Privacy Policy

1. Introduction

Hounsell Inc. ("we," "our," or "us") operates the Voluntold volunteer management platform ("Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our Service.

Voluntold is a Software-as-a-Service (SaaS) platform that enables volunteer organizations ("Organizations") to manage their volunteers, schedule opportunities, and coordinate activities. We are committed to protecting your privacy in accordance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable privacy laws.

2. Information We Collect

2.1 Personal Information

We collect the following types of personal information:

• Contact Information: Name, email address, phone number, and mailing address
• Volunteer Information: Skills, availability, volunteer preferences, and position within the organization
• Activity Data: Volunteer hours worked, event attendance, opportunity signups, and poll responses
• Authentication Data: Login credentials for organization administrators
• Communications: Messages sent through our platform and email interactions

2.2 Technical Information

We automatically collect certain technical information:

• IP addresses, browser type, and device information
• Usage patterns and interaction data with our Service
• Log files and error reports for system maintenance

3. How We Use Your Information

We use your personal information for the following purposes:

• Service Delivery: To provide volunteer management services, coordinate opportunities, and facilitate communications
• Account Management: To create and maintain user accounts, authenticate users, and provide customer support
• Communications: To send volunteer opportunity notifications, system updates, and organizational communications
• Analytics: To improve our Service, analyze usage patterns, and develop new features
• Legal Compliance: To comply with applicable laws, regulations, and legal processes

4. Multi-Tenant Data Organization

Voluntold operates as a multi-tenant platform, meaning multiple Organizations use our Service. We maintain strict data separation between Organizations:

• Each Organization's data is logically separated and accessible only to authorized users within that Organization
• Organization administrators can only access data belonging to their own Organization
• Volunteers' personal information is only shared with the Organizations they choose to volunteer with
• Cross-organizational data sharing occurs only with explicit consent

5. Information Sharing and Disclosure

We may share your personal information in the following circumstances:

• Within Your Organization: With authorized administrators and volunteers within your chosen Organization(s)
• Service Providers: With trusted third-party service providers who assist us in operating our Service (such as cloud hosting and email delivery services)
• Legal Requirements: When required by law, court order, or to protect our rights and safety
• Business Transfers: In connection with a merger, acquisition, or sale of business assets
• Consent: With your explicit consent for specific purposes

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

6. Data Security

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

• Encryption of data in transit and at rest
• Regular security assessments and updates
• Access controls and authentication systems
• Secure cloud infrastructure with reputable providers
• Employee training on data protection practices

However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

7. Data Retention and Deletion

7.1 Volunteer Data

Individual volunteer data is retained as long as you remain active with an Organization. Your personal information is deleted when:

• An Organization administrator removes you from their volunteer roster
• You request deletion of your information
• An Organization's account is terminated

7.2 Organization Data

Organization data is retained throughout the duration of their subscription to our Service. When an Organization requests account termination, all associated data is permanently deleted by our super administrators upon request by the Organization's administrator.

7.3 System Logs

Technical logs and system data are retained for up to 90 days for security and operational purposes.

8. Your Privacy Rights

Under PIPEDA and applicable privacy laws, you have the right to:

• Access: Request access to your personal information we hold
• Correction: Request correction of inaccurate or incomplete personal information
• Deletion: Request deletion of your personal information (subject to legal and operational requirements)
• Portability: Request a copy of your personal information in a portable format
• Withdraw Consent: Withdraw consent for processing where consent is the legal basis
• Complaint: File a complaint with the Privacy Commissioner of Canada if you believe your privacy rights have been violated

To exercise these rights, please contact us at privacy@voluntold.net. We will respond to your request within 30 days.

9. Third-Party Services

Our Service uses the following third-party services:

• Supabase: Database and authentication services (privacy policy available at supabase.com)
• Resend: Email delivery services (privacy policy available at resend.com)
• Vercel: Application hosting services (privacy policy available at vercel.com)

These services are bound by data processing agreements and are required to protect your information according to applicable privacy laws.

10. International Data Transfers

Some of our service providers may process data outside of Canada. When we transfer personal information internationally, we ensure appropriate safeguards are in place, including:

• Data processing agreements with adequate protection clauses
• Transfers only to jurisdictions with adequate privacy protections
• Implementation of additional security measures as required

11. Children's Privacy

Our Service is not intended for individuals under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13, we will take steps to delete such information promptly.

For volunteers between 13 and 18 years of age, we recommend that Organizations obtain appropriate parental consent before collecting personal information.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will:

• Update the "Last updated" date at the top of this policy
• Notify registered users via email
• Post a notice on our Service
• Obtain consent for material changes where required by law

Your continued use of our Service after the effective date of any changes constitutes acceptance of the updated Privacy Policy.

13. Contact Us

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