Privacy Notice

Last updated: November 12, 2026 (we moved our database to Cloudflare, added a read-only copy for statistics, guest head counts and privacy-friendly website statistics)

This website is run by neighbors who volunteer at the Scioto Warming Station ("we"). We're not a charity or tax-exempt organization. We only collect what we need to organize shifts, we don't sell anything, and your name alone is enough to sign up.

What we collect

When you sign up for a shift: your name (required), and optionally your phone number and email address. We also record the shift you chose, a short sign-up code we generate for you, and the time you agreed to our terms.
If you join our on-call list or set your availability: your email, the shifts and days you can usually do, the on-call lists you choose, an optional note, and whether you have paused. Only facilitators see this. We may email you when we are short, and you can change, pause or ask us to delete it any time.
If you create a volunteer profile: your name, phone number (optional), email, whether you said you filled out the interest form, the time you agreed to our terms, and your availability if you chose to share it (preferred shifts and days, dates you can't help, an optional note, and whether you are paused).
Guests (head counts only): facilitators, and volunteers who are working that night's shift (during it and for a few hours afterwards), record how many guests used the station as a plain number, with an optional short note about the night. We do not record guests' names, contact details or anything that identifies them.
If we ask you to take a shift: your answer (yes, no, or no reply) is recorded with the request.
Interest form: whether you told us you already filled out our volunteer interest form (the form itself is collected separately by Google Forms).
When you ask for a link to your shifts: the email address you type, so we can send the link.
On your own device: if you sign up or look up your shifts, your browser saves your shift codes in its local storage so the site can show you which shifts are yours. It stays on that device, and you can erase it any time with "Forget me on this device." After you confirm your email, the same storage also keeps a private sign-in token (valid 90 days, only a scrambled copy is kept on our side) and the name, phone and email you typed, so forms fill in for you. "Forget me" revokes the token and clears them.
Automatically: our hosting and security providers (below) process basic technical data such as IP address to deliver the site and block abuse. We also keep simple website statistics (see "Website statistics" below). We do not run advertising or tracking cookies.

We do not collect payment information, Social Security numbers, health information, or emergency contacts through this website. If we ask for emergency contact information for volunteers, that is collected separately on our sign-up form.

Who can see it

The public can see only how many people are signed up for each shift. Names, phone numbers and emails are never shown publicly.
Facilitators (a small group of volunteers who hold the facilitator passcode) can see names and contact details so they can run the shifts and reach you if plans change.
A few extra facilitators may be set up to receive the same notices the main contact receives (for example, that someone answered yes or no to a shift request). Replies to our emails go to the contact address, or to a short list of facilitator addresses we choose.
We do not sell or rent your information, and we do not share it for marketing.

How we use it

To schedule and staff shifts, to contact you about a shift you signed up for, to email you a private link or sign-up code when you ask for one, to email you a confirmation when you sign up, switch or cancel a shift and reminder emails before your shift, by default about 24 and 12 hours before (if you gave an email), and to keep the site secure. We will not use your contact details to solicit donations without asking you first.

Services that handle data for us

Cloudflare hosts this website, runs the software behind it, and stores the live data (schedule, sign-ups, profiles and guest head counts) in its database. It also provides the "I am human" check (Turnstile) and processes technical data such as IP addresses to deliver the site and block abuse.
Google (Google Workspace) sends our emails (confirmations, reminders, private links, shift requests and notices) and keeps a read-only copy of the data in a Google Sheet that facilitators use for statistics and planning. The copy is updated automatically after changes and once an hour. It does not contain sign-in tokens, and anything typed into the copy is overwritten and never changes the live data.
Umami provides our website statistics (see below).
Google Maps shows the map, street view and directions. When the map loads, Google receives your IP address. OpenStreetMap (Nominatim) turns the station's street address into map coordinates (only the address is sent, nothing about you). When a facilitator presses “Look up streets and landmarks”, the station's coordinates are also sent to OpenStreetMap's Overpass service to fetch the nearby streets and public places for the flyer map; the result is stored and visitors never contact these services. Map data © OpenStreetMap contributors (ODbL). Open-Meteo provides the weather forecast.

These providers have their own privacy policies and we do not control them.

Website statistics

We use Umami, a privacy-focused analytics service, to count visits and see which parts of the site are used, so we can improve it. It does not use cookies, and according to Umami it does not store your IP address or build a profile of you. It records the page you viewed, your browser and screen type, your approximate country, and simple event names such as "sign-up completed" or "offer answered". We never send it your name, email, phone number, sign-up code, or any part of a private link (we strip the part of the web address after the "?" before anything is sent). Nothing is recorded while a facilitator is logged in. If your browser's "Do Not Track" setting is on, we do not load it at all. Our test copy of the site and the real site report to the same Umami account, marked separately.

How long we keep it

We delete or anonymize sign-up records (names, phone numbers, emails) within 90 days after a shift. We keep aggregate counts, guest head counts and the list of nights we were open. The read-only Google Sheet copy follows the same rule, and backups kept by Cloudflare or Google expire on their own schedules. Umami keeps website statistics for as long as our plan with them allows.

Your choices

You can cancel any shift and edit or remove your contact details yourself under "My shifts." To ask us to delete everything we hold about you, contact Abby Spears at [email protected] or 740-357-9773. We will respond within 30 days.

Children

This site is for adults. Volunteers under 18 should sign up only with a parent or guardian. Please do not enter a child's information without a parent's or guardian's permission.

Security

Access to contact details is limited to facilitators and protected by a passcode. Data is stored with Cloudflare and Google, both of which encrypt it in transit and at rest. No system is perfectly secure, and we are volunteers, so we cannot guarantee that information will never be exposed. Please give us only what you are comfortable sharing; your name alone is enough to sign up.

Changes and contact

We may update this notice and will change the date above. Questions: Abby Spears, [email protected], 740-357-9773.