New Jags volunteer privacy notice

What we collect

• Your name and email address, plus an optional phone number.
• If you opt in to text alerts, the date and version of your consent, opt-out status, and message-delivery status.
• Your selected volunteer shifts and an optional pairing preference.
• Optional notes you choose to give the LEAP Week planning team.
• One-time guest-access records or, if you choose to create one, account and sign-in records.
• If a LEAP Week check-in card is issued, a random card identifier and related time records.

Please do not place medical information, student records, passwords, or other sensitive information in the notes field.

Why we use it

The information is used to manage the 50-person volunteer pool, prevent shifts from overfilling, coordinate assignments, send sign-up confirmations and 24-hour and 1-hour shift reminders by email, communicate schedule or location changes, and support day-of check-in and time tracking. You may also save an optional mobile number and text preference now. Text notifications will begin only after the service is approved and enabled for public use.

Where it is stored and how it is protected

Guest access, account, consent, and volunteer sign-up records are stored in the LEAP Week Cloudflare D1 database used by newjags.com. The production database currently reports its primary location as Cloudflare's Eastern North America region, with read replication disabled. Cloudflare encrypts D1 data at rest and protects transfers with TLS. Guest access links are single-use, expire after 30 minutes, and are stored only as one-way hashes. Optional passwords are also stored as one-way salted hashes. Access uses a random session identifier in a secure, HTTP-only cookie.

Who can see it

Your personal information is not public and is not shown to other volunteers. Other volunteers can see only anonymous counts showing how many openings remain for a shift. Authorized Augusta University LEAP Week administrators and planning staff can access names, contact details, shift selections, and notes when needed to coordinate the program. Partner and vendor accounts cannot browse the volunteer roster.

Sharing and retention

Augusta University does not sell this information or use it for advertising. Information may be handled by service providers supporting the website and notifications, including Cloudflare and Twilio, by authorized program personnel, or when required by law. Records are retained according to applicable University System of Georgia and Augusta University records-retention requirements and removed when they are no longer required.

Questions or corrections

Contact New Student & Family Transitions at marmyers@augusta.edu to ask about your volunteer record or request a correction. University privacy questions may also be sent to privacy@augusta.edu.