HSM IT ServicesNon-Profits and Charities
Alberta non-profits and charities manage donor, client and volunteer information with limited budgets and small teams. HSM IT Services provides dependable, cost-conscious IT support and security that helps organizations protect the trust of their communities and focus on their mission.
Non-profits and charities often run lean, with staff wearing several hats and technology decisions made by whoever has time. Many organizations rely on a mix of donated equipment, free software and volunteer help. Over time this can leave a patchwork of accounts, devices and file storage that is difficult to secure and support. Programs that serve vulnerable people, run events or operate from several locations add to the complexity. Staff and volunteers may also use personal devices and accounts, which makes it harder to know where information is stored.
Charities hold personal information about donors, clients, volunteers and staff. Depending on the services provided, this may include health, financial or family information that requires careful handling. Criminals target non-profits with phishing, gift card scams and payment fraud, knowing that small teams may not have strong controls. A breach can damage donor confidence and the relationships that an organization depends on for funding and community support. Small organizations are also less likely to have the monitoring needed to notice an intrusion early.
Many non-profits qualify for discounted or donated software through technology programs, including Microsoft 365 offerings for eligible organizations. Making the most of these programs, standardizing devices, and putting basic protections in place can stretch a limited budget further. Clear policies for volunteers, sensible access controls and reliable backups help organizations meet their obligations to donors and funders. Good IT planning also supports grant applications and board reporting that increasingly include questions about data protection.
Risks we see most
Phishing and gift card scams
Attackers impersonate executive directors or board members to request gift cards, transfers or sensitive information from staff.
Donor and client data exposure
Personal information stored in spreadsheets, shared drives or personal accounts can be lost or accessed by the wrong people.
Volunteer and turnover access
Volunteers and short-term staff may keep access to email and files after their involvement ends.
Aging and donated equipment
Older computers and unsupported software are common and can be easy targets for known vulnerabilities.
No reliable backups
Important records, grant files and donor databases may exist in only one place and be lost to failure or ransomware.
How HSM IT Services helps
- Guidance on discounted and donated technology programs for eligible organizations
- Microsoft 365 setup with individual accounts and multi-factor authentication for staff and volunteers
- Simple onboarding and offboarding steps for volunteers and program staff
- Secure storage and access controls for donor, client and volunteer information
- Automated backups for donor databases, finance records and shared files
- Short, practical security awareness training suited to small teams
Rules and standards that apply
- Alberta Personal Information Protection Act (PIPA), which applies to non-profit organizations for commercial activities
- Income Tax Act record-keeping requirements for registered charities
- Canada's Anti-Spam Legislation (CASL)
- Funder and grant agreement data protection terms
This is general information, not legal advice. Confirm your obligations with your lawyer or regulator.
Services for this sector
Managed IT Services
Our Managed IT Services puts all your technology under one phone call: computers, networks, cloud, cybersecurity, phones, printers, cabling, cameras and access control. We monitor, maintain and support it all for a predictable monthly fee, so problems are caught early and your team can focus on the business.
Learn moreCloud and Microsoft 365
Our Cloud and Microsoft 365 services plan, migrate, secure and manage your email, Teams, SharePoint, OneDrive and Azure workloads. We harden default settings, manage licences and identities, and help your staff use the tools you already pay for to work more securely and effectively.
Learn moreHelp Desk and IT Support
Our Help Desk and IT Support gives your staff one place to get help with passwords, devices, software, printers and Microsoft 365. Our technicians resolve issues remotely where possible, track every request and treat each call as a chance to strengthen security habits.
Learn moreSecurity Awareness Training
Our Security Awareness Training gives your staff short, practical lessons and realistic phishing simulations that build lasting security habits. We focus on the threats your people actually face, like fraudulent invoices and fake sign-in pages, and track progress so you can demonstrate reasonable safeguards.
Learn moreQuestions we hear
We have a small budget. Where should we start?
Start with the protections that prevent the most common problems: multi-factor authentication on email, current updates on all computers, reliable backups and a quick staff training session. These are inexpensive and effective. We can then help you build a realistic plan that spreads further improvements over time, in line with your budget cycle and funding.
Can you help us use non-profit software discounts?
Yes. We can help you check whether your organization is eligible for non-profit technology programs and help you set up and manage what you receive. Eligibility and offerings are set by each vendor and can change, so we review the current terms with you before planning any migration or purchase.
Does privacy law apply to our charity?
In Alberta, PIPA applies to non-profit organizations mainly in connection with commercial activities, such as selling memberships or goods. Even where it does not strictly apply, donors, clients and funders expect personal information to be protected. We recommend confirming your obligations with a privacy advisor, and we help you put the technical safeguards in place.