Organization Terms & Conditions

What this document is

These are the Organization Terms and Conditions referred to in section 5 of the Arkansas Serve Terms & Conditions. They govern the use of Arkansas Serve by an organization — a school, district, juvenile services or court division, nonprofit, congregation, agency, business, or community group — as distinct from the use of the platform by an individual person.

They exist because an organization on Arkansas Serve does things an individual cannot: it creates records about other people, it decides who among its staff sees those records, it places volunteers at events it runs, and it makes assertions about them that schools and courts later rely on. That is a different set of responsibilities, and this document sets it out.

Everything here sits alongside the Privacy Policy, which describes what the platform stores and who can see it. Where this document says an organization "can see" or "holds" something, the Privacy Policy is the authoritative description of the underlying data.

Who agrees to it

These terms bind the organization itself. They are agreed on the organization's behalf when a person registers it on Arkansas Serve, claims an existing listing for it, accepts an administrator role in it, or uses administrative features of the platform for it.

A person who takes any of those actions confirms that they are authorized by the organization to do so. If you are not authorized to commit your organization to an agreement, do not register it, claim it, or accept an administrator role in it — ask someone who is.

An organization's administrators also each hold an individual account, and their own use of that account remains governed by the Terms & Conditions. Neither document releases anyone from the other.

Registering and claiming an organization

Give accurate registration details: legal or commonly used name, county, contact email and phone, and a description that reflects what the organization actually does. The contact details you provide are shown publicly on your organization's page, so use a monitored address that you are content to publish — not a personal one you would rather keep private.

Arkansas Serve also publishes a directory of Arkansas organizations that have not registered, built from public records and public web pages. A listing in that directory is not an account, and appearing there does not mean the organization has agreed to anything. If you claim such a listing, you are stating that you are authorized to act for that organization, and these terms apply from that moment.

An organization that does not wish to appear in the unclaimed directory may ask for its listing to be removed by writing to contact@arkansasserve.com. We will act on a request from someone connected to the organization without requiring an account.

Claims are reviewed by a person before administrative access is granted. We may ask for evidence of your connection to the organization, and we may decline or reverse a claim.

Administrator roles and what they can see

Access on Arkansas Serve is granted per organization. A person's role in your organization says nothing about their role anywhere else, and gives them no visibility into any other organization's records.

Roles run from member, through event administrator, group administrator, and organization administrator. Organization administrators can see the profile, requirement statuses, uploaded requirement documents, sign-ups, and service hours of the people who hold a membership with your organization, and can grant and remove roles within it. Group and event administrators see a narrower slice, scoped to the group or event they are assigned to.

Grant the narrowest role that lets a person do their job, and remove roles promptly when someone leaves or changes duties. Administrative access is the organization's to manage; the platform enforces the boundaries, but it cannot know that a staff member has left.

Platform administrators employed by Arkansas Serve can see records across organizations in order to operate and support the service. That access is described in the Privacy Policy and is logged.

The people on your roster

You may add people to your organization, and you may create a roster record for someone before they have an account — a school adding a student, for example. When you do, you are responsible for having a proper basis to hold that person's information, and for the accuracy of what you enter.

Tell the people you add that you have added them, and what your organization will see. A person who discovers a record about themselves that they did not expect will ask you, not us, and you should be able to answer.

A membership your organization created can only be removed by your administrators — that is deliberate, because the record is yours to keep. It also means requests to correct or remove that information come to you. Handle them, and handle them promptly. Where an individual asks Arkansas Serve instead, we will respond as described in the Privacy Policy and refer the parts that belong to you.

Do not add a person to your organization to obtain visibility of their records without a genuine relationship with them. Doing so is a breach of these terms.

Minors and guardian consent

Arkansas Serve is designed for use by minors with guardian involvement, and a person's minor status is determined from their date of birth. Your organization is the party with the direct relationship to the young people it serves, and the obligations that follow from that relationship are yours.

Your organization can require that a guardian's consent is recorded before a minor may register for its events, and we recommend turning that requirement on wherever your organization works with minors. Where it is on, a minor without consent on file cannot register with you. Consent is recorded per organization, is kept as history rather than as a switch, and a guardian's withdrawal takes effect immediately regardless of your settings.

Guardian access links are single-use and time-limited. Issue them only to the guardian of the young person concerned, and never forward one you have been sent.

If your organization is subject to obligations of its own — the Arkansas Children and Teens Online Privacy Protection Act, COPPA, FERPA, HIPAA, or Arkansas juvenile record law — meeting them remains your responsibility. Arkansas Serve provides mechanisms that support compliance and will describe exactly how they work; it does not assume your obligations. Where your organization needs specific written commitments, see additional security measures below.

Requirements, documents, and background checks

Your organization can define requirements it tracks against its members — a signed waiver, a completed training, a food-safety card — and choose what happens when someone does not hold one: flag it for review, block registration, or allow sign-up but block check-in on the day. Requirements apply only within the organization that set them and do not follow a person elsewhere.

Some requirements ask a member to upload a document as evidence. Those documents are stored privately and shown only to administrators of the organization that asked for them, through a short-lived signed link. Ask only for documents you need, and do not use requirement uploads as general-purpose file storage.

Where a background check is recorded, the platform stores your organization's assertion that a check is none, pending, or cleared, and the date. It does not store the check itself and must not be used to. Do not upload a background check report, criminal history record, medical record, or any similar document to the platform. Performing checks, evaluating them, and keeping the underlying records are your organization's responsibility.

Events you post

Your organization runs the events it posts. Arkansas Serve does not organize, staff, supervise, or insure them, and does not screen volunteers or organizations. Supervision, safeguarding, insurance, and site safety are yours.

Post events accurately: the real date, time, place, and what a volunteer will actually be asked to do. If an event involves physical risk, travel, contact with vulnerable people, or an overnight stay, say so in the description rather than leaving a guardian to discover it. Cancel or update a listing when it changes — people plan around these.

You are responsible for any consent needed for photographs taken at your events, and for the images and content you upload. Do not upload a photograph identifying a young person without the permission of their guardian.

Sign-up questions you set are answered by volunteers and visible to your administrators. Do not use them to collect government identifiers, financial details, health information, or anything else you would not put in an email.

Informational listings and attribution

Some listings on Arkansas Serve are informational: the activity is run by an organization that is not on the platform, and the listing shows details, location, and a link so a volunteer can make contact directly. Some are collected automatically from organizations' own public web pages and calendars, keeping their attribution and a link to the original.

If your organization's public calendar is collected this way and you would rather it were not, tell us and we will stop. If a listing about your organization is wrong, tell us and we will correct or remove it. Neither request requires an account, and neither is conditioned on registering.

Inclusion of a listing is not an endorsement by Arkansas Serve of the organization, its cause, or its views.

Content standards and prohibited use

Do not use your organization's presence on Arkansas Serve to harass, endanger, defraud, or misrepresent anyone; to reach members of other organizations who have no relationship with yours; to send messaging unrelated to a volunteer opportunity; to scrape or bulk-extract information about people; or to post content you do not have the right to share.

Political organizations and issue-advocacy groups are welcome to post volunteer opportunities on the same terms as everyone else, and that access is not an endorsement or an in-kind contribution. Using the platform's publishing tools as a channel for political messaging or to solicit support for a political issue is prohibited, as is using registration tools to disrupt another organization's activities.

Because the platform holds information about minors and court-involved young people, misuse of another person's records is treated as serious, may end your organization's access immediately, and may be reported.

Your records, and your obligations for them

Records your organization creates about its members are yours in substance: you decide what to collect within what the platform offers, who among your staff sees it, and how long you keep it. Arkansas Serve stores those records, enforces the boundaries described in the Privacy Policy, and does not sell personal information, share it with advertisers, or use it to train machine-learning models.

Where information about a student is also an education record under your policy or applicable law, your rules apply to it, and you remain responsible for meeting them.

The platform does not automatically delete member records, service hours, uploads, or guardian consents. If your organization has a retention schedule, applying it to your records here is your responsibility, and we will assist with bulk removal on request. Arkansas Serve's own written retention policy is available to your organization on request.

Organizations that must retain service records for legal, accreditation, or audit purposes should keep their own copies. Arkansas Serve is provided as-is and should not be your only copy of anything you depend on.

Security expectations for administrators

Administrative accounts see other people's information, so a compromised administrator account is a compromise of your members' records. Your organization agrees to:

• Give administrator roles only to people who need them, and remove the role the same day someone leaves or changes duties.
• Use individual accounts. Do not share a login between staff, and do not create a generic "office" account that several people sign in to.
• Keep the organization's contact address monitored, since it receives account and security correspondence.
• Tell us promptly — at contact@arkansasserve.com — if you believe an administrator account has been compromised, or if you become aware of any unauthorized access to your organization's records.

Arkansas Serve maintains a written cybersecurity protocol covering how it detects, contains, and notifies on security incidents, including the timelines referred to in section 14 of the Privacy Policy. It is available to your organization on request; it is not published, so that its contents are not useful to anyone attacking the platform.

Additional security measures

Educational and governmental partners, and any organization with obligations of its own, may ask for additional security or privacy measures for their users. Several are available as settings today — disabling self-join so that only your administrators may add people, locking profile editing so member details change only through you, requiring guardian consent before any minor may register, enforcing requirements as a hard block rather than a flag, and restricting the visibility of your events.

Where an organization needs more than settings, Arkansas Serve maintains a written per-organization security addendum that can be completed and agreed for your organization, recording what has been agreed and who it applies to. Ask for it at contact@arkansasserve.com. The measures agreed for an organization are available on request to that organization's authorized affiliated users.

Service hours and verification

Your organization decides whether hours logged with it need administrator review before they count, and your administrators may approve, reject, reverse, or void hours. An approval records your organization's judgement. It is not a representation by Arkansas Serve that any school, court, employer, or other body will accept those hours.

Approving hours that were not served, or approving them without a basis to believe they were, undermines the record that schools and courts rely on and is a breach of these terms.

Availability, support, and cost

Arkansas Serve is provided as-is and as-available. The platform is under active development and its behavior will change. We do not promise uninterrupted availability, and we may change, suspend, or discontinue features.

Standard use of the platform by an organization carries no fee at present. Any paid or contracted service is agreed separately in writing, and nothing in this document commits your organization to a payment. If a charge is ever introduced for a feature your organization already uses, you will be told before it takes effect and will be able to decline.

Suspension and removal of an organization

We may suspend or remove an organization for a breach of these terms, for conduct that puts a person at risk, for a claim made by someone not authorized to make it, or where required by law. Where circumstances allow, we will say why and what would resolve it.

Section 19 of the Terms & Conditions — notice and an opportunity to cure before legal action — applies between us in both directions.

Ending your use of the platform

Your organization may stop using Arkansas Serve at any time. Tell us, and we will agree what happens to your records: they can be left in place, hidden from public view, exported to you, or deleted. Deletion is not automatic on departure, because organizations frequently have their own obligation to retain service records.

Individual memberships that people created themselves remain theirs to remove. Records your organization created remain subject to your instructions until they are deleted.

Which document wins

Where your organization has a separate written agreement with Arkansas Serve, that agreement governs and prevails over this document to the extent of any conflict, as stated in section 17 of the Terms & Conditions. This document prevails over the general Terms & Conditions on matters specific to organizations. The general Terms & Conditions continue to govern each individual's own use of their account, and the Privacy Policy governs personal information throughout.

Changes to this document

This document carries its own version, separate from the version of the Terms & Conditions and Privacy Policy that individual users accept at sign-in. Changing it does not re-prompt your members.

Material changes are announced as described in section 23 of the Terms & Conditions: three business days' notice before they take effect, sent to the contact address on your organization's record. Continuing to use the platform after a change means the current version applies.

Governing law

Arkansas Serve is a domestic Arkansas limited liability company registered with the Arkansas Secretary of State. This document is governed by the laws of the State of Arkansas, and the courts of Arkansas have jurisdiction over any dispute arising from it.