Your volunteer data is not a business model.

Newport Ski Swap Volunteer Management System ("VMS") is an operational system for the Newport Ski Swap volunteer program. Its purpose is to support registration, scheduling, attendance, communications, volunteer-hour records, safety, account access, and legitimate administration of the event.

Volunteer information is not a product. We do not sell it, rent it, trade it, or provide it to advertisers or data brokers. We do not use it to build advertising audiences or profiles about your activity outside the volunteer program.

Our standard is purpose limitation: information should be collected only when there is a real operational, security, recordkeeping, or accountability reason for VMS to have it. Access should be limited to people who need it for those purposes.

VMS may hold information you provide directly, information created as you participate in the volunteer program, and limited technical information needed to keep the service secure and working.

• Account and contact information, such as your name, email address, phone number, volunteer account details, and sign-in information.
• Volunteer participation information, such as registration choices, assigned roles or shifts, schedules, groups, attendance, check-in and checkout activity, and volunteer hours.
• Program communications and administrative records, such as messages, support activity, recognition, feedback, conduct or account-standing records when those features are used.
• Security and system information, such as authentication events, device or browser information, IP address, timestamps, and audit records needed to protect the service and investigate problems.

VMS is not designed to collect payment-card information, advertising interests, browsing histories from unrelated websites, or other information that has no reasonable connection to the volunteer program.

Information in VMS may be used to:

• create and secure volunteer accounts;
• manage registrations, schedules, roles, assignments, attendance, groups, and volunteer hours;
• send necessary volunteer, schedule, account, safety, and event communications;
• support volunteers and resolve registration, attendance, account, or record problems;
• maintain accurate operational, safety, accountability, and administrative records;
• detect abuse, investigate security events, troubleshoot failures, and protect VMS from unauthorized access; and
• improve the reliability, accessibility, and usability of the volunteer system.

We do not repurpose volunteer information for unrelated commercial marketing simply because the information is available to us.

Depending on the feature, safeguards may include:

• Encrypted transport for browser connections to the service.
• One-way protection of passwords and security credentials rather than storing readable passwords.
• Role-based and need-based access controls for administrative functions and records.
• Session and request protections intended to reduce account theft, forged requests, and unauthorized access.
• Security and administrative audit trails so important actions can be reviewed when something goes wrong.
• Redaction and exposure controls for sensitive values where the system logs operational or security activity.

No internet service can honestly promise zero risk. We can promise the standard we aim for: minimize what is collected, restrict who can access it, protect credentials, keep useful auditability, and correct weaknesses when they are found.

We do not sell, rent, or provide volunteer personal information to advertisers, data brokers, or unrelated marketers. We also do not provide it for cross-site behavioral advertising or commercial audience building.

Information may be available to authorized Newport Ski Swap personnel who need it to run, support, secure, or document the volunteer program. Access should be limited by role and legitimate need rather than curiosity or convenience.

VMS may use service providers that are necessary to host, deliver, secure, or maintain the system. Those providers may process limited information as part of providing those services; using infrastructure is not permission to use volunteer information for their own unrelated advertising purposes.

Information may also be disclosed when reasonably necessary to comply with applicable law or valid legal process, investigate fraud or misuse, protect the security of the service, or protect the safety and rights of volunteers, administrators, or the event.

We retain information only for as long as it remains reasonably necessary for volunteer operations, official records, safety, security, accountability, dispute resolution, or legitimate administrative needs.

Retention is not identical for every record. Short-lived security information may expire quickly, while volunteer-hour records, attendance history, or administrative audit records may need to remain available after the event.

When information no longer has a legitimate purpose, it should be deleted, expired, anonymized, or otherwise removed from active use where reasonably practical. Some records may retain limited historical history when deleting that history would undermine the integrity of an official, security, or accountability record.

Volunteers can use available VMS account tools to review information made available through the portal, including profile, schedule, attendance, or volunteer-record information where those features are provided.

If information is wrong, incomplete, or associated with the wrong person, contact the Newport Ski Swap volunteer administration team and request a review or correction. We may need to verify identity before changing or disclosing account information.

Some security, audit, conduct, attendance, or official-record history may not be directly editable by a volunteer. That does not mean it is beyond review; it means corrections may need to be made through an accountable administrative process that preserves record integrity.

Newport Ski Swap includes student volunteers as well as adult volunteers and leads. Student information is collected for participation in the volunteer program, not for commercial profiling, advertising, or unrelated marketing.

We aim to limit student information to what is reasonably necessary for registration, scheduling, attendance, volunteer-hour records, communications, safety, account access, administration, and security. Access to student records should be limited to authorized people with a legitimate program need.

We may update this Privacy Policy when VMS features, security practices, service providers, legal obligations, or data-handling practices materially change. The effective date at the top identifies the current version.

We do not want a privacy policy that sounds protective while describing an older version of the system. Material changes to how volunteer information is handled should be reflected here in clear language.

Questions about this policy, your VMS account, inaccurate information, access concerns, or how volunteer information is handled can be directed to the Newport Ski Swap volunteer administration team through VMS support or the event's normal contact channels.

Privacy concerns should be treated as real operational issues. If you believe information is being accessed, used, exposed, or retained in a way that conflicts with this policy, please report it so it can be reviewed.