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Privacy Policy

Effective June 12, 2026 · Last updated October 4, 2026

Volunteer Ledger exists to track volunteer hours for hospice agencies, nothing more. This policy explains, in plain language, what information passes through the service, why, and what happens to it. We have tried to keep it short enough to actually read.

We never ask for or store patient information. Volunteer Ledger has no patient fields, no visit records, and nowhere to link a volunteer hour to a patient. Because the product holds no protected health information (PHI), no HIPAA Business Associate Agreement (BAA) is required.

The short version

  • Your agency's data belongs to your agency. You can export it anytime and ask us to delete it.
  • Inside the service we collect only what it needs to run: the volunteer records your agency enters, staff account details, and basic technical logs. Our website also records how new trials found us and what you send through its contact form.
  • We never sell data, never run ads, and never use customer data to train AI models.
  • No patient data, ever, by design.
  • One essential session cookie in the app; analytics on our public marketing pages only, never inside the application.

Who we are

Volunteer Ledger is operated by MortonApps LLC and lives at volunteerledger.com. If anything in this policy is unclear, or you want to exercise any of the rights described below, email us at [email protected], a real, monitored inbox.

What we collect

Volunteer records your agency enters. Agencies use Volunteer Ledger to keep records about their volunteers. Depending on what your agency chooses to enter, a volunteer record can include: name, date of birth, postal address, phone number, email address, emergency contact name and phone, areas of service, service notes, and volunteer hours and mileage.

Staff accounts. When an agency staff member is invited to the service, we store their name, email address, and a hashed password (we never store the password itself).

Usage and log data. Like virtually every web service, we keep basic technical logs (such as IP address, browser type, and request timestamps) for security and troubleshooting, and each hour entry keeps an audit trail of who created or changed it.

How you found us. Our public website keeps a small note in your browser about how you first arrived in the last 30 days: the first page you visited, the website that sent you (if any), and any campaign tags in the link you followed. When you start a free trial, that note is sent to us with your signup, along with the page you signed up on. We keep it with your new account and include it in the internal email that tells us about each new signup. We use it to learn which pages, websites, and campaigns bring us customers and where to focus our marketing, to follow up with you about your trial, to credit anyone who referred you to us, and to spot fake or abusive signups. We never sell it or share it with advertisers. It is not shown in the app; to see it or have it removed, email [email protected]. Accounts created before October 4, 2026 have no such record.

Messages you send us. When you use the contact form on our website, we receive what you enter (your name, organization, email address, and message), the page you sent it from, a similar note of how you arrived, your approximate location (country and state), your browser type, and a scrambled form of your IP address that helps us block spam. We use these to reply to you, follow up, and learn which pages bring us inquiries. The form also runs Cloudflare Turnstile, a bot check that receives your IP address and technical details about your browser under Cloudflare's own privacy terms.

Our role: your agency controls its data

For the volunteer information described above, your agency is the data controller and MortonApps LLC is the data processor. In plain terms: the agency decides what volunteer information to enter and why; we process it only on the agency's instructions, solely to provide the service. The lawful basis for our processing is the agency's instructions under our agreement with them; agencies are responsible for having an appropriate basis (such as volunteer consent or legitimate interest) for the records they keep. Our processor commitments (including breach notice, subprocessor-change notice, and deletion on termination) are set out in our Data Processing Addendum.

The note of how a new account found us, and messages people send us through our website, are different: we collect them for our own business, not on your agency’s behalf. For those, MortonApps LLC is the controller, and they are not part of the Data Processing Addendum.

No patient information, by design

Volunteer Ledger is a companion to your EMR, not a replacement for it. Patient-care documentation stays in your EMR. There are no patient fields anywhere in this product, free-text fields carry a visible reminder to never enter patient information, and our Terms of Service prohibit entering PHI. Because the service holds no PHI, it is not a HIPAA business associate and no BAA is required.

How we use data

Apart from the note of how a new account found us (described above), we use the data in your account for exactly one purpose: providing the service to your agency (storing records, generating reports, sending the report emails you schedule, keeping your account secure, and sending account, billing, and trial messages to your administrators). Specifically:

  • We never sell personal information, to anyone, for any reason.
  • We never show ads and never share data with advertisers.
  • We never use customer data to train AI models.
  • We do not mine, profile, or analyze the records your agency enters for any purpose beyond running the service.

Who else touches the data (subprocessors)

We use a small number of infrastructure providers to run the service:

  • Cloudflare: hosting and data storage (United States). The live service and everything in it runs on Cloudflare's infrastructure; apart from the encrypted backups described below and anything you choose to email us, your agency's volunteer records are not copied anywhere else.
  • Amazon Web Services (AWS): email delivery via Amazon SES (for messages the service sends, such as invitations and notifications) and encrypted, off-site database backups via Amazon S3 for disaster recovery (United States).
  • Microsoft: our business email (Microsoft 365), which holds the emails you send us, our internal alert about each new signup (which names your agency and the person who signed up), and messages from our website’s contact form (United States).

That's the full list. These providers process data only as needed to provide their service to us, and we will update this policy if the list changes.

Payments

Paid plans are sold and processed by Lemon Squeezy, our merchant of record. They are listed separately from the providers above because they never receive your volunteer records: no volunteers, no hours, no requirements. What they do receive is the billing contact's name and email address and the subscription itself, and they hold the card details, which we never see or store. As merchant of record, Lemon Squeezy handles that payment information under its own privacy terms and for its own tax and fraud-prevention obligations, rather than on our instructions.

How we protect it

  • Passwords are hashed with PBKDF2; we cannot see or recover them.
  • Session tokens are stored hashed.
  • If your agency configures custom SMTP credentials, they are encrypted at rest.
  • Role-based access controls (admin, staff, read-only viewer) limit who in your agency can see and change what.
  • Each agency's data is isolated to its own workspace (tenant isolation).
  • All traffic to the service is encrypted in transit over HTTPS.

No internet service can promise perfect security, but we keep the design simple and the attack surface small, and we will notify affected agencies promptly if we ever discover a breach involving their data. Our Security page covers these safeguards in more detail.

How long we keep data

  • Active subscriptions and trials: data is retained for as long as your account is active.
  • Lapsed accounts: if a trial or subscription lapses, the account becomes read-only. The data stays intact, viewable, and exportable; it is never deleted automatically.
  • Deletion on request: an agency can request full deletion of its data anytime by emailing [email protected].
  • Backups: for disaster recovery we keep encrypted, access-controlled backups of the database in Amazon Web Services (Amazon S3): recent daily backups for 90 days, plus periodic archival snapshots kept long-term. When you ask us to delete your data, we remove it from the live service promptly; any copies that remain in backups are used solely to recover from a failure and are not otherwise accessed.
  • Abandoned signups: trial workspaces that are created but never activated are purged after about 7 days.
  • How you found us, and messages you send us: the signup note is kept with your account and deleted with it. Our internal new-signup emails and contact-form messages are kept as business records. If you ask, we will delete or anonymize them, unless we need to keep them for a legal, tax, or security reason; copies in backups expire on their normal schedule.

Your rights and choices

Agencies can access and export all of their data (CSV export is built in), correct any record, and request deletion of their account and data by emailing us.

Individual volunteers and staff who want to access, correct, export, or delete information about themselves should contact their agency first; the agency controls its records and can handle most requests directly in the app. You can also email [email protected] and we will help route the request to the right place. We respond to all requests and never penalize anyone for making one.

Cookies

Inside the signed-in application we set one essential session cookie so you stay signed in: no tracking cookies, no advertising cookies, and no analytics. On our public marketing pages we use Cloudflare Web Analytics, which counts visits without cookies and does not identify or follow individual visitors, so we can see which pages people use and improve them. Our own small script on those pages keeps the note of how you found us in your browser (in local storage, not a cookie) and ignores it after 30 days. The note leaves your browser only if you start a trial, send us anything through a form on our site, or tap a phone number or email link on our site; for a tap, we record the page, the note, and your approximate location (country and state), without your name or contact details. Our site does not respond to browser Do Not Track signals, and we do not track you across other websites. We do not run analytics of any kind inside the application, where your agency's volunteer data lives.

Children

Volunteer Ledger is a business tool for hospice agencies and is not directed at children. We do not knowingly collect information from children, and agency staff accounts are intended for adults.

Changes to this policy

If we change this policy, we will update the date at the top of this page, and for any meaningful change we will let active customers know by email. We won't reduce your rights under this policy without telling you first.

Contact

Questions, requests, or concerns: [email protected]. This inbox is monitored by the people who build the product.

See also our Terms of Service.