Privacy Policy

Introduction

The Madison Metropolitan School District ("Madison Metropolitan School District," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Volunteer Management System (VMS).

Information We Collect

Personal Information

We collect information you provide directly, including:

• Name, email address, phone number, and mailing address
• Date of birth and emergency contact information
• Government-issued ID for background check purposes
• References and their contact information
• Photo for volunteer badge identification
• Volunteer preferences, skills, and interests

Automatically Collected Information

When you use our system, we automatically collect:

• Device and browser information
• IP address and location data
• Usage data and system logs
• Check-in/check-out timestamps

How We Use Your Information

We use your information to:

• Process and manage your volunteer application
• Conduct required background checks
• Communicate about events, trainings, and program updates
• Track volunteer hours and issue certifications
• Improve our programs and services
• Comply with legal obligations
• Ensure the safety of students, staff, and families

Information Sharing

We may share your information with:

• MMSD departments as necessary for program administration
• Background check service providers
• Training and certification partners
• Law enforcement when required by law

We do not sell your personal information to third parties.

Data Security

We implement appropriate technical and organizational measures to protect your information, including:

• Encryption of data in transit and at rest
• Access controls and authentication requirements
• Regular security assessments and audits
• Employee training on data protection

Data Retention

We retain your information for as long as you remain an active volunteer and for a period thereafter as required by MMSD records retention policies. Background check results are retained in accordance with Wisconsin law.

Your Rights

Under Wisconsin law, you have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your information (subject to legal requirements)
• Opt out of certain communications

To exercise these rights, contact us at privacy@madison.k12.wi.us

Children's Privacy

Our system collects information from volunteers aged 16 and older. For volunteers under 18, parental consent is required. We do not knowingly collect information from children under 16.

Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of significant changes by posting a notice on our website or sending you an email.

Contact Us

If you have questions about this Privacy Policy, please contact: