In advancement and fundraising shops, some of the most strategic insights about a donor don’t come from CRM fields — they come from what we observe, hear in conversation, or learn over time. Contact reports, strategy memos, and briefing documents often carry qualitative information that helps deepen relationships.

But in today’s shifting privacy landscape, the way we document and share that insight matters more than ever.

As of May 2025, 20 U.S. states have enacted comprehensive consumer data privacy laws, with more pending. And while nonprofits may not always be the primary target of regulation, the risks around data governance, trust, and reputation are real — especially when donor data is duplicated or recorded carelessly.

This post outlines some practical tips for handling qualitative donor information with intention and care.

What We Mean by "Qualitative Data"

Qualitative data includes information that doesn't live in CRM fields but often shows up in:

• Contact reports

• Strategy documents

• Executive briefings

• Hand-off memos between gift officers

These include:

• Giving motivations

• Life transitions

• Social or professional context

• Observed patterns or preferences

• Unconfirmed insights (e.g., “appears to be philanthropic through a family foundation”)

Tips for Capturing This Data Responsibly

1. Flag what’s inferred.
If something wasn’t disclosed directly by the donor — like wealth estimates or affiliations — label it clearly.
"Estimated capacity tier based on external modeling."
"Appears to have interest in climate-focused giving."

2. Summarize with purpose, not assumption.
Avoid speculation.
❌ “They’re probably high-capacity based on where they work.”
✅ “Professional background may align with interest in innovation initiatives.”

3. Write like your notes could travel.
Even if you’re writing for internal use, treat your documents like they could be shared with leadership — or accidentally forwarded. Use professional, factual language that protects the donor’s dignity.

4. Use ranges or tiers, not precise figures.
When discussing giving levels, saying "mid-six-figure support" offers just as much strategic value as "$560,000" — with less risk if the document leaves your hands.

5. Ask: Will this help the next person move the relationship forward?
If the detail is unclear, redundant, or unnecessary — leave it out. The goal isn’t to record everything. It’s to support engagement.

Final Thought: You’re Not Just Writing a Record — You’re Stewarding a Relationship

As new regulations continue to evolve, it’s smart to treat all donor information with care — especially when it lives outside the CRM.

That doesn’t mean hiding insight. It means writing it down in a way that builds trust, avoids overreach, and keeps your team future-ready.

Need a Gut Check?

If your team is grappling with what to include (or not) in contact reports or briefing docs, I’m happy to help. I work with teams to review real-life examples and build custom guidance that balances compliance and strategy. Let's talk.

Let’s make donor data work harder — and safer — for everyone involved.