Step 2 of 2

Confirmation of volunteer service role

This is the letter we send once we have your information form. The highlighted items are filled in for each volunteer. We publish it so that you can read the terms before you decide whether to apply.

Date

Volunteer’s full name
Street address
City, state ZIP

Dear first name,

Light for Life Initiatives Inc. is glad to confirm your uncompensated volunteer service role with the organization, beginning start date. You will support our charitable mission by helping build and maintain the systems behind our medical and educational assistance programs.

What you will work on

• Web pages for programs, assistance updates and community engagement.
• Forms and internal applications for assistance requests, supporting documents and case tracking.
• Volunteer registration and coordination tools.
• Donation service integration, and donation tracking and acknowledgment workflows.
• Backend services, APIs, databases and administrative interfaces.
• Authentication, access controls and secure handling of personal information.
• Testing, debugging, deployment and technical documentation.

This list is adjusted to the actual role before sending.

Nature of the service

You are offering this service voluntarily, in support of the organization’s charitable mission, without any promise, expectation or receipt of compensation, and without any promise or expectation of future paid employment. You set your own schedule and choose the hours during which you work. The organization does not direct your working hours. You may keep a record of activities completed for the organization’s program records; this is not a timekeeping record maintained for any compensation purpose.

Ramesh Gowd Attili, President & Chief Executive Officer, will coordinate priorities, answer questions and review work with you through remote meetings and electronic communication.

No compensation

You will receive no wages, salary, stipend, bonus, deferred compensation, equity, gift or in-kind benefit in lieu of compensation. The organization may reimburse pre-approved, documented, out-of-pocket expenses actually incurred, not to exceed $500 in any twelve-month period.

Confidentiality

You will have access to confidential information about the people we assist — including minors — and about our donors. You will hold it in strict confidence; access it only as needed for assigned tasks and only through organization-provided accounts; not copy, export or store it on personal devices or personal cloud accounts; not disclose it to anyone; and not use it for any other purpose. These obligations continue indefinitely after this role ends.

You will use synthetic or de-identified data for development and testing. Access to production records containing personal information requires prior written authorization from an officer for each specific purpose. You will report any suspected unauthorized access, loss or disclosure to an officer within 24 hours.

On the last day of this role, or on request, you will return or irreversibly delete all organization data, code, credentials and materials in your possession, and confirm deletion in writing. The organization will revoke all credentials on that day.

Intellectual property

You assign to the organization all right, title and interest, including all copyrights, in all software, code, documentation and other works of authorship you create in the course of this service. To the extent any such work is not assignable, you grant the organization a perpetual, irrevocable, worldwide, royalty-free, sublicensable licence to use, modify and distribute it. You will sign any further documents reasonably needed to give effect to this assignment. You confirm that the work you contribute is your own or properly licensed, and you will identify any third-party or open-source components and their licences.

Policies and conflicts of interest

You agree to comply with the organization’s policies, including its conflict of interest policy, and to complete its conflict of interest disclosure statement before starting and annually thereafter. You will promptly disclose in writing any actual or potential conflict of interest, including any financial or family relationship with any officer, director, donor or beneficiary of the organization.

No authority to bind

You have no authority to bind the organization, enter into contracts on its behalf, accept or disburse funds, or represent it to third parties, except as an officer authorises in writing.

Eligibility and status

This role is open to volunteers of any citizenship or immigration status. The organization does not sponsor immigration status and makes no representation regarding your status or your authorization to perform any activity. If your status places conditions on the activities you may perform, you are responsible for confirming — with your school’s designated official, your employer, or immigration counsel as applicable — that this uncompensated volunteer service is consistent with those conditions, and for making any reporting your status requires. No service may be performed outside any authorized period that applies to you, and this role ends no later than the expiry of that period unless extended in writing after continued authorization is confirmed.

Ending the role

Either of us may end this voluntary arrangement at any time, for any reason, with or without notice. Written notice is appreciated so that handover and records can be completed. Nothing in this letter creates a contract of employment, or any obligation to perform a minimum amount of service.

Acknowledgment

I, volunteer’s full name, confirm that I am undertaking this volunteer service voluntarily, without compensation and without expectation of compensation or future paid employment, and I agree to the terms set out above.