MISSION VOLUNTEERS
DATABASE (MVDB) GUIDELINESINDEX
I. MVDB OVERVIEW
1. MVDB Description
2. MVDB Purpose and Applications
3. MVDB User Access
a. Designated and Authorized Users
b. Volunteer / Public UsersII. PRIVACY RIGHTS
1. Individual Privacy Rights
2. Privacy Rights Statement
3. Grandfathered Personal Information
4. Right to Change the PolicyIII. CONFIDENTIALITY
1. Authorized User Confidentiality AgreementMission Volunteers Program Area
General Board of Global Ministries
The United Methodist Church
475 Riverside Drive, Suite 330
New York, NY 10115
Tel (212) 870-3825
E-mail: voldata@gbgm-umc.org
MISSION VOLUNTEERS
DATABASE (MVDB) GUIDELINESOVERVIEW
The MVDB is a multifaceted, multipurpose database created at the request of the leadership of The United Methodist Volunteers In Mission movement’s leadership. Being introduced into use in the fall of 2001, the MVDB is a web-based database, residing on a server at the General Board of Global Ministries that will provide for both volunteer input and staff use and communication. It is a database of volunteers and prospective volunteers providing information for volunteer recruitment, placement and communication, as well as insurance and statistical record keeping.
The GBGM maintains physical, electronic, and procedural safeguards that comply with and even exceed federal standards to store and secure information about volunteers from unauthorized access, alteration, loss, misuse, and/or destruction.
PURPOSE and APPLICATIONS OF MVDB
1. Volunteers and interested persons will be able to provide or update, both online and off, their personal information themselves.
2. Volunteers and interested persons will be able to request to be put on the mailing lists of various volunteer program newsletters.
3. Volunteers and interested persons will be able to express interest in the various Mission Volunteer programs, Volunteers In Mission, and from UMCOR regarding Disaster Response/Relief.
4. Coordinators of the various Mission Volunteer programs, Jurisdictional and Annual Conferences will have improved communication capabilities with volunteers within their programs and areas.
5. The MVDB will empower recruitment and placement of volunteers by identifying needed or requested resources such as skills, interests, training, experiences, and availability.
6. The MVDB will better enable the GBGM Mission Volunteers Program Area, the UMVIM Jurisdictional and Annual Conference Coordinators, and UMCOR to:
A. manage information, such as processing accident insurance applications, and documentation on specific program participants, such as Individual Volunteers;
B. provide reports such as statistics on a program, e.g. where volunteers serve, where volunteers are from, etc.;
C. locate and identify volunteers for specific needs;
D. and reduce paper.
Access is restricted to designated persons who are password-authorized to enter, read, and use the data contained within the MVDB and only as it pertains to their role within the GBGM-UMC Mission Volunteers programs, UMVIM networks and UMCOR.
A. Authorized users are persons identified and designated by GBGM-UMC MV staff and who are processed in the following manner. The Assistant General Secretary of Mission Volunteers approves all authorized users. She/He does so in coordination with the MVDB Coordinator and Jurisdictional Coordinators. Once approved, the MVDB Coordinator works with the GBGM technological support representative to obtain and assign a password. The MVDB Coordinator then obtains a signed "Authorized User Confidentiality Agreement" from the designated authorized user, provides information and training and provides the authorized user his/her password.
B. Volunteers or other interested parties may input data into the MVDB online as individuals via the Mission Volunteers’ website (http://gbgm-umc.org/vim) to add new or revise existing personal data (without immediate access to any existing information in the database) or to put in a request for newsletters or program information. Volunteers cannot access, read, or download any MVDB information online. The only means to do so is to request offline and in writing a copy of their personal information.
Mission Volunteers Program Area
General Board of Global Ministries
The United Methodist Church
475 Riverside Drive, Suite 330
New York, NY 10115
Tel (212) 870-3825
E-mail: voldata@gbgm-umc.org
MISSION VOLUNTEERS
DATABASE (MVDB) GUIDELINESPRIVACY RIGHTS
INDIVIDUAL PRIVACY RIGHTS STATEMENT
All data submitted or collected after September 1, 2001 comes from various forms and documents that have on them or attached to them the standard Privacy Rights Statement with a consenting signature or check box prior to input of data. In addition, pre-existing or "grandfathered" data will be entered from various sources, including existing databases. For persons whose data was received as grandfathered, a reasonable effort to inform them of the inclusion will be made and they will be given the option to have the data removed. Information on future forms, serving as sources of information for the MVDB, will have the Privacy Rights Statement on or attached to them. Non-grandfathered personal information will not be entered into the MVDB without a consenting signature.
Your Privacy Rights:
1. Your consent is required to have your personal data entered into the MVDB OR, in the special case of grandfathered data, reasonable effort will be made to notify you of the MVDB and of how you can request in writing to have your personal data edited or removed.
2. You have the right to know who has access to your personal data.
3. You have the right to know how your personal data is to be used.
4. You have the right to check on the content of your personal data contained within the MVDB. You can do this by sending a written and signed request to the MVDB Coordinator.
5. You have the right to request corrections or updates to your personal data. You can do this by sending a written, signed request to the MVDB Coordinator, Mission Volunteers Program Area, 475 Riverside Drive, Suite 1374, New York, NY, 10115.
6. You have the right to have your personal data deleted from the MVDB. You can do this by sending a written and signed request to the MVDB Coordinator, Mission Volunteers Program Area, 475 Riverside Drive, Suite 1374, New York, NY, 10115.
7. You have the right to view the MVDB Guidelines. You can do this on the GBGM Mission Volunteers website at http://gbgm-umc.org/vim.
PRIVACY RIGHTS STATEMENT (sample)
By my (checkmark, online submission or signature below), I consent to the recording of the personal data I am providing for the Mission Volunteers Database (MVDB), utilized by designated, password-authorized persons in GBGM, UM Committee on Relief (UMCOR), UM Volunteers In Mission (UMVIM), and MV programs. A voluntary service, the MVDB provides information for volunteer recruitment, placement, and communication, as well as insurance and statistical record keeping. I may obtain a copy of and/or request the deletion of my data by contacting GBGM by signatured request. After seven (7) years of no data activity, my personal data may be deleted. I release GBGM and all MVDB-authorized users from all legal responsibility for the use of my personal data unless they have recklessly misused the information. For complete details regarding MVDB policies, please consult: http://gbgm-umc.org/vim/mvdb/policy.htm.
GRANDFATHERED PERSONAL INFORMATION
Insurance Applicants (grandfathered data) - For the purpose of information management, insurance applications from 2000 and 2001 are being entered into the MVDB and a letter is being mailed to each applicant along with a Volunteer Data Form. This letter and the Volunteer Data Form notifies the individual that the information on their application has been entered into the database and explains that they have a choice to let the information remain in the MVDB, update, or add additional information to the MVDB (via the Volunteer Data Form) or request to have their personal information removed.
Various existing databases (grandfathered data) will be merged into the MVDB beginning May 2001. Each database manager will be requested to sign the following statement * as well as provide a means for informing persons of their rights. Those persons whose information is on the various databases from United Methodist VIM Jurisdictional and Annual Conferences and Mission Volunteer Programs will be informed by listservs, mailings, newsletters, conference newspapers, or comparable reasonable means, that their information will be merged into the MVDB and how they can add or update their information or request to have the information removed.
* We, [name of Conference, Jurisdiction, Program] warrant that the information in our database was obtained from persons consenting to have their information on our database. We have made reasonable effort in good faith to inform all persons in our database that their information is being merged into the General Board of Global Ministries (GBGM) - Mission Volunteers Database (MVDB) and their rights to obtain their data and request their information be removed. We will indemnify and hold GBGM and UMVIM harmless from any and all claims, liabilities, and damages arising from and related to the posting of your data onto the GBGM-MVDB.
Privacy Rights Statement to use for informing persons in current databases Sample Conference, Jurisdiction, Program statement for publication
As of May 15th, 2001 the [name of Conference, Jurisdiction, Program] database will become part of the new and comprehensive General Board of Global Ministries - United Methodist Church Mission Volunteers Data Base. The Mission Volunteers Database (MVDB) is a voluntary service, and will provide information for volunteer recruitment, placement, and communication, as well as insurance and statistical record keeping. The MVDB will be utilized by designated, password-authorized persons in GBGM, UM Committee on Relief (UMCOR), UM Volunteers In Mission (UMVIM), and MV programs. You may obtain a copy of and/or request the deletion of your data by contacting GBGM by written request by contacting MVDB Coordinator in writing at voldata@gbgm-umc.com or to Mission Volunteers, Att: MVDB Coordinator, GBGM-UMC, 475 Riverside Drive, Suite 1374, New York, NY 10115-0122. After seven (7) years of no data activity, your personal data may be deleted. For complete details regarding MVDB policies, please consult: http://gbgm-umc.org/vim/mvdb/policy.htm.
This policy is effective May 15, 2001. The information regarding these MVDB Guidelines is subject to revision. Concerned users should periodically revisit this policy, in order to be properly informed, as the law regarding electronic database privacy is in its infancy and still developing. As has been the case here, efforts will be made to comply with current Federal Trade Commission policy.
Mission Volunteers Program Area
General Board of Global Ministries
The United Methodist Church
475 Riverside Drive, Suite 330
New York, NY 10115
Tel (212) 870-3825
E-mail: voldata@gbgm-umc.org
MISSION VOLUNTEERS
DATABASE (MVDB) GUIDELINESCONFIDENTIALITY
Authorized User Confidentiality Agreement
The following is the content of the "Authorized User Confidentiality Agreement" with the General Board of Global Ministries of The United Methodist Church’s Mission Volunteers Program Area. No one will be granted a password nor be authorized to enter the GBGM-MVDB unless he/she has agreed in writing to comply with all of the following terms:
I understand that an authorized user of the MVDB is a person in one of the following areas: GBGM, United Methodist Committee on Relief (UMCOR), United Methodist Volunteers In Mission (UMVIM), and MV programs.
I understand that personal information, which is provided for the Mission Volunteers Database (MVDB), will be utilized by designated, password-authorized persons for the purpose of: volunteer recruitment, placement, communication, insurance, and statistical record keeping.
I understand that I may not use the MVDB for the solicitation of funds, unless for newsletters or other communications that have only an incidental reference to the solicitation of funds. The intention is that the MVDB may not be used for the direct solicitation of funds for programs or projects.
I will use the information in the MVDB only as the information and its use pertains to my role, my program, and/or my geographical area within the GBGM-UMC Mission Volunteers programs.
I will not disclose personal data from the MVDB to any other person, except as otherwise permitted in this agreement, with permission of the individual, or as directed by a law-enforcement inquiry supported by a subpoena or court-sanctioned demand.
I will provide privacy and security for all personal information in my possession such as entry documents and MVDB reports.
I will not allow any other person to use my personal password and authorization to access the MVDB.
I will ensure that I have the proper Privacy Rights consents prior to entering anyone's personal data into the MVDB, except for data that was acquired prior to the grandfathering limit date of September 1, 2001.
I will ensure compliance with any person's signed, written request to receive his/her personal information, to challenge their personal information, or to have their personal information removed from the MVDB.
I will not enter any personal information into the MVDB that is subjective or opinionated in nature. I will only enter factual data that has been submitted by the individual with his/her consent to be on the MVDB or that was collected with opportunity for consent as with grandfathered data.
I will comply with all GBGM MVDB guidelines.
I understand that if I fail to comply with the GBGM MVDB guidelines and this agreement, my password will be revoked and I will no longer be granted access as an authorized user. Further, if I am an employee of the GBGM, UMCOR, Mission Volunteers, UMVIM, or any aspect of The United Methodist Church, and I misuse MVDB personal information, I may be subject to disciplinary action by my employer. I understand that I could also be subject to legal action by the person or persons whose information I misused.
I understand that there is neither contract formed or implied nor any warranty between GBGM and any other person or organization consulting the MVDB regarding the content or accuracy of the personal data provided to and contained within the MVDB.
I understand that GBGM is not a broker or placement service. The GBGM provides the MVDB to authorized users as a volunteer service to designated participating program areas.
Mission Volunteers Program Area
General Board of Global Ministries
The United Methodist Church
475 Riverside Drive, Suite 330
New York, NY 10115
Tel (212) 870-3825
E-mail: voldata@gbgm-umc.org
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