Santa Delivers All Year Round is committed to fairness, transparency, and mutual respect in every interaction between donors, recipients, volunteers, and staff. All participants—whether requesting or offering assistance—are expected to uphold honesty, integrity, and a commitment to ethical conduct.
Clients agree to the following:
a. Treat all volunteers, staff, and donors with respect. Harassment, threats, or abuse will result in disqualification and may involve law enforcement.
b. Communicate only through official channels: verified email, phone, or our business messenger platform.
c. Be truthful on applications and disclose any additional aid received, including other holiday assistance.
d. Understand that receiving over $100 in aid (excluding rent, mortgage, or utility support) from multiple programs may result in disqualification and possible criminal investigation.
e. Never solicit additional gifts, money, or favors from donors.
f. Refrain from selling or attempting to sell any items received from the organization. This is considered fraud.
g. Avoid misinformation, exaggeration, or withholding relevant details that impact eligibility.
h. Acknowledge that repeated violations or fraud may result in disqualification and legal action under Indiana Code § 35-43-5 (charity fraud).
Donors agree to:
a. Treat clients, staff, and volunteers with empathy, respect, and discretion.
b. Respect the confidentiality of all client information, even when shared voluntarily.
c. Avoid contacting clients outside of official Santa Delivers All Year Round platforms.
d. Allow redistribution of excess donations in accordance with the organization’s mission and best practices.
e. Understand that while donor intent is respected, the final allocation of resources lies with the organization.
f. Acknowledge that names may only be provided with explicit client consent.
g. Understand that unauthorized public disclosure of client identity may lead to legal consequences under Indiana Code § 35-44.1-4-1 (public disclosure of confidential information).
a. Santa Delivers All Year Round enforces a strict zero-tolerance policy on harassment.
b. Any abusive behavior—verbal, written, or physical—may lead to removal from the program and potential legal consequences.
c. This applies to donors, clients, volunteers, and staff alike.
a. All communication must occur through official channels: our business Facebook page, email, or designated phone number.
b. Confidential information will only be discussed with individuals listed on the application or with verified organizational partners assisting with the case.
c. This ensures safety, documentation, and accountability for all parties.
a. Santa Delivers All Year Round works with other charitable organizations to verify aid, reduce duplication, and better serve families.
b. By applying, clients consent to limited data sharing for these purposes.
c. Such collaboration is solely for efficiency and does not compromise client privacy beyond what's necessary for case management.
a. All personal information collected is securely stored and used only for operational and communication purposes.
b. Data will never be sold or shared outside of what is outlined in these policies.
c. Clients may authorize limited information to be shared with donors for transparency or sponsorship purposes.
d. Any public sharing of client data without consent is strictly prohibited and may be legally actionable.
a. By applying or donating, individuals confirm they have read and accepted these terms.
b. Violations may result in disqualification, reporting to partner networks, and legal reporting when necessary.
a. Concerns or policy violations should be reported to contact@santadeliversayr.org or by phone at (219) 999-8459.
b. We are committed to investigating all reports thoroughly and respectfully.
a. Participation in Santa Delivers All Year Round is a privilege grounded in mutual trust and accountability.
b. We reserve the right to disqualify or remove any participant who violates these policies, in order to protect the integrity of our mission and those we serve.
To ensure fairness, transparency, and compliance with nonprofit standards, we have established the following policies and procedures. Like other unaffiliated organizations, such as Toys for Tots and The Salvation Army, we strive to maximize the impact of donations while adhering to donor intent, recipient privacy, and ethical standards. To ensure fairness, transparency, and compliance with nonprofit standards, we have established the following policies and procedures. Like other unaffiliated organizations, such as Toys for Tots and The Salvation Army, we strive to maximize the impact of donations while adhering to donor intent, recipient privacy, and ethical standards.
1. Donation Acceptance and Management
Santa Delivers All Year Round accepts and manages donations in accordance with the following policies:
Accepted Donations
• Monetary Donations:
-Cash App,Venmo, Paypal, Check, Money Order, or Cards/Online Payments made out to Santa Delivers All Year Round Inc.
• In-kind Donations Of New, Unopened Items:
-Toys
-Toiletries
-Gift cards (donors must tell us and label a package “gift cards”that they donate that contains gift cards. This policy allows our team to be aware and we can obtain a receipt signature and picture for transparency to donor)
• Clothing:
Clothing donations are not accepted directly. All clothing needs are referred to Clothes and Prayers, a community partner specializing in clothing assistance.
• Furniture and Household Essentials (Need-Based):
Gently used furniture and household items (e.g., beds, tables, chairs, kitchenware) are accepted only when there is an active request from a family. Donors must contact us before bringing these items.
• Food Donations (Need-Based):
food is accepted only when there is an immediate need. Donors are encouraged to confirm current needs before donating.
Surplus Redistribution
In cases of surplus donations, we reserve the right to redistribute items to other families or individuals in need, similar to the practices of other comparable unaffiliated organizations such as Toys for Tots and The Salvation Army. Redistribution follows these principles:
• Donor Intent:
If a donation is clearly designated for a specific recipient, even though it may be a surplus for one child it will not be redistributed without consulting the donor first for permission.
• Privacy and Transparency:
• Recipient personal information is handled with care.
• Donors are informed about if and how surplus donations are used.
Examples include:
• Toys for Tots collaborates with local agencies to identify children in need and redistribute surplus toys.
• The Salvation Army’s Angel Tree program redistributes excess gifts to other qualifying children.
Those practices are in place to ensure maximum impact for a community and fairness. We are not affiliated, but will be following in their successful footsteps to also ensure maximum impact and kids served.
2. Financial Assistance Policies
Santa Delivers provides financial support for families in crisis as a last resort. Our financial assistance is managed under the following guidelines:
• Eligibility and Frequency:
Families may receive financial assistance once every six months to ensure resources are available for as many families as possible.
• Fundraising Assistance:
In cases of urgent deadlines or significant need, we may campaign for a client’s cause. Fundraising is not guaranteed and depends completely on community contributions.
• Seasonal Pause:
Financial assistance is paused each October to focus on campaigning for families’ holiday donations, Santa preparation, sponsor pickups and donation deliveries as our served demographic often do not have normal 9-5 schedule and/or transportation.
3. Distribution and Recipient Guidelines
Distribution Policies
To ensure equitable and impactful support, donations and resources are distributed based on:
• Need:
Families are selected through referrals, applications, and community outreach. Priority is given to urgent cases.
• Availability:
Support is contingent upon individual donation levels and specific recipient needs.
Recipient Behavior Guidelines
To maintain fairness and program integrity:
• Honesty in Applications:
Recipients must provide accurate information about their circumstances, income, custodian status, and participation in any other assistance programs.
• Fraud Prevention:
- Recipients who accept donations of any kind totaling more than $100 from multiple organizations knowingly (excluding direct to vendor payments such as landlords, mortgage companies and utility providers) may face fraud allegations, police reports and fraud charges.
- Recipients posting on multiple social media platforms requesting further donations from other organizations or individuals after applying to Santa Delivers All Year Round are subject to reports made to group and organizational admins on that platform. This is considered unethical online behavior and our organization can not be affiliated with scam behavior. Applicants will also be informed the can no longer receive assistance from our organization going forward.
- Recipients caught reselling donations are also subject to a police report and criminal charges. Donations not able to be used can be returned or redonated for free.
**Charity fraud is the deceptive solicitation or use of charitable contributions and could be charged as a federal offense based on the nature of the scam.**
• Collaboration:
Recipients must agree to allow communication between Santa Delivers AYR and other organizations to avoid duplication of services, ease of services and collaboration between organizations for maximum assistance.
4. Seasonal Focus
Santa Delivers adjusts its efforts seasonally to maximize impact:
• October – December:
Focus on holiday assistance, including toy drives, securing food sponsors, and gift distribution.
• January – February:
Dedicated to fundraising preparation, tax filings, and reporting.
5. Transparency and Reporting
Donor Accountability
• Donors can request updates on the delivery of their contributions.
• Redistribution and financial aid efforts are documented for transparency.
Gift Card Procedures
• Families receiving gift cards must allow photographs and a receipt signature for transparency purposes, demonstrating the proper handling of donations.
6. Volunteer Code of Conduct
Our volunteers are committed to:
• Treating recipients and donations with dignity and confidentiality.
• Not engaging in confrontation online with disgruntled participants
- Added 12/28/24
• Following established procedures for storage, transportation, and distribution.
• Ensuring all items meet quality and safety standards before distribution.
7. Privacy and Confidentiality
To ensure the safety of both our recipients and sponsors, all personal and confidential information is kept secure. Santa Delivers All Year Round protects the privacy of donors and recipients by:
• Securely managing personal information for service delivery and communication purposes.
• Ensuring no personal data is shared without explicit consent.
• Following strict guidelines to protect sensitive information and uphold trust.
Contact Us
For questions about our policies or services, please reach out:
• Email: [contact@santadeliversayr.org]
• Phone: [219-999-8459]
• Website: [santadeliversayr.org]
Together, we can make a meaningful difference in the lives of families in need. Thank you for your support of Santa Delivers All Year Round!
Policies and Terms are subject to change with our growth.
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.