Industry IT · Vancouver, BC

Non-Profit IT Support Vancouver | TechSoup, Raiser's Edge, Microsoft 365 Non-Profit

Non-profits and registered charities run on tight budgets and high accountability. Donors, funders, and the CRA all expect strong controls over donor data and financial records, but there is rarely a full-time IT budget to deliver them. The good news is that TechSoup Canada, the Microsoft 365 non-profit offer, and a handful of sector-specific programs put enterprise-grade tooling within reach for qualifying organisations. Hexafusion helps Vancouver non-profits get the full value of those programs, with 15-minute ticket response, BC Societies Act and CRA Charities Directorate-aware record handling, and a support model that respects a volunteer-assisted environment.

Non-profit software and platforms we support

Non-profit infrastructure and budget-aware design

• Cloud-first to cut capital spend. Microsoft 365 non-profit seats and SharePoint Online as the default spine.
• TechSoup hardware planning. Refurbished and discounted hardware through TechSoup and Dell's small-business programs. Procured as a Dell authorized partner for new purchases.
• MFA and conditional access. Enforced across donor-data and finance accounts.
• Shared device hygiene. Reception, volunteer, and kiosk workstations separated from staff-user accounts.
• Wifi for events. Guest networks that do not touch staff resources, with clean captive-portal handling.
• Backup. Cloud-to-cloud backup for Microsoft 365 data and donor CRM data, with retention matched to funder and audit expectations.

Privacy, compliance, and records retention

Vancouver non-profits operate inside a layered compliance environment. Registered charities report to the CRA Charities Directorate and must retain donor, receipting, and governance records. BC-incorporated societies are governed by the BC Societies Act with director, member, and financial records obligations. Organisations that run licensed fundraising (raffles, 50-50 draws, bingo) sit under the BC Gaming Policy and Enforcement Branch, with specific record-keeping tied to each licence. Accessibility obligations under the Accessible BC Act apply to certain organisations as well. We operate the IT controls that keep those records safe, retained, and retrievable.

• Encrypted storage. Full-disk encryption on laptops and servers, encryption at rest on backups.
• Access logging. Who accessed donor records, when, from which device.
• Role-based access. Executive director, finance, development, program, and volunteer roles separated.
• Retention. Donor records, tax-receipting data, and governance records retained per CRA Charities Directorate expectations and your organisation's policy.
• Breach response. Documented procedure aligned with Office of the Privacy Commissioner guidance at priv.gc.ca.
• Reference. BC Registry Services for societies at gov.bc.ca not-for-profit. CRA at canada.ca charities.

Workflow-respecting support

Non-profits run in cycles. We schedule around them:

• No major changes during year-end campaigns, AGM weeks, or funder reporting deadlines.
• Before-event readiness checks for galas, runs, and public-facing fundraising.
• Staff-and-volunteer aware onboarding and offboarding with clean account lifecycle.
• Board-meeting readiness: projector, video conferencing, and minute-taking tooling pre-checked.
• Minimised recurring administrative overhead so the executive director is not spending limited time on account cleanup.

SLA commitments for Vancouver-area non-profits

Campaign launches and grant deadlines do not wait. Our commitments:

• Initial ticket response within 15 minutes.
• Emergency on-site Vancouver downtown within 1 hour.
• Emergency on-site Burnaby, Richmond, North Vancouver within 1 hour 30 minutes.
• Emergency on-site West Vancouver, New Westminster within 1 hour 45 minutes.
• Emergency on-site Coquitlam, Port Coquitlam, Port Moody, Delta within 2 hours.
• Emergency on-site Surrey, Langley, White Rock, Maple Ridge within 2 hours 30 minutes.
• Same-day resolution on Professional and Enterprise plans where Hexafusion manages the network, barring force majeure.
• Remote support immediate during the response window.

Why Vancouver non-profits choose Hexafusion

Founded in 2020 by Alex Barari, a former PCI DSS Internal Security Assessor, Hexafusion was built to bring enterprise-grade IT and cybersecurity to organisations that do not have an internal IT department. Non-profits are a natural fit. You have the same security and retention obligations as a private-sector firm, usually without the budget to match. Our engineers are Microsoft, Cisco, and CompTIA certified, we procure hardware as a Dell authorized partner, and we are based at 250-997 Seymour St in downtown Vancouver.

We work alongside donor-CRM vendors and volunteer IT support rather than around them. Raiser's Edge, Sumac, Bloomerang, and DonorPerfect application questions route to the platform vendor. Our lane is the IT around those tools: Microsoft 365 non-profit tenant, identity, conditional access, device management, backup, secure event wifi, and the TechSoup licensing review that so often leaves entitlement on the table.

We serve BC non-profits of every size, from a small charitable society with a handful of staff and a large volunteer roster up to multi-program organisations with annual operating budgets large enough to attract audit and cyber-insurance scrutiny. The control baseline does not shrink with the size of the organisation, only the scope of the engagement does.

Common non-profit issues we fix

• Former-staff and former-volunteer accounts still active. Proper offboarding and lifecycle hygiene.
• Shared password practices. Replaced with a managed password vault and MFA.
• Donor CRM integration drift. Online giving and CRM records falling out of sync. Cleaned up and monitored.
• Email deliverability. SPF, DKIM, DMARC alignment so year-end appeals do not land in spam.
• TechSoup licensing left on the table. Registration and entitlement review to capture the full value.
• Backup silently failing. Audited, remediated, validated.
• Phishing targeting finance and ED roles. Quarterly simulation and verification workflows.
• Laptop and device loss without encryption. BitLocker and Intune policies applied, remote wipe available.

Frequently Asked Questions

Board, AGM, and governance technology

Non-profit governance has its own technology rhythm. Board meetings, committee meetings, and AGMs depend on reliable video conferencing, shared board portals, minute-taking tools, and secure distribution of board packages. We configure a board-packet workflow that keeps draft and final versions separate, applies retention on approved minutes, and restricts access to current directors. For organisations adopting a formal board portal such as BoardEffect, Diligent, or OnBoard, we handle tenant setup, user lifecycle as directors come on and off, and integration with the rest of the Microsoft 365 environment. Governance records are treated with the same retention and access discipline as donor and financial records.

Cyber insurance and funder readiness

Funders, large donors, and cyber insurers are increasingly asking non-profits to evidence MFA coverage, backup immutability, offboarding hygiene, phishing training, and incident-response documentation. Grant applications and due-diligence questionnaires from foundation and government funders now commonly include IT-security sections. We operate your environment to those standards and keep the evidence current as a byproduct of the engagement: backup test-restore logs, authentication audit exports, access reviews, TechSoup entitlement documentation, and tabletop notes packaged for grant due-diligence or insurer renewal without a last-minute scramble.

Related services

Non-profit engagements usually include pieces from Managed IT Vancouver, Cybersecurity Vancouver, Cloud Services Vancouver, Backup & Disaster Recovery, and IT Supplier Vancouver.

Nearby industries we also support

Alongside non-profits we support accounting firms that serve the sector, community medical clinics, and law firms providing pro-bono or charitable-sector work.

Reviewed by Alex Barari, Founder, former PCI DSS Internal Security Assessor (ISA).