Privacy Policy

Introduction

RippleVMS ("we," "us," or "our") operates a volunteer management system (the "VMS" or "Service"), a digital platform designed to coordinate volunteer activities. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

By using the VMS, you agree to the collection and use of information in accordance with this policy. If you do not agree with this policy, please do not use the Service.

Information We Collect

Information You Provide Directly

Volunteer Account Information

When you register as a volunteer, we collect:

• Contact Information: Full name, email address, and phone number
• Language Preferences: Primary language and additional languages spoken
• Zone Preferences: Geographic zones where you prefer to volunteer (Durham, Orange, and Wake counties)

Volunteer Activity Information

As you use the Service, we collect:

• Shift Participation: Shifts you RSVP to and your confirmation status
• Training Records: Training sessions attended and qualifications earned (Verifier, Zone Lead, Dispatcher)

Information Collected Automatically

Device and Usage Information

When you access the VMS, we may automatically collect:

• Browser and Device Information: Browser type, operating system, and device identifiers
• Access Logs: Date and time of access, pages visited, and actions taken within the Service
• Session Information: Authentication tokens stored in secure, HTTP-only cookies

How We Use Your Information

We use the information we collect to:

Operate and Improve the Service

• Create and manage your volunteer account
• Coordinate volunteer shift scheduling and assignments
• Track training completion and qualifications
• Match volunteers with appropriate shifts based on zone assignments

Communications

• Send email notifications about shifts, training sessions, and schedule changes
• Provide important updates about the Service or your volunteer activities
• Send password reset emails when requested

Administrative Purposes

• Maintain accurate records of volunteer participation
• Generate reports on volunteer activity and program effectiveness
• Improve the Service based on usage patterns

Information Sharing and Disclosure

Within the Organization

Your information may be accessed by:

• Coordinators: To manage volunteer assignments, view contact information, and track participation
• Dispatchers: To view shift schedules and coordinate activities
• Administrators: To manage system settings and oversee operations

With Third-Party Service Providers

We use the following third-party services to operate the VMS:

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).

With Your Consent

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

Data Security

We implement appropriate technical and organizational measures to protect your personal information, including:

• Encryption in Transit: All data transmitted between your browser and our servers is encrypted using TLS/HTTPS
• Encryption at Rest: Database data is encrypted at rest
• Secure Authentication: We use NextAuth.js for secure session management
• Access Controls: Role-based access ensures users can only view information appropriate to their role
• Password Security: Passwords are hashed using bcrypt with appropriate salt rounds

Data Retention

We retain your 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.

• Volunteer Accounts: Account information is retained while your account is active and for a reasonable period thereafter
• Shift and Training Records: Participation records are retained for historical tracking and reporting purposes

To request deletion of your data, please contact us using the information provided below.

Your Rights and Choices

Access and Correction

You can access and update your profile information at any time through the VMS dashboard. This includes:

• Contact information
• Language preferences
• Zone preferences

Data Deletion

You may request deletion of your personal data by contacting us. Please note that:

• We may retain certain information as required by law or for legitimate business purposes
• Some information may be retained in anonymized form for statistical purposes
• Deletion of your account will remove your ability to participate as a volunteer

Email Communications

You can manage your email notification preferences through your profile settings. You may unsubscribe from non-essential communications while still receiving important operational emails.

Children's Privacy

The VMS is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children under 18. If you are a parent or guardian and believe your child has provided us with personal information, please contact us so we can take appropriate action.

Geographic Scope

The VMS is designed for use in North Carolina, specifically in Durham, Orange, and Wake counties. The Service is hosted in the United States, and all data is processed and stored within the United States.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by:

• Posting the new Privacy Policy on the VMS
• Updating the "Last Updated" date at the top of this policy
• Sending an email notification for significant changes

Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at:

RippleVMS
Email: triangle.dispatch.group@gmail.com
Website: nc.ripple-vms.com

Acknowledgment

By using the RippleVMS Volunteer Management System, you acknowledge that you have read and understood this Privacy Policy and agree to be bound by its terms.