Privacy policy

Who we are

True Volunteers is volunteer-management software made by Kensho Communication, doing business as AIEZ.ai (Denver, CO 80126). Nonprofits use it to schedule volunteers, track hours, send reminders, and thank people.

There are two kinds of people in the product. A coordinator works for a nonprofit and uses True Volunteers to run its volunteer program. A volunteer is someone who helps that nonprofit. This policy explains what we do with information about both.

For volunteers, the nonprofit decides why and how their information is used. We act as the nonprofit's service provider and handle it on the nonprofit's instructions. If you are a volunteer and want to see, fix or delete your information, ask the nonprofit first. You can also write to us and we will pass your request on.

What we collect

About coordinators: name, work email, the organization they belong to, and their role.

About volunteers, as entered by the volunteer or by their coordinator: name, email, mobile number, interests, availability, shifts, hours worked, awards, notes a coordinator writes, stories a volunteer chooses to share, and whether they agreed to receive texts and email.

When a waiver or training is required: the typed name and date of the person who signed, the version of the text they agreed to, a copy of the signed document, and the browser type they used. For volunteers under 18, a parent or guardian signs, and we keep the guardian's name, relationship and contact details. For children under 13 we keep only the guardian's details and do not keep the child's contact information or birthday.

About payment: coordinators who subscribe pay through Stripe. Stripe collects the card number. We keep only the card brand, the last four digits, the expiry date, and the plan.

About using the product: sign-in details, simple page views and errors, and the device type, so we can keep the product working. We do not run advertising trackers or sell data.

How we use it

• To run the volunteer program: schedule shifts, record hours, check people in, and keep the roster.
• To send messages the nonprofit chooses to send, such as shift confirmations, reminders and thank-yous, by email, text, or a notification from the app.
• To keep the service secure, fix problems, and bill subscribers.
• To help coordinators write: some features draft a thank-you note or answer a question using an AI model. A coordinator reads and approves every note before it is sent, and these features see only what is needed for the task.

We do not sell personal information, and we do not use volunteer information for advertising.

Text messages

Texting is an optional add-on available to approved organizations.

We send text messages only to people who have agreed to them, on behalf of the nonprofit they volunteer with. Each text starts with the nonprofit's name. The texts are:

• Shift confirmations, reminders before a shift, and shift changes
• Offers of an open spot
• Thank-you texts after a shift
• Milestone and award texts, such as reaching a number of volunteer hours
• Check-in texts to volunteers who have not volunteered recently
• Invitations to events or new volunteer opportunities with that nonprofit

True Volunteers does not send fundraising or donation requests, newsletters, general announcements, or messages from other companies.

For texting we collect and use your mobile number, whether and when you agreed to texts (the date, the time, and the wording you agreed to), the one confirmation text we send right after you agree, your replies such as YES, NO, STOP and HELP, and the delivery status of each message. We use this only to send the messages described here, to honor your choices, and to keep a record of your consent.

The confirmation text is sent once, right after you agree, before any other text. It reads: "[Nonprofit name] via True Volunteers: You're subscribed to volunteer texts. Message frequency varies. Msg & data rates may apply. Reply HELP for help, STOP to opt out."

Agreeing to texts is optional and is never required to volunteer. Message frequency varies with your shifts and with what your nonprofit chooses to send. Message and data rates may apply.

Reply STOP at any time to stop all texts. Reply HELP for help. You can also tell the nonprofit.

We do not share, sell, rent, or provide your mobile phone number or your text-message consent (opt-in) information to any third party or affiliate for marketing or promotional purposes. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text-message opt-in data and consent will not be shared with any third party. Our texting provider delivers messages for us as a service provider and may not use your number for any other purpose.

Who we share it with

The nonprofit you volunteer with, and its coordinators, see the information about you that they or you entered. Within a nonprofit, access depends on a person's role.

Companies that help us run the service, only for that purpose: Stripe (payments), Twilio (delivering text messages for us), our email delivery provider, our hosting and AI provider, and a service that delivers app notifications. Each can use the information only to provide its service to us. None of them receives mobile numbers or text-message consent for marketing or promotional purposes.

If the law requires it, or to protect people's safety, or if the business is sold, in which case we will tell you.

How long we keep it

We keep information for as long as the nonprofit has an account, and for a reasonable time afterward in case they come back. If a subscription ends, the account becomes read-only and the data is kept, not deleted. A nonprofit can ask us to delete its data, and we will.

Records we need for legal or accounting reasons, such as signed waivers and billing records, are kept for as long as that need lasts.

Your choices

Volunteers can stop texts by replying STOP, and can turn off notifications or choose how they are reminded in the app. You can ask the nonprofit or us to see, correct or delete your information.

Volunteers do not have a password. They sign in with a link or a six-digit code that we send to the email address on file. Sign-in links and codes are sent by email only and are never sent by text message, even if a volunteer looks themselves up by mobile number. Signing out on a shared device ends that device's access.

Security

Data is encrypted in transit. Sign-in links and codes are stored only in scrambled form, and codes expire and can be used once. No system is perfectly secure, so please tell us right away if you think something is wrong.

Children

True Volunteers is not directed to children under 13. A parent or guardian signs for a volunteer under 13, and we do not keep the child's contact information. If you believe a child has given us information, contact us and we will remove it.

Changes and contact

If we change this policy, we will change the date at the top, and tell subscribers by email when the change matters.

Questions, requests or complaints: hello@aiez.ai, or Kensho Communication, doing business as AIEZ.ai, Denver, CO 80126.