Gift Acceptance Policy

Approved by the Board of Directors on March 31, 2025

I. Purpose

This policy sets the framework for accepting and managing donations to HealHear Corporation (“HealHear”), a 501(c)(3) nonprofit. It ensures compliance with IRS regulations, AFP ethical principles, and aligns with HealHear’s mission: “making mental health support accessible, immediate, and compassionate.”

II. Guiding Principles

1.  Mission Alignment – Gifts must further HealHear’s goals of mental health accessibility via Susan, the AI companion.
2.  ETHICS & TRANSPARENCY – We accept gifts with integrity, fully disclose donor terms, and follow all legal requirements.
3.  Donor Intent – HealHear will honor all donor restrictions to the extent practical and mission-aligned.
4.  Prudence – Employ due diligence to identify conflicts of interest, reputational risk, or undue burden.

III. Acceptable Gift Types

(All subject to review of restrictions and gift form)

  *   Cash & Checks – Via mail, digital, or third-party payment processor.
  *   Publicly Traded Securities – Sold promptly; valued at date of contribution.
  *   Real Estate – Accepted only after environmental review, appraisal, and Board approval; donor responsible for costs.
  *   Tangible Goods & In-Kind Donations – Accepted only if mission-relevant or easily liquidated with independent valuation.
  *   Bequests & Planned Gifts (e.g. trusts, retirement beneficiary designations, life insurance) – Accepted with documentation; donor advised to seek legal counsel.
  *   Grants from DAFs – Accepted under IRS rules; no goods/services exchanged concurrently.

IV. Prohibited Gifts

HealHear will decline gifts that:

  *   Violate laws or regulations (including HIPAA, FDA guidelines)
  *   Impose restrictive terms that hamper mission delivery
  *   Create conflict of interest or reputational risk
  *   Expose HealHear to undue financial or administrative burdens

V. Review & Approval Process

The Gift Review Committee (comprising the Executive Director, Board Chair/Treasurer, and counsel as needed) will review:

  *   Real estate, restricted or closely held assets
  *   Gifts over $50,000 (excluding public securities/cash)
  *   Gifts with unusual restrictions, significant risk, or reputational implications

VI. Donor Intent & Acknowledgment

  *   HealHear documents donor intent and seeks clarification for ambiguous instructions.
  *   Donors are responsible for appraisals; HealHear provides acknowledgment letters meeting IRS Publication 1771 standards.

VII. Confidentiality & Privacy

  *   HealHear safeguards donor information in compliance with privacy laws and its own policy
  *   Donor identities and personal data will not be shared without explicit consent.

VIII. Legal & Tax Counsel

  *   HealHear encourages donors to seek professional advice.
  *   The organization may obtain independent legal or financial review for complex gifts.

IX. Use of Gifts

  *   Gifts are used in accordance with stated donor intent and HealHear’s mission, specifically supporting free mental health AI services.
  *   Gifts with timelines are expended promptly or placed in restricted funds.

X. Policy Changes

This policy may be amended by the Board of Directors as needed, with guidance from legal and financial advisors.

Approved and Adopted

For more information, please contact:

HealHear Corporation

120 E 3rd St #232, Front Royal, VA 22630

Email: Admin@healhear.com