In order to provide a safe and equal service to all members of our platform, it is important for you to follow some basic communication guidelines.
1. Key Do’s and Don’ts for Organizations
✅ Do’s
Be clear, direct, and respectful.
Respect cultural differences in communication.
Provide alternative info (public reviews, program details) instead of personal data.
Keep the application progress updated, especially after calls or document exchanges.
Respond to volunteer messages promptly, ideally within 48 hours. More than one week is considered too long.
Take prompt action if an application stalls, including rejection when needed.
❌ Dont's
Do not share contact details before the volunteer’s deposit is paid.
Do not arrange bookings outside Volunteer World.
Do not send offensive messages or reveal unnecessary personal data.
Do not bypass Volunteer World at any stage of the booking or payment process.
2. Sharing Contact Details & Conducting Interviews
Mandatory: sharing contact data and taking the communication outside of Volunteer World is strictly prohibited. In exceptional cases, permission from our team must be explicitly given by our team.
Permission is required before any contact data is exchanged.
Only once Volunteer World gives approval may you proceed with calls, interviews, or other direct communication.
There are no exceptions unless a general allowance has been explicitly granted by Volunteer World under strict rules — in that case, the team will clearly explain what is allowed.
After receiving permission:
Notify your Volunteer World admin to document the interaction.
Keep the application progress updated.
If the application stalls, take prompt action, including rejection if necessary.
Benefits for organizations:
Protects volunteer privacy and safety.
Ensures compliance with platform rules and data protection laws.
Maintains trust and transparency for long-term cooperation.
3. Handling Documents Before Deposit
Documents (CVs, Motivation Letters, supporting materials) may contain sensitive contact data.
Update application status promptly after reviewing documents.
Continue the application and booking process through Volunteer World at all times.
Reject stalled applications where contact data has been shared but no progress is made.
Tip: Include as much program information as possible in descriptions — reduces unnecessary calls, builds trust, and increases conversion.
4. Privacy & Data Protection
Protect volunteers’ personal data and obtain explicit consent before sharing.
Follow regional data protection laws, including GDPR.
Provide alternative resources instead of personal info.
Do not share exact addresses before deposit — addresses are shared promptly after booking.
⚠️ Alert:
If a volunteer is asked to contact your organization outside Volunteer World (eg. direct website or social media) for booking or payment, this will be immediately reported and reviewed.
5. Compliance & Monitoring
Volunteer World conducts regular audits to ensure Terms & Conditions compliance.
Violations, such as bypassing Volunteer World or arranging external payments, may lead to permanent exclusion.
Organizations must:
Document all communications.
Update applications after calls or document reviews.
Reject stalled applications when required.
All communication must remain on Volunteer World to protect volunteer coverage under the Refund Guarantee and Flex Option.
6. Closing Remarks
By following these rules, your organization helps create a safe, fair, and transparent volunteer experience.
Volunteer World is here to support partners — for questions or guidance, reach us via email or live chat.
Working together ensures:
Volunteers enjoy a supported and safe experience.
Strong trust is built between your organization and Volunteer World.
Efficient, compliant application processing.
💡 Tip: Document all interactions and communicate via Volunteer World for maximum security and platform coverage.
7. Visibility and Promotion for Partner Organizations
Volunteer World aims to showcase all of its social projects in the best possible way. To support this, we have developed an easy-to-use platform that makes programs visible to volunteers efficiently.
When partner organizations adhere to Volunteer World communication and compliance rules:
Your programs are fully promoted on our platform, ensuring clear and trustworthy information reaches volunteers.
We may advertise your programs on Volunteer World’s social media channels, which have a monthly reach of millions of people.
Proper compliance and transparent communication strengthen trust, improving volunteer applications and long-term partnerships.
Following the rules not only protects volunteers but also ensures your program gains maximum visibility and credibility.
📧 Contact us anytime — we’re happy to assist!