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Who can see your donor records

Which people can open your donors and donations — your own team by role, DonorCARE staff, and nobody else — and how to check.

Who can see this Owner, Admin, Finance, Member, Viewer

Your donor records are seen by the people on your team, according to the role each one holds — not by other organizations on DonorCARE, and not by the public.

Why it works this way

Section titled “Why it works this way”

DonorCARE is shared by many separate organizations, so the first rule is that each one only ever sees its own donors, donations and receipts. Inside your organization, the second rule is the role: what a colleague can open is whatever your Owner has switched on for their role. That makes “who can see our donors” a question you can answer yourself, by looking at your team list and your role permissions.

The terms

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Your team — the people listed in your organization’s account. Each one signs in to their own account and holds one role.

Role — Owner, Admin, Finance, Member or Viewer. All five can view donors by default; what differs is who can add, change or remove them. See Roles and permissions.

Record timeline — the history on a donation or a campaign: what changed, who changed it and when.

DonorCARE staff — the support team behind the platform. They can open your organization’s account to investigate a problem you report, and each time they do it is recorded in DonorCARE’s own audit log.

What this means in practice

Section titled “What this means in practice”
Who What they can see of your donors
Owner Everything, always.
Admin Donors and donations, and can add, edit and remove donors.
Finance Donors (view only), donations, receipts and financial reports.
Member Donors and donations, and can add and edit donors.
Viewer Donors, donations and reports, view only.
Another organization on DonorCARE Nothing.
A donor Only their own gifts and receipts.
DonorCARE staff Your account, when supporting you. Recorded each time.

These are the defaults. Your Owner can change what a role sees in Account access → Role Permissions, and everyone holding that role changes at once.

Do

  • Give each person their own account, so a change on a record names the person who made it.
  • Review your team list when someone leaves, and remove them.
  • Remember an export is a copy: the Full Data Export lists every donor, and once downloaded it is outside DonorCARE.

Don’t

  • Share one sign-in between colleagues — the record timeline can then only name the shared account.
  • Assume a role’s name tells you what it sees. The permission matrix does.

Worked example

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A committee member asks who could have seen a donor’s identity number. The Owner opens Account access: four people are on the team — an Owner, an Admin, a Finance officer and a Member — and all four roles can view donors. The Owner then opens the donation in question and reads its Donation Timeline, which shows the Member recorded it and the Finance officer later updated the amount. No other organization, and no member of the public, could open the record.

How to check

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  1. See who is on your team and which role each person holds — in Account access.
  2. See what each role can open — in Account access → Role Permissions.
  3. See who changed a specific donation or campaign — open it and read its timeline. See See who changed a record.
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