- About Us
Effective Date: December 1, 2018
Amended February 16, 2023
The USO may collect and process certain necessary personal data about you. This includes:
- Your name, email address, phone number, home address, birthdate, gender, emergency contact information, military affiliation, and life experience/skills.
- You may also elect to provide the USO with your picture for use with your contact details in the USO’s volunteer materials.
The USO does not use its volunteer management system, volunteers.uso.org, to collect any personally identifiable information about you other than what you provide voluntarily.
The USO processes this personal data for various purposes, including, but not limited to, those described below.
The USO uses personal data to establish and perform the terms of volunteer service, to maintain or terminate the volunteer relationship, and to enable you to perform your duties. Personal data is used to register, track, manage, and communicate with volunteers on USO’s volunteer management system at volunteers.uso.org. We may also use such information to improve our understanding of your interests, expand our services, or contact you for future support, either by email, postal mail, telephone, social media, or short message service (“SMS”). We may collect demographic information from other sources to help us learn more about your characteristics and interests. We may also use your personal information in other ways, such as to contact you about other USO activities and/or fundraising campaigns, or as otherwise disclosed to you at the point of collection. We may also use your name, postal delivery information, and telephone number to contact you offline. If you do not wish for the USO to use your personal information to contact you offline, or if you do not wish to receive marketing communications from the USO, you can opt out at any time.
The USO uses personal information to make automated decisions — including evaluation of skills, experiences, or achievements, as allowable by law — and may make volunteer assignment decisions based on such analysis. The USO may also use such information to improve our understanding of your interests, to improve our services, and to contact individuals in the event of an emergency. On occasion, your phone number may be shared with another volunteer or printed in a schedule roster in the event you need to be contacted regarding your service. You may choose to “opt in” or “opt out” of giving the USO permission to share your name with other volunteers in your USO center on calendars and opportunity rosters that denote schedule shift openings or occupied slots. If you choose to “opt in,” your name and volunteer time slot may be shared with other volunteers via email, on an electronic calendar, through internal paper memos, in a scheduling book, on a bulletin board, or other center communications.
If you choose to provide us with your picture, the USO may use this picture with your contact details in USO directories, in internal communications and newsletters, and in external news and media in connection with events and updates about the USO.
We may publicize your first and last name for volunteer recognition purposes both in your center and outside your center.
Where permitted by local law and with your consent, we may also contact references that you list and hold background checks to evaluate eligibility for volunteer service.
The USO processes this personal data to provide access to the USO’s offices, and for management of IT systems and infrastructure, and inclusion in USO directories and provision of communication services such as e-mail, telephone and internet access.
The USO processes this personal data: to protect the security of the USO’s premises, assets, systems, and intellectual property; in enforcing USO policies, including monitoring communications where permitted by local law and in accordance with the USO’s code of business conduct; in protection of USO property; and for investigations and disciplinary actions.
The USO processes this personal data to comply with applicable laws and protection of the USO’s legitimate business interests and legal rights, including, but not limited to, use in connection with legal claims, compliance, regulatory, investigative and disciplinary purposes (including disclosure of such information in connection with legal process or litigation) and in accordance with the USO’s ethics and compliance reporting tools.
On occasion, the USO may contact you for future support, either by email, phone, or postal mail.
Where we intend to process your personal data for a purpose other than the purpose for which it was collected, we will provide you with information regarding the purpose for the processing, as well as other relevant information, prior to processing your personal data for the new purpose.
The USO’s legal basis for processing
We process your personal data when we need to do this to fulfill your terms of volunteer service.
We also process your personal data where we are required by law (for example, to comply with record keeping obligations).
We may also process your personal data with your consent.
In some cases, the provision of personal data will be a statutory duty, and your failure to provide the personal data in these circumstances could result in the USO being unable to fulfill the volunteer relationship.
Retention of your data
The USO will keep this information, together with data retained from the application and selection process, for the course of the volunteer relationship, and for a period of at least three (3) years after the termination of your volunteer service, for the purposes set forth above and to enable USO to confirm your volunteer service.
Transfers outside of the EEA
Personal data is transferred to the USO in the United States, and to USO’s third-party service providers in countries outside the European Economic Area (“EEA”), who are under contract for the above purposes, including facilitating USO’s volunteer management processes, and is stored and processed manually and electronically through global systems and tools for the purposes outlined above.
Disclosure to third parties
Personal data is shared with government authorities and/or law enforcement officials if required for the purposes above, if mandated by law, or if required for the legal protection of the USO’s legitimate interests in compliance with applicable laws.
Personal data is also shared with third-party service providers, such as Digital Cheetah, who will process it on behalf of the USO for the purposes above.
If you wish to access your personal data, then you may contact the USO’s Human Resources Department via the [email protected] email address or by phone at (703) 908-6473.
You have the right to ask the USO to rectify, block, complete, and delete your personal data, and restrict its use. You have the right to request further information about the handling of your personal data. You also have certain rights to data portability.
In addition, you can object to the processing of your data by the USO in some circumstances and, where you have consented to the processing of your data, you may withdraw this consent.
All requests will be dealt with at the earliest opportunity and any delay will be kept to a minimum. Any applicable statutory time limit for our response will not be exceeded.
There are exceptions to these rights, however. For example, access to personal data may be denied in some circumstances if making the information available would reveal personal information about another person or if the USO is legally prevented from disclosing such information. In addition, the USO may be able to retain data even if you withdraw your consent, where the USO can demonstrate that it has a legal requirement to retain and/or process your data.
If you have unresolved concerns, you should contact USO’s Human Resources Department via [email protected] or by phone at (703) 908-6473. If you have a complaint you may contact the USO’s Senior Vice President, Human Resources:
Senior Vice President, Human Resources
2111 Wilson Blvd., Suite 1200
Arlington VA 22201
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