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Email Signature template

📝 Instructions:

Copy the section on the right, paste it into your email settings (e.g., Gmail > Settings > See all settings > General > Signature), and customize with your details.

You may choose any tagline or disclaimer that fits your role or tone.

[Full Name] (pronouns)
[Job Title]
The Asylum Project
📧 [email@theasylumproject.org]
📞 (503) 446-4570 (General)
📞 [Phone Number] (Cell)
🌐 www.theasylumproject.org
💬 “[Insert Chosen Tagline]”

🏷️ Approved Tagline Options (choose one):

“You don’t owe survival your silence.”
“Because starting over shouldn’t mean starting alone.”
“We make safety possible when systems don’t.”
“For the fighters who shouldn’t have to fight alone.”
“We build exits for those trapped in injustice.”
“Survival is just the beginning—we help you build a life.”
“Every person deserves a future free from fear.”
“Safety is a human right. We make it real.”
“Refuge is not a privilege. It’s a promise.”
“No one left behind. No one left voiceless.”

🛡️ Optional Disclaimers (choose one):

🔒 Standard Confidentiality Notice

This message and any attachments may contain confidential or privileged information and are intended only for the use of the intended recipient(s). If you are not the intended recipient, please notify the sender immediately and delete this email.

🕊️ Safety-Focused Confidentiality

We take your privacy and safety seriously. If you’ve received this in error or need to communicate securely, please reach out to info@theasylumproject.org.

🧭 Values-Based Disclaimer

The Asylum Project believes in dignity-first communication. All emails from our team are guided by our core values: safety, belonging, integrity, and justice.

🏛️ Nonprofit Legal Notice

The Asylum Project is a registered 501(c)(3) nonprofit. Nothing in this message should be construed as legal advice or a guarantee of services.

Donor@ Email Access & Policy

Purpose

This policy establishes clear guidelines for access to and use of the donors@theasylumproject.org email address, which serves as the central point of contact for donor-related inquiries, acknowledgments, and stewardship.

1. Access Levels

Direct Access (Send/Receive)

Chief Financial Officer (CFO) – Responsible for financial stewardship, donation acknowledgment, and donor record integrity.
Chief Executive Officer (CEO) – For cultivating and maintaining major donor relationships.
Donor Relations / Development Staff (if designated) – When a dedicated role exists, they will manage most day-to-day donor communication.

Shared Visibility (Forwarding/Monitoring)

Chief Operations Officer (COO) – For operational oversight, follow-up, and ensuring timely responses.
Communications/Social Media Manager – May be granted visibility when donor inquiries overlap with campaigns or events but should not send directly from the account.

Technical Oversight

Chief Technology Officer (CTO) – Maintains administrative rights to manage security and access but does not use the account for communication.

2. Authorized Use

Professional Tone: All emails must reflect TAP’s values of dignity, inclusion, compassion, and accountability.
Consistency: Outgoing emails should use agreed donor communication templates when available (e.g., thank-you messages, receipts).
Escalation:
- Large or complex donor questions → escalate to CEO.
- Donation processing or receipt issues → escalate to CFO.
- General engagement questions (e.g., events, campaigns) → may be answered by COO or Communications with CFO/CEO copied.
Confidentiality: Donor information must not be shared outside of TAP’s secure systems without express authorization.

3. Security & Compliance

Access must be limited to authorized individuals as outlined in this policy.
Donor communications and records must comply with TAP’s Donor Privacy Policy, IRS regulations, and applicable state/federal law.
Outgoing messages must never include unencrypted sensitive data (e.g., credit card numbers).

4. Accountability

CFO ensures accurate tracking and acknowledgment of all donations.
COO ensures timely response standards are upheld.
CEO manages high-level donor relationships and sets overall tone for stewardship.
Periodic reviews of the inbox will be conducted to ensure compliance and donor satisfaction.

5. Policy Review

This policy will be reviewed annually or as organizational needs evolve, and updated by staff leadership with Board oversight.