Privacy Notice

Information we collect

When you submit a volunteer application, we collect the information you provide on the application form, including:

• Contact details (name, address, phone, email)
• Date of birth and Florida residency information
• Work history, education, qualifications, languages, and prior volunteer experience
• Personal references and self-disclosed conflict-of-interest and criminal history information
• Availability, demographic information, and survey responses (optional)
• Your typed signature and consent acknowledgments
• Technical metadata: your IP address and browser user-agent at the time of submission (used for fraud and abuse prevention)

How we use your information

Your information is used solely to:

• Evaluate your suitability to serve as a volunteer ombudsman
• Conduct required Level II background screening and reference checks
• Contact you about the status of your application
• Match approved volunteers with appropriate facilities and districts
• Maintain program records as required by Florida law and federal Older Americans Act regulations

We do not sell, rent, or share your information with third parties for marketing purposes.

Who can see your information

Submitted applications are accessible only to authorized LTCOP staff and District Managers responsible for volunteer recruitment and program oversight. Applications are stored in a private, access-controlled database, and account access is limited to staff with a documented need.

How we protect your information

• All traffic is encrypted in transit using HTTPS/TLS.
• Application data is stored in a private database protected by row-level access controls.
• PDF copies of submitted applications are stored in a private, non-public storage bucket. Staff retrieve them via short-lived, authenticated links.
• Email notifications sent to staff do not include applicant personal details — staff must sign in to the admin dashboard to view application content.
• Only authenticated staff accounts with an explicitly granted admin role can read application data.

Public records

As a Florida state program, LTCOP records may be subject to disclosure under Florida's public records law (Chapter 119, Florida Statutes). If you believe you qualify for an exemption (for example, as a current or former law-enforcement officer or judge), please indicate that on the application form so we can handle your records appropriately.

Your rights

You may contact LTCOP at any time to:

• Request a copy of the information we have about you
• Request that inaccurate information be corrected
• Request deletion of your application if it has not yet been acted upon (subject to applicable record-retention laws)
• Withdraw your application at any time

Contact

For privacy-related questions or requests, please contact: