About FoodBank Manager

The UW Food Pantry is implementing a shopper and volunteer management system called FoodBank Manager.  Through the system we hope to more effectively provide the service the of the Pantry, to communicate more effectively with shoppers and volunteers, and to generate and report on more accurate data.  We hope this system will help us provide a better experience for all who are connected to the UW Food Pantry.  Implementing this system also requires our shoppers and our volunteers to submit personal data.  The following privacy notices inform the collection, intended use, and retention of data via FoodBank Manager.

Privacy notices

Shopper Privacy Notice

UW Food Pantry

Food Bank Manager Privacy Notice for Shoppers

University of Washington

This Food Bank Manager Privacy Notice for Shoppers (the Notice) relates to the UW Food Pantry (the Pantry) at the University of Washington, an agency of the State of Washington, (the University). Specifically, this Notice describes the processing of personal data through the Pantry’s use of the Food Bank Manager (FBM) system. The Pantry will collect certain personal data from you as a shopper in accordance with this Notice. Some kinds of personal data must be collected from you while other kinds of personal data are optional, as indicated below and in the FBM system.

Collection and Use

Regardless of whether you do or do not provide the optional personal data described in the following paragraph, the Pantry will ask that you present your Husky Card when using food assistance services to confirm your affiliation with the University. Apart from your student or employee ID number, the Pantry will not collect any information on or related to your Husky Card.

You may choose to provide additional personal data including contact information such as your name, email address, and phone number; demographic information such as your race/ethnicity, gender identity, and sexual orientation; information related to your experience with food and housing insecurity; and information related to your food preferences and dietary restrictions.

The personal data collected via Food Bank Manager may be used by the Pantry to:

  • Provide you with food assistance services;
  • Communicate with you about campus food assistance services;
  • Develop reports about trends in the aggregate (i.e. that do not identify you individually) related to Food Pantry use in order to seek future resources and promote institutional changes (such as new strategies or resources) with the goal of decreasing the impact of food insecurity in the University community; and
  • To comply with legal obligations, to meet University requirements (such as University Administrative Policy Statements and University Presidential orders), and/or for internal University reporting relating to health, safety, or similar interests.

Record Retention

Personal data will be kept as needed to fulfill the purpose for its collection, for at least the minimum retention period according to the University’s General Records Retention Schedule and/or applicable University Departmental Retention Schedules, and per governing laws. Records will be accessed by a limited number of individuals with a legitimate University-related need for access.

Disclosures to Third-parties

The Pantry or University may disclose some or all of the information described in the “Collection and Use” section to third-parties outside of the University (1) to comply with a valid legal process, governmental request, or applicable law, rule or regulation; and/or (2) that operate as a University service provider, including Sox Box Software, LLC which provides the FBM system.

Access and Choice

Applicable laws may give you additional rights such as the right to request access to or correction of your personal data in connection with FBM. If you request follow-up communications, you may later request to not be contacted. Your decision to not receive follow-up communications will not impact the legitimacy of communications sent prior to your request.

Inquiries

For additional information or assistance with an available access or choice request, you may contact Sean Ferris, Manager of Student Success, Office of Vice President for Student Life, ferris3@uw.edu. If your privacy-related questions or concerns are not addressed after contacting Student Life, you may contact the UW Privacy Office at uwprivacy@uw.edu.

Effective Date and Changes to this Notice

This Notice is effective as of 10/23/19. This Notice may be periodically updated. Future versions of this Notice will be available in the UW Food Pantry and at uw.edu/anyhungryhusky/the-uw-food-pantry/.

Volunteer Privacy Notice

UW Food Pantry

Food Bank Manager Privacy Notice for Volunteers

University of Washington

This Food Bank Manager Privacy Notice for Volunteers (the Notice) relates to the UW Food Pantry (the Pantry) at the University of Washington, an agency of the State of Washington, (the University). Specifically, this Notice describes the processing of personal data through the Pantry’s use of the Food Bank Manager (FBM) system. The Pantry will collect certain personal data from you as a volunteer in accordance with this Notice. Some kinds of personal data must be collected from you as a volunteer while others kinds of personal data are optional, as indicated below and in the FBM system.

Collection and Use

The Pantry will need to collect your student or employee ID number to confirm your affiliation with the University. However, you may choose to provide additional personal data including contact information such as your name, email address, and phone number; information related to your volunteer interest and availability; information related to skills and group affiliations that you would like to utilize or leverage, respectively, at the Pantry; and demographic information such as your race/ethnicity, gender identity, and sexual orientation.

The personal data collected via FBM may be used by the Pantry to:

  • Communicate with you about volunteer opportunities;
  • Organize, track, and manage your volunteer involvement if you choose to volunteer (including to communicate with you about such involvement);
  • Develop reports about trends in the aggregate (i.e. that do not identify you individually) related to volunteering at the Pantry in order to seek future resources and promote institutional changes (such as new strategies or resources) with the goal of decreasing the impact of food insecurity in the University community; and
  • To comply with legal obligations, to meet University requirements (such as University Administrative Policy Statements and University Presidential orders), and/or for internal University reporting relating to health, safety, or similar interests.

Record Retention

Personal data will be kept as needed to fulfill the purpose for its collection, for at least the minimum retention period according to the University’s General Records Retention Schedule and/or applicable University Departmental Retention Schedules, and per governing laws. Records will be accessed by a limited number of individuals with a legitimate University-related need for access.

Disclosures to Third-parties

The Pantry or University may disclose some or all of the information described in the “Collection and Use” section to third-parties outside of the University (1) to comply with a valid legal process, governmental request, or applicable law, rule or regulation; and/or (2) that operate as a University service provider, including Sox Box Software, LLC which provides the FBM system.

Access and Choice

Applicable laws may give you additional rights such as the right to request access to or correction of your personal data in connection with FBM.

Inquiries

For additional information or assistance with an available access or choice request, you may contact Sean Ferris, Manager of Student Success, Office of Vice President for Student Life, ferris3@uw.edu. If your privacy-related questions or concerns are not addressed after contacting Student Life, you may contact the UW Privacy Office at uwprivacy@uw.edu.

Effective Date and Changes to this Notice

This Notice is effective as of 10/23/19. This Notice may be periodically updated. Future versions of this Notice will be available in the UW Food Pantry and at uw.edu/anyhungryhusky/the-uw-food-pantry/.