Your volunteers' personal data

You ask volunteers for their date of birth, their address, sometimes a medical certificate or a photograph. That information is theirs, and in the eyes of the law you answer for it, not your software. What the software can do is give you what you need to hold that responsibility: clear hosting, a written contract, and retention periods that actually happen.

Hosted in France

The application, the database and the backups are in France, with a French host. Backups are encrypted and kept on a rolling thirty day window, on a second space. Nothing leaves the European Union, and our list of sub-processors is public: you know who touches what.

You are the controller, we are the processor

It is the only tenable reading, and it has concrete consequences. You decide which volunteers to invite, what to ask them, who has access, how long to keep your event. We have no purpose of our own for that data and never use it for our own account.

The regulation then requires a written contract between us, and one exists: the processing agreement, under article 28, published and applicable to every organiser, with nothing for you to do. Subject matter, obligations, sub-processors, transfers, security, what happens to the data at the end, audit.

If your own records call for a signed copy, you download it as a PDF from that page or from your billing page: the full text, both parties' details already filled in with your event's, and a signature block. You sign, we countersign.

Retention that is applied, not displayed

A privacy policy that announces retention periods nothing enforces is a false privacy policy. Here a scheduled task does the work:

• files uploaded by volunteers are erased twelve months after the edition ends;
• an account dormant for three years gets a warning by email, then is anonymised thirty days later if nothing has happened;
• technical logs rotate on ninety days;
• invoices stay for ten years, because accounting law requires it, including after the event they relate to has been deleted.

The periods shown on the privacy policy are read from the code that applies them: the page and the behaviour cannot drift apart.

Volunteers exercise their rights themselves

This is what saves you the most work. From their own page, a volunteer reads their data, corrects their profile, exports their schedule, leaves the event (which removes their availability, their assignments and the information they gave you) or deletes their account.

For the requests that land on you, a full export of one volunteer's record is two clicks away from the list, columns included. The one month legal deadline stops being a problem when the answer takes two minutes.

And you delete your event whenever you want

The event's settings page carries its own delete button, finished events included: teams, assignments, log and the volunteers' information go with it. That is the honest counterpart of data minimisation, and it is a right a tool that wants to keep you does not give you.

Why it matters

An organisation choosing a volunteer management tool sooner or later asks three questions: where is the data, who has access to it, and what has been signed. Most answers on the market fit in one reassuring sentence on a sales page. Ours fit in a published contract, a maintained record, and a task that erases for good.

Frequently asked questions

Where is the data hosted?

In France, at Gandi SAS, application and database alike. Encrypted backups live on a second space, also in France.

Who is responsible for volunteers' data?

You, the organiser. You decide who to invite, what information to ask for and how long to keep the event. We are your processor, like any hosted software.

Is there anything to sign?

The processing agreement applies without a signature, like terms of use. If your own records call for a signed copy, you download it as a PDF, already filled in with your event's details, and we countersign it.

What becomes of a finished event?

It stays for as long as you keep it, and is deleted from its own settings page when you no longer want it. Files uploaded by volunteers, though, are erased outright twelve months after the edition ends.

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