--- title: "Privacy Policy - VolunteerReminder" description: "What VolunteerReminder collects, who we use to send email and SMS reminders, how STOP opt-out works, and how to ask us to delete an account." canonical_url: https://volunteerreminder.com/privacy md_url: https://volunteerreminder.com/privacy.md last_updated: 2026-10-04 --- # Privacy Policy Last updated October 4, 2026. ## Who we are VolunteerReminder is a reminder service operated by **Tall Timbers Group LLC**, based in Minnesota, USA. This page is what we actually do with the information on the service — not a placeholder. Questions or a deletion request: [info@volunteerreminder.com](mailto:info@volunteerreminder.com). ## What the service does Coordinators enter a volunteer roster and shift schedule. We send scheduled reminders by email and text (SMS) so people remember to show up. Volunteers do not create accounts or install anything. ## What we collect - **Coordinator account** — organization name, login email, optional verified mobile number for SMS sign-in, a password hash or passkey if you set one, timezone, billing postal code, and Stripe customer / subscription identifiers. - **Volunteer roster** — names, emails, mobile and landline numbers, group, notes, and which shifts they are assigned to. - **Schedules and delivery records** — jobs, shift times, reminder settings, and whether a reminder was sent, bounced, or failed. Those records include provider message ids so we can match Twilio and Postmark delivery callbacks. - **Consent attestations** — when a coordinator adds a mobile number, we store that they affirmed those volunteers gave their mobile number to the organization and agreed to receive its shift reminder texts. That is the coordinator's attestation, not a signed form from each volunteer. - **SMS opt-out** — if someone texts STOP (or a similar keyword) to our number, we record that phone as opted out. - **Text notice record** — which organizations have already sent a mobile number its one-time first-text notice (see Text messages below), so the notice is not repeated. - **Sign-in and security** — a session cookie, auth events (including IP address), hashes of API keys you create, and OAuth grants if you connect an assistant. - **Site analytics** — on volunteerreminder.com we load Google Analytics so we can see which public pages people visit. We do not use that to advertise to you or to sell lists. ## Who we share it with We do not sell personal data. We use these companies to run the service: - **Cloudflare** — hosts the site (Workers), stores the database (D1), and holds session / cache data (KV). Cloudflare Turnstile runs on signup and login to stop bots. Cloudflare Workers AI reads a photo you upload to import a sign-up sheet, and is the setup assistant's backup model when Anthropic can't answer. - **Twilio** — sends reminder texts, handles inbound keywords (STOP / HELP / START), and SMS sign-in codes (Verify). - **Postmark** — sends transactional email (reminders, magic-link sign-in, billing notices). - **Stripe** — processes payment when you subscribe. - **Google Analytics** — page-view analytics on the production website only. - **Anthropic** — when you use the setup assistant (on accounts where it is turned on), what you type or the photo you add is sent to Anthropic's Claude model through Cloudflare AI Gateway so it can draft your shifts. That can include volunteer names, phone numbers and emails. Anthropic handles it under its standard commercial API terms. We ask AI Gateway not to store the request or the reply. Nothing is saved to your account until you check the draft and confirm it. If you connect Claude, ChatGPT, or another assistant through VolunteerReminder's Allow screen or an API key, that assistant can read and change the roster and schedules you grant it. Revoke the connection from Account → Security at any time. Apart from the setup assistant and photo import above, which you choose to use, we do not send volunteer data to an AI company unless you connect one. ## Text messages (SMS) **What the texts are.** VolunteerReminder sends volunteer shift texts on behalf of the organization that added a volunteer: reminders before a shift, a request to confirm a shift if the organization turns that on, a request to cover a shift when the organization is looking for a substitute, and short automatic replies when a volunteer answers. Each text names the organization. All organizations share one VolunteerReminder number. We do not send marketing or promotional texts. **How a number gets added.** A volunteer gives their mobile number to the organization, for example on a paper or online sign-up sheet, and a coordinator enters it. You are responsible for having permission to email and text the people you add. When you save a mobile number, we ask you to confirm those volunteers gave their mobile number to your organization and agreed to receive its shift reminder texts, and that you can show how they agreed. The first text an organization sends to a number says who added it and how to get help or opt out. **How often.** Message frequency varies. It depends on how many shifts a volunteer has and on the organization's reminder settings. **Msg & data rates may apply.** **Opting out and help.** Reply **STOP** to any text to opt out (STOPALL, UNSUBSCRIBE, CANCEL, END, QUIT, REVOKE and OPTOUT work too). Carriers and Twilio enforce that. Because we send from a shared number, STOP applies to VolunteerReminder as a whole, not just one organization. Email reminders still send. Reply **START** to turn texts back on. Reply **HELP** for help, or email [info@volunteerreminder.com](mailto:info@volunteerreminder.com). Other replies are read by the service, not by a person, so contact the organization directly about a shift. **No sharing for marketing.** We do not sell, rent or share mobile numbers or text opt-in information with third parties or affiliates for their marketing. Mobile numbers go only to the companies listed above that run the service (Twilio delivers the texts). ## Cookies We use a session cookie to keep coordinators signed in. It is there so the dashboard works — not to follow you around the internet. Cloudflare Turnstile and Google Analytics may set their own cookies on the pages that use them. ## How long we keep it, and how to delete it We keep account and roster data while you use the service, and delivery records as long as we need them to operate and troubleshoot. Coordinators can delete the account in the VolunteerReminder app (Settings → Delete account). You can also email [info@volunteerreminder.com](mailto:info@volunteerreminder.com) and we will delete your account and roster. ## Contact Tall Timbers Group LLC, Minnesota, USA. [info@volunteerreminder.com](mailto:info@volunteerreminder.com). ## Sitemap See the full [sitemap](https://volunteerreminder.com/sitemap.md) for every public page.