Author: IT For Non Profits

AI Chatbot Security Risks: Are Your Conversations Truly Private?

You’ve got enough on your plate. Between donor reports, hybrid team meetings, and keeping programs running smoothly, the last thing you need is another tech fire to put out. But here’s a quiet truth that deserves your attention:

That AI chatbot you’re using to save time? It might be sharing more than you realize.

For nonprofits, which often deal with sensitive donor information, personal data, and vulnerable communities, understanding the risks behind these AI tools is more crucial than ever. Tools like ChatGPT, Microsoft Copilot, Google Gemini, and DeepSeek are brilliant assistants—but only if you understand their risks. And if your nonprofit handles donor information, health records, or community-sensitive data, the stakes are too high to ignore.

 

 

What AI Chatbots Are Doing with Your Data

Every time you type a message to a chatbot, you’re sharing more than words. You’re handing over insights—some of them private, some of them mission-critical.

Let’s make this simple:

  • ChatGPT collects your prompts and usage data. These can be used to improve services—and may be shared with vendors.

  • Google Gemini stores data for up to three years. Even deleted entries might linger in systems used to train AI.

  • Microsoft Copilot tracks browsing and app use, sometimes sharing with third parties.

  • DeepSeek, a newer platform, stores your chat history and typing patterns—on servers based in China.

Now ask yourself: Would you share that kind of access with a stranger?

For nonprofits handling sensitive donor information, financial data, or details of vulnerable communities, the stakes couldn’t be higher. A single breach could jeopardize trust, funding, and the very communities you aim to serve.

Why This Hits Nonprofits Harder

We’re not just protecting data—we’re protecting trust. That includes:

  • Donor relationships built over years

  • Client confidentiality in sensitive programs

  • Board confidence in your digital maturity

A breach doesn’t just cost money. It can cost your mission. And the grief of explaining it to a stakeholder who believed in you? That’s a weight no spreadsheet can carry. These risks aren’t hypothetical; they’re already happening. And as nonprofits adopt these tools without full knowledge of their implications, they unintentionally expose themselves to vulnerabilities that could take years to repair.

Real Risks, Real Consequences

Let’s name the fear so we can move through it:

  • Data breaches: In 2024, DeepSeek suffered a breach due to poor cloud configurations. If it can happen to them, it can happen to anyone.

  • Noncompliance fines: Canadian nonprofits must follow privacy laws like PIPEDA. Violating them—even unintentionally—can lead to legal action or lost funding.

  • Reputation damage: A leaked donor list can unravel years of relationship-building.

You don’t need panic. You need a plan.

5 Ways to Keep Your Nonprofit Safe While Using AI Tools

Here’s what matters. And what doesn’t:

✅ Choose wisely: Stick with tools that let you control data retention. Ask about compliance with Canadian privacy standards.

✅ Limit what you share: Never input names, financial info, or personal data unless the tool is vetted and encrypted.

✅ Adopt a Zero-Trust model: Only authorized users should access AI platforms—and only for specific tasks.

✅ Train your team: Most breaches come from small mistakes. Help your staff understand what not to type.

✅ Review compliance regularly: Work with a local MSP familiar with PIPEDA, CRA, and nonprofit-specific needs.

Balancing Innovation and Security

Tech is supposed to make your life easier—not scarier.

If your AI tools are saving you time but keeping you up at night, something’s off. Let’s fix that, together. At our Managed service Company here in Vancouver, we specialize in helping nonprofits like yours feel confident, secure, and supported.

Want to assess your organization’s digital security? Start with a FREE Security Assessment today and ensure your nonprofit is safeguarded against modern cyber threats.

 

 

BIG CHANGES TO MICROSOFT’S FREE LICENSES FOR CHARITIES: WHAT YOU NEED TO KNOW

If your charity uses Microsoft 365 Business Premium or Office 365 E1 through the Microsoft Donation Program (or via TechSoup), there’s a change coming you should know about: these donated licenses won’t be renewed going forward.
That means you’ll need to either switch to a different product or begin paying for the current one.

But don’t worry—you’re not being left in the lurch. We’re here to help you navigate the change and find the most cost-effective option that still meets your needs.

WHAT’S CHANGING?

Microsoft is phasing out these two grant-based offers. This means if your charity relies on them, they’ll disappear at your next renewal date after July 1. For example, if your donation license subscription expires in October 2026, you can continue to use your licenses until then. For many nonprofits in Vancouver, this could impact your daily work, email, file sharing, and team communication tools.

WHAT YOU’LL STILL GET FOR FREE

The good news? Microsoft will still offer up to 300 free licenses of Microsoft 365 Business Basic to eligible nonprofits.

This includes:

  • Web-based versions of Word, Excel, PowerPoint, and Outlook
  • Business email (50 GB inbox per person)
  • Microsoft Teams for communication
  • 1 TB of cloud storage per user
  • Online collaboration with SharePoint and Bookings

These tools are more than enough for many nonprofits—especially those with remote or hybrid teams who need reliable access from anywhere.

NEED MORE THAN THE BASICS?

If your team needs desktop apps or advanced security, Microsoft is offering a steep 75% discount on paid plans like Business Premium. That brings costs down to around $7.50 per user per month—still budget-friendly for most organizations.

What Should You Do Next?

  1. Check your renewal date – That’s when the change will hit.
  2. Make a list of what your team actually uses – Not every feature needs replacing.
  3. Talk to an IT support partner – Especially one who understands nonprofits and grant timelines.

 

❓ FREQUENTLY ASKED QUESTIONS ABOUT THE MICROSOFT 365 CHANGES

Will we lose access to our current files?
No. After your license expires, you’ll have 30 days of access to transition, followed by 60 days where your data is still recoverable. That’s 90 days total before anything is permanently deleted.

Can we upgrade later if we choose Business Basic now?
Yes. You can always switch to a paid plan like Business Premium later, if your team needs more features or security.

What if we have more than 300 users?
The free Business Basic plan covers up to 300 users. If you need more, Microsoft offers options that support larger teams. The Human IT Company can guide you through the process.

What’s the difference between Business Basic and Business Premium?

  • Business Basic gives you email, cloud storage, and online versions of Office apps.
  • Business Premium includes all that plus installed desktop apps and better security tools—ideal if your team handles sensitive data or needs full desktop access.

What happens if we don’t act in time?
You won’t lose your data immediately. There’s a 90-day window (30 days of access, 60 more days of retention). But acting early ensures a smooth, stress-free transition.

Can we mix free and discounted licenses?
Absolutely. Many charities use a mix—up to 300 free Business Basic seats and then add discounted Business Premium licenses for staff who need more features.

HOW WE CAN HELP

The Human IT Company specializes in IT support for Vancouver nonprofits and charities. That means we understand grant cycles, tight budgets, and how important it is to protect donor data. We can help you:

  • Understand your options and expiry dates
  • Transition smoothly to new Microsoft plans
  • Keep your team productive and connected
  • Avoid surprise costs or lost data
  • Get real answers—in plain English

Still not sure what to do? Don’t hesitate to call us. Let’s talk about how we can help you adapt gently and affordably. 

CONTACT US

CYBERSECURITY MYTHS BUSTED: HOW NON-PROFITS CAN STAY PROTECTED WITH MANAGED IT SERVICES

In today’s tech-driven world, it’s easy to think we know how to stay safe online, but sometimes what we hear about cybersecurity isn’t entirely accurate. With so many myths floating around, it’s important to take a step back and look at the facts. We are here to clear up some of those misconceptions, so you can feel more confident about protecting yourself and your information. Let’s take a closer look at the truths behind these common myths.

Myth 1: Antivirus Software Is Enough to Keep You Safe

Many believe that antivirus software alone provides sufficient protection. While crucial, it’s not a complete solution. Hackers have become increasingly sophisticated, and cybersecurity requires a multi-layered defense. Beyond antivirus, charities and non-profits should adopt firewalls, regular updates, encryption, and safe browsing habits. Managed IT services can help maintain these critical defenses.

Myth 2: Public Wi-Fi Is Safe for Browsing

Public Wi-Fi in coffee shops, airports, or libraries is often unsecured, making it a prime target for hackers. Relying on it to handle sensitive donor information or communications is risky. Without a VPN, you risk exposing data to man-in-the-middle (MITM) attacks. A VPN encrypts your connection, ensuring your data remains safe, a vital step for any non-profit organization.

Myth 3: Hackers Only Target Big Companies

Smaller organizations, including non-profits, are often considered easier targets due to limited resources. Cybercriminals aim to exploit this vulnerability to steal donor information, hijack systems, or disrupt operations. Strong cybersecurity practices, supported by managed IT services, are essential to protect your organization’s reputation and mission.

Myth 4: Passwords Only Need to Be Complex, Not Long

Focusing solely on complexity isn’t enough-length is equally critical. A password like “CharitySupport123!” is stronger than something overly complex but short. For non-profits juggling multiple accounts, a password manager simplifies creating and storing unique, robust credentials.

Myth 5: If You Haven’t Been Hacked, You’re Safe

Assuming you’re secure because you haven’t been hacked yet is dangerous. Cyberattacks are often stealthy, and the damage can remain undetected for months. Regular IT support, system audits, and monitoring tools provided by managed IT services help identify vulnerabilities before it’s too late.

 

 

 

 

 

 

 

 

 

 

Myth 6: Security Updates Can Wait

Delaying updates leaves your systems exposed to known vulnerabilities. Non-profits must prioritize timely updates to software, operating systems, and apps. Managed IT services ensure these updates are installed promptly, keeping your cybersecurity robust.

 

Myth 7: Incognito Mode Keeps You Anonymous

Private browsing modes only prevent local devices from saving history—they don’t make you invisible online. Websites can still track you, and your Internet Service Provider (ISP) monitors your activity. Using a VPN enhances online privacy and is a smart choice for charities handling sensitive donor data.

Myth 8: Social Media Privacy Settings Keep You Safe

Even with strict privacy settings, your data may still be exposed through third-party apps or platform breaches. Non-profits should regularly review settings, limit what they share online, and educate team members on responsible social media use.

 

Conclusion

Cybersecurity myths can create dangerous blind spots. For non-profits and charities, staying informed and adopting managed IT services is key to protecting donor data, operational systems, and organizational integrity.

Let us help your organization stay secure while you focus on making an impact. Contact us today for reliable IT support tailored to your needs.

 

 

 

 

 

“Weak passwords are responsible for 80% of all data breaches. For nonprofits handling sensitive donor data and financial records, a single compromised password can lead to devastating consequences. Ensure that your passwords are strong, unique, and regularly updated.”

 

 

PASSWORD SECURITY: IS YOUR PASSWORD STRONG ENOUGH?

Every May 1st, we observe Password Day, a time to reflect on one of the most critical aspects of cybersecurity: the protection of our digital identities. With cyberattacks happening every 39 seconds, and the average data breach costing $4.45 million, securing your passwords is essential, especially for nonprofit organizations and charities handling sensitive donor information.

For nonprofits, password security isn’t just about protecting data—it’s about safeguarding the trust of your supporters. These organizations are often underfunded, making them prime targets for cybercriminals.

 

WHY PASSWORD SECURITY MATTERS FOR NONPROFITS?

Your password security is the first line of defense against cybercriminals. Research shows that nearly half of people lack confidence in their password security. Weak passwords, such as those with 8 characters or less, are still far too common.

For charities and nonprofits, a compromised password could lead to breaches that expose donor data, financial records, and internal communications. The consequences can go beyond financial losses, potentially damaging your organization’s hard-earned reputation.

WHAT MAKES A STRONG PASSWORD?

To protect your nonprofit or charity, follow these simple guidelines for creating strong passwords:

  • Length matters: Aim for at least 12 characters, ideally 16 or more.
  • Use a mix: Combine uppercase and lowercase letters, numbers, and special characters.
  • Avoid personal details: Do not use easily guessable information like names or birthdays.
  • No patterns: Avoid using common sequences like “1234” or “abcd.”
  • Unique passwords: Ensure each account has a different password to prevent a breach from spreading across platforms.

For simplicity, use a password manager to generate and store complex passwords.

The Impact of Weak Passwords

Weak passwords can lead to severe consequences. Cybercriminals can:

  • Access sensitive information, such as donor details and financial records.
  • Steal funds or commit identity theft.
  • Launch attacks or hold data for ransom.

For nonprofits, these breaches can cause significant financial strain and erode donor trust. In 2019, 80% of data breaches were linked to compromised passwords, imagine the impact if a hacker accessed your donor database.

STEPS NONPROFITS CAN TAKE TO PROTECT THEMSELVES

  1. Enable Multi-Factor Authentication (MFA): MFA adds an extra layer of security to your passwords.
  2. Use a Password Manager: These tools securely store and generate unique passwords for every account.
  3. Educate Your Team: Regularly teach staff about best practices for password security.
  4. Update Passwords Regularly: Change passwords if you suspect any breach.
  5. Consider Identity Theft Protection: Monitor your organization’s information for suspicious activity.

HOW PASSWORD SECURITY SAVES RESOURCES

Good password security not only prevents data breaches but also saves time and money. Recovering from a breach can be costly, both financially and reputationally. By adopting strong password practices, nonprofits demonstrate responsible stewardship of sensitive information and reduce risks.

Additionally, strong password security minimizes disruptions, allowing team members to focus on their mission rather than on recovery from a breach.

SIMPLE STEPS TO PROTECT YOUR NONPROFIT FROM CYBER THREATS

  • Test your passwords using a trusted password checker.
  • Enable MFA on accounts that support it.
  • Start using a password manager.
  • Conduct a cybersecurity audit to identify vulnerabilities.
  • Share password security tips with your team.

 

 

Upgrade Your Charity to Windows 11

 

With just six months left before Microsoft ends support for Windows 10, now is the time to take action. If you’re still using Windows 10, it’s crucial to understand that your computer could soon be exposed to security risks without the regular Windows 10 security updates. But don’t panic there are steps you can take right now to ensure your computer remains secure and functional.

Why Upgrade to Windows 11?

Upgrading to Windows 11 is essential for long-term security. Windows 11 includes improved security features that protect you from cyber threats like malware and hacking attempts. If you want your computer to stay safe and run smoothly, it’s time to make the jump to Windows 11.

 

Let Us Help

Here’s what you need to do to protect your device and stay ahead of the game.

Step 1: Upgrade to Windows 11 (If Your Computer Is Compatible)

Microsoft is offering a free upgrade to Windows 11 for eligible PCs, and this is your best option for staying secure after Windows 10 support ends on October 14. However, not every computer can handle the upgrade, so the first thing you need to do is check whether your device is compatible.

How to Check Compatibility

To see if your PC is eligible for Windows 11, follow these simple steps:

  1. Open the Start menu and click on Settings.
  2. Go to Update & Security and click Check for Updates.
  3. If your device is eligible, you’ll see an option to upgrade to Windows 11.

If you’re not sure, you can also download the PC Health Check tool from Microsoft’s website, which will tell you if your computer meets the necessary requirements.

 

Step 2: What to Do If Your Computer Isn’t Compatible with Windows 11

If your PC doesn’t meet the requirements for Windows 11, don’t worry — you still have options.

Option 1: Upgrade Your Hardware

If your current computer is outdated, this might be the right time to invest in a new device. Modern computers come with the latest technology, faster processors, and better cybersecurity features. Plus, you’ll be set for years to come.

Option 2: Extended Support for Windows 10 (LTSB Version)

For those who aren’t ready for a new device, Microsoft offers extended support for Windows 10 through the Long-Term Servicing Branch (LTSB). This option allows you to continue receiving security updates for a longer period, but it’s not a free solution. It’s ideal for users who need to stick with Windows 10 temporarily.

 

Step 3: Be Prepared To Upgrade Your Charity to Windows 11

Whether you’re moving to Windows 11, upgrading your hardware, or opting for extended support for Windows 10, preparation is key. Here’s what you should do:

  • Backup Your Data: Before making any changes, save your important files, photos, and documents to an external drive or cloud storage.
  • Check Software Compatibility: If you use specific programs for work or personal tasks, make sure they’ll work on the new system.

Ask for Help If Needed: If this process feels overwhelming, don’t hesitate to ask a friend, or Vancouver IT support company for assistance. There’s nothing wrong with seeking help.

 

Step 4: Don’t Wait: upgrade your charity or non-profit to Windows 11

It’s important to remember that updating your system isn’t just about keeping up with technology trends. It’s about ensuring your peace of mind. A secure, updated system means you’re protecting not only your files but also your day-to-day operations. Imagine the frustration of a data breach or the downtime caused by outdated software, it’s a scenario no one wants to face.

Waiting until the last minute can lead to unnecessary stress and risks. By acting now, you’re ensuring your computer stays secure and functional as Windows 10 reaches its end of support. If your system is ready for Windows 11, take advantage of the free upgrade today. If not, explore your options to ensure your organization remains safe and operational.

 

Step 5: Need Help Upgrading your nonprofit or charity to Windows 11?

Technology doesn’t have to be intimidating. If you’re unsure about where to start or worried about making mistakes, you’re not alone. Many users feel overwhelmed by technical changes, but small steps like checking your compatibility or backing up your data can make all the difference. Let us help you take the right steps.

If you feel unsure, reach out to your IT services provider for assistance. At The Human IT Company, we’re here to support you every step of the way. Contact us today with any questions or concerns, because upgrading to Windows 11 is easy when you have the right guidance.

“With just six months until Microsoft ends support for Windows 10, now is the time to take action. Upgrade to Windows 11 or explore secure alternatives to protect your data and stay ahead of cybersecurity risks.”

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

“End of support doesn’t mean the end of your computer — but it can mean the start of serious risks. A quick (and potentially free) update today can save your charity from big headaches tomorrow.”

Why the End of Windows 10 Support Matters For Charities

On October 14, 2025, Microsoft will officially end support for Windows 10. This marks the end of regular security updates and software fixes for millions of devices still running this popular operating system. If you’re still using Windows 10, it’s crucial to plan ahead by upgrading to Windows 11 or exploring other secure options.

If the thought of updating your computer or learning about “end of support” makes you feel nervous, you’re not alone. Technology can be confusing, and terms like “security updates” and “vulnerabilities” might sound overwhelming. But don’t worry, this is much simpler than it seems. Let’s break it down in plain language so you can protect your computer and your data safe.

Why Do Some People Ignore Updates?

You’re not alone if you’ve ever skipped an update or thought, “I’ll deal with it later.” Here’s why that happens:

Fear of Change:
Moving to a new system can feel daunting, especially if your team is used to the current setup. But updates often bring improved security and efficiency, making tasks easier in the long run.

Everything Seems Fine:
If your system is working fine, it’s easy to assume there’s no need to update. However, outdated systems are more vulnerable to cybersecurity risks, putting your data at risk.

Not Sure How to Update:
Many people aren’t sure how to handle updates. The good news is that updating is simple, and we’re here to guide you through it!

Uncertainty About the Benefits:
Updates often come with descriptions like “performance improvements” or “bug fixes,” which can sound vague or unimportant. Without a clear understanding of the benefits, it’s tempting to assume the update can wait.

Misconceptions About Importance:
It’s common to think of updates as optional or “nice-to-have.” However, many updates are critical, especially when they include security patches that protect your data and devices.

What Does “End of Support” Even Mean?

When Microsoft says it’s ending support for Windows 10, it means they will no longer provide security updates or bug fixes. While your computer will still work, it will become more vulnerable to threats. Think of updates like a security lock on your door, without them, your system becomes an easy target for cybercriminals.

Why Does This Matter?
When your systems stop receiving updates, your organization becomes more vulnerable to data breaches and other risks. Here’s why keeping everything up to date is essential:

Lack of Support: Without updates, your computer may not function as well over time. It’s like driving a car without regular maintenance eventually, it might not run as smoothly.

Keeping Things Secure: Updates help protect the information you rely on every day. If your system isn’t updated, there’s a greater chance your important data could be exposed.

Staying Up to Date: Updates also help your computer stay compatible with the latest tools and software. Without them, your system might struggle to keep up, just like trying to use an old version of an app that no longer works well.

What Should You Do?

Before upgrading to Windows 11, take the time to evaluate your organization’s specific needs. Make a checklist that includes assessing your software compatibility, ensuring that your critical tools and applications will work seamlessly on the new system. This proactive step can prevent unexpected disruptions during the upgrade process.

Here’s a simple, actionable plan to get started:

Step 1 Check Your Windows Version:
If you’re using Windows 10, it’s easy to check which version you’re running and see if you’re up to date. Simply search for “Check for Updates” in your computer’s settings, and it will show you whether your system is fully updated. 

Step 2: Upgrade to Windows 11 (If You Can)

Is your system ready for Windows 11? Find out more about upgrading and whether your device is compatible. We’re here to help make this transition as smooth as possible! Your IT support provider should be able to help you with this very easily, and very quickly.

What If You Do Nothing?

While it may feel like a small problem now, the consequences of not updating your computer can be serious. Data breaches, privacy violations, and financial theft are real threats that could harm your business’s reputation and the people you serve. These are risks you can’t afford to ignore, especially when simple, free updates can prevent these issues from happening.

Why You Should Act Now

Spending a few minutes to update your system or plan an upgrade from Windows 10 to Windows 11 can save your nonprofit from significant challenges in the future. This small step now helps secure your sensitive data, safeguards against cybersecurity risks, and ensures your organization avoids costly data breaches or operational disruptions. Technology doesn’t have to be scary. If you’re unsure about how to update or need assistance, don’t hesitate to reach out. The Human IT Company is here to help. 

 

 

How To Get Out Of Overwhelm And Manage Projects Brilliantly (While Saving Money On IT)

It’s a special kind of relentless attack faced by Boards and ED’s; the persistent, crazy, chaotic assault on your time and attention. No one is immune, and every organization deals with it.

Some leaders handle the constant pressure on their attention brilliantly, keeping the team organized and highly productive. But most people struggle with this and feel crushed and overwhelmed by all the things they have to keep track of and do. This goes double if your group is in growth mode and not “standing still” or casually strolling through its existence. 

Add to this a remote workforce, and it can be intensely difficult to wrap your head around all the projects, to-dos, deadlines and funder-related deliverables you and your leadership team must manage.

While we as an IT company cannot tell you what projects are most important, we can absolutely help you and your team stay far more organized and give you tools to keep the  people on your team properly aligned, prioritizing the right work and focused on the things you want them to focus on. We can also help you organize communication to lessen the chances of a dropped ball or a communication failure, which is by far the #1 reason why problems happen in business and charities alike.

One of the tools we recommend to clients wanting to get more operational control and clearer communication is Microsoft Teams. There are a lot of reasons why this is a “super tool” for productivity and organizational alignment, but as a bonus, it typically ends up saving our clients quite a bit of money on technology, because it replaces other applications, like Slack, Zoom and dozens of popular project management software, putting all of it into one lower-cost, more secure and more tightly integrated system.

Let me share just a few of the cool features you’ll love in Teams. Keep in mind that this list is far from complete. Microsoft Teams has over 1,900 applications you can pick from to integrate into a Teams Channel to organize information, workflow, tasks, deadlines and documents.

Canadian Data Residency for Office 365

Canadian Residency: As part of the Microsoft 365 ecosystem, charities located in Canada can request that their data also be stored in Canada. This allows you to stay compliant with any requirements from funding agency or governmental contracts. 

Posts: The “post” feature works a lot like Slack in that it will allow you to post questions, reminders and status updates to everyone on that Team regarding that project. This not only keeps ALL communication for a project in one place, but it creates a history and alerts everyone on the team to what’s going on. This feature can save a lot of money for anyone using a paid tier in Slack since it’s native and included in Microsoft Teams.

Integrating Apps With Teams

Tasks By Planner And To-Do: This section of Teams is one of our favorites because it allows you to create “complex” to-do lists where you can assign each item to one or more people; have a progress status, priority and due date; add documents and files; and create a checklist of all the things that need to be done. Better yet, team members who are responsible for the project can provide status updates and check off items that are completed so you know where you are with any particular project.

true remote file sharing and hybrid workspaces

File Sharing: Being able to access everything securely, and easily, has been the dream for years now. Teams has a file management function which can eliminate the need for servers, allowing your team to work remotely while maintaining access to all their files and data. It uses a very familiar interface, has an incredibly shallow learning curve, and is included in Teams.

Video Conferencing: While Teams is not as slick as Zoom, it does have some features that make it better for team collaboration and projects. The biggest advantage over Zoom is that you can hold a video conference, and the recording of the meeting – along with all of the notes, files and links – will remain in that Team for easy reference later on. This can be extremely helpful for people who might not have been able to attend a meeting, making it easy for them to find and watch the recording, and it also retains a record of critical conversations. Plus, it eliminates expensive Zoom licenses for all employees because it’s included in Microsoft 365.

No Cost Software For Charities

Free For Charities: Of course the most compelling argument is that Teams, as part of Microsoft 365, is free for charities. Depending on the size of your group, this can translate to literally thousand of dollars per year. 

If you want to see a demo of Teams or do a cost analysis to see how implementing this can save your organization money on Slack, Zoom and other project management software by combining it into one application, click here to schedule a brief call.

Hello, everyone! Welcome to the Rosetta Stone! As always, we’re here to decode the language of IT and give you the tools to make informed decisions.

Today’s topic is a little bit drier than many, but it’s an important topic that gets to the heart of Canadian nonprofit organizations. today we’re looking at email etiquette for board members of charities, non-profits, and associations. While it may seem harmless to use your personal or work email for board-related business, there can be some serious risks to consider. So grab your favorite beverage, settle in, and let’s get started.

There’s a lot of reasons why a board member should not be using email from their work or personal lives, but there are three that are important above all others… so we’re going to focus on those.

Email For A Departed Board Member

The first is around continuity and persistence. If a board member leaves the organization, what happens to all the email they have stored on their personal account? Does the organization have access to it? If the transition is not friendly, then it’s pretty much a foregone conclusion that the organization will never again see the email that was sent by the departed board member.

Privacy For Board Emails

The second main area is around privacy and conflict of interest. For example, if you’re working on a grant application which is sent from a board members private work email system, that work email system may be seen by the funding agency as directly associated with the charity. By using personal or work emails, The organization may not know who has access to the mailbox. There are so many ways this can go bad, so quickly, and so easily.

Board Email Security And Protection

The third issue that we’ll talk about today is around information security and protection. Emails that are stored in the organization email system will also be subject to cyber security controls and protection measures that are in place for the organization. this can include among other things, measures like a litigation hold or data retention policies. Not to mention things like organizational policies around data backups multi factor authentication, or other measures put in place to make sure that the organization’s email remains secure.

When you consider that there are many options for charities to gain access to corporate-class email systems that carry zero cost for the organization, there are a lot of reasons why Board policies that prohibit personal email are a great idea. And as I said these are only three reasons… realistically There are a lot more reasons out there, but these are the ones that we see as the most important.

Protecting Your Mission with Robust Email Infrastructure

Nonprofits have a unique approach to conducting board business… As a former Board member myself, I understand this We believe in encouraging board members to use official emails as a way of protecting the important work that’s done by organizations all over BC. So, let’s keep the conversation going and make our nonprofit organizations even stronger. Drop us a message at www.HumanITCompany.ca and let’s chat about the best way to secure your emails as a charity.

That’s it for this episode of ‘The Rosetta Stone.’ If you have a tech term you want us to decipher. drop it in the comments below. Like, subscribe, and stay curious with The Human IT Company. Until next time!”

Nothing Lasts Forever

Charities and nonprofits are starting to get into budgeting and planning time. As I write this, it’s mid January 2023 which means many charity budgets are starting fresh in approximately 75 days. I know from personal experience that this is peak time for executive directors to start looking at IT budgets, and IT planning.

An important part of planning and budgeting for computer expenses is lifecycle management. So we created a blog post over on the main site addressing that very issue… Go take a look, at The Human IT Company blog page, and you may get some clarity.

“We often get asked “how long do computers last”… Surprising to absolutely no one, the answer is “It depends”…”

 

Free Wheelin’

Hi everybody, Jeremy here, managing director of The Human IT Company, your trusted source for IT service and support in greater Vancouver and southwestern British Columbia.

This is our first video of the new year, and I know from experience that this is the time of year when executive directors of charities start looking at their budget plans to take effect in April. As a Board member myself, I know from experience that the consistent challenge is to stretch your funds as far as possible. Since IT support is often seen as a cost center from the admin budget, anything you can do to stretch, or save, on your IT services costs is worth another look.

How Charities Can Save On IT Costs

A couple tricks you may or may not know about how charities can save money on IT costs

– Contact software companies directly. Many companies have unpublished discounts, that offer eligible organizations access to their products for free or at a discounted price. I’ve seen situations where software is offered for free in exchange for a partnership agreement, and we regularly see a 30% discount offered for registered charities, that’s offered simply because someone picked up the phone and called to ask the company.
– Use open source software. Open source software is freely available for anyone to use. This means that charities can use open source at no cost. Some popular examples of open source software include the Linux operating system and the LibreOffice productivity suite. Sometimes there is a bit of a learning curve, but when the cost is 0, it may be worth investigating depending on the requirement and the budget of the organization.
– Register with organizations that provide software donations. There are a number of foundations and organizations that specifically provide software donations to charities. TechSoup Canada is one example – they offer a wide range of software donations to eligible Canadian charities, including those located in Vancouver. The amount of software that you can get is amazing, and you even have access to enterprise class systems like Office 365 at no cost.
– Lastly, try working with an IT company that is familiar with charities. The needs and requirements of charities are vastly different than those of commercial businesses; the right IT solution provider knows this, and will work with you to meet the budget and reporting requirements of the organization, the Board, or the membership.

By taking advantage of these opportunities, charities can obtain the IT solutions they need without spending a lot of money. If you’d like to know more about how to get started with any of these, or for some links to some of the products and services mentioned here, leave us a comment below, or send us a message through our website at www.humanitcompany.ca and we’ll show you how to start saving money on your admin IT budget. Thanks for watching and have a great day!