Privacy Policy

1. Introduction

At VolunTrax, we respect your privacy and are committed to protecting the personal information you share with us. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our volunteer management platform.

Please read this Privacy Policy carefully. By accessing or using VolunTrax's services, website, or applications, you acknowledge that you have read, understood, and agree to be bound by the terms of this Privacy Policy.

2. Information We Collect

We collect several types of information from and about users of our platform:

2.1 Personal Information

We may collect personal information that can identify you as an individual, such as:

• Name
• Email address
• Organization affiliation
• Phone number (if provided)
• Date of birth (for volunteer verification purposes)
• Emergency contact information

2.2 Volunteer Activity Data

We collect information related to volunteer activities, including:

• Check-in and check-out times
• Hours logged
• Volunteer locations
• Notes related to volunteer activities

2.3 Usage Information

We automatically collect certain information about your device and how you interact with our platform:

• IP address
• Browser type and version
• Device information
• Operating system
• Time spent on platform
• Pages visited
• Features used

3. How We Use Your Information

We use the information we collect for various purposes, including to:

• Provide, maintain, and improve our platform
• Process volunteer check-ins and check-outs
• Generate reports on volunteer hours and activities
• Communicate with you about your account or organization
• Send service-related notifications and updates
• Respond to your comments, questions, and customer service requests
• Monitor and analyze usage trends to improve user experience
• Protect the security and integrity of our platform
• Comply with legal obligations

4. Information Sharing and Disclosure

We may share your information in the following circumstances:

4.1 With Your Organization

If you are a volunteer, your information and volunteer activity data will be shared with the organization(s) you volunteer with. Organizations can access volunteer profiles, contact information, and volunteer hours for their volunteers.

4.2 Service Providers

We may share your information with third-party vendors, service providers, and other contractors who perform services on our behalf, such as:

• Cloud storage providers
• Payment processors
• Email service providers
• Analytics providers
• Customer service tools

These third parties are only permitted to use your information to help us provide our services and are required to maintain the confidentiality of your information.

4.3 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency).

4.4 Business Transfers

If VolunTrax is involved in a merger, acquisition, or sale of all or a portion of its assets, your information may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on our website of any change in ownership or uses of your information.

4.5 With Your Consent

We may share your information with third parties when you have given us your consent to do so.

5. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

For organizations using our platform, we retain volunteer data for as long as your account is active or as needed to provide services. Organizations can delete volunteer records at any time, subject to legal retention requirements.

If you wish to request deletion of your data, please contact us using the information provided in the "Contact Us" section below.

6. Data Security

We have implemented appropriate technical and organizational measures to protect the security of your personal information. However, please be aware that no method of transmission over the Internet or method of electronic storage is 100% secure.

Our security measures include:

• Encryption of data in transit and at rest
• Regular security assessments and audits
• Access controls and authentication requirements
• Secure data backups
• Staff training on data protection

While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.

7. Your Data Protection Rights

Depending on your location, you may have certain rights regarding your personal information. These may include:

• Right to Access: You have the right to request a copy of the personal information we hold about you.
• Right to Rectification: You have the right to request correction of information you believe is inaccurate or incomplete.
• Right to Erasure: You have the right to request that we delete your personal information in certain circumstances.
• Right to Restrict Processing: You have the right to request that we restrict the processing of your information in certain circumstances.
• Right to Data Portability: You have the right to request that we transfer your information to another organization or directly to you.
• Right to Object: You have the right to object to our processing of your personal information in certain circumstances.

To exercise any of these rights, please contact us using the information provided in the "Contact Us" section below.

Please note that these rights may be limited in some circumstances by local law requirements.

8. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to track activity on our platform and collect certain information. Cookies are small data files that are stored on your device when you visit a website.

We use different types of cookies for various purposes, including:

• Essential Cookies: Required for the operation of our platform, such as session management and security features.
• Analytical/Performance Cookies: Allow us to recognize and count the number of visitors and see how visitors move around our platform.
• Functionality Cookies: Enable us to personalize content and remember your preferences.

You can control cookies through your browser settings. However, if you disable certain cookies, you may not be able to access all features of our platform.

9. Children's Privacy

Our platform is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information, please contact us, and we will take steps to delete such information.

10. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date.

For significant changes, we will provide a more prominent notice, such as an email notification. We encourage you to review this Privacy Policy periodically for any changes.

11. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

We will respond to all inquiries within 30 days.