Protect Personal Information While Volunteering
Use only approved information procedures, keep unnecessary details out of notes and conversations, and ask staff when unsure.
Know what information the task requires
Before a shift, ask what information volunteers may see, collect, or record and why. Some roles may not require personal information at all. If a form or list is part of the assignment, staff should explain which fields are necessary, where the information goes, and who is authorized to access it. Follow that procedure rather than creating a separate record.
For example, a volunteer helping with event check-in may be asked to mark attendance on an approved list. That does not mean they should copy names into a personal notebook or photograph the sheet. Record only what the assigned process requires, and ask if the instruction is unclear.
Keep devices and conversations private
Do not take photos, screenshots, or recordings of visitors, documents, or work areas unless the organization has explicitly authorized the action and explained the rules. Avoid discussing identifiable details in hallways, public transit, or social media. Even without a name, a combination of details can make a person recognizable to someone in the community.
If a visitor shares information while asking for help, do not repeat it as a story to other volunteers. Share a concern only with the staff member who needs it to respond, using the approved method. Be especially careful with papers left on a table, an open screen, or a list visible to people who do not need it.
Use the organization's handling rules
Ask where paperwork should be kept during a shift, how to return it, and what to do with a form that is damaged or left behind. Do not take records home or place them in an ordinary trash container unless staff instructions specifically say that is the correct procedure. Never use a personal device or account for participant information unless the organization has approved that system.
If you accidentally see or disclose information, tell the supervisor promptly and follow their instructions. Do not try to conceal the mistake or contact the person on your own unless staff direct you to do so. A quick report can help the organization respond through its established process.
Pause when the rules are unclear
A simple test is to ask whether the detail is needed for your assigned task and whether you are authorized to handle it. If either answer is uncertain, leave the information where it is and ask the staff lead. Respect a person's choice not to provide information, and do not pressure them to explain why.
At the end of the shift, return or dispose of materials exactly as instructed and clear any approved temporary files from devices if the organization requires it. Privacy is part of reliable volunteer work: careful handling protects people and helps staff maintain trust in the service.
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