VolunteerHub
  • Platform
    VolunteerHub automates and streamlines, so you can concentrate on making a difference and driving your organization’s mission forward.
    • Platform Features
    VolunteerHub Overview Video
    Watch Overview 1:50
    • Volunteer Management
      • campaign Volunteer Recruitment
      • calendar_month Volunteer Scheduling
      • track_changes Volunteer Hour Tracking
      • storage Volunteer Database
      • paid Volunteer Fundraising
      • receipt_long Volunteer Liability Waivers
      • stars Rewards and Recognition
      • add_chart Reporting
    • Opportunity Management
      • vertical_split Landing Pages
      • task_alt Check-In
      • view_module Multi-Event Editor
      • move_up Configurable Forms
      • lan Group Organization
    • Volunteer Communication
      • mark_email_read Email Messaging
      • sms Text Messaging
      • share Social Media
    • Client Success
      • checklist Onboarding
      • school Training
  • Solutions
    VolunteerHub simplifies processes and removes friction for both coordinators and volunteers, saving your organization valuable time and resources.
    • Software Benefits
    VolunteerHub Overview Video
    Watch Overview 1:50
    • By Need
      • timer Save Time and Effort
      • extension Integrate with Existing Platforms
      • favorite Improve Volunteer Experience
      • show_chart Boost Volunteer Engagement
      • handshake Build Community Partnership
      • list_alt Consolidate Data Management
    • By Initiative
      • pets Animal Rights
      • music_note Arts and Culture
      • sports_football Athletics
      • bookmark Cause/Cure
      • forest Conservation
      • school Education
      • food_bank Food Banks
      • local_hospital Hospitals
      • attribution Human Rights
      • support Human Services
      • local_library Libraries
      • volunteer_activism Nonprofits
      • campaign Political Campaigns
      • account_balance Public Service
      • church Religious Organizations
  • Pricing
  • Resources
    VolunteerHub provides a bevy of resources to help you succeed in nonprofit and volunteer management.
    • All Resources
    VolunteerHub Overview Video
    Watch Overview 1:50
    • slow_motion_video Software Overview Video
    • menu_book The Book on Volunteer Management
    • format_quote Case Studies
    • rss_feed Blog
    • podcasts Podcast
    • upcoming Product Updates
  • About
    Over the last 20+ years, VolunteerHub has helped thousands of organizations manage billions of volunteer hours.
    • About VolunteerHub
    VolunteerHub Overview Video
    Watch Overview 1:50
    • groups Team
    • handshake Partners
    • work Careers
  • Support
  • Request Demo
Blog
Best Practices 2 min read

Keeping Volunteer Information Secure

Shawn Kendrick August 2, 2011
Share this
volunteer security

In the current age of “hacking,” where so much information is floating around on the internet and in databases, it’s no wonder people are a little bit worried about their privacy. Add to this some recent headlines concerning large retail stores’ electronic files being compromised, and there’s a good chance that some of your volunteers may be feeling even more concerned than usual. Naturally, your organization wants to do everything possible to protect its volunteer management system database. Below are some suggestions on ways to keep your data secure and safe.

Security Settings

One of the most important aspects of security is a firewall to prevent unauthorized internet usage. You’ll want to make sure your volunteer management system provider uses the best firewall systems available to protect your information. In addition, verify that your provider offers flexibility with security permission settings. This will allow the administrator the ability to set security levels on an individual or group basis. In this manner, you can tailor what information is available to users on a “need to know” basis.

Not Just Hackers
Because the stealing and “hacking” of information is sensationalized in the media, many administrators forget that the most likely risk to their data is a system crash. Think about how disheartening it would be to lose years’ worth of data in the event of system failure. The time and money wasted could be tremendous. One of the best ways to guard against this is by the use of a cloud-based volunteer management system. This puts the responsibility of data backup on the cloud software provider. Since most nonprofits simply don’t have the time or resources to devote someone to data backup, storing your data in “the cloud” can be an ideal situation. Some things to look for in a volunteer management system provider are:

  • Redundancy – Does your provider have a mirroring process? If so, what does it look like, and how often does it happen? Also, how often are files backed up? Once a day is ideal.
  • Reliability – Are your provider’s servers monitored 24/7, or just intermittently? What happens if the power or internet connectivity to the servers goes out? Your provider should have backup generators and numerous internet connections from various providers for worst-case scenarios.

Treat a Volunteer Like a Client or Employee
The other aspect of data security has little to do with electronic records. Instead, it’s about how and when information is disseminated. For instance, many volunteer coordinators assume it’s fine for everyone to know who their volunteers are. Coordinators put volunteers’ names in programs, press releases,  et cetera.  However, in reality, a volunteer may not want everyone to know his or her volunteering habits. That’s why it’s probably a good idea to treat a new volunteer like a client or employee. Most agencies have strict guidelines on what information can and can’t be given out in regard to clients served. When signing up a volunteer, take the time to put in writing who you can share their information with and when. Use your existing client and employee release forms as a guide and craft something specifically for volunteers. At this point, a volunteer can put in writing to whom you may release information. It will help ease the frustration of the volunteer who doesn’t mind if his wife calls to get his schedule while protecting the privacy of the volunteer who doesn’t want to be recognized in a picture in the local paper.

When volunteers agree to give your agency information, they are putting their privacy in your hands. The level of trust is extremely high. As such, taking proper security measures is one of the most important things you can do as a volunteer coordinator.

Learn more about VolunteerHub’s volunteer database solution.

  Check Out Our Additional Resources VolunteerHub provides a bevy of resources to help you succeed in volunteer recruitment, engagement, and management.       


Topics Discussed

  • Best Practices

Related Posts

3 min read Deploying a Volunteer System that Recruits and Retains
volunteer system that works
1 min read Customizable Volunteer User Fields - VolunteerHub Makes it Easy
Edit User Form Page
2 min read What Information Should I Collect from Volunteers - How to Get It
Volunteer contact information

Subscribe to Our Blog

Subscribe to receive email notifications every time we publish new insights, news, and thought leadership to our blog.

Subscribe Here!

symbol-full-color
Contact Us

877.482.3340

media@volunteerhub.com

  • Platform
  • Solutions
  • Pricing
  • Resources
  • About
  • Support
  • Privacy Policy
  • Terms of Use
  • Copyright Management
  • Facebook
  • Twitter
  • Linkedin
  • Youtube
  • Vimeo
©2025 BetterGood. All rights reserved.