Privacy Policy

1. Scope

This Policy applies to visitors, organization administrators, coordinators, and other users of the Service. It also describes our role with respect to information submitted through each organization’s public volunteer booking portal.

This Policy does not apply to third-party websites, services, or practices of organizations that use the Service. Each organization is solely responsible for its own privacy notices and compliance obligations toward its volunteers.

2. Who we are

The Service is operated by Gima Solutions Corp., a corporation organized under the laws of the State of New York, United States. For privacy inquiries: support@gima-solutions.com.

3. Our role vs. your organization’s role

For organization account data (administrators, coordinators, billing contacts), Gima Solutions Corp. generally acts as a business collecting information to provide the Service.

For volunteer and booking data submitted through an organization’s public portal, the organization is the party that determines the purposes and means of processing that information. Gima Solutions Corp. processes that information on the organization’s behalf solely to provide, secure, maintain, and improve the Service, unless otherwise required by law.

Organizations are independently responsible for lawful bases, notices, consents, waivers, retention, and responses to volunteer privacy requests. Gima Solutions Corp. is not responsible for an organization’s compliance failures.

4. Information we collect

Account and profile information: organization name, administrator/coordinator name, email address, password (stored in hashed form), role, language preferences, and organization settings.

Volunteer and booking information (submitted via public portals): name, phone number, selected schedule slots, waiver acceptance records, optional interest/waitlist submissions, and related operational metadata.

Billing information: subscription status, plan, Stripe customer identifiers, billing history metadata, and tax-related information you provide at checkout. Payment card data is processed by Stripe; we do not store full card numbers.

Communications: support tickets, email correspondence, and transactional messages (e.g., password reset, billing notices).

Technical and security information: IP address, device/browser type, timestamps, session identifiers, logs, diagnostic data, and usage metrics reasonably necessary for security, fraud prevention, capacity planning, and service operation.

Content you upload: logos, waiver text, location details, schedules, and other content you choose to store in the Service.

5. How we collect information

Directly from you when you register, configure your organization, purchase a plan, or contact support.

From volunteers and portal visitors when they submit bookings or forms on an organization’s public portal.

Automatically through cookies, session mechanisms, server logs, and similar technologies when you use the Service.

From service providers such as Stripe (payments) and, on applicable plans, advertising partners such as Google AdSense.

6. How we use information

We use information to provide, operate, maintain, and improve the Service; authenticate users; enforce plan limits; display organization-specific portals; generate reports and coverage views; process subscriptions; send transactional communications; provide customer support; monitor performance; detect abuse; comply with law; and protect the rights, property, and safety of Gima Solutions Corp., users, and the public.

We may use aggregated or de-identified information for analytics, product improvement, and benchmarking, provided it does not identify an individual.

We do not use volunteer booking data for our own independent marketing to volunteers unless expressly permitted by law and disclosed separately.

7. Cookies and similar technologies

We use cookies and similar technologies for authentication, session management, security, language preferences, and service functionality. You may control cookies through browser settings; disabling certain cookies may impair the Service.

On Lite plans, third-party advertising technologies (such as Google AdSense) may use cookies or similar technologies on the admin panel and/or public portal as described in Section 8.

8. Advertising (Lite plan) and third-party technologies

Organizations on the Lite plan may see advertising in the administrative panel. Public portals for Lite organizations may also display third-party advertising.

Advertising partners (including Google) may collect or receive information from your device through cookies, pixels, or similar technologies to deliver and measure ads, subject to their own policies. See Google’s policies at https://policies.google.com/privacy and ad settings at https://adssettings.google.com.

Upgrading to Pro removes platform advertising for that organization as described on the site. Third-party content embedded by an organization itself is outside our control.

9. Payments

Pro subscriptions and related charges are processed by Stripe, Inc. Stripe collects and processes payment information according to its privacy policy: https://stripe.com/privacy. We receive limited payment metadata necessary to manage subscriptions and support billing.

10. How we disclose information

We disclose information to hosting, infrastructure, email, payment, security, and support vendors that process data on our behalf under contractual obligations appropriate to the nature of the service.

We may disclose information to comply with law, regulation, legal process, or governmental request; to enforce our Terms; to protect rights, safety, and security; or to investigate fraud or abuse.

We may disclose information in connection with a merger, acquisition, financing, reorganization, or sale of assets, subject to customary confidentiality protections.

Organizations can access volunteer and operational data for their own organization through the Service. We do not control how organizations further disclose volunteer information.

11. Sale and targeted advertising

Gima Solutions Corp. does not sell personal information for money. We do not share personal information for cross-context behavioral advertising except as may occur through third-party ad technologies on Lite plans as described in Section 8, which are operated by those third parties under their own policies.

If applicable law provides you a right to opt out of certain sharing for advertising, contact support@gima-solutions.com with the subject “Privacy Request — Opt Out.”

12. Data retention

We retain information for as long as an account or organization remains active, as needed to provide the Service, and as necessary to comply with legal obligations, resolve disputes, enforce agreements, and maintain security.

We may retain logs, backups, and de-identified data for additional periods where permitted by law. Upon termination, we may delete or retain data as described in our Terms and applicable law.

13. Security

We implement administrative, technical, and physical safeguards designed to protect personal information, including access controls, organization-level data isolation, encryption in transit (HTTPS) in production, and monitoring. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

If you are a New York resident or we maintain private information of New York residents, we maintain safeguards consistent with the New York SHIELD Act and applicable implementing regulations, adjusted to the size and complexity of our operations.

14. Children’s privacy

The Service is not directed to children under 13 years of age, and we do not knowingly collect personal information from children under 13. If you believe we have collected such information, contact support@gima-solutions.com. Organizations must not use the Service to knowingly collect information from children under 13 without compliant parental consent mechanisms.

15. Your privacy rights (U.S. states)

Depending on your state of residence, you may have rights to access, correct, delete, or obtain a copy of certain personal information; to opt out of certain processing; or to appeal a denial of a request. Categories of rights vary by state (including, without limitation, California, Colorado, Connecticut, Virginia, and other states with comprehensive privacy laws).

Administrators and coordinators may submit requests regarding their account data to support@gima-solutions.com with “Privacy Request” in the subject line. We may verify identity before responding. We will not discriminate against you for exercising rights permitted by law, subject to applicable exceptions.

Volunteers seeking access, correction, or deletion of booking data must contact the organization where they booked. Gima Solutions Corp. will assist an organization as required by our agreement with that organization and applicable law, but is not the primary contact for volunteer requests.

California residents: we do not sell personal information as defined by the CCPA/CPRA. You may submit requests as described above. If we engage in processing that becomes subject to CPRA opt-out rights, we will update this Policy.

16. International users

The Service is operated from the United States. If you access the Service from outside the U.S., you understand that information may be processed, stored, and transferred in the U.S. and other countries that may have different data protection laws than your jurisdiction. Where required, we rely on appropriate legal mechanisms for cross-border transfers.

17. Changes to this Policy

We may modify this Policy at any time by posting an updated version on this page with a revised “Last updated” date. Material changes may also be communicated through the Service or by email where appropriate. Continued use after the effective date constitutes acceptance, except where prohibited by law.

19. SMS / text messaging

If a volunteer optionally checks the SMS consent box on the public booking portal, Gima Solutions Corp. (brand “GIMA Voluntariado”) may send transactional volunteer shift reminder SMS on behalf of the organization where the volunteer booked. Message frequency may vary based on booked shifts.

Your mobile information will not be sold or shared with third parties for promotional or marketing purposes. Phone numbers collected for SMS are used only for shift reminders, STOP/HELP handling, and service operation. You may opt out of SMS by replying STOP.

SMS messages may be subject to message and data rates from your carrier. See also Section 11 regarding sale of personal information.

18. Relationship to Terms of Use

This Policy should be read together with our Terms of Use, which include disclaimers, limitations of liability, indemnification, and dispute resolution provisions that protect Gima Solutions Corp. and its owners, officers, directors, employees, contractors, affiliates, successors, and assigns.

Privacy inquiries