Privacy Policy

What we collect

When you use Volunteer Coordinator, we collect and store the following data:

• Names — entered by volunteers when submitting availability
• Availability responses — your Yes / If Needed / No selections for each date
• Sign-up sheet details — title, roles, dates, and optional message set by the coordinator

Email addresses are never stored in our database. If you choose to email yourself a copy of your links or availability, your email address is used only to send that single message and is then discarded.

Third-party services

We use the following third-party processors:

• Resend — for sending transactional emails. Email addresses are passed to Resend solely to deliver your requested email. Resend retains delivery logs for up to 1 day.
• Neon — PostgreSQL database hosting. Stores sign-up sheet data, volunteer names, and availability responses.
• Vercel — application hosting and serverless functions.
• PostHog — anonymous, cookieless analytics. PostHog collects aggregated usage data such as page views, device type, and browser. No cookies are set and no personally identifiable information is collected. Data is processed in the EU. Admin URLs are sanitised before being sent to PostHog so that access tokens are never transmitted.

Data retention

All sign-up sheet data is automatically deleted 90 days after the sign-up sheet's close date (or last scheduled date if no close date is set). There is no way to extend this period.

Your rights

Under GDPR and similar data protection regulations, you have the right to access, correct, or delete your personal data. Because Volunteer Coordinator does not use accounts, your data is identified only by the unique url created for your sign-up sheet. All data is automatically deleted after the 90-day retention period.

Cookies & local storage

Volunteer Coordinator does not set any cookies. Our analytics provider (PostHog) runs in fully cookieless mode — it uses a privacy-preserving server-side hash to count visitors without storing anything on your device.

We do use your browser's local storage to save form progress so your availability selections are preserved if you return to the page. This data stays on your device and is not sent to any server.