Data Security FAQs

For Volunteers: How we protect your private information

1) Why does Volunteer Hub ask me to upload a photo ID?

We ask for your photo ID so we can make sure you are really you. This helps us confirm your name and birthday. We use this information only for required safety checks—like sex-offender and criminal-history checks. These steps help keep everyone in OSU programs safe.

2) How will my photo ID be used?

OSU Human Resources uses your photo ID only to confirm your identity. Your ID is not shared outside the Volunteer Hub system.

3) Who can see my uploaded photo ID?

Only you, your program manager, and the Employment Services Team in HR can see your ID. They use it only to verify your legal name, address, and birthday.

4) Is my data stored safely in Volunteer Hub?

Yes. Volunteer Hub (which is provided by the company Galaxy Digital) stores all personal information on secure servers in a managed environment. These servers are in data centers protected by 24/7 on-site security, biometric access controls, and video surveillance, and the centers hold certifications such as ISO 27001, PCI DSS, and SOC reports. Data is encrypted both in transit (using TLS 1.2 or higher) and at rest (using AES 256-bit encryption). OSU’s data is stored in a logically separated, firewall- and malware-protected environment to ensure maximum security and reliability. For more information check out Galaxy Digital’s PrivacyPolicy.

5) Can I delete my photo ID after it’s checked?

Yes, but if you volunteer again for a role that needs a background check, you will need to upload your ID again.

6) Will my information be shared with third parties?

No. Volunteer Hub does not sell or share your data, unless OSU must use it for legal or compliance reasons.

7) What if I don’t feel comfortable uploading my ID online?

OSU takes very seriously its responsibility to ensure a safe environment. We run some level of background check on all volunteers. Photo IDs ensure these checks are accurate, which helps protect participants in our programs.

8) How does OSU protect my data from hacking?

See the information from “Is my data stored securely in Volunteer Hub?". The few people who can see your data must use extra steps to log in, like a special code sent to their phone.

9) Can I cover or block out some information on my photo ID?

Yes. You may hide everything except your legal first name, legal last name, date of birth, and address.

For Program Managers: How to protect volunteers’ private information

1) How do we prevent unauthorized people from seeing volunteer data?

See the information from "How does OSU protect my data from hacking?". In addition, only certain HR staff members can approve access to sensitive information in Volunteer Hub. This ensures that only the right employees can view volunteers’ photo IDs.

2) What do we do if there is a data breach or security issue?

Follow the steps in OSU’s Data Management, Classification, and Incident Response Policy (08- 015).

3) Can volunteers email me their photo IDs?

No. Volunteers should never email a photo of their ID.

4) If I store a volunteer’s ID photo on my computer briefly, how do I keep it safe?

Delete the photo right after uploading, and make sure your computer has Full Disk Encryption (FDE). Contact the Service Desk if you need help. (And remember: You should only follow this process when a volunteer cannot upload the information themselves).