At ECBA Volunteer Lawyers Project (VLP), we are committed to protecting the privacy and confidentiality of individuals who interact with us—whether as clients, volunteers, donors, or website visitors. We collect and manage personal information in accordance with the New York SHIELD Act and other applicable laws and ethical standards governing legal service organizations.
1. Information We Collect
We may collect the following types of information, depending on your interaction with us:
- Personal identifiers (e.g., name, address, phone number, email)
- Client case information (for individuals receiving legal services)
- Volunteer application details
- Donor contact and payment information
- Website usage data (via cookies, analytics tools, etc.)
We collect this information through our website, intake processes, email communications, volunteer forms, and third-party services.
2. How We Use Information
We use the information we collect to:
- Evaluate eligibility for legal services
- Provide legal assistance and case management
- Recruit and manage volunteers
- Process donations and issue acknowledgments
- Respond to inquiries
- Improve our website and operations
- Comply with applicable legal and regulatory obligations
We do not sell or rent personal information to third parties.
3. Data Security
VLP takes reasonable administrative, technical, and physical safeguards to protect the confidentiality and integrity of personal data. These include:
- Secure cloud-based systems
- Multi-factor authentication (MFA) for staff and volunteers
- Data encryption in transit and at rest
- Access controls based on job responsibilities
- Physical security measures at our offices in Buffalo and Batavia
Client information is never stored on unapproved local devices or transmitted over unsecured channels.
4. Confidentiality of Client Information
As a legal services provider, VLP follows strict confidentiality rules consistent with attorney-client privilege and professional conduct standards. Information shared with our staff and volunteers in connection with legal services will be kept strictly confidential, subject only to legal exceptions or client consent.
5. Sharing of Information
We may share your personal information only in the following limited circumstances:
- With authorized staff, interns, or volunteers providing direct services under confidentiality agreements
- With trusted service providers who support our operations under appropriate data protection agreements
- If required by law, court order, or regulatory request
- With your explicit, written consent
6. Your Rights
Depending on your relationship with VLP and applicable laws, you may have rights to:
- Request access to your personal data
- Request correction or deletion of inaccurate information
- Withdraw consent where consent was given
- File a complaint with the New York Attorney General’s Office
To exercise any of these rights, please contact us at:
438 Main St, 7th Floor, Buffalo, NY 14202
7. Data Retention
We retain personal data only as long as necessary for our mission and legal obligations. Client and volunteer data is stored securely and disposed of in accordance with our Data Retention & Destruction Policy.
8. Website Analytics & Cookies
Our website may use cookies or analytics tools to improve performance and usability. You can disable cookies through your browser settings, though some features may not function as intended.
9. Updates to This Policy
We may update this policy from time to time. Changes will be posted on this page with a revised effective date. We encourage you to review this policy periodically.
