Volunteer Data, Communications and Media Consent
1. Collection of Data Consent
Why We Collect Photo ID and Personal Information
Helping Hands Society of Cochrane and Area is committed to the safety of our community and volunteers. As part of our volunteer screening process, we require a valid government-issued photo ID to verify identity. This helps us ensure appropriate matches—especially when volunteers work with vulnerable individuals.
What We Collect
Volunteers provide their personal information, including a digital copy of their valid photo ID (name, photo, and ID number), through the MyImpact volunteer database. We only collect the minimum information necessary for identity verification and screening.
How We Use and Store Your Information
Your information will be used only for identity verification and screening purposes. It is securely stored in the encrypted MyImpact system and is accessible only to you and authorized Helping Hands staff. We do not share your personal information with third parties unless required by law or with your consent.
How Long We Keep It
Your information, including your photo ID, will be retained only as long as your volunteer profile remains active. If you resign or your profile becomes inactive, your ID will be securely deleted.
Your Rights
You control your personal volunteer profile using your secure login credentials. You have the right to access and update your personal information at any time. You may also withdraw your consent to share certain information, subject to any legal or operational requirements necessary for your continued participation as a volunteer.
Consent
By clicking “I agree with the organization’s policies,” you grant Helping Hands Society of Cochrane and Area permission to collect and securely store your personal information and a digital copy of your valid government-issued photo ID through the MyImpact volunteer platform. You understand that your information will be kept confidential and used only as described above.
2. Communications Consent
Email is our primary method of communication with volunteers. While convenient, email and text messaging are not always secure. There is a small risk that personal or sensitive information could be misdirected, intercepted, or accessed by unauthorized individuals. To reduce this risk, we will only include the minimum necessary information in any message.
You will receive volunteer opportunities and updates via email or direct text. Your contact information is never shared outside the organization, except:
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Clients you have agreed to assist
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Volunteers you are working with on a team
In most cases, only your phone number will be shared.
You may withdraw your communications consent at any time by emailing executivedirector@helpinghandscochrane.ca.
Consent:
By clicking “I agree with the organization's policies,” you give Helping Hands Society of Cochrane and Area permission to contact you by email and/or text. You acknowledge and accept the potential risks associated with receiving information via these methods.
3. Media Use & Consent
Helping Hands Society of Cochrane and Area may use your name, image, and/or voice to promote the work we do and celebrate community contributions.
These materials may appear in:
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Organizational communications such as volunteer recruitment, recognition, newsletters, and photo/video projects
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Marketing materials such as brochures, advertisements, and fundraising campaigns
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Our official website and social media accounts
We will only use your image, name, or voice for the purposes listed above.
You have the right to withdraw your media consent at any time. To do so, please email executivedirector@helpinghandscochrane.ca, and we will ensure your name, image, and/or voice are not used in any new materials after the date of your withdrawal.
Consent:
By clicking “I agree with the organization's policies,” you give Helping Hands Society of Cochrane and Area permission to use your name, image, and/or voice as outlined above.
