Volunteer Privacy Policy

How we collect, use, and protect your information

Last Updated: January 31, 2026

1. Introduction

Bay Tides ("Organization," "we," "us," or "our") is committed to protecting the privacy of our volunteers. This Volunteer Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you register as a volunteer or participate in our volunteer activities.

By registering as a volunteer, you consent to the practices described in this policy.

2. Information We Collect

We collect the following types of information from volunteers:

2.1 Personal Information

  • Name (first and last)
  • Email address
  • Phone number
  • Mailing address
  • Emergency contact information

2.2 Volunteer Profile Information

  • Areas of interest and skills
  • Availability and scheduling preferences
  • Prior volunteer experience
  • How you heard about Bay Tides

2.3 Activity Records

  • Volunteer hours and attendance
  • Events and activities participated in
  • Training completed

2.4 Media Content

  • Photographs taken at volunteer events
  • Video recordings of volunteer activities
  • Audio recordings (if applicable)
  • Testimonials and quotes (with additional consent)

3. How We Use Your Information

We use volunteer information for the following purposes:

  • Volunteer Coordination: To contact you about volunteer opportunities, schedule events, and coordinate activities.
  • Emergency Contact: To reach your emergency contact if necessary during volunteer activities.
  • Communications: To send you updates about Bay Tides programs, events, and opportunities that may interest you.
  • Record Keeping: To track volunteer hours and maintain accurate records for organizational and grant reporting purposes.
  • Improvement: To evaluate and improve our volunteer program and activities.
  • Legal Compliance: To comply with applicable laws, regulations, and legal processes.

4. Photography and Video Consent

By agreeing to this Privacy Policy, you grant Bay Tides permission to photograph, video record, and/or audio record you during volunteer activities and events.

4.1 Grant of Rights

You hereby grant Bay Tides the irrevocable right and permission to:

  • Capture your image, likeness, voice, and/or statements in photographs, videos, and audio recordings during volunteer activities.
  • Use, reproduce, modify, distribute, and publicly display such materials for any lawful purpose.
  • Use your name and general location (city/county) in connection with such materials.

4.2 Permitted Uses

Bay Tides may use photographs, videos, and recordings featuring you for purposes including, but not limited to:

  • Marketing and promotional materials
  • Social media posts and campaigns
  • Website content
  • Email newsletters and e-communications
  • Print materials (brochures, flyers, annual reports)
  • Presentations and displays
  • Grant applications and donor communications
  • Media and press releases
  • Educational and training materials
  • Any other commercial or non-commercial purposes

4.3 Waiver of Compensation

You waive any right to inspect or approve the finished materials or any use thereof. You waive any right to royalties, compensation, or other payment for the use of your image, likeness, or voice.

4.4 Release of Claims

You release and discharge Bay Tides, its officers, directors, employees, volunteers, agents, and assigns from any and all claims, demands, or causes of action arising out of or related to the use of photographs, videos, or recordings, including but not limited to claims for defamation, invasion of privacy, right of publicity, or copyright infringement.

4.5 Opting Out

If you do not wish to be photographed or recorded at a specific event, you must notify Bay Tides staff at the beginning of the event. We will make reasonable efforts to accommodate your request, but we cannot guarantee exclusion from all photographs or videos taken at public events.

5. Information Sharing

We do not sell, trade, or rent your personal information to third parties. We may share your information in the following circumstances:

  • Service Providers: With trusted third-party service providers who assist us in operating our website, conducting our activities, or servicing you, provided they agree to keep your information confidential.
  • Partner Organizations: With partner organizations for joint volunteer events, with your consent.
  • Legal Requirements: When required by law, subpoena, or other legal process.
  • Safety: To protect the rights, property, or safety of Bay Tides, our volunteers, or others.

6. Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

7. Data Retention

We retain volunteer information for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required or permitted by law. Emergency contact information and liability waivers may be retained for legal compliance purposes.

Photographs and videos may be retained indefinitely for historical, archival, and promotional purposes.

8. Your Rights

You have the right to:

  • Access: Request a copy of the personal information we hold about you.
  • Correction: Request correction of inaccurate or incomplete information.
  • Deletion: Request deletion of your personal information, subject to legal and operational requirements.
  • Opt-Out: Opt out of receiving promotional communications from us.

To exercise these rights, please contact us at privacy@baytides.org.

9. California Privacy Rights

California residents may have additional rights under the California Consumer Privacy Act (CCPA) and other California privacy laws. To learn more about your California privacy rights, please contact us.

10. Children's Privacy

For volunteers under 18, we require parental or guardian consent for the collection and use of personal information, including photography consent. Parents or guardians must sign all required forms on behalf of minor volunteers.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify active volunteers of significant changes via email. The "Last Updated" date at the top of this policy indicates when it was last revised.

12. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

Bay Tides
Email: privacy@baytides.org
Website: baytides.org

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