 2022, Zenoo started sending boxes with gifts to support refugees. But as the humanitarian crisis deepened, the focus shifted to providing shelter. However, the initiative encountered a significant challenge in verifying potential hosts while protecting sensitive data. Without a secure system, both refugees and volunteers faced risks, including human trafficking.

To solve this, Zenoo partnered with us to develop Freedom ID, a Salesforce-powered platform for secure identity verification. We built a system that:

• Automates ID verification to reduce wait times and manual work;
• Ensures data privacy by integrating secure document validation and biometric checks;
• Complies with EU regulations while maintaining flexibility for manual reviews.

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This solution significantly improved host verification, making the process faster and safer. With plans to add automated host-refugee matching and blockchain verification, Freedom ID continues to strengthen refugee protection.

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Ukrainian Catholic University: securing donor data with Salesforce Nonprofit Cloud

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As the Ukrainian Catholic University (UCU) grew, so did the complexity of managing donor relationships. Donations were increasing, and engagement with supporters was at an all-time high. But behind the scenes, the university struggled with fragmented systems, scattered donor data, and growing concerns about data privacy. Without a secure, centralized platform, tracking donor interactions and ensuring compliance became a challenge.

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We helped UCU implement Salesforce Nonprofit Cloud, providing:

• Automated workflows to accelerate operations;
• Anti-duplicate logic for clean, reliable donor records;
• Enhanced reporting for better engagement insights.

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Salesforce implementation helped UCU to achieve:

• Over 1,000 active donor accounts are now managed seamlessly;
• 30% increase in donor engagement due to improved communication;
• Zero data breaches since implementation, reinforcing donor trust;
• 50% faster donation processing, improving cash flow for projects.

Implementing Salesforce allowed UCU to build a nonprofit data foundation that strengthened security and improved data management.Why Salesforce is a great solution for nonprofits’ data privacyManaging donor and beneficiary data comes with serious responsibilities. Nonprofits must balance accessibility with security, ensuring sensitive information stays protected while complying with regulations like GDPR and CCPA. Here is how Salesforce helps you to meet these needs:

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Data security through multi-tenant architecture

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Unlike traditional systems where each organization manages its own security, Salesforce’s multi-tenant architecture ensures every nonprofit benefits from enterprise-grade security. Each organization's data is isolated, preventing unauthorized access, while automatic security updates keep systems protected without additional effort from IT teams.

Additionally, role-based access controls allow nonprofits to define who can view or modify specific data. For example:

• General staff may access basic donor information but not financial details.
• Finance teams can view and manage donations but cannot access the personal stories of beneficiaries.
• Volunteers and external partners can be granted limited access without exposing confidential information.

"One of the remarkable strengths of Salesforce lies in its multi-tenant architecture," says Volodymyr Rogulya, one of Noltic’s leading Salesforce Architects. "This thoughtfully designed system allows multiple organizations to work securely while ensuring data remains completely private. Role-based access means employees can only view or edit the information necessary for their work, reducing security risks and maintaining trust."

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Built-in compliance tools

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Regulations like GDPR and CCPA impose strict data protection rules, and nonprofits must ensure compliance or risk fines and reputational damage. Salesforce provides built-in tools to simplify compliance, including:

• Data masking and classification to hide or restrict sensitive information based on user roles.
• Audit trails and logging to record every data access and modification for accountability and compliance.
• Consent management to help nonprofits track donor consent preferences for data collection and communication.

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Customization for nonprofit needs

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Every nonprofit operates differently, and Salesforce allows for extensive customization to fit specific needs. For example, the Nonprofit Success Pack (NPSP) offers pre-built models tailored for:

• Donor relationship management to rack interactions, pledges, and recurring donations.
• Fundraising campaigns to manage events, outreach, and major gift pipelines.
• Grant tracking to streamline applications, funding cycles, and reporting.

Additionally, you can integrate Salesforce with Google Workspace, accounting software, or payment processors while maintaining strict security controls.

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What methods does Salesforce support to ensure data privacy in nonprofit organizations?

Here’s how Salesforce safeguards nonprofit data with practical tools designed for real-world needs:

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Multi-factor authentication (MFA)

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MFA strengthens security by requiring users to verify their identity with extra steps. This method is particularly important for nonprofits that store sensitive donor and financial data.

For example, a nonprofit might enforce MFA for all staff members. When fundraisers log into Salesforce, they must enter their password and verify their identity using a one-time code sent via text or an authentication app. Even if a hacker steals a password through phishing, they can’t access the account without the second factor. Research proves that implementing MFA can block up to 99.9% of automated attacks.

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Role-based access control (RBAC)

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RBAC ensures that users in your organization only have access to the data they need for their specific roles, lowering the risk of internal data breaches.

For instance, you can create roles with different access levels:

• Fundraisers can view donor names and contribution amounts but not financial reports.
• Finance Officers can manage financial records but not donor engagement data.
• Volunteer Coordinators can update volunteer schedules but have no access to donor information.

Salesforce administrators can set field-level security to hide sensitive data from specific roles. For example, donation amounts can be visible to fundraisers but hidden from general staff.

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Data classification and encryption

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Classifying data ensures that different levels of security are applied where needed. For example, you can label data as:

• Public: for general organizational updates;
• Confidential: with donor names and contact details;
• Highly confidential: payment details and identification documents.

Salesforce encrypts data by converting it into unreadable combinations that only authorized users can access. For example, if a nonprofit encrypts donor payment details, even if someone gains unauthorized access, they would only see scrambled characters instead of actual data.

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Session management and IP restrictions

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Salesforce allows nonprofits to enhance security by limiting access based on IP addresses and automatically logging out inactive users. For example, you may restrict access so only employees logging in from the office network can view donor financial records. If a user tries to log in from an unrecognized location, they must pass additional verification.

"When it comes to session management, it helps keep everyone's work secure by setting reasonable time limits on how long someone can stay logged in without activity," says Volodymyr Rogulya, one of our top Salesforce Architects. "For instance, in a nonprofit setting, the system thoughtfully logs users out after 15 minutes of inactivity. This way, when staff members step away for meetings or events, their access to sensitive information remains protected."

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Tools and features within Salesforce for data privacy in nonprofits

Let’s take a closer look at what exact Salesforce features can help your organization protect sensitive nonprofit data, control access, and ensure compliance:

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Event monitoring

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This feature provides real-time visibility into how nonprofit staff interact with data, helping prevent unauthorized access and security threats.

• Monitor logins, report exports, API calls, and page views;
• Identify unauthorized access attempts or excessive data downloads;
• Analyze user activity to optimize Salesforce performance.

For example, you can track who downloads donor reports and sets alerts for unauthorized exports.

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Transaction security policies

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Nonprofits can enforce custom security rules to block high-risk activities before they cause data loss.

• Restrict sensitive actions, limit report exports, large data downloads, or access from untrusted devices;
• Automate security enforcement and require additional authentication for high-risk tasks;
• Get instant notifications about potential security threats.

You can block volunteers from accessing donor financial data while finance staff retain full access.

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Platform encryption

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Salesforce Shield encrypts donor and financial data, keeping it secure even if unauthorized users access the system.

• Encrypt data at rest and in transit to safeguard personal records;
• Restrict access to encrypted fields based on user roles;
• Manage encryption keys to maintain control over data security.

Your organization can encrypt credit card details so that only the finance team can view them.

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Field Audit Trail

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Field Audit Trail logs and stores changes to critical nonprofit data for compliance and accountability.

• Track modifications to donor records, grants, and financial transactions;
• Restore previous data if incorrect information is entered;
• Set retention policies to comply with regulatory requirements.

You can track donor pledge changes to ensure accurate reporting and compliance with grant conditions.

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Data Detect

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As part of Salesforce Shiels, this feature scans your records to identify and categorize personal data for better security.

• Find hidden data like email addresses, credit card numbers, and social security numbers;
• Prevent accidental exposure of donor information stored in free-text fields;
• Enforce data security policies by properly classifying sensitive data.

For instance, you can identify donor payment details incorrectly stored in notes and move them to a secure field.

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Individual Object

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The Individual Object feature helps nonprofits track and honor donor privacy preferences, ensuring compliance with privacy laws.

• Store consent for nonprofit data collection, communication, and sharing;
• Automate opt-outs across different departments and marketing tools;
• Ensure transparency by recording when and how donors gave consent.

If a donor opts out of fundraising emails, the Individual Object ensures they are removed from future campaigns across all platforms.

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Flow Builder

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Flow Builder allows nonprofits to enforce security policies and automate compliance tasks without manual intervention.

• Automated data masking hides sensitive information from unauthorized users;
• Role-based access workflows adjust permissions when an employee changes roles;
• Security alerts notify administrators when key data is accessed or modified.

You can automatically restrict access to donor financial records when an intern’s contract ends.

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How nonprofits can ensure data privacy compliance and make security health checks with Salesforce

Here is step-by-step guidance on how to strengthen your organization’s data security:

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Data privacy compliance

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1. Create a data inventory. Identify all Salesforce data fields that store personal information, such as donor details, volunteer records, and beneficiary data. Use Field-Level Security to classify sensitive information.
2. Define access levels. Utilize Role Hierarchies, Permission Sets, and Profiles to grant access to selected data only to authorized personnel. Implement Organization-Wide Defaults (OWD) for restricted data sharing.
3. Enable data classification. Use Salesforce's Data Classification feature to label fields containing personally identifiable information (PII) and financial details for compliance tracking.
4. Monitor data changes. Activate Field History Tracking for critical fields to maintain a log of data modifications and ensure accountability.
5. Automate data retention policies. Set up Scheduled Data Archiving or implement Salesforce Shield’s Platform Encryption to manage data retention and deletion in compliance with GDPR, CCPA, or other regulations.
6. Manage consent and preferences. Use Salesforce Consent Management to track donor and volunteer consent, ensuring compliance with opt-in/opt-out policies.
7. Conduct regular audits. Utilize Audit Trails and Reports & Dashboards features to review data access and modifications for compliance audits.
8. Implement data anonymization. Use Data Masking for sandbox environments to prevent exposure of personal data during testing and training.

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Security health checks

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1. Run the Salesforce Security Health Check. Navigate to Setup > Security > Health Check to assess security settings against Salesforce’s baseline standards.

2. Review password policies. Ensure password expiration, complexity, and lockout policies align with security best practices.
3. Enforce MFA. Require multi-factor authentication for all user logins to reduce the risk of unauthorized access.
4. Restrict API access. Use IP whitelisting, OAuth policies, and Connected App security to control API access.
5. Limit session timeouts. Adjust Session Settings to reduce the risk of unauthorized access from inactive user sessions.
6. Enable event monitoring. Use Salesforce Shield’s Event Monitoring to track user activities, including login attempts and data exports.
7. Control external sharing. Review Sharing Rules and External Sharing Settings to prevent unintentional data exposure.
8. Monitor login activity. Use Login History reports and Login Forensics to detect suspicious access attempts.
9. Conduct regular security audits. Schedule quarterly security reviews and utilize Change Management logs to track configuration changes.
10. Stay updated on security advisories. Subscribe to Salesforce Trust Notifications to receive alerts about vulnerabilities and updates.

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Adjust your Salesforce setup with us and meet your goals

At Noltic, we specialize in Salesforce consulting, implementation, and customization, helping nonprofits create secure and efficient data management systems since 2017. With years of experience delivering tailored Salesforce solutions and 300+ Salesforce certifications, we understand the unique challenges nonprofits face, whether it’s managing donor data securely, ensuring compliance with privacy regulations, or automating operations.

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How we help nonprofits ensure data privacy

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• Security-first Salesforce setup. We configure role-based access controls, encryption, and audit trails to protect sensitive information.
• Compliance with GDPR, CCPA, and other regulations. We help nonprofits implement tools like Salesforce Shield, Individual Object, and Flow Builder to meet privacy requirements.
• Custom workflows and automation. We design automated processes to enforce security policies, manage consent tracking, and prevent data breaches.
• Data migration and cleanup. We securely transfer and organize donor data, ensuring old or improperly stored information is cleaned up and properly classified.
• Ongoing support and optimization. We continuously monitor and adjust your Salesforce setup, ensuring it evolves with your organization’s needs.

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FAQs

What are the potential risks of data breaches for nonprofits?

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Nonprofits handle sensitive information like donor details, financial transactions, and beneficiary records. A data breach can lead to fraud, identity theft, loss of donor trust, and legal penalties for non-compliance with the CCPA or General Data Protection Regulation for nonprofits. Additionally, a breach may expose vulnerable populations, such as refugees or at-risk individuals, to security threats. Implementing encryption, role-based access, and event monitoring in Salesforce helps mitigate these risks.

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How can nonprofits use Salesforce to obtain and document user consent?

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Salesforce offers tools like Individual Object to track consent preferences for donors, volunteers, and beneficiaries. Nonprofits can use this feature to store opt-in and opt-out records, ensuring compliance with data privacy regulations. Flow Builder automates consent management by updating records when a user modifies their preferences. Additionally, audit trails in Salesforce Shield provide a clear history of when and how consent was given, reducing compliance risks.

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How can nonprofits use data ethically and responsibly while serving their missions?

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Data collection for nonprofit organizations must balance with ethical responsibility, ensuring that they only collect, store, and use information necessary for their mission. Using Salesforce's Data Classification and Encryption, organizations can protect sensitive data while ensuring compliance with donor and beneficiary preferences. Role-based access controls limit unnecessary exposure of private information, and audit logs provide accountability, ensuring that data is used responsibly and transparently.

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How can nonprofits build trust with donors and beneficiaries through strong data privacy practices?

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Trust is built through transparency, security, and compliance. You can demonstrate a commitment to nonprofit privacy policy by using Salesforce tools like encryption, audit logs, and access controls to safeguard donor and beneficiary information. Providing clear privacy policies, obtaining explicit consent for data usage, and promptly addressing any security concerns further reinforce credibility. A strong data privacy strategy reassures stakeholders that their personal information is handled with care.