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Volunteer Application Information and Privacy Policy

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1. Purpose

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The purpose of this policy is to ensure the Connellsville Police Auxiliary (CPA) adheres to Pennsylvania state regulations and best practices in the collection, handling, and retention of personal information submitted through online volunteer applications. This policy aims to ensure transparency, privacy, and security, while maintaining compliance with all legal requirements.

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2. Background Check Requirements

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In accordance with Pennsylvania’s requirements for individuals in public safety and volunteer roles, especially those in contact with minors or vulnerable populations, all applicants to the Connellsville Police Auxiliary, in conjunction with the Connellsville Police Department, must undergo a series of mandatory background checks. These background checks are intended to verify the applicant's suitability for volunteer service in law enforcement-related duties. The checks include:

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  • Pennsylvania State Police Criminal Record Check (PATCH): This check searches the applicant's criminal history within the state of Pennsylvania.

  • Pennsylvania Child Abuse History Clearance: Required for all applicants to verify that the individual has not been involved in any cases of child abuse or neglect.

  • FBI Criminal Background Check: If deemed necessary by the CPD Chief of Police.

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3. Applicant Consent for Background Checks

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3.1 Applicant Information Usage

Prior to conducting any background checks, the CPA requires explicit, written consent from the applicant. This consent will be obtained as part of the online volunteer application process. By providing consent, the applicant acknowledges and agrees to the following:
 

  • Collection of Data: The CPA will collect personal information, including but not limited to, Social Security Numbers, date of birth, addresses, and any other data necessary for conducting background checks and providing proof of identity to prevent identity fraud.

  • Use of Information: The CPA is authorized to use this information exclusively for the purpose of conducting background checks and determining the applicant’s eligibility for volunteer service within their organization.

  • Disclosure of Information: The CPA will only share the applicant’s information with the relevant third-party agencies responsible for conducting background checks, including the Pennsylvania State Police, the Pennsylvania Department of Human Services, and the Connellsville Police Department (CPD).

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3.2 Applicant Consent

Without the applicant’s consent, the CPA, in conjunction with the CPD, will not conduct any background checks, and the application will not proceed further.

The background check form within the application will include a clear notification to the applicant regarding the terms outlined in this policy. By signing the application, the applicant acknowledges their understanding of these terms and consents to the use of their information for the purpose of conducting the background check.

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4. Collection and Use of Information

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4.1 Information Collected


When completing an online application to volunteer with the CPA, applicants will be required to provide detailed personal information necessary for assessing their qualifications and performing legal background checks. This includes but is not limited to:

  • Personal Identification Details:

    • Full legal name (including previous names or aliases)

    • Date of birth

    • Social Security Number (pending ID status)

    • Current and previous addresses

    • Phone number and email address

    • Marital status

    • Dependents
       

  • Employment and Volunteer History:

    • Information about prior law enforcement, public safety, or volunteer roles.

    • Employment status
       

  • Educational Background:

    • Information about any obtained education.
       

  • Military Background:

    • Information in regards to any background related to former or active military service.
       

  • Criminal History and Legal Information:

    • Details on any prior arrests, convictions, or ongoing legal matters.

    • Information related to driving records or prior infractions, particularly if relevant to the volunteer role (e.g., driving duties).
       

  • Health and Wellness Information:

    • Medical History: A summary of any significant medical conditions or past illnesses that may impact the applicant’s ability to perform the duties required by the position.

    • Current Health Status: An overview of the applicant’s current health status, including any ongoing medical treatments, medications, or conditions that could affect their performance.

    • Medications: A general statement regarding whether the applicant is taking any medications that could impact their ability to perform the essential functions of the job safely and effectively. This does not request or require the details of the medication(s) to be provided.

    • Health-Related Accommodations: Any specific accommodations or adjustments the applicant may require to perform their duties effectively.

    • Emergency Contact: The name, relationship, and contact information of a person to be notified in case of a health emergency.
       

  • References

    • Includes full name, address, date of birth, phone number, relation and relation duration of the person listed as the reference.

       

4.2 Use of Collected Information

The CPA and CPD will use this information for the following purposes:

  • Eligibility Determination: Assess whether the applicant meets the legal and organizational requirements for volunteer service with the CPA.

  • Background Checks: Use the information to initiate the necessary Pennsylvania State Police Criminal Record Check, Pennsylvania Child Abuse History Clearance, and, if deemed necessary by the CPD Chief of Police, the FBI Criminal Background Check.

  • Internal Record-Keeping: Store personal information in internal systems for communication, scheduling, and tracking of volunteer duties and service history.
     

 

 

5. Data Privacy, Security, and Protection

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5.1 Confidentiality and Protection of Data


The Connellsville Police Auxiliary is committed to safeguarding all personal information collected from volunteer applicants. To protect this information:

  • Data Encryption: All sensitive personal data (e.g., Social Security Numbers) submitted through our online application portal is encrypted both in transit and at rest.

  • Access Controls: Only authorized personnel within the CPA will have access to the information provided by applicants. Access to personal data will be restricted to those involved in the recruitment, vetting, and scheduling process.

  • Third-Party Access: Information provided to third-party agencies for background checks (e.g., Pennsylvania State Police, FBI) will be transmitted securely, in accordance with Pennsylvania state law and federal regulations.

  • Breach Prevention: The CPA implements secure cloud-based storage to minimize the risk of data breaches. In the event of a data breach, the CPA will notify affected applicants within 72 hours, in accordance with Pennsylvania’s Breach of Personal Information Notification Act.

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5.2 Non-Disclosure of Information


Personal information provided during the application process will not be shared with any third parties outside of those conducting official background checks, unless required by law. The CPA does not sell, rent, or distribute personal information for marketing or commercial purposes.

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6. Retention and Disposal of Information

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6.1 Retention Policy

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  • Active Volunteers: Personal information of accepted volunteers will be retained for the entire duration of their volunteer service with the CPA.

  • Inactive Volunteers: Once a volunteer resigns from the CPA, their personal information will be retained for a period of five (5) years, in compliance with applicable state and federal record retention guidelines.

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6.2 Disposal of Information


At the end of the retention period, personal information will be securely destroyed. This includes:

  • Shredding of paper records archived by the CPA and CPD.

  • Permanent deletion of electronic records, ensuring no data recovery is possible.

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Volunteers and applicants may request the deletion of their information sooner, provided that there are no legal reasons for retention, by contacting the CPA Chief of Police.

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7. Volunteer Eligibility and Age Requirements

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As mandated by Pennsylvania law and the Connellsville Police Auxiliary’s internal guidelines, all volunteers must:

  • Be at least 18 years of age at the time of application.

  • Submit all necessary information required for background checks and complete the application process before being accepted into a volunteer role.

 

Volunteers who do not meet these age and background check requirements will be notified of their ineligibility and may be encouraged to apply once they meet the necessary qualifications.

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8. Equal Opportunity and Non-Discrimination Policy

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The Connellsville Police Auxiliary is an equal opportunity organization. We are committed to ensuring that all volunteer applicants are considered based on merit and qualifications, without discrimination on the basis of:

  • Race, ethnicity, or national origin

  • Religion or belief

  • Gender, sexual orientation, or gender identity

  • Disability status

  • Age (provided they meet the 18-year minimum requirement)

  • Any other protected characteristic under state or federal law

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We aim to create an inclusive and supportive environment for all volunteers, ensuring equal access to opportunities within the organization.

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9. Applicant Responsibilities

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9.1 Accuracy of Information


Applicants are responsible for providing accurate, complete, and truthful information during the application process. Any false or misleading information may result in the rejection of the application or, if discovered later, the termination of volunteer service.

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9.2 Updates and Amendments


Should an applicant’s personal information change during or after the application process (e.g., change of address, criminal charges), it is the applicant’s responsibility to inform the CPA and CPD as soon as possible.

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10. Identity Verification and Fraud Prevention

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10.1 Proof of Identity


To ensure the accuracy and legitimacy of all volunteer applications, the Connellsville Police Auxiliary, in addition to the City of Connellsville Police Department, requires applicants to provide proof of identity during the application process. This step is essential for verifying that applicants are who they claim to be and preventing any instances of identity fraud. Proof of identity may include, but is not limited to:

  • Government-issued photo identification (e.g., Driver’s License, State ID, Passport)

  • Social Security Number (for background checks)

  • Birth certificate (if needed to confirm date of birth)

  • Additional identity documents as required under special circumstances (e.g., name changes, multiple aliases, citizenship status, etc.)

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The Connellsville Police Auxiliary may also request certified copies of these documents if deemed necessary for additional verification and future documentation.

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10.2 Prevention of Identity Fraud


To prevent identity fraud and ensure the integrity of our volunteer recruitment process, the CPA will:

  • Verify Information: Cross-check the provided identification details with state and federal databases during the background check process. This may include confirming that the name, Social Security Number, and date of birth provided match public records.

  • Flag Inconsistencies: If there are any discrepancies or suspicious activity regarding the identity of the applicant (e.g., mismatched records, incomplete data, or fraudulent documents), the application will be flagged for further investigation, and the applicant may be asked to provide additional documentation or clarification.

  • Secure Document Handling: All submitted identification documents will be handled with the highest level of security. Physical copies of ID documents will be stored securely, and any digital copies will be encrypted and accessible only by authorized personnel involved in the application review process.

  • Reporting Suspected Fraud: If any attempt at identity fraud is detected, the CPA reserves the right to deny the application and report the matter to the appropriate authorities, including law enforcement and relevant identity protection agencies.

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10.3 Privacy of Identity Documents


The CPA recognizes the sensitivity of identity-related information. All identity documents and data collected during the application process will be treated as confidential and used strictly for the purposes of identity verification and background checks. Under no circumstances will identity-related data be shared with third parties outside of the legally authorized background check agencies, and it will not be used for any other purpose beyond the scope of the application review.

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11. Identity Protection in Case of Data Breach

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In the event of a data breach, particularly involving sensitive identity-related information, the CPA will notify all affected applicants or volunteers within 72 hours.

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12. Policy Amendment Clause

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The Connellsville Police Auxiliary and/or Connellsville Police Department reserves the right to modify, amend, or revise this policy at any time in response to changes in applicable laws, organizational requirements, operational needs, or best practices. Any changes will take effect immediately upon approval and publication. Current members/volunteers of the organization, and employees within the Connellsville Police Department will be notified of any significant changes through official communication channels. It is the responsibility of all individuals to review the policy regularly and remain informed of any updates when notified of such amendments.

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13. Contact and Further Information

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For any questions regarding the volunteer application process, data privacy, or this policy, applicants may contact the Connellsville Police Auxiliary:

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Connellsville Police Auxiliary
Email: AuxiliaryCPD@gmail.com
Phone: 724-628-2020
Mailing Address: 110 N. Arch Street, Connellsville, PA 15425
 

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14. Acknowledgement of Applicant

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By submitting an online volunteer application for the Connellsville Police Auxiliary (CPA), applicants acknowledge that this policy has been made publically available for their review. Upon submitting the requested information within the volunteer application, the applicant affirms that they have read, understood, and agree to comply with the terms outlined in this policy. Furthermore, the applicant consents to the collection, use, and retention of their personal information as described and understands their rights and responsibilities in relation to the application process and volunteer service with the Connellsville Police Auxiliary.

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Policy Disclaimer

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This policy has been developed in accordance with Pennsylvania state regulations and best practices for creating privacy policies related to the collection and handling of volunteer applicant information. It reflects the principles and requirements outlined in Pennsylvania’s laws concerning privacy and data protection. For detailed information on state regulations, please refer to the Pennsylvania Code and the resources provided by the Pennsylvania General Assembly and relevant local authorities. See the links below in regards to Pennsylvania's information in regards to privacy policies:

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  1. Pennsylvania General Assembly (Legislation)

  2. Pennsylvania Code (Administrative Regulations)

  3. Pennsylvania Department of State (Public Safety Resources)

  4. Legal Resources​

  5. Professional Associations

    • Pennsylvania Chiefs of Police Association provides resources and support for law enforcement with guidance on policies.

            Pennsylvania Chiefs of Police Association

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