Privacy

This page explains how VolunteerSlot (“we”, “us”) handles information at volunteerslot.org. If anything here is unclear, email volunteerslothelp@gmail.com.

What we collect

From coordinators (people who create an organization)

• Your email address and a password. The password is stored only in scrambled (hashed) form; we can’t see it.
• Your organization’s name.
• The schedules you build: titles, descriptions, locations, dates, jobs, and any PDF documents you attach for volunteers.

From volunteers (people who sign up for shifts)

• Your name and email address.
• Your phone number and a note, only if you choose to give them.
• The shifts you sign up for, and whether you’ve asked for a sub or cancelled.

Volunteers never create an account or a password.

Who can see it

• The coordinator of a schedule sees the name, email, phone and note of everyone who signs up for it, and can print or download that list.
• Other volunteers on the same schedule can see the names of who’s signed up for each day. They never see email addresses or phone numbers.
• Anyone with a schedule’s link can open its sign-up page. Schedules aren’t listed anywhere on VolunteerSlot, and sign-up pages ask search engines not to show them.
• We can see stored information when we need to, for example to fix a problem or answer a request from you. We’re also notified by email when a new organization signs up, with its name and the coordinator’s email address.

The emails we send

We only send emails that are part of running a schedule: a confirmation when you sign up (with a calendar invite), a reminder the day before your shift, requests to cover a shift for someone on the same schedule, and notes when a shift is covered or cancelled. Coordinators get an email when someone signs up, cancels or asks for a sub. Replies to these emails go to the coordinator, not to us.

We don’t send newsletters or marketing, and we don’t share email addresses with anyone for marketing.

What we don’t do

• We don’t sell or rent anyone’s information.
• We don’t show ads.
• We don’t use analytics or tracking tools to follow you around the site or the web.

Cookies and browser storage

Coordinators get a sign-in cookie so they stay logged in. The sign-up page remembers, in your own browser, that you’ve already read its short “how signing up works” box, so it doesn’t show it again. That’s all; there are no advertising or tracking cookies.

Services that help run VolunteerSlot

A few companies store or deliver information for us, only so the service works:

• Supabase: our database, sign-in system and storage for attached PDFs.
• Vercel: hosts the website. Like any web host, it keeps short-lived technical logs (such as IP addresses) for security and troubleshooting.
• Resend: delivers our emails.

How long we keep it

Information stays until it’s deleted. When a shift is cancelled, or a coordinator takes someone off a schedule, the sign-up is kept as cancelled so the coordinator can see what changed. Deleting a schedule deletes all of its sign-ups. To have your own details erased, or to delete a whole organization and everything in it, email us.

Your choices

• Volunteers: you can cancel a shift with the link in your confirmation email, or ask the coordinator to remove you. You can also email us to have your information removed from every schedule.
• Coordinators: you can change your organization’s name in Settings, delete schedules yourself, or email us to close your account and delete your organization’s data.
• Anyone can email us to ask what information we hold about them, or to correct it.

Children

VolunteerSlot isn’t meant for children under 13, and coordinator accounts are for adults. If a young person volunteers, a parent or guardian should sign up on their behalf.

Security

Everything travels over an encrypted connection (HTTPS), and each organization can only see its own schedules. No system is perfectly secure, so please don’t put sensitive information, such as health details or ID numbers, into schedules or notes.

Changes to this page

If we change how we handle information, we’ll update this page and the date at the top. For significant changes, we’ll email coordinators before they take effect.

Contact

VolunteerSlot is run by an individual based in Virginia, USA. For any privacy question or request, email volunteerslothelp@gmail.com.