A donor saying they are interested is not a pledge, and a person agreeing to an interview has not automatically agreed to become a public fundraising story.
This workflow keeps donor status and story permissions precise after approved recorded conversations.
The donor-status ladder
| Status | Meaning | CRM treatment |
|---|---|---|
| Interest | The donor wants more information | Record topic and next action |
| Intention | The donor describes possible future support | Do not forecast as committed income |
| Conditional proposal | Support depends on approval or restrictions | Record conditions and decision process |
| Commitment | Authorised agreement has been confirmed | Follow the organisation’s formal process |
| Completed gift | Funds or binding documentation received | Apply stewardship and restriction controls |
Restore words such as may, subject to and needs trustee approval if AI removes them.
The donor-meeting card
- relationship stage and purpose
- interests and motivations expressed
- questions or concerns
- projects and outcomes discussed
- restrictions or conditions
- decision-maker and approval route
- information promised by the charity
- communication preferences
- next action, owner and date
- what remains unconfirmed
Do not retain unnecessary family, health or financial detail merely because it appeared in conversation.
The story-permission ledger
| Use | Permission to confirm |
|---|---|
| Internal service learning | Who may access the account |
| Anonymous report quotation | Whether contextual detail could identify the person |
| Named website story | Name, wording, image and publication channels |
| Fundraising appeal | Audience, edits, duration and reuse |
| Sharing with funder or partner | Recipient and further publication rights |
Interview permission, publication permission and marketing reuse are separate decisions.
Dignity check
Before publishing a story, ask:
- Would the contributor recognise themselves in the final wording?
- Does the edit preserve agency rather than presenting only crisis?
- Could details identify them despite an anonymous label?
- Are quotes checked against the audio?
- Is participation genuinely separate from access to services?
- Can communications staff see restrictions and expiry dates?
Current fundraising standards
The current UK Code of Fundraising Practice took effect on 1 November 2025. Fundraising Regulator data-privacy guidance was updated in June 2026. Use the current Code and data-privacy guidance.
The meeting-to-CRM workflow
- Decide whether direct recording is needed or a private follow-up note is sufficient.
- Explain recording and approved use.
- Generate and correct the transcript.
- Assign the correct donor-status label.
- Separate gift discussion from story permission.
- Update only relevant CRM fields.
- Confirm restrictions and material points in writing.
- Delete source audio when its purpose ends.
Where NERALVO Halo fits
NERALVO Halo offers 64GB local storage, NOTE and CALL modes, up to 35 hours of recording and Bluetooth transfer to DOWAY. The current package includes one year of DOWAY Max.
NOTE mode may support approved donor meetings, impact interviews and private follow-up notes. CALL mode is supported rather than universal. The charity should approve the full device and processing workflow.
Review the current NERALVO Halo details.
Bottom line
An AI recorder can preserve donor language and reduce follow-up time. It must not manufacture commitment or broaden permission. Keep interest, intent, gift status and story use separate.
Ready to capture meetings properly?
View the NERALVO Halo AI voice recorder with 64GB local storage, meeting capture, compatible phone-call recording workflows and one year of DOWAY Max included.
View NERALVO Halo