📝 Participant Terms & Conditions
Effective Date: 12/01/24
By applying for assistance, donating, or volunteering with Santa Delivers All Year Round Inc. (“Santa Delivers AYR”), you agree to the following legally binding terms. These ensure integrity, respect, and ethical practices across all involvement with our organization.
---
🔹 1. General Principles
Santa Delivers AYR is a registered 501(c)(3) nonprofit.
a. We operate with transparency, fairness, and a commitment to honesty.
b. All clients, donors, and volunteers must uphold these same standards.
---
🔹 2. Client Applicant Terms
By applying for help, clients agree to:
a. Treat volunteers, staff, and donors respectfully. Abuse or harassment may result in disqualification and possible legal action.
b. Use only official communication channels (email, business phone, or verified messenger) for program matters.
c. Be honest in all communications and application responses.
d. Disclose any aid received elsewhere, including holiday programs, especially if over $100 in value (excluding housing/utilities). This helps us allocate resources fairly.
e. Never solicit personal donations, gifts, or contact from our donors.
f. Refrain from selling or reselling items received through the program. Doing so is considered misuse and may be reported as fraud.
g. Not exaggerate or withhold information to manipulate eligibility. Doing so may violate Indiana Code § 35-43-5 (charity fraud).
h. Provide screening documents in a timely manner (5 days) or forfeit application.
i. Acknowledge the following limitations on aid:
Santa Delivers AYR cannot assist with raising more than $2,000 for any given campaign. This prevents donor overstrain and ensures equitable distribution of support.
Santa Delivers AYR cannot assist with more than one financial crisis every six (6) months. This ensures others in need may also receive help.
---
🔹 3. Donor Terms
Donors agree to:
a. Interact with clients and staff respectfully, with no expectation of personal access, gifts, or contact.
b. Maintain confidentiality. Any personal information shared about recipients must remain private and protected.
c. Not initiate private contact with clients outside of Santa Delivers AYR channels.
d. Understand that donor requests may be honored when feasible, but final distribution decisions lie with the organization.
e. Accept that excess or misdirected funds may be used to meet urgent, unmet needs elsewhere.
f. Refrain from disclosing client identities publicly. Doing so may violate Indiana Code § 35-44.1-4-1 (public disclosure of confidential information).
g. Recognize that donations are non-refundable unless agreed to in advance due to extenuating circumstances.
---
🔹 4. Volunteer Terms
Volunteers agree to:
a. Represent Santa Delivers AYR with professionalism, kindness, and integrity.
b. Maintain confidentiality of all client and donor information.
c. Refrain from private communications with applicants or donors outside of official duties.
d. Respect leadership decisions and internal processes, including discretion on how tasks are delegated.
e. Complete assigned duties in a timely, honest, and ethical manner.
f. Report any misconduct, fraud, or safety issues immediately to leadership.
g. Understand that failure to comply with volunteer expectations may result in removal from the volunteer team and restriction from future involvement.
---
🔹 5. Anti-Harassment Policy
Santa Delivers AYR enforces a strict zero-tolerance policy regarding harassment.
a. This applies to clients, donors, volunteers, and staff.
b. Abuse, threats, or discrimination will result in immediate removal from the program or team.
c. Legal authorities may be contacted where appropriate.
---
🔹 6. Communication Policy
All communications must occur through official Santa Delivers AYR channels:
a. Facebook Business Page Messenger
b. Email: contact@santadeliversayr.org
c. Phone: (219) 999-8459
We cannot respond to messages sent to personal accounts or outside messaging apps.
---
🔹 7. Collaboration & Referrals
By applying for assistance, clients agree to:
a. Allow limited sharing of relevant data for aid purposes.
b. Follow through with referrals (e.g., WorkOne or Coaction) as part of assistance eligibility.
c. Understand that collaboration helps avoid duplicated assistance and supports long-term solutions.
---
🔹 8. Privacy Commitment
Santa Delivers AYR protects your privacy.
a. Personal data is used only for the purpose of providing or administering assistance.
b. We do not sell or share your data beyond what is outlined here.
c. Clients must give written consent for their name or story to be shared publicly or with specific donors.
---
🔹 9. Agreement & Enforcement
By participating in any capacity, you confirm:
a. You have read and understood these terms.
b. You agree to follow all conditions, including program limitations (campaign fundraising capped at $2,000 and one crisis assistance every six months).
c. You agree to follow all requirements and policies.
d. Violations may result in program disqualification, donor restriction, or volunteer termination.
e. Fraud or abuse will be reported to appropriate entities under Indiana Code § 35-43-5.
Effective Date: 12/01/24
These Policies & Terms govern every donation, distribution, and request for assistance handled by Santa Delivers All Year Round Inc. (“Santa Delivers AYR,” “we,” “our,” or “us”). By contributing to—or applying for help from—Santa Delivers AYR, you acknowledge and agree to the provisions below. All policies are modeled on best-practice standards also used by national charities (e.g., Toys for Tots, The Salvation Army) and comply with federal law, Indiana charitable regulations, and IRS §501(c)(3) guidelines.
Monetary Gifts
• Cash App, Venmo, PayPal
• Check or money order payable to Santa Delivers All Year Round Inc.
• Secure credit/debit transactions processed through our website
In-Kind Gifts — New & Unopened Only
• Toys • Toiletries • Gift Cards* • Food†
* Gift cards must be clearly labeled “GIFT CARD” and handed directly to an intake volunteer.
† Accepted only when tied to an active, verified need.
Clothing
• Accepted only when specifically requested for a verified case and must be new.
• Otherwise, donors are referred to our partner Clothes & Prayers.
Furniture & Household Goods
• Accepted solely by prior arrangement for families with current needs; we maintain no long-term storage.
Aid determinations weigh:
Donations and assistance are not guaranteed! Submitting a request does not create an entitlement. All awards depend on resources and are made solely at Santa Delivers AYR’s discretion case by case wihout bias or favortism.
Accuracy: Provide honest, complete information on income, custody, and other aid. Fraud Prevention: Receiving > $100 in gifts from multiple programs (excluding rent, mortgage, utility help) may trigger a fraud review.
• Duplicate or misleading social-media fundraising for the same need is prohibited.
• Reselling donated items results in permanent disqualification and potential legal action. Collaboration: Recipients must authorize us to coordinate with trustees, other nonprofits, and churches to avoid duplicated aid and to combine resources when necessary.
Updates: Notify us immediately of any change that could affect eligibility (employment, housing status, custody, etc.).
Based on Season Primary Activities:
Oct – Dec: Toy drives, sponsor matching, holiday deliveries.
Jan – Feb: Annual financial reporting, tax filing, spring campaign planning.
April– Sep: Emergency-aid cases, community partnerships, resource coordination.
Upon written request—and within privacy limits—we will provide donors with non-identifying confirmation that their contributions were distributed or applied.
Recipients must agree to sign for gift cards and, where consent is granted, may be photographed with the card solely for internal tracking or confidential donor acknowledgment.
Santa Delivers All Year Round Inc.
📧 contact@santadeliversayr.org
📞 (219) 999-8459
Porter County, Indiana
IRS-recognized 501(c)(3)
EIN available on request
*Thank you for supporting our mission to provide emergency aid to families in crisis while maintaining the highest standards of stewardship and integrity.*
A person can be charged with fraud or scamming if they resell donated items or misrepresent a need when soliciting donations, as this constitutes "charity fraud" and involves deceptive practices to obtain money or donations under false pretenses, potentially violating both state and federal laws depending on the severity and scope of the actions.
We use cookies to analyze website traffic and optimize your website experience. By accepting our use of cookies, your data will be aggregated with all other user data.