Databank Essentials

Fundraising and Communication Essentials from thedatabank, gbc™

Client Agreement

I. Highlights of features and services included in this agreement:

A. The Databank – a customized CRM (constituent relationship management) database and the backbone of Databank Essentials. Store information on up to 10,000 constituent records, both individuals and organizations. Some of the standard fields are name, contact information, contact preferences, and source. Up to 14 client defined fields are included.

B. Donation and Pledge Tracking – Track all online and offline transactions, including date, amount, campaign (appeal code), and other details. Support for recurring/sustaining gifts.

C. Donate Form – A secure online form including a heading, personalized introductory text, up to 4 ask amounts plus “other amount” option, recurring giving options, payment by check, ACH or credit card, and personalized thank you text. Form can be edited by client. Online donations are processed through the Vanco Payment Solutions and deposited in the client’s account within 1-7 days after posting. Donors receive an automatic email acknowledgment and the donation is automatically recorded in the Databank.

D. eMarketing Tools – Using our own integrated PowerMail bulk email platform, design HTML emails, add Tell-A-Friend features, and send emails to any segmented list. Bounces and subscriptions are handled automatically and recorded in a member’s Contact History. Access reports on actions of members such as click through or unsubscribe. Templates included. Unlimited email messages included.

E. Basic Bulk email, Text Message to a cell phone, Twitter and mailing labels included. No additional cost.

F. Subscribe Form – A secure online Sign Up form including a heading, personalized introductory text, unlimited number of client-defined subscription options, and personalized thank you text. Form can be edited by client. Subscribers receive an automatic email acknowledgment and the subscription preferences are automatically recorded in the Databank.

G. Contact History – The Databank stores a detailed contact history for each record including the date, type and method of contact, person who made the contact, and notes. Contact histories are searchable and can be bulk-updated.

H. Data Management – Data entry for additional records, contacts, communication, campaigns and transactions as needed. The system features a sophisticated tool for identifying and merging duplicate records on demand.

I. Automatic Address Verification – Address Verification keeps your data standardized and conforms to postal code preferences.

J. Searches – Virtually any field in the Databank can be searched. Multi-step searches can also be named and saved. Search results can be flagged. Integrated mapping feature.

K. Reports – Includes on-the-fly Roster Reports, and Fundraising Reports. Select any set of data and output in a roster format. One-click executive reports such as top donors, lapsed donors, campaign overview and progress reports. All reports can be viewed on screen or downloaded.

L. Exporting Data – Lists can be exported or downloaded in a variety of formats, including mailing labels, text files, vCard, and zip files.

M. Relationships – Links can be created between records in the Databank, with user-defined relationship types and roles.

N. Custom Fields – Up to 14 client defined fields are included.

O. User Account – Unlimited User Accounts included. The client is responsible for password security. Please keep your password safe and change it frequently.

P. Data Import – Clients have two options to move existing lists into the Databank:

1. Use the Databank’s self-serve file import tool.

2. Hire our technicians to import data, billed at an hourly rate.

II. Timeline and setup process

A. Application checklist:

1. Provide your organization’s contact information and Federal Tax ID number (online)

2. Review and accept this agreement (online)

3. Provide payment information (online)

4. Set up your Vanco Payment Solutions.

B. Accounts are set up within 2 business days after receiving your application. At that time you will receive a welcome message, your login information, training and support resources, and further instructions.

C. Databank staff will work with you to create your Subscription and Donation forms. Payment processing aspect of donation form will be completed following payment gateway setup and authorization.

D. You will receive data import instructions along with your login information. Self-serve data import can begin immediately, and requests for assistance will be assigned to technical staff.

E. In the event that your organization is disqualified, we will notify you within 2 business days of your application.

III. Pricing and payment

A. One-time setup fee– $250 charged upon approval of your account application.

B. Subscription – The subscription will be paid via electronic fund transfer (EFT/ACH) or credit card, in three month increments, at the beginning of each rolling three month period. The first three months will be charged at the time of your account activation. Monthly price tiers are as follows:

Databank Essentials Price Tiers
0 – 5,000 records$99.00 
5,001 – 6,000 records$109.00
6,001 – 7,000 records$119.00
7,001 – 8,000 records$129.00
8,001 – 9,000 records$139.00
9,001 – 10,000 records$149.00

The account price is calculated at the time of billing and that price is charged in 3 month increments. No refunds or credits will be paid to the client if the record count fluctuates below the billed amount within the 3 months. No penalties or additional payments will be required by the client if the record count fluctuates above the billed amount within the 3 months.

C. Data migration work, if needed, is billed at an hourly rate. The current rate is $100/hour.

D. 30 day money back guarantee – If you are not satisfied with Databank Essentials within the first 30 days, your setup fees and first three months’ subscription payment will be refunded. Simply email your request to within 30 days after your account has been activated.

E. If the database size exceeds the 10,000 record limit, the client will have a 30 day grace period in which to reduce the size. If after 30 days the database size is still over 10,000 records, an upgrade to a Databank Fundraising or Databank Advocacy account will be required. Upgrade fees apply and monthly billing will be adjusted accordingly. Contact your Account Representative at any time for information about Upgrade features, Add ons, Upgrade benefits and price estimates.

IV. Other terms of agreement

A. Maintenance – Electronic backups are performed in real time, and the entire system is backed up on tape once a day. These tapes are stored at a secure offsite facility. System upgrades are provided automatically as soon as they become available. System performance is monitored 24/7 and adjustments are made as necessary for optimal performance.

B. Training –

1. Ongoing training – Topical group trainings are available at no extra charge for the life of your account, via a live web conference. On-demand video tutorials are also available. Please anticipate and commit to approximately 6 hours of training to learn your Databank features.

C. Support –

1. Support is provided free of charge through the thedatabank’s Online Support Center and the Support Request Form in your Databank. The Online Support Center features electronic requests, status tracking, tips and discussion forums for our users. Detailed User Guides are also available through the Databank’s Help menu.

2. Support requests will be answered Monday through Friday from 8:00 AM to 6:00 PM Central time.

3. Additional Paid Support: Phone support is available for $100 per hour, charged in 15 minute increments, $25 minimum per call. Phone calls are billed and charged to the client’s billing credit card immediately following completion of the call.

D. Data Access and Administration – The Client is responsible for data entry and data integrity.

E. Rights to Data and Application – thedatabank, gbc will retain ownership and all rights to the application, including program codes and interfaces. The Client will retain complete ownership of all related member data that is input and or derived from the use of the system. thedatabank, gbc will not at any time rent, exchange or use any client data.

F. thedatabank, gbc is responsible for the security of credit cardholder data that we handle, store, process or transmit on Client’s behalf.

G. No Spam – thedatabank, gbc has a strict anti-spam policy. Any client found to be using the Databank for spam will be immediately cut off. The full policy is available at

H. Security – All client data will be maintained in a “Tier 1” secure data server environment with state-of-the art security. Access to the database requires a password. Data is encrypted in transmission using SSL encryption.

V. Length of Agreement – This is a perpetual  agreement. Either party may terminate or cancel this Agreement at any time for any reason by giving thirty (30) days written notice to the other party. The Agreement and service will be terminated at the first of the month after the 30-day notice has been received. 

Please contact thedatabank, gbc at 612-455-2255 or if you have any questions prior to accepting this agreement.