Introduction

Roadmap Solutions is committed to safeguarding your privacy. This Privacy Policy describes how we collect, use, share, and protect your personal data when you visit our website, participate in our events, or interact with us in other ways.

Information We Collect

Personal Information: Includes names, email addresses, phone numbers, mailing addresses, emergency contact details, dietary preferences, accessibility requirements, and payment information collected during event registration.

Usage Data: Information about your device, IP address, browser type, pages visited, event interactions, and timestamps of interactions.

Photo and Video Data: Images and recordings captured during events where consent has been explicitly given.

How We Use Your Information

Event Management: Processing registrations, managing participant experiences, ensuring accessibility, and providing necessary event communications.

Communication: Sending important notifications, event updates, confirmations, and follow-up surveys.

Improvement and Analytics: Enhancing our services and website experience, analyzing attendance trends, and measuring event success.

Marketing and Promotion: Utilizing event photos, videos, and testimonials (with explicit consent) for promotional activities.

Sharing Your Information

Service Providers: Sharing data securely with trusted third-party vendors for purposes including registration management, payment processing (e.g., Stripe), email communications, and analytics.

Legal Compliance: Disclosing personal information if required by law, in response to valid legal requests, or to protect our rights.

Data Security

We implement rigorous security protocols to safeguard your personal information from unauthorized access, misuse, alteration, disclosure, or destruction.

Your Rights

Access and Correction: Request access to your personal information and corrections if necessary.

Opt-Out and Consent Withdrawal: Opt-out of marketing communications or withdraw consent to photography and video recording at any time by contacting us directly.

Data Deletion: Request the deletion of your personal data from our records, subject to legal obligations.

Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes described in this policy or as required by law.

Changes to This Policy

We reserve the right to update this Privacy Policy periodically. Any updates will be communicated clearly on our website, and continued use of our services indicates acceptance of these updates.

Contact Information

For questions, concerns, or to exercise your data rights, please contact us:

Email: support@roadmapsolutions.org

Mailing Address: 2205 W. Balboa Blvd, Apt B, Newport Beach, CA 92663

Overview of Volunteer Program

Roadmap Solutions relies on dedicated volunteers to support events such as SoCal Dreamin’. Volunteers play vital roles in various capacities, from logistical support and attendee assistance to event coordination and technical roles. Our program is designed to ensure volunteers gain valuable experience, clearly understand their responsibilities, and contribute effectively to the event’s success.

Attendance and Punctuality

Volunteers are expected to attend all scheduled shifts and meetings punctually.

If unable to attend or running late, volunteers must inform their supervisor or volunteer coordinator immediately.

Consistent attendance issues or unexplained absences may lead to reassignment of duties or termination of volunteer service.

Training and Orientation Requirements

All volunteers must participate in mandatory orientation and training sessions before the event to understand roles, responsibilities, and safety protocols.

Specific role-based training may be required depending on the volunteer assignment.

Volunteers who miss mandatory training must communicate promptly with the volunteer coordinator to arrange alternative sessions.

Communication and Reporting Procedures

Volunteers should maintain regular communication with their assigned volunteer coordinator.

All incidents, concerns, or emergencies must be reported immediately following the established reporting protocols provided during orientation.

Volunteers should use designated communication channels (e.g., group messaging apps, emails, or direct phone lines) as outlined by their coordinator.

Dress Code and Professionalism

Volunteers are required to maintain a clean, neat, and professional appearance suitable for their assigned roles and responsibilities.

Specific dress guidelines, if applicable, will be provided during orientation sessions.

Volunteers must wear their provided identification badges clearly visible at all times during their volunteer shifts.

Grievance and Conflict Resolution

Volunteers who experience or witness conflicts, grievances, or concerns should immediately bring them to the attention of their volunteer coordinator or event supervisor.

Roadmap Solutions is committed to addressing grievances fairly, confidentially, and promptly through open communication and mediation.

Safety, Security, and Emergency Procedures

Volunteers must familiarize themselves with all safety protocols and emergency procedures provided during orientation.

Volunteers are responsible for immediately reporting any safety hazards, suspicious activities, or security concerns to their supervisor or designated safety personnel.

During emergencies, volunteers should follow all instructions from event staff and emergency response personnel promptly and calmly.

Exit Procedures

Volunteers intending to end their service are expected to provide reasonable advance notice to allow a smooth transition.

Volunteers must return all event-related materials, equipment, and identification badges upon termination of their volunteer role.

Volunteers must immediately cease all access to event systems and confidential information upon termination of their service.

Volunteers may participate in an exit interview to provide feedback regarding their volunteer experience.