Privacy Policy

KindTru LLC (“KindTru,” “we”) helps community-based nonprofits see clearly where they stand and plan where they are going, and offers free tools anyone can use. This policy explains what we collect, why, and what we promise to three kinds of people: organizations that use KindTru, board members and staff who answer surveys, and visitors who use our free tools. We've tried to write it the way we write everything: plainly.

If You're Answering a Survey, Start Here

Your organization's administrator invited you, which means we hold your name and email address (they provided it), the group you were invited in (the board, senior staff or program staff) and, once you begin, your survey answers. Here is what we promise about those answers:

• KindTru never shows an individual's answers. No page in KindTru shows one person's answers to anyone: not your executive director, not your board chair, and not us on our own administrative pages. Reports show combined results only.
• Every answer counts toward your organization's overall results, however small your group. The report never shows the average for any single group. A group is compared with another only once at least 3 of its members have finished, and even then the report says that views differ, never whose views were higher or lower. If fewer than 3 people finish in total, no report is written. With 3 or 4, the report shows organization-wide results only; from 5, it may note that views differ.
• These safeguards are designed to make attribution difficult, but in a very small organization people may still draw their own conclusions from what they already know about one another. No rule of ours can prevent that, and we would rather say so.
• Every report is checked automatically, against more than a dozen patterns, for language that could attribute a view to a group or a person, and a final screen runs when a report is displayed.
• How your answers are stored. Your answers are saved as you go, so you can stop and come back, and they are stored in our database linked to your invitation. That link is what lets you resume, and what lets us remove your answers if you ask. It also means that KindTru's founder, who runs the database, could technically look them up there. We do not, and the only thing we do with one person's answers is delete them on request. Until you submit, anyone who has your private survey link can see the answers you have saved so far, so please don't forward it.
• Changing your mind. If you have been invited and don't want to take part, your administrator can remove your invitation, or you can ask us to, and any answers saved so far go with it. If you have already submitted, write to us at hello@kindtru.org before your organization's report is built and we will remove your answers by hand. Once the report is built, your answers are already part of its combined results and the report will not change; you can still ask us to delete your individual answers, your name and your email address from our records (email delivery logs clear on their own within 12 months). Your administrator can see who has finished, so they may notice that you withdrew. They will not see what you answered.

Who is responsible for your information. Your organization decides whom to invite and why. For survey responses, KindTru processes the information needed to run the assessment and produce the combined results. KindTru is separately responsible for information it uses for its own service operations, such as account administration, security, support and legal compliance. If you have a concern about your information, write to us directly at hello@kindtru.org and we'll help.

What We Collect from Organizations

• Account information: your name, email address, and organization name, and a record of when you accepted our Terms of Service and which version.
• Organizational context: what you tell us during intake (budget range, board size, staffing, mission focus, and similar), used to tailor your assessment.
• Optional EIN: if you add your Employer Identification Number in Settings, we use it to link your account to your own public IRS filings. It's public data.
• The people you invite: the names, email addresses and groups you enter, their survey answers, and whether each has started or finished.
• Your check-ins: your own answers to the 30, 60 and 90-day check-ins.
• Assessment outputs: scores, reports, action plans, Strategic Planning Kits, and documents you generate (facilitation kits, stakeholder communications, grant drafts you choose to save). Two generated documents, the Board Welcome Pack and Policy Starter Shelf drafts, are never stored: they exist only in your browser until you copy them.
• Your planning record: a Planning Check reading you choose to save to your Planning Room (with your answers and who saved it), what your board decided in the Action Plan (the steps, owners, dates and progress, and your private meeting notes, which are never printed, never put in a draft and never shown on a shared link), the board development sessions you record, a planning retreat's outcome, and your grant checklist.
• What you send through KindTru: when you distribute a document or a message, we keep the recipients' email addresses you entered and what was sent. Task hand-off links you create let anyone who has one see the single task it names, until you turn it off.
• Payment information: processed entirely by Stripe. We never see or store card numbers.
• Feedback: if you're a pilot organization or reviewer, the feedback you submit through our forms.

What We Collect from Free-Tool Visitors

• Public-record lookups are not saved. When you look up an organization or paste a grantee list, we fetch public IRS data and show it to you. We don't save the search or tie it to you. Like any website, our hosting provider's short-lived request logs record the pages requested, and the brief rate-limit and usage records described below still apply.
• The Planning Check keeps your answers in your browser. If you ask us to email your result, we use them to build it and do not store them. (A signed-in customer can choose to save a reading to their Planning Room, as described above.)
• If you ask us to email you something (one of our free guides, a public-record snapshot or your Planning Check result), we keep your name, your email address and an organization name (the one you give us or, for a snapshot, the organization you looked up), and we may also send a few short follow-up emails about organizational health and planning. Each form says so. Every one of those emails includes an unsubscribe link, and unsubscribing sticks.

What We Collect from Everyone, in Small Amounts

• Essential cookies keep you signed in. We have no advertising trackers, and our analytics are cookieless.
• Usage events: first-party counts of steps like “viewed the guide page” or “completed signup,” tied to a random per-tab session ID, so we can see where the product loses people.
• IP addresses, held briefly to rate-limit sign-in attempts, code guesses, lookup traffic and our public forms.
• Error reports (Sentry), which tell us when something breaks. They are set up to leave out email addresses, IP addresses and survey answers.

How We Protect Confidentiality

Protecting individual respondents is central to how KindTru works. We enforce confidentiality through layered safeguards:

1. Small groups: every answer counts toward the organization's overall results, and no report ever shows the average for a single group (the board, senior staff or program staff). A group is compared with another only once at least 3 of its members have finished. No report is written for fewer than 3 people in total; with 3 or 4, the report shows organization-wide results only; from 5, it may note that views differ.
2. No attribution: when a report notes differing views, it never says whose were higher or lower.
3. Automated checks: every AI-written report is checked against more than a dozen confidentiality patterns before it reaches you. Text that fails is rewritten or removed, and the report may wait for a person to read it before it is released.
4. A final check: the same kind of check runs again whenever a report or kit is displayed or downloaded.
5. Cohort confidentiality (foundation learning cohorts): every category requires at least 5 participating organizations before any data is shown, and cohort segments start at 10 organizations per segment and can never be set below the 5-organization category floor. Below those floors, foundations see a locked placeholder rather than partial signal.

These safeguards substantially protect confidentiality. They cannot rule out every inference a person might draw, especially inside a very small organization. We keep a plain-language walk through these protections, including the places where they stop, on our Confidentiality page.

Review of pilot reports. Pilots are free in exchange for feedback on the tool, so during a pilot KindTru's founder reads each organization's written report for quality before it is released to that organization, and may correct it. The review covers the written report only, which contains combined results. It never includes any individual's survey answers or the scores of any group on its own. Outside a pilot, a report is reviewed in the same way only when an automatic check finds something a person should read, before it is released.

Foundations and Learning Cohorts

If your organization joins a foundation's learning cohort, you choose category by category what to share into the cohort results, and you can withdraw at any time. The foundation sees your organization's name (and its EIN, if you have added one), whether you have joined, declined or withdrawn, and how far along your latest assessment is. It never sees your individual results, your sharing choices, or even how much you chose to share, only cohort results that clear the 5-organization floor.

When a foundation invites an organization, it gives us that organization's name and a contact email address, which we use only to send the invitation and any notice about it.

The Services We Rely On

We use each of these only to run KindTru. Each handles information under its own terms and privacy policy: Supabase (database and sign-in), Stripe (payments), Anthropic (AI drafting), Resend (email delivery), Vercel (hosting and cookieless analytics), Sentry (error monitoring, with personal information stripped), ProPublica's Nonprofit Explorer API (public-record lookups: your searched name or EIN reaches ProPublica from our servers, and your identity does not), and Google Workspace (our mailboxes, when you email us).

The services that handle personal information for us do so under data-processing terms that limit them to providing their service to KindTru.

How Long We Keep Things

• Assessment data (invitations, responses, scores, reports, the documents you generate, and the record of reminders and documents you sent): for the life of your account; deleted on request or at account closure.
• Email delivery logs: 12 months, purged automatically. These are kept for that period even if the account is closed sooner.
• Free-tool requests: until you ask us to delete you, or 24 months after your last request to us, whichever comes first; then deleted automatically. If you had unsubscribed, from then on we keep only your email address and the dates, so that we never email you again by mistake.
• Usage events: 12 months, purged automatically.
• Rate-limit records (which hold an IP address or, while a survey is being saved, the code from that survey link): 30 days, purged automatically.
• Pilot and reviewer feedback: until you ask us to delete it.

Your Rights

Whether you're an organization, a respondent, or a visitor on our email list, you may ask us to access, correct, export or delete personal information we can identify as yours: hello@kindtru.org. We may take reasonable steps to verify your identity. Some information may need to be retained for security, legal or recordkeeping reasons. Submitted survey answers are subject to the confidentiality design described above (see “Changing your mind”). We respond within 30 days, and we make the same promise to everyone, wherever they live. If applicable law gives you additional rights, we honor those too.

We don't sell personal information, and we don't share it with anyone for advertising.

A Few More Things

• Adults only: KindTru is a workplace tool for adults. Account holders and survey respondents must be at least 18, and we ask organizations not to invite anyone younger. We don't knowingly collect information about anyone under 18, and we don't collect anyone's age or date of birth; the person who creates an account confirms that they are at least 18.
• Security: encryption in transit, rules in the database that keep each organization's information to its own account, keys that stay on our servers, and error monitoring. No system is perfectly secure, and we won't pretend otherwise.
• If something goes wrong: if a security incident affects information we hold, we will notify affected organizations as promptly as applicable law requires and will work with them to provide any required notice to affected people.
• Where processing happens: KindTru is based in the United States and is designed for U.S. nonprofit organizations. If you use KindTru from another country, your information may be transferred to and processed in the United States and in other locations where our service providers operate.
• Changes: we'll post updates here with a new date. For a material change, we'll email account holders at least 30 days before it takes effect, unless the law or a security need requires us to act sooner. We won't use information we already hold about survey respondents in a materially new way just by posting a new policy: a materially new use applies only to information collected afterward, unless we first give whatever notice, or get whatever consent, the law requires.

Contact Us

Questions about this policy or how we handle your data: hello@kindtru.org. A person reads it.