<aside> ⚠️ This is a work-in-progress draft and research document! Content is subject to change.

</aside>

Privacy Agreement for Volunteers

<aside> ℹ️ Accessible at https://swma.nyc/vol-agreement. Let @Karly W. if you have modifications.

</aside>

https://swma.nyc/vol-agreement

Proposed Data Retention Policies & Points for Discussion

Requests

• Clear sensitive field after requests are marked completed (or X number of days after?)

  • "Address," "City," "State"

    • Keep zip code for stats?
      • Karly would need to go in and add zip codes where they aren't yet there, but this is totally manageable
    • We could also change how we collect this info, for instance, Bed-Stuy Strong only collects cross streets in their request form, and addresses are collected by a mutual aid coordinators through direct contact, but this adds an extra step

  • Clear "Health Check" response

  • Clear "High-Risk Status" response

  • Review "Requester's Notes" + "Internal Notes" for sensitive info and clear

    • Sensitive info might include mention of: undocumented/immigration status, unhoused status, health or mental health information

  • Clear last name from "Name" Only retain first name + last initial?

    • Edit the form so that it only requests this from now on?
    • Could we have requests be named according to a ticket # like Bed-Stuy Strong reducing the need for more specific unique names? (mutual aid coordinators could refer to ticket # in Slack instead of names)

Volunteers

• Completely delete the legacy field "Member of an At-Risk Group" from previous spreadsheet
  • We are no longer asking this but want to confirm before deleting completely
• When someone asks to be removed as a volunteer, remove their record completely, or blank out all the fields and keep only first name + last initial

Donors?

Airtable Retention

• Our Trial Paid Plan means all data is retained for a year, is their any way to shorten this? To investigate...

Delete data from legacy Google Drive Sheets for requests + volunteers

Retention of communication (Email, Google Voice, #dispatchers on Slack)

• Is it important for mutual aid coordinators to see past convos? Can any policies be implemented that honor this while not retaining sensitive info?

Bullet Points from BSS