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Health Matters Clinic  

Volunteer Application & Portal Privacy Policy
Effective Date: January 1, 2025

Health Matters Clinic (“HMC,” “we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your information when you submit the Volunteer Application or access any volunteer systems.

By using our volunteer platform, you agree to this Privacy Policy.

1. Information We Collect

A. Personal Information

• Name
• Email
• Phone number
• Date of birth
• Address or zip code
• Gender/pronouns (optional)
• Emergency contact details

B. Application Information

• Skills, interests, certifications
• Volunteer role preferences
• Availability
• Uploaded documents

C. Compliance Forms

• Waiver & Release
• Confidentiality & HIPAA acknowledgment
• Media consent (if given)
• Intellectual property agreement

D. Technical Information

Automatically collected when using our systems:

• IP address
• Browser/device type
• Portal activity (logins, preferences)
• Submission timestamps

E. Communications Data

• Email engagement (opens/clicks)
• SMS delivery status
• System notifications

2. How We Use Your Information

We use your information to:

• Process and review applications
• Verify eligibility
• Communicate about onboarding, events, and tasks
• Assign volunteers to appropriate roles
• Ensure safety during activities
• Track volunteer hours and participation
• Maintain internal compliance and grant reporting
• Improve our programs and services

We NEVER sell your information.

3. How We Share Information

A. Internally

With team leads, staff, and program coordinators.

B. With Trusted Service Providers

Including:

• Webflow (hosting)
• Memberstack (authentication/user accounts)
• Airtable (volunteer database)
• Google Workspace (email, cloud storage)
• Twilio or similar SMS providers

These services operate under confidentiality and data-protection agreements.

C. Legal Requirements

Information may be disclosed to:

• Comply with law or audits
• Protect health and safety
• Respond to official government or grant-related requests

4. Data Security

We implement safeguards to protect your data, including:

• Encrypted transmission (HTTPS/SSL)
• Secure cloud storage
• Role-based access controls
• Multi-factor authentication for admin accounts

5. Your Rights

You may request:

• Access to your information
• Correction of inaccurate data
• Deletion of your volunteer profile
• Updates to your communication preferences

Submit requests to privacy@healthmatters.clinic.

6. SMS/Text Messages

By opting in, volunteers may receive messages related to:

• Scheduling
• Onboarding
• Event reminders
• Emergency updates

Message/data rates may apply.
Opt out anytime by replying STOP.

7. Retention of Information

We retain information only as long as needed to:

• Maintain accurate volunteer records
• Meet grant reporting needs
• Comply with legal requirements

Volunteers may request deletion unless legally restricted.

8. Photography & Media Use

If consent is provided, photos or videos taken at HMC events may be used for:

• Educational materials
• Community outreach
• Program storytelling
• Digital or print communications

Consent can be withdrawn anytime.

9. Intellectual Property Notice

Any training materials, digital assets, photos, designs, or documents created in the course of volunteer duties become the property of Health Matters Clinic.

Portfolio use may be granted upon request.

10. Children’s Privacy

Volunteers under 18 require parent/guardian consent.
We do not knowingly collect information from minors without such consent.

11. Updates to This Policy

We may update this Privacy Policy periodically.
The most recent version will always be posted on this page.

12. Contact

For privacy-related questions, contact:
privacy@healthmatters.clinic
www.healthmatters.clinic