Our Policies
Conflict of Inteterst
#
The purpose of this Conflict of Interest Policy is to protect the interests of Untold Journey Foundation when it is considering entering into a transaction or arrangement that might benefit the private interests of an officer or director, or that might result in a possible excess benefit transaction.
Dual Role Goverance
#
This temporary text is utilized solely for demonstration purposes, serving as a stand-in until authentic and finalized content becomes available.
Document retention and destruction
#
This temporary text is utilized solely for demonstration purposes, serving as a stand-in until authentic and finalized content becomes available.
donor privacy policy
#
This temporary text is utilized solely for demonstration purposes, serving as a stand-in until authentic and finalized content becomes available.
gift acceptance policy
#
This temporary text is utilized solely for demonstration purposes, serving as a stand-in until authentic and finalized content becomes available.
Privacy Policy
#
This temporary text is utilized solely for demonstration purposes, serving as a stand-in until authentic and finalized content becomes available.
Whistleblower policy
#
This temporary text is utilized solely for demonstration purposes, serving as a stand-in until authentic and finalized content becomes available.
dual role goverance policy
Purpose
This policy acknowledges and governs the arrangement by which a single individual serves simultaneously as both Board Chair (President) and Executive Director of the Untold Journey Foundation. It establishes safeguards to maintain effective oversight, transparency, and accountability in the absence of role separation.
Background and Rationale
The Foundation is in an early stage of organizational development. The Board of Directors has determined that combining the roles of Board Chair and Executive Director is a practical and temporary measure consistent with the Foundation’s current size, all-volunteer structure, and operational capacity. This arrangement is permissible under Virginia law (Virginia Nonstock Corporation Act) and is not prohibited by the Foundation’s bylaws.
Scope
This policy applies whenever one individual holds both the Board Chair (or President) and Executive Director roles, whether simultaneously or in functional equivalence.
Oversight Safeguards
To compensate for the absence of role separation, the Board shall maintain the following practices:
- Independent Quorum. A majority of the Board must be present and voting for any significant decision. The dual-role individual shall not constitute the sole quorum.
- The individual holding the dual role shall recuse themselves from any vote in which they have a personal, financial, or conflicting interest, consistent with the Foundation’s conflict of interest provisions (Bylaws, Article VI, Section 5).
- Performance Review. The remaining board members shall conduct an annual review of the dual-role individual’s performance as Executive Director. This review shall be documented in board meeting minutes.
- Compensation Approval. If and when compensation is introduced for the Executive Director role, it must be approved by a majority vote of disinterested board members only, following a review of comparable compensation data.
- Financial Oversight. The Treasurer shall independently review and report on all financial activity at each board meeting. No financial transaction shall be authorized solely by the dual-role individual without secondary approval as defined by board resolution.
Transparency and Disclosure
The Foundation shall disclose this dual-role arrangement in its annual IRS Form 990 filing, grant applications, and any governance documentation requested by funders or regulatory bodies. The Board Chair shall not sign documents on behalf of the organization in both capacities simultaneously where separate signatures are required.
Transition Plan
The Board acknowledges that separating the Board Chair and Executive Director roles is a best practice goal. The Board shall revisit this arrangement annually and shall take steps to separate the roles when: (a) the Foundation’s operational capacity supports hiring or appointing a distinct Executive Director, or (b) the arrangement creates material governance concerns, funder resistance, or legal risk.
Amendment
This policy may be amended by a majority vote of the Board of Directors at any duly called meeting, provided written notice is given to all directors at least seven (7) days in advance.
Document Retention and destruction policy
Purpose
Untold Journey Foundation (the “Organization”) is committed to maintaining proper records in accordance with legal requirements and sound organizational management.
This policy establishes guidelines for the retention, storage, archiving, and lawful destruction of organizational documents and records.
Scope
This policy applies to all records created, received, or maintained by the Organization in any format, including:
-
Paper documents
-
Electronic files
-
Email communications
-
Digital media and storage systems
Legal Hold
In the event of litigation, government investigation, audit, or other legal proceeding, normal document destruction procedures must be suspended immediately for all records relevant to the matter.
The Executive Director will notify all staff when a legal hold is in effect.
The destruction of any records subject to a legal hold is strictly prohibited.
Record Retention Schedule
The following retention periods apply to organizational records.
Permanent Records (Retain Indefinitely)
-
Articles of Incorporation and amendments
-
Bylaws and amendments
-
IRS determination letter confirming tax-exempt status
-
Board meeting minutes and resolutions
-
Annual financial statements and audit reports
-
IRS Form 990 filings
-
Real estate deeds, mortgages, and leases
-
Trademark and intellectual property registrations
Seven-Year Records
-
General ledgers, journals, and accounting records
-
Bank statements and canceled checks
-
Payroll records and W-2/1099 forms
-
Contracts and agreements (7 years after expiration)
-
Grant records and funder correspondence
-
Donor pledge records and gift agreements
Three-Year Records
-
Bank reconciliations
-
General correspondence
-
Insurance records (after expiration)
-
Employee personnel files (3 years after separation)
One-Year Records
-
Routine administrative correspondence
-
Duplicate copies of records maintained elsewhere
-
Superseded policy drafts
Electronic Records
Electronic records, including email, are subject to the same retention requirements as paper records.
Staff are responsible for properly filing, storing, and deleting electronic records in accordance with this policy.
Email correspondence that constitutes an official organizational record should be saved to the appropriate organizational file or folder system.
Secure Destruction
Physical documents containing confidential, financial, or personal information must be securely shredded.
Electronic records must be permanently deleted using appropriate methods.
Records should never be discarded in regular trash or recycling without proper destruction.
Responsibility
The Executive Director is responsible for overseeing the implementation of this policy and ensuring that staff receive appropriate training.
The Board of Directors will review and monitor compliance with this policy.
Policy Review
This policy will be reviewed by the Board of Directors at least once every two years, or whenever significant changes in law or organizational practices require an update.
donor Privacy policy
Overview
This policy outlines the Untold Journey Foundation’s commitment to protecting the personal information of our donors and ensuring trust and compliance with applicable laws.
Information Collected
We collect donor information such as:
-
Names
-
Mailing addresses
-
Email addresses
-
Phone numbers
-
Donation amounts
-
Payment details (e.g., credit card data processed securely via third-party providers)
This information is voluntarily provided during contributions and is used to process donations, issue tax receipts, and communicate updates about our mission supporting veterans.
How We Use Donor Information
Donor information is used solely for internal purposes, including:
-
Processing donations
-
Sending acknowledgments and receipts
-
Providing updates about programs and organizational activities
-
Maintaining records for IRS compliance as a 501(c)(3) nonprofit
Untold Journey Foundation does not sell, trade, share, or rent donor information with third parties for marketing or fundraising purposes.
Information may only be disclosed when required by law, such as during audits or in response to subpoenas.
Donor Recognition and Anonymity
Donors may request to remain anonymous.
We respect donor preferences for public recognition, including listing names in reports or publications. Upon request, we will:
-
Exclude a donor’s name from public acknowledgments
-
Adjust communication or recognition preferences accordingly
Data Security and Retention
We implement reasonable administrative, physical, and technical safeguards to protect donor information from unauthorized access.
This includes secure hosting environments such as Hostinger and the use of trusted third-party payment processors.
Donor information is retained only as long as necessary for operational, legal, or business purposes and is securely disposed of when no longer required.
Your Rights and Opt-Out
Donors may:
-
Opt out of future communications
-
Request access to their personal information
-
Request corrections or suppression of their data
Requests may be submitted by contacting:
admin@untoldjourneyfoundation.org
Untold Journey Foundation complies with CAN-SPAM, GDPR (for international donors), and other applicable privacy laws. This policy is reviewed annually and updated as needed.
Gift Acceptance policy
Purpose
Untold Journey Foundation welcomes charitable gifts from individuals, corporations, foundations, and other entities in support of its mission.
This policy provides guidance to staff, board members, and prospective donors regarding the types of gifts the Organization will accept, the conditions under which they will be accepted, and the process for reviewing unusual or complex gifts.
This policy is intended to protect both the Organization and its donors.
Oversight
The Executive Director, in consultation with the Board of Directors, is responsible for administering this policy.
Gifts that fall outside the scope of standard cash donations should be reviewed in accordance with the procedures described in this policy before acceptance is confirmed.
Acceptable Gifts
Cash and Cash Equivalents
The Organization accepts unrestricted and restricted gifts in the form of:
-
Cash
-
Checks
-
Credit or debit card payments
-
ACH transfers
-
Wire transfers
All checks should be made payable to Untold Journey Foundation.
Publicly Traded Securities
The Organization accepts gifts of publicly traded stocks, bonds, and mutual fund shares.
Donated securities will generally be sold promptly upon receipt.
The Organization does not provide tax advice to donors, and donors should consult their own tax advisors.
Planned Gifts and Bequests
The Organization welcomes planned gifts, including:
-
Bequests through a will or trust
-
Beneficiary designations of retirement accounts or life insurance policies
-
Charitable remainder trusts
-
Charitable lead trusts
Donors considering a planned gift are encouraged to notify the Organization so their intent can be acknowledged and any conditions discussed in advance.
In-Kind Gifts
The Organization may accept non-cash, in-kind donations of goods or services that directly support its mission and operations.
In-kind gifts must be usable by the Organization or readily convertible to cash.
The Organization will provide a written acknowledgment of in-kind gifts but will not assign a value to them. Valuation is the responsibility of the donor.
Gifts Requiring Additional Review
The following gifts require review and approval by the Executive Director and, where appropriate, the Board of Directors before acceptance:
-
Real estate, including land, buildings, and other real property
-
Closely held or restricted stock
-
Gifts with donor-imposed restrictions that may conflict with the Organization’s mission, values, or operations
-
Gifts involving a quid pro quo arrangement where the donor receives something of value in return
-
Gifts from donors with whom the Organization has a pending or potential business relationship
-
Gifts of $25,000 or more from a new donor not previously known to the Organization
-
In-kind gifts valued at $5,000 or more
-
Life insurance policies
-
Any gift that may create legal, reputational, or financial risk for the Organization
Gifts the Organization Will Not Accept
The Organization reserves the right to decline any gift that:
-
Is inconsistent with the Organization’s mission or values
-
Would create legal liability, regulatory risk, or reputational harm
-
Requires the Organization to take on undue costs or administrative burden
-
Includes conditions that compromise the Organization’s independence or program integrity
-
Involves a donor convicted of fraud, financial crimes, or conduct incompatible with the Organization’s values
Restricted Gifts
The Organization may accept gifts restricted to a specific program or purpose provided that:
-
The restriction is consistent with the Organization’s mission and programs
-
The Organization has the capacity to fulfill the restriction
-
The restriction is documented in writing and acknowledged by both parties
If a restricted gift cannot be used for its intended purpose, the Organization will contact the donor or the donor’s estate to seek modification of the restriction before applying the funds to another purpose.
Donor Acknowledgment
The Organization will provide written acknowledgment of all gifts in accordance with IRS requirements.
For gifts of $250 or more, a written acknowledgment will include:
-
The amount of cash donated or a description of any non-cash gift
-
A statement indicating whether any goods or services were provided in exchange for the gift
Confidentiality
The Organization will respect donor requests for anonymity in publications and public communications.
Donor information will be maintained in accordance with the Organization’s Donor Privacy Policy.
Policy Review
This policy will be reviewed by the Board of Directors at least every two years and updated as necessary to reflect changes in law, organizational capacity, or best practices.
privacy policy
Overview
Untold Journey Foundation maintains strict standards for protecting personal information from donors, volunteers, veterans, staff, and website visitors.
This privacy policy outlines our data practices to ensure transparency and compliance with applicable laws.
Data Collection
We collect personal data necessary for our mission of honoring veterans’ sacrifices and restoring purpose, including:
-
Names
-
Email addresses
-
Mailing addresses
-
Phone numbers
-
Donation details
-
Volunteer preferences
Information may be collected through forms on untoldjourney.org, email inquiries, or events.
Website analytics tools may capture information such as:
-
IP addresses
-
Browser types
-
Website visit patterns
These analytics may be collected through tools such
Whistleblower Policy
Overview
This policy promotes transparency and accountability at the Untold Journey Foundation, a nonprofit honoring tier one veterans’ sacrifices and restoring purpose. It protects individuals who report misconduct in good faith from retaliation.
Purpose
The Untold Journey Foundation is committed to ethical operations, legal compliance, and fostering trust among staff, volunteers, board members, donors, and stakeholders.
This policy encourages reporting of suspected violations such as financial irregularities, fraud, harassment, discrimination, safety issues, or unethical conduct. It aligns with federal laws prohibiting retaliation against whistleblowers in nonprofits.
Scope and Coverage
This policy applies to all board members, officers, employees, volunteers, contractors, vendors, and external parties interacting with the Foundation.
Reports may cover any illegal, unethical, or policy-violating activities observed or suspected.
Reporting Procedures
Submit concerns in writing via email to compliance@untoldjourneyfoundation.org or the Executive Director.
Anonymous reports are accepted through a sealed envelope addressed to the board chair.
For issues involving the Executive Director, report directly to the board chair or an independent third party.
Provide details such as dates, individuals involved, and evidence when possible.
Confidentiality
Reports will be handled confidentially to the extent possible, protecting the reporter’s identity unless disclosure is legally required.
Information will be shared only on a need-to-know basis during investigations.
Investigation Process
Upon receipt of a report, the following process will be followed:
-
Designated recipients (e.g., Executive Director or board committee) acknowledge receipt within 48 hours.
-
A prompt, impartial investigation will be conducted, including interviews and evidence review; the typical timeline is 30–60 days.
-
External experts will be engaged if needed for independence, especially for complex financial or legal matters.
-
Findings will be documented and corrective actions recommended.
No Retaliation
The Foundation strictly prohibits retaliation — including termination, demotion, or harassment — against individuals who make good-faith reports.
Violations of this prohibition will result in disciplinary action, up to and including termination.
False or malicious reports may also result in consequences for the reporting party.
Good Faith Requirement
Protection under this policy applies only to reports made honestly and in good faith, even if the report is later found to be unsubstantiated.
Malicious falsehoods are not protected under this policy.
Policy Review and Acknowledgment
This policy is reviewed annually or as applicable laws change.
All covered individuals must acknowledge receipt of this policy upon hiring or onboarding and again on an annual basis.
Questions may be directed to the Executive Director.