1. About WARM
WARM is a volunteer rostering and shift coordination application used to help manage volunteer availability, shift assignments, open shifts, schedules, and related communications for the Winter Accommodation Resource Movement and associated community programs.
This Privacy Policy explains how we collect, use, store, and protect personal information when you use the WARM website or Android application.
2. Information we collect
When you use WARM, we may collect the following information:
- Your name
- Email address
- Mobile phone number
- Suburb or general location information, if provided
- Login and account information
- Volunteer role information, such as volunteer, shift manager, or administrator
- Shift assignments, completed shifts, open-shift activity, and schedule information
- App activity, such as last login, account status, and roster usage
- Support requests or messages you send to us
- Technical information needed to operate and secure the app, such as device, browser, error, and diagnostic information
We do not intentionally collect sensitive health, financial, government identity, or payment information through the app.
3. How we use your information
We use your information to:
- Create and manage your WARM account
- Show available shifts, assigned shifts, and roster schedules
- Allow authorised users to manage volunteer rosters
- Communicate roster updates, shift changes, and support information
- Help administrators coordinate volunteers and shift coverage
- Improve the reliability, security, and usability of the app
- Detect, investigate, and prevent misuse, errors, or unauthorised access
- Meet legal, administrative, and operational obligations
4. Sharing of information
We may share relevant volunteer and roster information with authorised WARM administrators, shift managers, and approved organisational representatives for roster coordination purposes.
We do not sell your personal information.
We may use trusted technology service providers to host, maintain, secure, or support the app. These providers may process information only as needed to provide services to us.
We may disclose information if required by law, regulation, court order, or a valid legal request.
5. Data storage and security
We take reasonable steps to protect personal information from unauthorised access, misuse, loss, interference, disclosure, or alteration.
Access to administrative functions is restricted to authorised users. We use technical and organisational controls such as account authentication, access controls, secure hosting, and encrypted connections where appropriate.
No online service can guarantee complete security, but we work to protect the information we hold.
6. Account access and correction
You may request access to, correction of, or update of your personal information by contacting the WARM administrator or support contact.
If your details are incorrect, such as your name, email address, phone number, suburb, or role, you may ask us to correct them.
7. Account deletion and data removal
You may request deletion of your WARM account and associated personal information by contacting us.
Some information may need to be retained for a limited period where required for operational, legal, audit, safety, or record-keeping purposes, including historical roster records and shift coordination records.
To request account deletion, email support@warmroster.app.
If available, you may also use: https://warmroster.app/account-deletion
8. Children’s privacy
WARM is intended for use by approved volunteers and authorised organisational users. It is not intended for children under 13.
If we become aware that we have collected personal information from a child without appropriate consent, we will take reasonable steps to delete it.
9. Notifications and communications
The app may send or display roster-related communications, such as shift updates, open-shift information, reminders, administrative messages, or support notices.
You may contact us if you no longer wish to receive certain non-essential communications.
10. Third-party links and services
WARM may include links to third-party websites or services. We are not responsible for the privacy practices or content of those third-party services.
11. Changes to this Privacy Policy
We may update this Privacy Policy from time to time. If we make material changes, we may notify users through the app, website, email, or other appropriate method.
The latest version will be available at: https://warmroster.app/privacy