Questions charities ask.
Plain answers, with privacy first, because that's what boards ask about most. If yours isn't here, ask me.
Privacy and security
Does my charity's information have to stay in New Zealand?
No. The Privacy Act 2020 doesn't require New Zealand-only hosting. It makes your charity accountable for the information wherever it's held, and there are steps that meet that duty. Zoho's cloud for New Zealand is in Australia: Sydney is the main site and Melbourne the backup.
How is the information protected?
Zoho encrypts data in transit and at rest and keeps backups for three months. On top of that I set up multi-factor sign-in, access by role, and optional limits on which IP addresses can log in. Zoho holds ISO 27001 and SOC 2 Type 2 certification.
Is a CRM safer than spreadsheets?
Usually, yes. In a CRM every person has their own login with multi-factor sign-in, you set what each role can see, there is a record of who changed what, and the information stays in one managed place instead of in copies that can be saved, emailed or lost. A shared spreadsheet usually gives everyone the whole file and little record of who looked at what.
Who at Zoho can see our data?
Zoho's privacy policy says access to customer data is restricted to specific individuals, logged and audited, and given on a need-to-know basis, and that employees and contractors of other Zoho Group companies can be involved. I ask Zoho to confirm in writing which countries that covers.
Can Zoho use or sell our data?
Zoho's privacy policy says it has never sold personal information for advertising or made money from showing other people's ads, and that it only processes your data according to your instructions. I ask Zoho to confirm in writing that it doesn't use your data for its own purposes.
What happens if there's a data breach?
If a breach is likely to cause serious harm, your charity has to tell the Privacy Commissioner as soon as practicable, and the people affected. The Commissioner's expectation is within 72 hours of you knowing the breach is notifiable. I ask Zoho to put in writing how quickly it will tell you about an incident.
What if we want to leave Zoho?
You can export your data at any time, and I set up regular exports. Zoho's privacy policy says that after an account closes it deletes your data from its live database within six months, and from its backups within three months after that.
What about information we get from referrers or other agencies?
Since 1 May 2026, a Privacy Act rule called IPP 3A asks you to take reasonable steps to tell a person when you've collected information about them from someone else. In the CRM I record where each record came from and whether the person has been told.
Where does my supporters' information go when you work on my systems?
It stays in your systems. I only use it to do the work you've asked for, and the accounts are in your charity's name. I hand over full admin at the end.
Do you switch off AI features we don't need?
Yes. When I set up Zoho I switch off optional features, such as AI tools, that your work doesn't need. Where I do set up AI for you, I only use business tools whose privacy terms say they don't train on your data.
Does the Health Information Privacy Code apply to us?
It might. If your charity provides health or disability services, the Health Information Privacy Code 2020 may apply its own 13 rules in place of the privacy principles for that information. The same safeguards are a good fit, but check with your solicitor.
Is any of this legal advice?
No. I'm not a lawyer. I build the system so the safeguards are in place, and I explain what the Privacy Commissioner and Zoho say. Your solicitor should check how the law applies to your charity.
The donor system
Is this a donor database for a small charity?
Yes. It's a donor database built in Zoho CRM and set up for fundraising. Your team sees supporters, gifts, regular giving, appeals and tax receipts, in your branding, not leads and deals.
How much does a charity CRM like this cost?
The build is a fixed price from NZ$3,500, and the packages and prices are on the donor system page. You pay Zoho for the licences directly, and nonprofit credits cover up to half of each licence payment. I'll show you the software cost for your team size before you commit.
How long does it take to set up?
Two weeks. You tell me what you need, agree and pay half to book, then I build it over two weeks and hand it over with training.
Who owns the system and the data?
You do. The Zoho accounts are in your charity's name, and I hand over full admin at the end.
Can you move my data in from a spreadsheet or an old system?
Yes. The system is set up with your data moved in. The Complete package adds migration from an old system, plus grants and volunteers.
Does it work with Raisely?
Yes. The Connected package adds a live donations feed from Raisely.
Bigger builds and tech problems
What counts as a bigger build?
A charity with several teams, service records that need to sit next to fundraising, an old system to move off, or finance and donation platforms to connect. If it's one specific fix, that's a tech problem, and I quote it separately.
How is a bigger build priced?
It starts with a scoping call. Then you get a written scope with a fixed price for each stage, so you know what each stage costs.
Can you move us off an old donor database?
Yes. Moving off an old donor database is one of the main kinds of work I take on here. I'll scope it with you first.
Can you connect our finance system and donation platforms?
Yes. Connecting finance, donation platforms and the website is part of the work, along with reporting for funders and boards, and access set up for several teams.
What kinds of charity tech problems do you fix?
Supporter data in several places, duplicate records, a report that takes a day to pull, emails landing in spam, and a system nobody knows how to change.
How do I get a quote?
Describe the problem in the form. I'll come back with a fixed quote, and once you agree, I fix it.
Is the quote really fixed?
Yes. Tech problems get a fixed quote before I start. If you ask for something that isn't in the quote, I'll quote it before I do it.
Do you only help charities in Christchurch?
No. I'm based in Christchurch and work with charities in New Zealand, Australia, the UK, the US and Canada.
Do you only work with Zoho?
Most donor systems I build use Zoho. For fixes and bigger builds I work with whatever you already have.
Charity AI
What can AI do for a charity?
It can sort and route the shared inbox, draft thank-you letters from the gift record, pull service notes together for funder reports, clean and merge supporter data, and draft grant applications from your past ones.
Is AI safe to use with supporter information?
It can be, if it's set up properly. I only use business AI tools whose privacy terms say they don't train on your data, client information stays inside your systems, and a person in your team approves anything that goes out.
Do we need an AI policy first?
If anyone on your team uses ChatGPT, Copilot or Claude, yes. My free AI policy tool makes one in your logo and colours in about five minutes, written for New Zealand charities and the Privacy Act 2020.
How is charity AI priced?
Per workflow, after a short scoping conversation.
Is this a workshop?
No. It's AI set up inside your inbox, CRM and documents, doing the jobs that eat your team's week.
Working with me
How do I get started?
Tell me what you need on the contact page. Your name, your email and a few words is plenty. I reply within two working days with next steps or a fixed quote.
Do I pay anything up front?
For a donor system, you agree the quote and pay half to book. The other half is due at handover. Tech problems and charity AI get a fixed quote before I start, and bigger builds get a fixed price for each stage.
Who pays for the software?
You pay Zoho and any other software providers directly, and the accounts are in your charity's name. I set up the Zoho for Nonprofits credit as part of every build, and show you the software cost for your team size before you commit.
What happens after handover?
You get training clips and a printed guide. If you want ongoing help, the monthly care plan covers changes and fixes.