Acceptable Use Policy

Effective Date: April 2026

This Acceptable Use Policy ("AUP") establishes the standards of conduct and guidelines for all users of the VolunteerFlow platform ("Platform"). The Platform is a SaaS solution designed for nonprofit organizations to manage volunteers, track volunteer hours, coordinate events, deliver training, manage waivers, and facilitate communication.

This AUP applies to:

Nonprofit organizations that use the Platform ("Organizations")
Organization staff and administrators ("Organization Users")
Volunteers registered within the Platform ("Volunteers")

By accessing and using the Platform, all parties acknowledge and agree to comply with the terms set forth in this AUP.

1. Purpose and Scope

This AUP is incorporated into and made part of VolunteerFlow's Terms of Service. Violations of this AUP are violations of the Terms of Service and may result in account suspension or termination.

2. Permitted Uses

Organizations may use the Platform for the following lawful and legitimate nonprofit purposes:

Managing a directory of volunteers and volunteer profiles
Coordinating and scheduling volunteer events and activities
Tracking volunteer hours, service time, and event attendance
Delivering volunteer training, educational materials, and certifications
Managing waiver documents and liability forms
Communicating with volunteers via SMS and email
Conducting background checks through the Checkr integration

3. Prohibited Conduct — Organizations

Violations of any prohibition below may result in immediate account suspension or termination without refund.

Organizations shall not use the Platform to:

Conduct illegal activity of any kind or violate any applicable laws or regulations
Upload false, misleading, or defamatory information about volunteers or other organizations
Discriminate against volunteers on the basis of race, religion, gender, national origin, disability, age, or other protected characteristics
Misuse volunteer data for purposes other than legitimate volunteer management
Conduct unauthorized background checks or use Checkr without proper FCRA compliance
Operate multiple organizations under a single account to circumvent subscription limits
Attempt unauthorized access to other organizations' data, system infrastructure, or administrative features
Circumvent subscription plan limits through technical manipulation
Send unsolicited commercial communications (spam) to volunteers
Store illegal content, including child sexual abuse material (CSAM) — violations result in immediate termination and law enforcement referral
Use the API or export features to scrape data for non-operational purposes

4. Prohibited Conduct — Volunteers

Volunteers may not:

Create false identities or misrepresent their identity or qualifications
Harass, threaten, or abuse other users on the platform
Attempt unauthorized access to system infrastructure or other users' accounts
Upload malicious files, viruses, or harmful code

5. Volunteer Communication Standards

All SMS and email communications sent through VolunteerFlow must comply with the Telephone Consumer Protection Act (TCPA) and CAN-SPAM Act. Organizations must:

Obtain written consent from volunteers before sending SMS messages
Provide clear opt-out mechanisms in every message
Respect volunteer communication preferences
Not send messages that constitute spam or unsolicited commercial communications

6. Background Check Requirements

The Checkr integration may only be used for lawful volunteer screening purposes under the Fair Credit Reporting Act (FCRA). Organizations must comply with all FCRA requirements, including providing required disclosures to volunteers, obtaining written authorization, and following adverse action procedures. VolunteerFlow is not responsible for organizations' FCRA compliance.

7. AI Feature Usage

Enterprise AI features available within VolunteerFlow may only be used as advisory tools. AI-generated outputs must not be used as the sole basis for making final employment or volunteer management decisions without appropriate human review.

8. Data Accuracy

Organizations must maintain accurate and up-to-date volunteer records. Organizations must promptly update or delete volunteer information upon request from the volunteer. Storing materially inaccurate information that could harm volunteers is prohibited.

9. Content Standards

All content uploaded to VolunteerFlow must not:

Contain malware, viruses, or harmful code of any kind
Violate intellectual property rights (copyrights, trademarks, patents)
Be illegal under any applicable jurisdiction
Constitute child sexual abuse material (CSAM) — violations result in immediate termination and referral to law enforcement

10. Enforcement

VolunteerFlow reserves the right to:

Issue warnings for minor or first-time violations
Suspend accounts pending investigation of potential violations
Permanently terminate accounts for serious or repeated violations
Pursue legal remedies for violations that cause harm

No refunds will be issued for accounts terminated due to AUP violations. Organizations may appeal enforcement actions within 30 days of notification by contacting legal@volunteerflow.us.

11. Reporting Violations

To report a suspected violation of this AUP, contact legal@volunteerflow.us with specific details including: the nature of the violation, the organization or user involved (if known), and any supporting evidence. VolunteerFlow treats all reports confidentially and investigates all credible reports.

12. Governing Law

This AUP is governed by the laws of the State of New York. Disputes subject to exclusive jurisdiction of New York County courts, consistent with VolunteerFlow's Terms of Service.