1. General Principles
1.1 Commitment to Transparency, Respect, and Accountability:
• Santa Delivers All Year Round is committed to maintaining fairness, transparency, and respect in all interactions between donors, clients, staff, and volunteers.
• Both clients and donors play vital roles in supporting our mission, and all participants are expected to act with honesty, integrity, and respect.
2. Client Applicant Terms
2.1 Respect for Donors and Santa Delivers All Year Round:
• Client applicants must not harass, threaten, or abuse donors, Santa Delivers All Year Round staff, or volunteers.
• Clients are prohibited from contacting individuals affiliated with Santa Delivers All Year Round outside the organization’s official email, phone number, or business messenger platforms.
2.2 Honesty in Applications:
• Client applicants must provide truthful and accurate information about their situation and needs. Clients must apply to our organization with transparency of other organizations assisting and must provide any other organization with information we are assisting.
• Clients must not apply to other Christmas or holiday gift programs . If a client does receive over $100 in value of donations from another organization such as another Christmas gift program (excluding payments made directly to landlords, mortgage companies, or utility providers) and it has been proven , they understand there could be a police report made and criminal charges made.
2.3 Prohibited Behavior:
• Soliciting additional aid, gifts, or favors directly from donors is strictly prohibited.
• Harassment, including repeated or unwanted contact with donors, staff, or volunteers, will result in ineligibility for current and future assistance,plus a possible police report depending on the extent of behavior.
• Clients are prohibited from reselling donations provided by Santa Delivers All Year Round through sponsors/donors. This is misuse of charitable contributions and can result in criminal charges.
2.4 Fraudulent Behavior Consequences:
• Fraudulent behavior, including misrepresentation, dishonesty, or violation of these terms, may result in:
A. Immediate disqualification from all programs.
B. A police report and potential criminal charges for charity fraud.
C. Reporting to local organization group administrators and partner charities.
3. Donor Terms
3.1 Respectful Conduct:
• Donors must treat clients, staff, and volunteers with respect, dignity and professionalism.
•Donors must keep any situational information shared about the client to help them understand the cause they are donating too private. Clients are already at their lowest and are trusting donors with their families future.
• Direct, unauthorized communication with clients or about outside of Santa Delivers All Year Round’s official communication channels is prohibited for everyone’s safety and respect .
3.2 Donation Redistribution Policy:
• Donors understand and agree that in cases of surplus donations, Santa Delivers All Year Round may redistribute donations to serve additional families and community members in need.
• Redistribution will follow Santa Delivers All Year Round policies and will be carried out transparently and ethically as the situation allows.
3.3 Donor Intent:
• Santa Delivers All Year Round will make every effort to respect a donor's specific intent regarding their contributions whenever possible. Donors are welcome to reach out for updates. Once we deliver we can’t enforce a client to provide further details unfortunately.
3.4 Transparency:
• Donors can request updates on how their contributions are used.
4. Anti-Harassment Policy
4.1 Zero Tolerance:
• Harassment or abuse of any kind—whether directed at Santa Delivers All Year Round staff, volunteers, donors, or client applicants—will not be tolerated.
• Examples include but are not limited to:
A. Repeated, unwanted contact on any platform.
B. Insults, threats, or derogatory remarks and/or reactions .
C. Attempts to circumvent Santa Delivers All Year Round procedures to obtain assistance or donations.
4.2 Consequences:
• Violators will face immediate removal from Santa Delivers All Year Round media and programs.
• Legal action may be pursued if harassment or abuse occurs.
5. Communication Policy
5.1 Communication Channels:
• All communication between donors, client applicants, and Santa Delivers All Year Round staff must occur through staff, and on on authorized channels for both parties safety including:
A.Emails from authorized Santa Delivers All Year Round addresses.
B. Phone calls or messages via phone or business facebook facilitated by Santa Delivers All Year Round
6. Collaboration with Other Organizations
6.1 Maximizing Support:
• Clients agree to allow Santa Delivers All Year Round to communicate and coordinate with other charitable organizations in regards to their situation in order to:
A.Verify assistance history or pledges.
B. Prevent duplication of services.
D. Maximize resources to support families in need.
6.2 Privacy Protection:
• All communication and shared information will adhere to Santa Delivers All Year Round’s Privacy Policy to ensure confidentiality and respect for all participants.
7. Privacy Policy
7.1 Data Protection:
• Santa Delivers All Year Round is committed to protecting the privacy and confidentiality of all donors and clients.
• Personal information will only be used for services, Donation delivery and communication purposes.
8. Agreement to Terms
By participating in Santa Delivers All Year Round programs, donors and client applicants agree they will:
• Adhere to these terms and conditions.
• Respect the roles and boundaries established to protect all participants.
• Accept that violations of these terms may result in disqualification from future participation, and criminal charges.
9. Reporting Issues
If you experience or witness any violation of these terms, please contact Santa Delivers All Year Round immediately:
• Email: [Contact@santadeliversayr.org]
• Phone: [219-999-8459]
Santa Delivers All Year Round is committed to addressing concerns promptly, fairly, and transparently.
10. Final Acknowledgment
By interacting with Santa Delivers All Year Round—whether as a client applicant or donor—you acknowledge that you have read, understood, and agree to these terms and conditions.
Thank you for your support and commitment to Santa Delivers All Year Round. Together, we can make a meaningful impact on families in need.
Santa Delivers All Year Round : Donation and Distribution Policies and Procedures
At Santa Delivers All Year Round, we work year-round to prevent eviction, foreclosure, utility disconnections, food insecurity, and joyless holidays. 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.