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Topics
Fulfillment Policy
Your credit card will be charged when you complete your purchase.
Refund Policy
A refund will be issued for any event purchase if the individual withdraws more than 2 weeks before the event start date. To withdraw, log into your VEM account, select "Event Participation" from the profile menu (top right), and choose "Withdraw." Please allow time for processing.
Individuals who, withdraw from an Event on or after 2 weeks before the Event start date, are no shows, or attend a portion of the event will not be guaranteed a refund. Purchases of Hunter Education, Bowhunter Education re-certification, and research requests are also refundable.
Refunds will only be considered in cases of administrative error or event cancellation by ODFW.
Refunds may be requested at ODFW headquarters, at the field office where the purchase was made (for same-day refunds only), or in writing and mailed to:
Oregon Department of Fish and Wildlife
Attn: Education Department
4034 Fairview Industrial Dr. SE
Salem, Oregon 97302-1142
Privacy Policy
Links to Other Sites
This site provides links to other websites as a convenience to our users. These include links to websites operated by other government agencies, nonprofit organizations, and private businesses. When you use one of these links, you will be redirected to another site and this Privacy Notice will not apply. When you link to another website, you are subject to the privacy policy of that site.
When you follow a link to one of these sites neither the State of Oregon, nor any agency, officer, or employee of the State of Oregon warrants the accuracy, reliability or timeliness of any information published by these external sites, nor endorses any content, viewpoints, products, or services linked from these systems, and cannot be held liable for any losses caused by reliance on the accuracy, reliability or timeliness of their information. Portions of such information may be incorrect or not current. Any person or entity that relies on any information obtained from these systems does so at his or her own risk.
Information Collected When You Browse the ODFW Site
If you do nothing during your visit to this website but browse or download information, we may collect and store the standard data collected by all web server software. That information is as follows:
- The Internet Protocol (IP) address (but not the email address). The IP address is a numerical identifier assigned either to your Internet service provider or directly to your computer. We use the Internet IP to respond to your browser request. Example: 122.125.36.42
- The Domain name (DNS) assigned on the Internet to your IP Address (if there is one). Example: somename.com
- The type of browser and operating system you used. Example: Mozilla/4.0 (compatible; MSIE 4.01; Windows NT; IE4WDUS-1998101501)
- The date and time you visited this site
- The web pages or services you accessed at this site
- The website you visited prior to coming to this website. (Note: this is included so that summary analysis can be done on how visitors get to our site, i.e., from a search engine, from a link on another site, etc.)
- The amount of data exchanged in bytes sent by our server
We do not track individual user navigation choices. We do, however, summarize the information listed above to determine:
- The time it takes for our Web server(s) to respond to your requests as you browse through our site
- What organizations are our most frequent users (item 2 above) to better target our content for the audience
- What browsers are being used on our site to determine what techniques we can use to develop pages that will work with different browsers (item 3 above)
- How often our pages are being used (item 5 above) by the traffic from other sites, such as the search engines that are good at directing people to the site (item 6 above)
For security purposes and to ensure that this service remains available to all users, this site may monitor network traffic to identify unauthorized attempts to upload, modify, delete, or otherwise cause damage. If security monitoring reveals evidence of possible abuse or criminal activity, system personnel may provide the results of such monitoring to appropriate officials. Except for authorized law enforcement investigations, no attempts are made to identify individual users or their usage habits. Unauthorized or fraudulent activity on this service are strictly prohibited and may be punishable under the state law and federal statutes including the Computer Fraud and Abuse Act of 1986 and the National Information Infrastructure Protection Act of 1996.
Public Disclosure
All information collected at this site becomes a public record unless an exemption in law exists. ORS Chapter 192 contains the Oregon Public Records Law. In the State of Oregon, laws exist to ensure that government is open and that the public has a right to access appropriate records and information possessed by state government. At the same time, there are exceptions to the public's right to access public records that serve various needs including the privacy of individuals. Both state and federal laws provide exceptions. We may request personally identifiable information from you in order to provide requested services through the system, but such information is handled as it would be on an in-person visit to a governmental office. In addition, per ORS 192.355(40)(a) email addresses are exempt from public disclosure and per ORS 192.355(44) all personal data related to children under the age of 16 is also exempt from disclosure.
Personal Identifiable Information and Nondisclosure
As defined in Oregon's Record Privacy law, Personal Identifiable Information means the following information that identifies an individual:
- Name
- Address (excluding five-digit zip code)
- Telephone Number
- Email Address
Generally, an individual cannot get another person's personal identifiable information. However, most businesses can get personal identifiable information if they have a specific need for the information that is permitted in the Privacy Law. A domain name or Internet Protocol (IP) address is not considered personal identifiable information; however, an email address may be considered personal identifiable information.
Email
If you send us an email with a question or comment that contains personal identifiable information or fill out a form that emails us this information, we will only use the information to respond to your request. We may redirect your message to another government agency that is in a better position to answer your question. Please note that emails received from this site are considered public record. Certain information contained in the email may be protected from general release under Oregon's Public Records Law (ORS 192.410-192.505) or Oregon's Record Privacy Law (ORS 802.175-802.191). This information may only be released if a requestor qualifies under the law to receive the information.
Forms
Each electronic form that collects personal identifiable information on this site will have a specific privacy statement or a link to the privacy statement if different from the policy as stated above.
Requesting Personal Identifiable Information Inspection
You have the right to review information collected about you on sites owned or operated by ODFW that provide VEM services. However, you may be redirected to other sites through links. If you enter another site not owned or operated by ODFW, your rights may change. Contact the agency/organization that provides the service for more information.
Secure Transmission
For secured-data transmission, this site uses the industry standard encryption software, Secure Socket Layer (SSL). The URL in your browser will change to "HTTPS" instead of "HTTP" when this security feature is invoked. Your browser may also display a lock or key symbol on its task bar to indicate invoked secure transmission. If these indicators are not present, any information is susceptible to interception by other parties. Most Internet email communication will not be secure. If you are communicating sensitive information, you might want to consider sending it in by postal mail or fax. Forms available through the site that collect sensitive information will include instructions for secure submission.
Cookies
Cookies are used by the system to support user sign in, process transactions and securely integrate with ODFW payment processor and education partners during business. Cookies do not collect information outside of the context of user sign in, transactions or integration with third parties. While most browsers have an option that allows you to control the use of cookies, their use might provide some features that cannot be used if cookies are turned off.
Public Records Statement
Information reported to the Oregon Department of Fish and Wildlife is subject to Oregon's public records law ORS192 and may be made available on our website and to other parties upon request.
System Availability Policy
To provide you with the most up-to-date information possible, some of our services may be unavailable due to maintenance of the system and security updates. While outages are generally scheduled during time of minimal activity, they may occur anytime as necessary to protect the security or integrity of the system. Should the system be temporarily unavailable, we ask that you check back with us later and apologize for any inconvenience.
VEM System Customer Service Contact
Monday – Friday, 7 AM – 6 PM PST (except Federal holidays)
Phone: 855-686-1055
Email: ClientServices@payitgov.com
COPPA Policies
Children's Online Privacy Policy
This Children's Online Privacy Policy is in accordance with the U.S. Children's Online Privacy Protection Act ("COPPA"), for more information about COPPA and general tips about protecting children's online privacy, please visit OnGuard Online.
Individuals must be 13 years of age or older to create a Volunteer and Event Management account. For children under the age of 13, a parent or legal guardian may create an account on their behalf and may give consent for the child to directly access and manage their account.
If you allow your child access to their online account, ODFW may collect the following personal information from your child:
- Name
- Address (excluding five-digit zip code)
- Telephone Number
- Email Address
- A username that functions as online contact information (only collected if parental consent is given for the child to have access to their account)
- Persistent identifiers
- Geolocation
As the parent or legal guardian, you can, at any time, login to your VEM account and navigate to your managed relationships in your profile to edit your child's personal information; allow your child access to their account and edit or provide their own personal information.
- Request to delete your child's VEM account. Note: Deleting your child's account will result in the inability for your child, you or another parent/guardian to access the child's account online, and may prevent access to historical event attendance information, including access to related proof of Hunter Education and Bowhunter Education certifications. To request that your child's record be deleted, complete the Request to Delete Your Child's VEM Record form and follow the instructions on the form to submit to ODFW.
Personal information may be collected or maintained by third party operators, including PayIt Outdoors, Microsoft Azure and NIC Oregon. Personal information is held private to the extent the law allows and is used by third party operators while conducting Volunteer and Event Management system operations and maintenance. If you have questions or concerns about our privacy practices, please contact us at:
Oregon Department of Fish and Wildlife
4034 Fairview Industrial Dr. SE
Salem, OR 97302-1142
Direct Notice to Parents and Legal Guardians:
The Oregon Department of Fish and Wildlife (ODFW) may collect personal information on your child as part of child's volunteer and event management account. Your child's personal information may be collected by ODFW or by a third party to:
- Provide parents and their children with access to features and activities on our site
- Customize content and improve our site
- As necessary to transact business activities
Parental consent is required for the collection, use, or disclosure of such information from children under the age of 13. ODFW will not collect, use or disclose any personal information from your child without your consent
If you allow your child access to their online account, ODFW may collect the following personal information from your child:
- Name
- Address (excluding five-digit zip code)
- Telephone Number
- Email Address (optional)
- A username that functions as online contact information (only collected if parental consent is given for the child to have access to their account)
- Persistent identifiers
- Geolocation
If you consent to the collection of personal information from your child, ODFW may also share or disclose such information in the following instances:
- We may share information with our service providers if that information is necessary for them to perform a business service.
- We may disclose personal information if permitted or required by law.
Privacy Policy for Online Forms
The VEM site may request collection of information via online forms. Information collected through online forms will only be used to support volunteer registration, reimbursement and other VEM related activities. Users should follow instructions for the secure submission of online forms which are marked as 'Confidential'. For security reasons, the system will not provide an option to upload any forms to VEM marked 'Confidential'. Information collected on forms marked 'Confidential' will only be used to support system process as indicated. Data from these forms will not be entered or stored in the VEM system. Un-submitted forms will be interpreted as denial to provide information and may inhibit volunteer eligibility or reimbursement fulfillment.
Information Collected via Online Forms
For online forms that do not collect confidential information, they system will provide an upload option for the form and the information contained on the form to be uploaded. The following information may be collected in the system via upload from these non-confidential forms:
- Name
- Address
- VEM Username
- Phone Number
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