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SUB FOR SANTA PRIVACY POLICY

United Way of Utah County Sub for Santa Privacy Policy 

Effective Date: September 4, 2026 

United Way of Central and Southern Utah DBA United Way of Utah County Utah County (“United Way of Utah County,” “United Way,” “we,” “us,” or “our”) operates the Sub for Santa program (“Sub for Santa” or the “Program”), a holiday assistance program serving eligible families in Utah County, Utah. 

This Privacy Policy explains how we collect, use, disclose, retain, and protect information provided by individuals who apply for or participate in Sub for Santa, including families, sponsors, Golden Angel partners, and other Program partners. 

By using the Sub for Santa application or participating in the Program, you acknowledge the practices described in this Privacy Policy. 

  1. Information We Collect

The information we collect depends on your role in the Sub for Santa Program. 

Families and Applicants 

When a family applies to participate in Sub for Santa, we may collect information such as: 

  • Applicant’s name 
  • Mailing and residential address 
  • Email address 
  • Telephone and mobile telephone numbers 
  • Household information 
  • Information about children in the household, including names, ages, dates of birth, clothing or shoe sizes, and gift preferences 
  • Household income and expense information 
  • Information relevant to determining Program eligibility 
  • Information provided in supporting documentation 
  • Information provided during communications with Sub for Santa staff or representatives 
  • Application history and Program participation information 

A valid email address is required for Sub for Santa applicants because email is one of the Program’s primary methods of communication. 

Providing a mobile telephone number does not automatically constitute consent to receive text messages. 

Sponsors 

Sponsors may provide information such as: 

  • Name 
  • Organization or business name, when applicable 
  • Mailing address 
  • Email address 
  • Telephone or mobile telephone number 
  • Information about sponsorship preferences 
  • Information necessary to coordinate family sponsorship, gifting, and delivery 
  • Communication and participation records 

Golden Angel Partners 

Golden Angel partners may provide information such as: 

  • Name 
  • Organization or business name 
  • Contact information 
  • Email address 
  • Telephone or mobile telephone number 
  • Information necessary to coordinate participation in the Program 
  • Communication and participation records 

Other Program Partners 

Partners may provide information such as: 

  • Individual and organization names 
  • Contact information 
  • Email address 
  • Telephone or mobile telephone number 
  • Information about the organization’s participation in Sub for Santa 
  • Information necessary to coordinate Program activities 
  • Communication and participation records 

Information Collected Automatically 

When you use Sub for Santa websites, applications, or online services, certain technical information may be collected automatically, such as IP address, browser type, device information, pages visited, and other information collected through cookies or similar technologies. 

  1. How We Use Information

United Way of Utah County may use information collected through Sub for Santa to: 

  • Process and administer applications 
  • Determine Program eligibility 
  • Verify information provided by applicants 
  • Communicate with applicants and participants 
  • Coordinate families with sponsors 
  • Facilitate gift selection and gifting 
  • Coordinate gift delivery, pickup, and scheduling 
  • Coordinate events and Program activities 
  • Respond to questions and requests 
  • Communicate Program deadlines and reminders 
  • Coordinate with sponsors, Golden Angel partners, volunteers, and other partners 
  • Maintain Program records 
  • Improve Program administration and services 
  • Connect program applicants to other requested services in the community 
  • Prevent fraud, misuse, or unauthorized participation 
  • Comply with applicable legal, regulatory, accounting, and reporting requirements 
  • Protect the rights, safety, and property of United Way of Utah County, Program participants, and others 
  1. Eligibility Information

Sub for Santa considers numerous factors when determining eligibility for assistance. 

Information considered may include household circumstances, financial circumstances, household composition, children’s ages, residency, available Program resources, and other information relevant to evaluating an application. 

No single factor necessarily determines eligibility, and submitting an application does not guarantee acceptance or assistance. 

  1. Information Shared With Sponsors

A primary purpose of Sub for Santa is to connect eligible families with community sponsors who provide gifts. 

To facilitate sponsorship, United Way of Utah County may share basic family information with an assigned sponsor when reasonably necessary to coordinate gifting and delivery. 

Information shared may include, as appropriate: 

  • Children’s first names 
  • Children’s ages 
  • Gift or wish-list information 
  • Clothing or shoe sizes 
  • Information necessary to select appropriate gifts 
  • Information necessary to coordinate gift delivery or pickup 
  • Other contextual information shared with the program about the family need 
  • Other limited information reasonably necessary for the sponsor to fulfill the sponsorship 

United Way of Utah County will seek to limit the information shared with sponsors to information reasonably necessary for Program purposes. 

Sponsors are expected to respect the privacy of participating families and use information received through Sub for Santa only for purposes related to their participation in the Program. 

Sponsors may not use family information obtained through Sub for Santa for unrelated marketing, solicitation, or other purposes outside of the Program. 

  1. Service Providers

United Way of Utah County may use third-party service providers to help operate Sub for Santa. 

These providers may assist with services such as: 

  • Application management 
  • Database administration 
  • Website and technology services 
  • Email communication 
  • Text messaging 
  • Data storage 
  • Security 
  • Program administration 

Service providers may have access to information only to the extent reasonably necessary to provide services to United Way of Utah County and the Sub for Santa Program. 

  1. Text Messaging and SMS

Sub for Santa may use text messaging to communicate with families, sponsors, Golden Angel partners, and other Program partners. 

Text Messaging Is Optional 

Consent to receive text messages is completely optional and is not required to apply for, participate in, or receive assistance through Sub for Santa. 

Providing a mobile telephone number does not, by itself, constitute consent to receive SMS messages. 

Individuals who do not consent to text messages may still participate in the Program and will receive required communications through email and other available communication methods. 

SMS Opt-In 

Individuals who wish to receive Sub for Santa text messages must affirmatively opt in through the designated consent process. 

The SMS consent checkbox will be separate from acceptance of the Terms & Conditions and Privacy Policy and will not be preselected. 

Types of Text Messages 

Individuals who opt in may receive messages related to Sub for Santa, including: 

  • Program status and updates 
  • Application updates 
  • Questions or requests for additional information 
  • Event reminders 
  • Important dates and deadlines 
  • Gift delivery reminders 
  • Delivery scheduling and coordination 
  • Gift pickup or drop-off information 
  • General Program announcements 
  • Other communications reasonably related to participation in or administration of Sub for Santa 

Messages may be automatically generated through the Sub for Santa database, Twilio messaging platform, GoTo messaging platform, or manually sent by authorized United Way of Utah County staff or Program representatives. 

Message Frequency 

Message frequency will vary depending on an individual’s role in the Program, Program activities, deadlines, events, and other circumstances. 

Message and Data Rates 

Message and data rates may apply. 

Opting Out 

Individuals may opt out of Sub for Santa text messages at any time by replying STOP to a Sub for Santa text message. 

Individuals may also contact United Way of Utah County’s Sub for Santa Program to request that SMS communications be discontinued. 

After an individual opts out, they may receive a confirmation message acknowledging the request. No additional Program text messages will be sent unless the individual subsequently provides consent. 

Help 

For assistance with Sub for Santa text messaging, reply HELP to a Sub for Santa text message or contact the Sub for Santa Program using the contact information provided on the Program website. 

Mobile Information and SMS Consent 

United Way of Utah County does not sell mobile telephone numbers or SMS opt-in information. 

Mobile information, including mobile telephone numbers and SMS consent information, will not be shared with third parties or affiliates for their own marketing or promotional purposes. 

United Way of Utah County may provide mobile telephone numbers and related information to service providers, including Twilio and GoTo, solely as necessary to deliver authorized Sub for Santa communications and operate the Program. 

Your consent to receive Sub for Santa text messages applies only to communications from United Way of Utah County’s Sub for Santa Program and does not constitute consent to receive unrelated marketing messages from third parties. 

  1. Annual Applications and SMS Consent

Sub for Santa operates on an annual Program cycle. 

Families wishing to participate in a subsequent Program year must submit a new application. 

SMS consent does not automatically carry forward from one Program year to the next. 

Families who wish to receive Sub for Santa text messages during a subsequent Program year must affirmatively opt in again when completing their new application. 

  1. Data Retention

United Way of Utah County retains information for as long as reasonably necessary to administer the Sub for Santa Program, maintain appropriate records, meet legal and financial obligations, resolve disputes, prevent fraud or misuse, and protect the rights and interests of the organization and Program participants. 

Certain information may be retained when necessary for legal, financial, audit, security, or other legitimate organizational purposes. 

  1. Children’s Information

Sub for Santa collects information about children because information about children is necessary to administer the Program and coordinate appropriate gifts. 

Children’s information may include names, ages, dates of birth, sizes, gift preferences, and other information necessary for Program administration. 

We encourage applicants to provide only information necessary for participation in the Program. 

  1. Information Security

United Way of Utah County uses reasonable administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, use, disclosure, alteration, or destruction. 

No electronic system, database, website, or method of transmitting information can be guaranteed to be completely secure. 

  1. Legal Disclosures

United Way of Utah County may disclose information when we reasonably believe disclosure is necessary to: 

  • Comply with applicable law, regulation, legal process, subpoena, or court order 
  • Protect the safety or rights of an individual 
  • Investigate suspected fraud, abuse, or misuse of the Program 
  • Protect the security or integrity of our systems 
  • Protect the rights, property, or safety of United Way of Utah County or others 
  1. Third-Party Websites and Services

Sub for Santa may link to or use third-party websites, applications, platforms, or services. 

Third-party services may have their own privacy policies and terms. United Way of Utah County is not responsible for the privacy practices of third-party services that it does not control. 

  1. Privacy Questions and Requests

Questions regarding this Privacy Policy or the handling of information through Sub for Santa may be directed to: 

United Way of Utah County 
Sub for Santa 
148 North 100 West 
Provo, Utah 84601 
Phone: 801-356-6200 
Email: subforsanta@unitedwayuc.org 

  1. Changes to This Privacy Policy

United Way of Utah County may update this Privacy Policy from time to time to reflect changes in the Sub for Santa Program, technology, legal requirements, or our information practices. 

When changes are made, the Effective Date at the beginning of this Privacy Policy will be updated. 

 

Last Updated: September 4, 2026 

United Way of Utah County Sub for Santa Terms and Conditions 

Effective Date: September 4, 2026 

These Terms and Conditions (“Terms”) govern participation in the United Way of Central and Southern Utah DBA United Way of Utah County Sub for Santa program (“Sub for Santa,” “Program,” “we,” “us,” or “our”). 

By submitting an application or participating in Sub for Santa, you agree to these Terms and the Sub for Santa Privacy Policy. 

  1. About Sub for Santa

Sub for Santa is a holiday assistance program operated by United Way of Utah County. 

The Program connects eligible families in Utah County with community sponsors and partners who provide holiday gifts and related assistance. 

Sub for Santa is dependent upon available sponsors, donors, volunteers, partners, and Program resources. 

Submitting an application does not guarantee acceptance into the Program or receipt of assistance. 

  1. Geographic Eligibility

Sub for Santa is limited to individuals and families who meet the Program’s geographic requirements for Utah County, Utah. 

United Way of Utah County may request information necessary to verify residency. 

  1. Program Eligibility

Eligibility is determined by United Way of Utah County based on numerous factors and the circumstances presented in each application. 

Factors may include, but are not limited to: 

  • Household circumstances 
  • Financial circumstances 
  • Household income and expenses 
  • Household composition 
  • Children’s ages 
  • Residency 
  • Unusual or extenuating circumstances 
  • Prior participation 
  • Available Program resources 
  • Other information relevant to determining Program eligibility 

No individual factor automatically guarantees eligibility. 

United Way of Utah County reserves the right to determine eligibility based on the information available and the resources available for the applicable Program year. 

  1. Family Applications

Families must complete the Sub for Santa application process established for the applicable Program year. 

Applicants are responsible for providing complete and accurate information. 

United Way of Utah County may request additional information or documentation when necessary to evaluate an application. 

Failure to provide requested information may delay or prevent an eligibility determination. 

  1. Annual Applications

Sub for Santa operates on an annual basis. 

Families who wish to participate in a subsequent Program year must submit a new application. 

Participation in a prior year does not guarantee acceptance in a subsequent year. 

  1. Required Email Address

A valid email address is required for Sub for Santa applicants. 

Email may be used for important Program communications, including application information, Program status, reminders, deadlines, and other communications related to participation. 

  1. Optional Text Messaging

Sub for Santa may offer text-message communications to families, sponsors, Golden Angel partners, and other Program partners. 

Text-message consent is optional. 

An individual does not have to agree to receive text messages in order to: 

  • Submit a family application 
  • Participate in Sub for Santa 
  • Receive Sub for Santa assistance 
  • Sponsor a family 
  • Participate as a Golden Angel partner 
  • Participate as another Program partner 

Declining SMS consent will not prevent an individual from completing the applicable application or participating in the Program. 

  1. SMS Consent

Individuals who want to receive Sub for Santa text messages must affirmatively opt in through the designated SMS consent process. 

Providing a mobile telephone number does not, by itself, constitute consent to receive text messages. 

SMS consent is separate from acceptance of these Terms and the Privacy Policy. 

Text Messages May Include: 

  • Program status and updates 
  • Application updates 
  • Questions or requests for information 
  • Event reminders 
  • Deadlines and important dates 
  • Gift delivery reminders 
  • Delivery scheduling and coordination 
  • Pickup or drop-off information 
  • General Program announcements 
  • Other communications related to the administration or participation in Sub for Santa 

Text messages may be automated or manually sent by authorized United Way of Utah County staff or Program representatives using the Sub for Santa database and Twilio messaging platform. 

Message frequency varies. 

Message and data rates may apply. 

  1. SMS Opt-Out

Individuals may opt out of text messages at any time by replying STOP to a Sub for Santa text message. 

Individuals may also contact Sub for Santa directly to request that text messaging be discontinued. 

After opting out, an individual may receive a confirmation message. Additional text messages will not be sent unless the individual subsequently provides new consent. 

For assistance, reply HELP or contact Sub for Santa using the contact information provided on the Program website. 

  1. Annual SMS Consent

SMS consent applies only to the Program year in which the consent is provided. 

Because Sub for Santa applications are cleared at the conclusion of each Program year, SMS consent does not automatically carry over to a subsequent Program year. 

Families must affirmatively opt in to text messages again when submitting a new application for a future Program year. 

  1. Family Information Shared With Sponsors

Families understand that Sub for Santa connects eligible families with community sponsors. 

To facilitate gifting and delivery, United Way of Utah County may provide an assigned sponsor with basic family information reasonably necessary to fulfill the sponsorship. 

This information may include children’s first names, ages, gift preferences, sizes, and information necessary to coordinate gift delivery or pickup. 

Sponsors are expected to protect the privacy of participating families and use information received through Sub for Santa only for Program-related purposes. 

Sponsors may not use family information for unrelated marketing, solicitation, or other purposes outside the Program. 

  1. Sponsor Participation

Sponsors agree to: 

  • Provide accurate contact information 
  • Follow Program instructions 
  • Respect the privacy of participating families 
  • Use family information only for Sub for Santa purposes 
  • Communicate appropriately with families 
  • Follow Program requirements regarding gifting and delivery 
  • Coordinate with Sub for Santa staff when questions or concerns arise 

United Way of Utah County may establish additional sponsor requirements or procedures as necessary. 

  1. Golden Angel and Partner Participation

Golden Angel partners and other Program partners agree to provide accurate information and follow the procedures established by United Way of Utah County for their participation. 

Partners may be contacted regarding Program status, events, deadlines, questions, coordination, delivery, scheduling, and other Program activities. 

Participation may be modified or discontinued if a partner does not comply with Program requirements or engages in conduct that could compromise the safety, privacy, or integrity of the Program. 

  1. Accuracy of Information

Participants are responsible for ensuring that information they provide is accurate and current. 

Participants should notify Sub for Santa if important contact or household information changes. 

Providing false, misleading, incomplete, or fraudulent information may result in denial or discontinuation of Program participation. 

  1. Gifts and Assistance

Sub for Santa generally provides holiday gifts through community sponsors. 

United Way of Utah County does not guarantee that every requested item will be available or provided. 

Gift quantities, types, sizes, brands, values, and availability may vary. 

United Way of Utah County does not guarantee any particular gift, item, monetary value, or specific outcome. 

  1. Program Resources

Sub for Santa operates based on available community sponsors, donations, volunteers, partners, and other resources. 

United Way of Utah County may limit or modify Program assistance based on available resources. 

  1. Prohibited Conduct

Participants may not: 

  • Submit knowingly false or misleading information 
  • Submit fraudulent documentation 
  • Attempt to obtain assistance through multiple identities or fraudulent applications 
  • Misuse another person’s account or information 
  • Use family or participant information for unauthorized purposes 
  • Harass, threaten, intimidate, or abuse staff, volunteers, sponsors, families, or partners 
  • Interfere with the operation or security of the Sub for Santa application or database 
  • Engage in conduct that compromises the safety, privacy, or integrity of the Program 

United Way of Utah County may deny or discontinue participation when appropriate. 

  1. Account and Application Security

Participants are responsible for protecting the confidentiality of their account information and passwords. 

Participants should not share passwords with unauthorized individuals. 

If an individual believes their account or application has been accessed without authorization, they should notify Sub for Santa as soon as reasonably possible. 

  1. Third-Party Technology

Sub for Santa may use third-party technology and service providers to operate the Program. 

This may include services for application management, database administration, communications, text messaging, hosting, security, and other administrative functions. 

United Way of Utah County is not responsible for interruptions or failures caused by third-party services outside of its reasonable control. 

  1. Text Messaging Service Provider

Sub for Santa uses the Twilio messaging platform and API and GoTo messaging platform to facilitate text-message communications. 

By opting in to Sub for Santa text messages, participants understand that their mobile telephone number and information necessary to process and deliver text messages may be transmitted to Twilio and GoTo as service providers acting on behalf of United Way of Utah County. 

Twilio and GoTo do not receive permission through Sub for Santa to use participant mobile information for its own marketing purposes. 

  1. Privacy

Participation in Sub for Santa is also subject to the United Way of Utah County Sub for Santa Privacy Policy. 

The Privacy Policy explains how personal information is collected, used, disclosed, retained, and protected. 

  1. Program Changes

United Way of Utah County reserves the right to modify, suspend, or discontinue the Sub for Santa Program or any portion of the Program when necessary. 

This may include changes to: 

  • Eligibility requirements 
  • Application procedures 
  • Deadlines 
  • Gift distribution procedures 
  • Communication methods 
  • Sponsorship procedures 
  • Available assistance 
  • Program schedules 
  1. No Guarantee of Participation or Assistance

United Way of Utah County does not guarantee that: 

  • An application will be approved 
  • A family will be matched with a sponsor 
  • A sponsor will be matched with a particular family 
  • A requested gift will be available 
  • A particular amount or type of assistance will be provided 
  • The Program will operate without interruption 
  1. Limitation of Liability

To the extent permitted by applicable law, United Way of Utah County is not responsible for indirect, incidental, consequential, or other damages arising from participation in the Sub for Santa Program, including delays, interruptions, technical problems, sponsor availability, gift availability, utilization of gifts, or changes in Program resources. 

Nothing in these Terms is intended to waive or limit any right or protection that cannot legally be waived or limited. 

  1. Governing Law

These Terms are governed by the laws of the State of Utah, without regard to conflict-of-law principles. 

  1. Contact Information

Questions regarding Sub for Santa or these Terms may be directed to: 

United Way of Utah County 
Sub for Santa 
148 North 100 West 
Provo, Utah 84601 
Phone: 801-356-6200 
Email: subforsanta@unitedwayuc.org 

  1. Changes to These Terms

United Way of Utah County may update these Terms from time to time. 

Updated Terms will be posted with a revised Effective Date. 

 

Last Updated: September 4, 2026