Effective September 2026

Volunteer applicant privacy notice

This notice covers information submitted through the Scanner Alerts Media Group Volunteer Training and generated while an applicant completes training.

Information collected

We collect the contact, location, availability, interests, experience, motivation, equipment, role, and operation information entered in the application. We also record acknowledgments, completed lessons, practical and assessment results, help requests, administrative decisions, audit events, certificates, assigned identifiers, and access activation status.

Basic site metrics count visits by date and page. The onboarding site does not intentionally store an IP address with those aggregate visit counts and does not save partially typed application answers before submission.

How information is used

Information is used to deliver self-paced training, preserve progress, evaluate volunteer readiness, respond to help requests, make role and operation decisions, create an audit record, and—only after approval—provision appropriate system access. Application and training emails are delivered through SAMG’s email service provider.

Access and disclosure

Application records are limited to authorized SAMG administrators and service providers needed to operate the program. Approved details are sent to the Scanner System CAD only when an administrator activates an approved dispatcher. SAMG may also preserve or disclose records when reasonably necessary for security, legal compliance, or the protection of people and systems.

Retention and choices

Incomplete or unaccepted application records may be retained for up to 24 months after the last activity. Records for accepted volunteers—including training, approval, and audit history—may be retained throughout service and for three years afterward. Security or legal records may be kept longer when reasonably necessary.

Applicants may ask to access, correct, or delete their information by emailing [email protected]. Some records may be retained when needed for security, administration, or legal obligations. A private training link should be protected like a password and reported if exposed.

Media is separate

Applying or training does not grant SAMG a license to personal photos, video, or audio. The current Media Submission Policy is presented for acceptance when media is actually submitted.