USO PRIVACY POLICY FOR VOLUNTEERS AND VOLUNTEERS.USO.ORG

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1 USO PRIVACY POLICY FOR VOLUNTEERS AND VOLUNTEERS.USO.ORG The USO strongly believes in protecting the integrity and privacy of personal information gathered from our volunteers and visitors to Volunteers.USO.org, the USO s web-based volunteer management system for volunteers. Since the protection of your privacy is of great importance to us, we have created this privacy policy to communicate our practices regarding the collection and dissemination of personal information that can be linked to a specific individual, such as a name, address, phone number, address, references, emergency contacts, current employers, current military command, or any other information provided to us by our volunteers and website visitors. This privacy policy will be updated periodically, so please be sure to reread it from time to-time. By submitting your personal information to us, you are agreeing that the USO may use the information in accordance with this privacy policy. Volunteers.USO.org is used to track and manage volunteers registered with the USO. It is a subdomain of USO.org and has slight variations on the privacy policy. If you have submitted information to USO.org, please click for a statement on that website s privacy policy. Personal Information: We do not use Volunteers.USO.org to collect any personally identifiable information about you other than what you provide voluntarily. We may use such voluntarily provided information to improve our understanding of your interests, to improve our services, to contact references, to contact individuals in the event of an emergency, to contact current employers, or to contact you for future support either by , phone, or postal mail. You may choose to opt in or opt out of giving the USO permission to share your name with other volunteers in your USO center on calendars and opportunity rosters that denote schedule shift openings or occupied slots. If you choose to opt in, your name and volunteer time slot may be shared with other volunteers via , on an electronic calendar, through internal paper memos, in a scheduling book, on a bulletin board, or other center communications. On occasion, your phone number may be shared with another volunteer or printed in a schedule roster in the event you need to be contacted regarding your service. We may publicize your first and last name for volunteer recognition purposes both in your center and outside your center. We may collect demographic information from other sources to help us learn more about volunteer characteristics and needs. In order to utilize certain features of Volunteers.USO.org or receive information from the USO, you may choose to provide personal information. If you do submit information to us, we will use that information for the purposes for which it was submitted. We may also use your information in other ways, such as to contact you about other USO activities. 1

2 Volunteers.USO.org will not use your information for fundraising campaigns. Volunteers.USO.org will not share your information with third parties other than Digital Cheetah, the provider of Volunteers.USO.org or other similar providers. Digital Cheetah will not share your information with any other third parties. We may use your name, postal delivery information and phone number to contact you offline. If you do not wish us to contact you offline or receive mailings, or if you would like to remove your name from other contact lists, please us at Other than as described in this privacy policy, or as may be necessary to protect the rights, property and safety of our organization or others, or as may be necessary to comply with applicable law, the USO will not give or sell the personal information you provide online. Use of Address: When you register with Volunteers.USO.org you will be asked to supply your address and other personal information. The information gathered from registered volunteers with Volunteers.USO.org (including address) is only available to employees and specified volunteers managing this information, Digital Cheetah, the provider for Volunteers.USO.org, or another similar provider, for purposes of contacting you or sending you s based on your request for information and for purposes of providing services relating to our communications with you. We do not sell or rent addresses. From time-to-time, we may send out messages that might include information about likeminded organizations and companies, but we do not provide them with access to any personal information that you have provided. Volunteers.USO.org will only use your address to send information about the USO (such as news and events, and special programs). The USO complies with the CAN-SPAM Act. You may subscribe or unsubscribe to Volunteers.USO.org at any time. To unsubscribe to Volunteers.USO.org please us at Submitting Messages and Stories to the USO: Through submitting a message of support, stories or other submissions through the Volunteers.USO.org website, you grant the USO the right to edit your messages, stories and submissions in any manner, and to use and license others to use the same, or any portions, reproductions, derivations or versions thereof in any and all media, now known or hereafter invented (including, without limitation, radio, television, home video/dvd, merchandising, online internet and mobile services), in any manner, an unlimited number of times, in perpetuity, throughout the world, with or without charge or cost to end users or other third parties. You also grant USO the right to use and license others to use messages, stories and submissions by you to USO for promotion, publicity and/or marketing of USO or in any other manner as determined by USO in its sole discretion. 2

3 Data Collection and Storage: This website collects information such as the visitor s domain name, site traffic patterns and server usage statistics. This information is used to improve the performance and content of our Web pages and to personalize content and layout of our pages for individual visitors. We do not collect your address unless you choose to communicate with us via or you volunteer your address on a form on this site. Use of Cookies : Volunteers.USO.org may use "cookies" and similar means to collect aggregate statistical information. Aggregate information does not identify any individual person. We may use or disclose aggregate information for any purpose. A cookie is a small text file that is placed on your hard disk by a Web page server. Cookies are uniquely assigned to you, and are designed to be read only by a Web server in the domain that issued the cookie to you. Cookies are also used to recognize visitor preferences, temporarily store session information and past activity at our site in order to provide better service and easier access when individuals return to our site. If you choose to decline cookies, you may not be able to fully experience the interactive features of this or other websites you visit. Disabling Cookies: To remove cookies from your computer, visit your Internet browser's "Help" section for information on how to delete cookies. In addition, there are many websites that provide browserand operating system-specific information on how to delete cookies. When thinking about whether you want to delete cookies, you should be aware that some sites require cookies to function properly. After you delete cookies, you may have to reregister with some sites or you may notice difficulty in browsing some sites. Security: This website has security measures in place to protect the loss, misuse, and alteration of the information under our control. The security measures used on this site include, but are not limited to, industry-standard Secure Socket Layer (SSL) technology, firewalls and internal policies to maintain the security of stored data. While we follow generally accepted industry standards to protect the personal information submitted to us, no method of transmission over the Internet, or method of electronic storage, is 100 percent secure. Therefore, while we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security. 3

4 Warranties: The USO makes no warranties or representations of any kind concerning the accuracy, suitability, or safety of the information contained on this website or any linked site for any purpose. All such information is provided as is and with specific disclaimer of any warranties of merchantability, fitness for a particular purpose, title or non-infringement. The USO makes no warranties or representations of any kind that the services provided by this website or any linked site will be uninterrupted, error-free, or that the site or the server that hosts the site are free from viruses or other forms of harmful computer code. In no event shall the USO, its employees, agents or any other person who has been involved in the creation, production or delivery of this website, be liable for any direct, incidental or consequential damages resulting from the use of this site or any linked site. External Links: Links to other websites do not imply an endorsement of the materials disseminated at those websites, nor does the existence of a link to another site imply that the organization or person publishing at that site endorses any of the materials at this site. Links to other websites are provided by the USO as a convenience to its users. The USO is not responsible for the materials contained at any website linked to this site. If you visit the websites of any of our partners, please consult their privacy policy. Our privacy policies apply only to your use of the Volunteers.USO.org site. We do not disclose personally identifiable information to those operating linked sites and we are not responsible for their privacy practices. Contact the USO: If you have any questions about this privacy policy, the practices of this website or your dealings with this website, contact the USO by: volunteers@uso.org Phone: Postal: USO Volunteer Operations, 2111 Wilson Blvd. Suite 1200, Arlington, VA USO SUPPLEMENTAL PRIVACY POLICY FOR EUROPEAN UNION VOLUNTEER AND VOLUNTEER APPLICANT DATA SUBJECTS Effective Date: December 1, 2018 Introduction United Service Organizations, Inc. (the USO ) has developed this USO Supplemental Privacy Policy for European Union Volunteer and Volunteer Applicant Data Subjects ( Policy ) to help you understand our policies concerning USO s collection, processing, transfer and use of personal data. USO is committed to protecting the privacy, integrity, and security of your personal information. This Policy supplements other applicable policies for USO volunteers. 4

5 Your information The USO may collect and process certain necessary personal data about you. This includes: Your name, address, phone number, home address, birthdate, gender, emergency contact information, military affiliation, and life experience/skills. You may also elect to provide the USO with your picture for use with your contact details in the USO s volunteer materials. The USO does not use its volunteer management system, volunteers.uso.org, to collect any personally identifiable information about you other than what you provide voluntarily. Purposes The USO processes this personal data for various purposes, including, but not limited to, those described below. The USO uses personal data to establish and perform the terms of volunteer service, to maintain or terminate the volunteer relationship, and to enable you to perform your duties. Personal data is used to register, track, manage, and communicate with volunteers on USO s volunteer management system at volunteers.uso.org. The information gathered from registered volunteers via volunteers.uso.org is only available to: USO employees and specified volunteers who manage this information; and third-party service providers for volunteers.uso.org, such as Digital Cheetah. The USO uses personal information to make automated decisions including evaluation of skills, experiences, or achievements, as allowable by law and may make volunteer assignment decisions based on such analysis. The USO may also use such information to improve our understanding of your interests, to improve our services, and to contact individuals in the event of an emergency. On occasion, your phone number may be shared with another volunteer or printed in a schedule roster in the event you need to be contacted regarding your service. You may choose to opt in or opt out of giving the USO permission to share your name with other volunteers in your USO center on calendars and opportunity rosters that denote schedule shift openings or occupied slots. If you choose to opt in, your name and volunteer time slot may be shared with other volunteers via , on an electronic calendar, through internal paper memos, in a scheduling book, on a bulletin board, or other center communications. If you choose to provide us with your picture, the USO may use this picture with your contact details in USO directories, in internal communications and newsletters, and in external news and media in connection with events and updates about the USO. We may publicize your first and last name for volunteer recognition purposes both in your center and outside your center. 5

6 Where permitted by local law and with your consent, we may also contact references that you list and hold background checks to evaluate eligibility for volunteer service. The USO processes this personal data to provide access to the USO s offices, and for management of IT systems and infrastructure, and inclusion in USO directories and provision of communication services such as , telephone and internet access. The USO processes this personal data: to protect the security of the USO s premises, assets, systems, and intellectual property; in enforcing USO policies, including monitoring communications where permitted by local law and in accordance with the USO s code of business conduct; in protection of USO property; and for investigations and disciplinary actions. The USO processes this personal data to comply with applicable laws and protection of the USO s legitimate business interests and legal rights, including, but not limited to, use in connection with legal claims, compliance, regulatory, investigative and disciplinary purposes (including disclosure of such information in connection with legal process or litigation) and in accordance with the USO s ethics and compliance reporting tools. On occasion, the USO may contact you for future support, either by , phone, or postal mail. The USO does not sell or rent addresses. Where we intend to process your personal data for a purpose other than the purpose for which it was collected, we will provide you with information regarding the purpose for the processing, as well as other relevant information, prior to processing your personal data for the new purpose. The USO s legal basis for processing We process your personal data when we need to do this to fulfill your terms of volunteer service. We also process your personal data where we are required by law (for example, to comply with record keeping obligations). We may also process your personal data with your consent. In some cases, the provision of personal data will be a statutory duty, and your failure to provide the personal data in these circumstances could result in the USO being unable to fulfill the volunteer relationship. Retention of your data The USO will keep this information, together with data retained from the application and selection process, for the course of the volunteer relationship, and for a period of at least three (3) years after the termination of your volunteer service, for purposes of enabling USO to confirm your volunteer service. 6

7 Transfers outside of the EEA Personal data is transferred to the USO in the United States, and to USO s third-party service providers in countries outside the European Economic Area ( EEA ), who are under contract for purposes of facilitating USO s volunteer management processes, and is stored and processed manually and electronically through global systems and tools for the purposes outlined above. Disclosure to third parties Personal data is shared with government authorities and/or law enforcement officials if required for the purposes above, if mandated by law, or if required for the legal protection of the USO s legitimate interests in compliance with applicable laws. Personal data is also shared with third-party service providers, such as Digital Cheetah, who will process it on behalf of the USO for the purposes above. Your rights If you wish to access your personal data, then you may contact the USO s Human Resources Department via the humanresources@uso.org address or by phone at (703) You have the right to ask the USO to rectify, block, complete, and delete your personal data, and restrict its use. You have the right to request further information about the handling of your personal data. You also have certain rights to data portability. In addition, you can object to the processing of your data by the USO in some circumstances and, where you have consented to the processing of your data, you may withdraw this consent. All requests will be dealt with at the earliest opportunity and any delay will be kept to a minimum. Any applicable statutory time limit for our response will not be exceeded. There are exceptions to these rights, however. For example, access to personal data may be denied in some circumstances if making the information available would reveal personal information about another person or if the USO is legally prevented from disclosing such information. In addition, the USO may be able to retain data even if you withdraw your consent, where the USO can demonstrate that it has a legal requirement to retain and/or process your data. If you have unresolved concerns, you should contact USO s Human Resources Department via humanresources@uso.org or by phone at (703) If you have a complaint you may contact the USO s Senior Vice President, Human Resources: Tammy Heiser Senior Vice President, Human Resources theiser@uso.org (703) Wilson Blvd., Suite 1200 Arlington VA

8 Volunteer/volunteer applicant acknowledgement and consent I acknowledge that I have been informed of the collection and processing of my personal data for the purposes, and in the manner, described in this Policy, and I consent to the uses of my personal data as described above. Name: Signature: Date: 8