Privacy Policy

MNA Disaster Response. Last updated 2026-05-19.

This Privacy Policy explains what information MNA Disaster Response (“we”, “us”) collects when you register as a volunteer, how we use it, and the choices you have. We collect only what is necessary to coordinate volunteer activity for disaster response and related programs.

1. Information we collect

• Account information you provide at registration: name, email address, and password (stored as a one-way hash, so we never see your plaintext password). You can add a mobile phone number later on your account profile page.
• Volunteer profile data you choose to add: skills, certifications, availability dates, organization affiliation, emergency-contact details.
• Activity records generated as you use the platform: response sign-ups, check-in and check-out times, hours worked, and team assignments.
• Your location while deployed, if you agree to share it. Your phone shares its precise location only while you are checked in at a staging site on a trip, until you check out, and only while the app is open. You can pause it at any time. See Section 4 for who sees it and Section 5 for how long we keep it.
• Technical logs needed to operate and secure the service: IP address, browser type, request timestamps, and audit records of sensitive actions.

2. How we use your information

• To create and operate your volunteer account and coordinate your participation in disaster-response activities.
• To send transactional communications about your account, responses you've signed up for, training events, and schedule changes. These are sent by email and, if you opt in, by text message (SMS).
• To comply with legal obligations and to investigate or prevent misuse of the service.

3. Text messages (SMS)

SMS is opt-in. If you add a phone number and check the SMS opt-in box on your account profile page, you consent to receive transactional text messages from us, for example deployment confirmations, schedule reminders, and urgent response updates. Message frequency varies. Message and data rates may apply.

You can opt out at any time by replying STOP to any of our messages, or by removing your phone number / unchecking SMS delivery in your account settings. Reply HELP to any of our messages for help. Opting out of SMS does not affect your account or your ability to volunteer. We will continue to reach you by email for transactional messages.

We do not share your mobile phone number or SMS opt-in information with any third party or affiliate for marketing or promotional purposes. SMS originator opt-in data and consent records are not shared with any third parties.

See our SMS Terms & Opt-In Disclosure for the program description and the specific opt-in language shown at the point of consent.

4. How we share information

Your volunteer profile is visible to coordinators and administrators within MNA Disaster Response for the purpose of running responses and assigning teams. We do not sell or rent your personal information.

We use outside companies for a few services. Each gets only what it needs to do its job, under a written agreement that limits how it may use your information. They are:

• background checks
• email delivery
• text messages and calls
• address lookup and maps
• hosting, where the service and its data are kept

For the names of these companies, ask us at Show the address.

Your location while deployed is seen by the response's dispatch staff and staging site managers, and by your team leader. They use it to see where teams are, so nobody is stuck or lost.

Background checks

Background checks are run by a background check company. When you start a check, we send the company your name and email address. On its form you give it the other details the check needs, such as your date of birth and Social Security number, and pay its fee. Those details go to the company, not to us.

The company sends us back the status of your check (for example, cleared or in review) and its dates. We never receive or keep the report itself. If a check finds a record, a few reviewers named by the organization can read the report on the company's site to decide whether you are cleared. The company gives you its own notices about the check, including your rights.

5. Data retention

We keep records for set periods, then delete them:

• Your account and profile are deleted 36 months after you stop serving: your last sign-in, service, signature or date with us.
• Where you served, your hours and your schedules are deleted 36 months after the response ends. Totals for reports, with no names, are kept.
• A waiver you signed is deleted 36 months after it stops being in force: you sign it again, it changes, it is retired, or you stop serving. A parent's or guardian's consent is deleted 36 months after you turn 18.
• A background check's status and dates are deleted 36 months after it expires.
• A homeowner's signed release is deleted 36 months after their work is finished.

If there was an incident or a claim, the records about it are kept until it is settled. Audit logs are kept 455 days. You can ask us to delete your account at any time (see Section 7).

Location points are deleted 72 hours after your phone records them. They are never written to the audit log.

Each time your number agrees to texts or stops them, we keep a record: when, how, and the words you saw. It is kept for four years after your number's latest change, even if you delete your account, so we can show what consent our texts relied on.

6. Security

We use industry-standard safeguards including encryption in transit (TLS), encryption at rest for sensitive fields, role-based access control, and audit logging. No system is perfectly secure. If we learn of a breach affecting your data we will notify you per applicable law.

7. Your choices and rights

• Access and correction: sign in and update your profile, or contact us to request a copy of your data.
• Deletion: contact us to request deletion of your account. Some records may be retained where required by law.
• SMS opt-out: reply STOP or remove your phone / uncheck SMS in account settings (see Section 3).
• Email opt-out: transactional emails about your account and responses cannot be turned off while your account is active. You can deactivate the account to stop them.

8. Children

The service is not directed to children under 13 (or the equivalent minimum age in your jurisdiction). We do not knowingly collect information from children.

9. Contact

Questions about this policy or requests about your data: Show the address.

10. Changes

We may update this policy from time to time. The “last updated” date above reflects the most recent change. Material changes will be announced in-product or by email.

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