Who holds it
The organization you volunteer for holds your information. This software is the filing cabinet, not the owner. Two organizations using it cannot see each other's volunteers, and neither can any volunteer see another organization's record of you.
Inside one organization, who sees what depends on their job. A crew chief sees the people in their own crew and nothing else. Some details — anything the organization marked sensitive when they set up their form — are hidden from most staff entirely and shown only to the few who need them.
Getting a copy
Your account has an export. It gives you everything held about you — your details, your shifts, your hours, your perks, the emails you were sent — as a file you can open or keep. You do not have to ask anybody and nobody has to approve it.
The email you get
Two kinds, and they work differently:
- Messages about your volunteering — a shift confirmation, a reminder, a schedule change. These come with the job. Turn individual ones off in your account settings if you want fewer.
- Campaigns — the call for volunteers, the thank-you at the end of the season. Every one of these has an unsubscribe link at the bottom, and using it means no campaign reaches you again from that organization. Canadian law requires that link and requires it to work; if you ever find one that does not, tell us.
Unsubscribing does not cancel your shifts and does not remove you as a volunteer. It is about mail, not membership.
Asking to be deleted
You can ask the organization to delete your information, from your account settings. They have to answer, and they have to say why if the answer is no — which it sometimes is, and legitimately: an organization may be required to keep a record that you worked a shift, or to keep something connected to an incident report.
What they can do in that case is anonymize you, which is not a euphemism here. Your name, your email, your phone number and your address are replaced; what is left is that somebody worked eight hours on the Saturday, attached to no person. The count still adds up and you are no longer in it.
Organizations can also set this to happen on its own, for volunteers who have not been back for a few seasons.
Deleting your information is not the same as deleting your account this minute. Ask, and the organization answers within the time the law gives them. If you want it faster, say so when you ask.