Privacy Notice

CLEAN START OUTREACH VOLUNTEER APP PRIVACY NOTICE About this notice Radiant Love, doing business as Clean Start Outreach, uses this notice to explain information collected and used by its volunteer web app. It covers volunteer accounts, registrations, volunteer waivers and volunteer messaging. It does not cover the separate check-in and waiver process for people receiving services or every part of the Clean Start website. The volunteer app uses Email-only event updates. Text messaging and the shared SMS inbox are not active; SMS descriptions below explain a future program. Information we collect When you create an account or volunteer profile, we collect your email address, first and last name, cellphone number, contact preference, and emergency contact's name, relationship and phone number. Account records include a protected password hash, email verification and account-security information. Passwords are not stored as readable text. If you enable two-factor authentication, we retain information needed to verify it and support account recovery. A guardian can create a profile for a volunteer under 16. We record that the volunteer is under 16, the guardian relationship supplied when signing, and the guardian's event-accompaniment commitment. Event updates use the guardian's account and contact details. The volunteer profile does not request a date of birth or government identification document. We record events, roles, school or corporate group when applicable, and registration or cancellation status. For a signed volunteer waiver, we retain the exact wording and version, typed signature, signing time, and a signing-time record of the participant name, signer email and guardian relationship where applicable. Editing a profile does not rewrite that evidence. A stored signature or name match is not independent proof of identity or guardian authority. We record acknowledgement of the Privacy Notice and acceptance of the app Terms of Use, including the document wording, version and digest, account, time and whether acknowledgement occurred at account creation or through an existing account. These records are separate from waiver signatures and optional SMS consent. Operational records include account activity, selected staff access and changes, message scheduling, attempts and status, and provider message identifiers. Login and security tools use session information and essential cookies. Hosting and security providers may process technical request information such as IP addresses and browser information to operate and protect the service. When SMS is enabled, we will record number-specific consent and withdrawal evidence, including the international receiving number, account/actor, consent wording/version/digest, time and method, and relevant message activity. The shared inbox will record incoming texts and staff responses. Choosing Text or Both is not itself permission to send texts. Separate SMS Terms acceptance records include the exact Terms wording, version, digest and URL, the accepting account and time, and a reference to the corresponding SMS consent grant. A saved contact preference, volunteer waiver, Privacy Notice acknowledgement or general app Terms acceptance does not supply this separate SMS acceptance or consent. How we use information We use information to manage accounts and event places, keep waiver records, coordinate guardian accompaniment, contact emergency contacts when needed, send permitted event updates, respond to requests, and protect and troubleshoot the service. Event confirmations and reminders follow your chosen contact method, subject to SMS consent. Thank-you messages use email for Email or Both, or text for Text only with consent. Account verification and password-reset messages still use email. An administrator may select another channel for an event-related message but cannot override missing text consent or an opt-out. Text or Both without consent requires an explicit switch to Email before a new signup. Stopping texts does not cancel an existing booking or silently change your preference. After STOP, START plus fresh account consent is required before recurring texts resume. Saving a different receiving number requires fresh consent, including switching back to an earlier number; unrelated profile edits do not withdraw consent. HELP will provide an automated response directing you to info@cleanstartoutreach.org. Who can access information You can access profiles, registrations and signed records linked to your account, including under-16 profiles you manage. Authorized Clean Start administrators can search volunteer records and review contact and emergency details, registrations, guardian commitments, signed waivers and message status. Administrative access requires additional account-security verification. A school instructor or corporate coordinator receives a private registration link, not administrator access to profiles or waivers. Public event listings do not display the volunteer roster. EBTechHub hosts and manages the application for Clean Start. Authorized technical operators can access systems, databases and backups when needed for support, maintenance or recovery; their access is broader than a volunteer account's. Google Workspace processes outgoing email and replies. Replies to info@cleanstartoutreach.org can be read by authorized members of that email group. Once SMS is enabled, Twilio and delivery carriers will process phone numbers, message content and delivery/opt-out data needed to provide messaging. Hosting and network-security services process information needed to deliver and protect the application. Gina and Sammy are the designated ordinary-text-reply handlers. The planned inbox permits all app administrators with current-session multi-factor authentication to read conversations, claim one and confirm a reply. Handler email alerts contain an authenticated inbox link rather than the volunteer's message, phone number or waiver details. No response-time or around-the-clock monitoring commitment is offered; do not use texts for urgent help. We do not sell or rent volunteer information or share mobile numbers or SMS consent with third parties for their own marketing. Necessary processing by the service providers described above and disclosures required by law are separate from marketing sharing. Retention and deletion Our approved retention targets are: signed volunteer waivers and guardian signing evidence for two years from each individual signature; inactive account, profile and emergency-contact details for two years after meaningful activity, or creation for an unused unsigned account; registrations and event-linked history for two years after the event ends; ordinary SMS conversations for two years after closure; and routine technical logs for 90 days. Accounts with future bookings, unresolved matters, necessary evidence dependencies and documented preservation holds may need to be retained longer. A waiver's 12-month validity is separate from its retention period. SMS consent proof is retained while texting is authorized, then targeted for retention for two years after withdrawal or closure, or the last program message, whichever is later. Minimal do-not-text evidence is retained as needed to honor an opt-out rather than automatically forgotten after two years. These periods are approved targets, not an assurance that deletion currently occurs automatically on those dates. The deletion process and technical/provider retention controls are still being finalized; records may remain longer until eligibility and preservation needs are reviewed. Signed evidence is protected against ordinary editing or deletion. Contact info@cleanstartoutreach.org with retention questions or a deletion request. On-site recovery copies and authorized email/provider copies have separate retention controls. Live deletion does not immediately erase backups or third-party copies. A maximum backup-expiration window has not yet been verified, and we do not promise immediate removal from all copies. Recovery procedures must preserve opt-outs and address applicable deletion requirements before messaging resumes. Security and your requests We use access restrictions, protected connections and on-site backups. These measures do not guarantee that information can never be lost or accessed without permission. You can edit current profile details through your account. Contact info@cleanstartoutreach.org to request help, access, correction or deletion. We will verify the request and review what can be changed or removed, including any need to preserve consent, waiver or audit evidence. The volunteer waiver, including its media-release wording, is a separate agreement. This notice does not change that waiver or create a media opt-out. Contact info@cleanstartoutreach.org with privacy questions.