Terms of Use

    Last updated: June 10, 2026

    1. Acceptance of Terms

    By accessing or using the VolunteerOps platform ("Service"), you agree to be bound by these Terms of Use ("Terms"). If you do not agree to these Terms, you may not use the Service. These Terms apply to all users, including super-administrators, state administrators, volunteer service coordinators (VSCs), officers, general facility staff, and volunteers.

    2. Description of Service

    VolunteerOps provides a volunteer management platform designed for correctional facilities, county jails, sheriff's offices, and state departments of corrections. Features include volunteer application intake, identity verification, background-check status tracking, PREA acknowledgment, jurisdiction-specific custom fields, digital kiosk check-in and check-out, document and photo management, bulk messaging tools, reporting, and audit logging.

    3. Account Responsibilities

    You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account. You agree to immediately notify us of any unauthorized use of your account. VolunteerOps is not liable for any loss resulting from unauthorized account access.

    4. Acceptable Use

    You agree not to:

    • Use the Service for any unlawful purpose or in violation of any applicable laws or regulations.
    • Attempt to gain unauthorized access to any part of the Service or its related systems.
    • Upload or transmit any malicious code, viruses, or harmful content.
    • Misrepresent your identity or affiliation with any organization.
    • Use the Service to collect or harvest personal information without authorization.
    • Submit Protected Health Information (PHI) or any other information the Service is not designed to receive (see Section 6).

    5. Data and Privacy

    Your use of the Service is also governed by our Privacy Policy, which is incorporated into these Terms by reference. We employ AES-256-GCM field-level encryption for sensitive personally identifiable information (PII), role-based access controls, signed-URL access to uploaded photos and documents, and full audit logging to protect data processed through the platform.

    6. Not a HIPAA-Covered Service / No PHI

    VolunteerOps is not a Covered Entity or Business Associate under the Health Insurance Portability and Accountability Act ("HIPAA"). The Service is not designed to receive, store, or transmit Protected Health Information ("PHI"). You agree not to submit PHI through the Service. We make no HIPAA representations or warranties, and no Business Associate Agreement ("BAA") is offered or implied. If you believe PHI has been submitted in error, contact us immediately at privacy@volunteerops.com so we can assist with secure removal.

    7. Background Checks & Sensitive PII

    The Service collects sensitive PII — including Social Security Numbers, driver's license information, date of birth, and other identifiers — solely to enable facility administrators to perform background checks and meet legal, security, and PREA compliance obligations. This data is encrypted at rest using AES-256-GCM, decrypted only through authorized server-side functions, and every decryption or export event is recorded in a tamper-evident audit log. VolunteerOps does not itself perform background investigations; results are managed by the contracting facility or its vendor.

    8. Intellectual Property

    All content, features, and functionality of the Service, including but not limited to text, graphics, logos, and software, are the exclusive property of VolunteerOps and are protected by applicable intellectual property laws. You may not reproduce, distribute, or create derivative works without our express written permission.

    9. Limitation of Liability

    To the fullest extent permitted by law, VolunteerOps shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of or inability to use the Service. Our total liability to you for any claim arising out of or relating to these Terms shall not exceed the amount paid by you for the Service in the twelve months preceding the claim. Nothing in these Terms waives any statutory rights that cannot lawfully be waived.

    10. Termination

    We reserve the right to suspend or terminate your access to the Service at any time, with or without notice, for conduct that we believe violates these Terms or is harmful to other users, us, or third parties, or for any other reason at our sole discretion.

    11. Changes to Terms

    We may modify these Terms at any time. We will notify you of material changes by posting the updated Terms on this page with a revised date. Your continued use of the Service after changes are posted constitutes your acceptance of the revised Terms.

    12. Contact

    If you have questions about these Terms, please contact us at legal@volunteerops.com.