Online Fundraising And Crowdfunding Policy

INTRODUCTION

The Navy League of Canada is committed to the highest standards of financial stewardship, transparency, and accountability in all fundraising activities. As online fundraising and crowdfunding platforms continue to evolve, this policy establishes clear requirements to ensure that all campaigns conducted on behalf of the Navy League of Canada reflect organizational values, comply with applicable laws and internal controls, and support the organization’s charitable purposes.

POLICY STATEMENT

All crowdfunding and online fundraising campaigns conducted in the name of, or for the benefit of, the Navy League of Canada must:

• Support the organization’s charitable purposes
• Follow established financial, privacy, and governance procedures
• Deposit all funds into an official Navy League of Canada bank account
• Ensure that all donations are traceable, transparent, and used only for approved purposes

No campaign may be launched without appropriate written approval under this policy.

SCOPE

This policy applies to all members, employees, volunteers, and organizational units of the Navy League of Canada, including National, Division, and Branch levels. It governs all online fundraising and crowdfunding activities conducted on behalf of the organization or in support of its programs, cadets, events, or charitable initiatives.

DEFINITIONS

Campaign Owner
The individual appointed by a Branch or Division with delegated authority to organize and manage an approved fundraising campaign.

Authorized Financial Authority
The member of the Branch or Division Executive, normally the Treasurer, responsible for ensuring financial compliance with Navy League policies, internal controls, and this policy.

Official Bank Account
An account held at a financial institution in the name of the Navy League of Canada, for which the organization is the beneficial owner.

ROLES AND RESPONSIBILITIES

Executives (National, Division, Branch)

• Approve fundraising campaigns at the appropriate organizational level
• Ensure campaigns comply with this policy and related financial policies
• Provide oversight and corrective direction when required

Treasurers / Authorized Financial Authorities

• Confirm appropriate banking arrangements
• Ensure reconciliation, documentation, and reporting requirements are met
• Ensure that only authorized individuals issue charitable tax receipts

Campaign Owners

• Manage day-to-day campaign operations and communications
• Track financial activity and donor acknowledgements
• Comply with approved plans and reporting requirements

Members and Volunteers

• Adhere to this policy
• Refrain from launching or promoting unauthorized fundraising activities

CAMPAIGN REQUIREMENTS

All online fundraising and crowdfunding campaigns must:

• Support approved charitable objectives of the Navy League of Canada
• Use platforms that provide transparent reporting and secure data handling
• Ensure all funds flow directly into an official Navy League of Canada bank account
• Maintain full traceability from donation to expenditure

APPROVAL AND AUTHORIZATION

Campaign Proposals
A written campaign proposal must be approved before launch. Proposals must include:

• Campaign purpose and description
• Selected platform and rationale
• Budget and anticipated fees
• Campaign timeline
• Communications and donor acknowledgement plan
• Official bank account details
• Identification of the Campaign Owner and Authorized Financial Authority

Approval Levels

• Branch-level campaigns: Branch Executive approval
• Division-level campaigns or Branch campaigns exceeding $10,000: Division Executive approval
• Campaigns exceeding $50,000 or National campaigns: National Executive approval

No campaign may be published or promoted without written approval from the appropriate authority.

FINANCIAL PROCEDURES AND CONTROLS

• Donations must be reconciled with bank deposits at least monthly during the campaign
• All fees, expenses, and receipts must be documented
• Funds may only be used for the approved purpose
• Financial records must be provided to the Division Treasurer and retained for a minimum of seven years

Only an Authorized Financial Authority may issue charitable tax receipts. Where charitable giving platforms such as CanadaHelps are used, receipting will be managed in accordance with National Office procedures.

COMMUNICATIONS AND CAMPAIGN MONITORING

Campaign Owners must:

• Monitor campaign content and public comments
• Ensure communications are accurate, lawful, and respectful
• Address issues or inappropriate content promptly
• Maintain donor confidentiality at all times

REPORTING AND DOCUMENTATION

A final campaign report must be submitted within 30 days of campaign completion and must include:

• Total funds raised (gross)
• Platform and processing fees
• Net funds received
• Summary of expenditures
• Reconciliation confirmation
• Description of outcomes and issues encountered

Donor data must be handled in accordance with Navy League privacy policies.

PRIVACY AND LEGAL COMPLIANCE

All fundraising activities must comply with applicable privacy, copyright, and data protection laws. Donor information must be securely stored and accessed only by authorized individuals.

UNAUTHORIZED FUNDRAISING ACTIVITIES

If a Branch or Division becomes aware of an unauthorized fundraising activity using the Navy League of Canada name or brand, the local Executive must immediately instruct organizers to cease the activity and notify the National Office for further action.

APPENDICES

The following appendices form part of this policy:

• Appendix A: Online Campaign Review Checklist
• Appendix B: Campaign Plan Template
• Appendix C: Branch Fundraising Campaign Reporting Template

For any questions or clarification regarding this Online Fundraising and Crowdfunding Policy, please contact the National Office by email at national@navyleague.ca.

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April 2026