Last updated: May 4, 2026
1. Introduction
Hands of the Kingdom, Inc. ("we," "us," or "our") is a volunteer-run 501(c)(3) nonprofit organization based in the Twin Cities, Minnesota. We operate the website hok.fieldrapp.com (the "Site"), including the volunteer portal, lottery signup system, and grant application portal.
This Privacy Policy explains what personal information we collect, how we use it, how we store and protect it, and what rights you have regarding your information. By using our Site, you agree to the practices described in this policy.
2. Information We Collect
We collect personal information that you voluntarily provide when creating a volunteer account, using the volunteer portal, or submitting a grant application. This information may include:
- Full name — used to identify volunteers and grant applicants
- Email address — used for account authentication and to send lottery confirmations, role assignments, grant decisions, and other event-related communications
- Phone number — used for event coordination purposes
- Mailing address — collected through the volunteer profile and grant applications for program administration purposes
- Profile photo — uploaded voluntarily; displayed in the Volunteer Directory and throughout the portal
- Household member information — names and email addresses of other volunteers you link to your account for joint lottery entry purposes
- Grant application details — activity or program name, organization name and address, total cost, amount requested, request type, and a statement of need describing why the grant is being requested
- Supporting documents — receipts, invoices, registration forms, or other files you voluntarily attach to a grant application
- Push notification token — a device identifier stored when you enable push notifications, used solely to deliver HOK notifications to your device
- Volunteer since date and shift history — used to calculate grant eligibility and display your volunteer record
We do not collect payment card numbers, bank account information, government ID numbers, Social Security numbers, or any sensitive financial data through this Site.
3. How We Use Your Information
The information we collect is used solely to operate our volunteer and grant programs, including:
- Creating and managing your volunteer portal account
- Processing and managing volunteer lottery entries and role assignments
- Sending event-related emails and push notifications (confirmations, assignments, reminders, cancellations)
- Reviewing, deciding, and disbursing grant applications
- Displaying your profile in the Volunteer Directory (subject to your visibility settings)
- Calculating potential grant amounts based on your shift history
- Coordinating event logistics with volunteers
We do not sell, rent, trade, or share your personal information with third parties for marketing or commercial purposes.
4. Data Storage & Security
Your personal information is stored securely using Google Firebase, a cloud platform provided by Google LLC. This includes Firebase Firestore (database), Firebase Authentication (account security), and Firebase Storage (file uploads). Firebase employs industry-standard security measures including encryption in transit and at rest.
Access to your personal data is restricted to authorized Hands of the Kingdom administrators. Our Firestore security rules enforce that volunteers can only read and update their own records, and that sensitive fields such as account status, roles, and financial records are accessible only to administrators.
While we take data security seriously, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security of your data.
5. Cookies & Third-Party Services
Our Site uses the following third-party services that may collect or process data independently of us:
- Google Firebase — database, authentication, file storage, and push notification services (Firebase Privacy Policy)
- Google Fonts / CDN resources — used to deliver interface assets; subject to Google's standard data practices (Google Privacy Policy)
We do not run advertising on this Site and do not use advertising cookies or tracking pixels.
6. Volunteer Directory Visibility
Your name and profile photo are visible to other logged-in volunteers in the Volunteer Directory. Your email address and phone number are visible by default but can be hidden at any time through the visibility toggles in your Profile settings. Hiding your contact details from the directory does not affect HOK administrator access to your information.
7. Data Retention
We retain your personal information for as long as necessary to operate our volunteer and grant programs. Volunteer lottery entries, shift records, and grant applications are retained for organizational recordkeeping purposes. Profile information is retained for the duration of your active participation as a volunteer.
You may request deletion of your personal information at any time by contacting us at the address below. Note that some records may be retained as required for nonprofit compliance and financial recordkeeping purposes.
8. Children's Privacy
The volunteer portal is intended for individuals 16 years of age or older. We do not knowingly collect personal information directly from children under 13. Grant applications may be submitted on behalf of minors by a parent or guardian. If you believe a child under 13 has submitted personal information through our Site, please contact us immediately and we will remove it.
9. Your Rights
You have the right to:
- Request access to the personal information we hold about you
- Request correction of any inaccurate information
- Request deletion of your personal information
- Control the visibility of your contact information in the Volunteer Directory via your Profile settings
- Opt out of push notifications at any time through your device settings
- Opt out of non-essential communications by contacting us
To exercise any of these rights, please contact us at support@hok.fieldrapp.com.
10. Changes to This Policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated date. We encourage you to review this policy periodically. Continued use of our Site after changes are posted constitutes your acceptance of the updated policy.
11. Contact Us
If you have any questions or concerns about this Privacy Policy or how we handle your personal information, please contact us:
- Email: support@hok.fieldrapp.com
- Website: www.hok.fieldrapp.com
- Organization: Hands of the Kingdom, Inc. · Twin Cities, Minnesota