Privacy Policy

1. Who we are

Signup Haven ("Signup Haven", "we", "us", "our") operates the website signuphaven.com and the Signup Haven volunteer signup platform. We provide software that helps organizers create volunteer signup events and helps volunteers claim slots at those events.

For questions about this policy, contact us at privacy@signuphaven.com.

2. Information we collect

Organizer accounts. When you create an account we collect your name, email address, and a hashed (encrypted) password. We also store the events, slots, and settings you create.

Volunteer signups. When someone claims a slot on a signup page, we collect their name, email address, and any optional comment they provide. If an organizer has added custom questions to an event, answers to those questions are also stored. Volunteers may optionally provide a phone number and opt in to SMS text reminders — phone numbers are only used for that purpose and are only shared with Twilio for delivery. Volunteers are not required to create an account.

Billing information. If you upgrade to a paid plan, your payment is processed by Stripe. We do not store full credit card numbers. We receive limited billing metadata from Stripe (e.g., subscription status, last 4 digits of card) to manage your subscription.

Usage data. We collect standard server logs including IP addresses, browser type, and pages visited to operate and improve the service. We do not use third-party tracking pixels or behavioral advertising.

3. How we use your information

We use collected information to:

• Operate and maintain the Signup Haven platform
• Send transactional emails (signup confirmations, reminders, password resets)
• Process payments and manage subscriptions
• Respond to your support requests
• Prevent fraud and maintain security
• Comply with legal obligations

We do not use your information for advertising, profiling, or sale to third parties.

4. Emails we send

We send the following emails:

• Volunteers: signup confirmation, event reminders (48hr and day-of), cancellation confirmation
• Organizers: new signup notifications, cancellation notifications, account verification, password reset, billing receipts

We do not send marketing emails to volunteers. Organizers may receive occasional product update emails which can be unsubscribed at any time.

5. Data sharing

We share your information only with:

• Stripe — for payment processing
• Resend — for transactional email delivery
• Twilio — for SMS text reminders, only when a volunteer has explicitly opted in and provided their phone number
• Amazon Web Services — for hosting and infrastructure

We do not sell, rent, or trade your personal information to any third party for any purpose.

6. SMS / text-message communications

Volunteers may optionally provide a phone number and opt in to SMS text reminders by ticking the "Send me SMS text reminders for this event" checkbox on a public signuphaven.com signup page. The checkbox is unchecked by default. Phone numbers and SMS opt-in consent are collected and used solely to deliver event-specific reminder messages for the volunteer event(s) the recipient signed up for.

We share phone numbers only with Twilio, our SMS service provider, for the sole purpose of delivering the reminder messages the volunteer requested. Information-sharing to subcontractors in support of message delivery is permitted; all other use-case categories exclude text-messaging originator opt-in data and consent — this information will not be shared with any third parties.

Message frequency: typically 1–3 messages per event the volunteer signed up for (a 48-hour reminder, a day-of reminder, and an optional shift-start reminder).

To opt out: reply STOP to any message at any time. You will receive one final confirmation message and no further text messages will be sent. To opt back in, tick the SMS opt-in checkbox again on a future signup.

For help: reply HELP to any message, or email privacy@signuphaven.com.

Message and data rates may apply. Your mobile carrier's standard message and data rates apply to every message sent and received. Mobile carriers are not liable for delayed or undelivered messages.

7. Data retention

We retain organizer account data for as long as the account is active. Volunteer signup data is retained for the lifetime of the associated event, after which it may be purged. You may request deletion of your account and associated data at any time by emailing privacy@signuphaven.com.

8. Your rights

Depending on your location, you may have rights including:

• Access to the personal data we hold about you
• Correction of inaccurate data
• Deletion of your data ("right to be forgotten")
• Portability of your data in machine-readable format
• Objection to or restriction of processing

To exercise any of these rights, email privacy@signuphaven.com. We will respond within 30 days.

9. Cookies

We use only essential cookies required to operate the service (authentication session tokens). We do not use advertising cookies, tracking pixels, or third-party analytics cookies. You can disable cookies in your browser settings, though this may prevent login from working.

10. Children's privacy

Signup Haven is not directed at children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, contact us at privacy@signuphaven.com and we will delete it.

11. Security

We use industry-standard security measures including encrypted passwords (bcrypt), HTTPS for all data in transit, JWT authentication tokens, and rate limiting on all authentication endpoints. No method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

12. Changes to this policy

We may update this Privacy Policy from time to time. We will notify organizer account holders by email of material changes. Continued use of the service after changes constitutes acceptance of the updated policy.

13. Contact

For privacy questions or requests, contact us at privacy@signuphaven.com.