Text Messaging Campaign Policies

Text Messaging Campaign Policies

SMS/text messaging provides a direct mechanism to reach constituents. By sending content directly to their mobile device, users are more likely to consume and appropriately react to content that has been shared.

While this is a powerful medium, a number of compliance components must be in place in order to leverage these platforms correctly. The Privacy Policy and Terms of Service (TOS) found here cover centrally initiated SMS campaigns along with those created by individual schools, divisions, and departments. Additionally, a number of other items are identified as being required; these fall on the initiating organization to ensure they are implemented for their respective campaign.

Requirements for SMS/Text Messaging Campaigns

To conduct SMS/text messaging campaigns, Calvin University schools, divisions and departments must:

1. Collect consent from campaign participants prior to sending text messages. This can be achieved by offering target participants to opt into text message communications.*
2. At the time of consent, provide a description of the types of content/communications. For example, “Opt in to receive important messages from Calvin University regarding events and general information.”
3. Disclose that the recipient may incur a fee as a result of receiving SMS messages. A typical message may state “Message and data rates apply.”
4. Notify recipients how often they would receive messages. Verbiage such as “Message frequency varies” are sufficient.
5. Allow message recipients to opt out of receiving future text messages. Instructions should be provided such as, “Text STOP to 34641 to cancel”
6. Provide recipients with a means to receive assistance. This can be done through additional SMS messaging, providing a phone number, or email address. Some examples include “Text HELP to 34641 for help” or email CalvinU@calvin.edu for assistance.
7. Provide recipients with a link to the university’s Text Messaging Terms of Service.
8. Provide recipients with a link to the university’s Privacy Policy.

*Contact privacy@calvin.edu if your campaign is targeting minors under the age of 13.

Calvin University Text Messaging Service Privacy Policy

Overview

Calvin University’s privacy statement recognizes the value of privacy of the university community members and its guests.

This privacy notice provides more specific information on how Calvin University text messaging service collects and processes your personal information.

Scope

The notice applies to our practices for gathering and disseminating information related to the Calvin University text messaging service (“we”, “us”, or “our”) and is meant to provide you an overview of our practices when collecting and processing personal information.

How We Collect Information

We collect personal information in the following circumstances:

• Direct Collection, when you provide information by responding to text messages.
• From Calvin University sources, when we import your contact information from other Calvin University systems and sources.
• Automated Processes, when Calvin University systems gather information as you interact with the service, such as IP address, device used, geo location.
• Opt-in, by web.

What Type of Information We Collect

Direct Collection

We directly collect the following personal information:

• Opt-out preferences
• Content of your text message responses to us.

Collection from Calvin University Sources

• First and last name
• Phone number.

Automated Collection

We may automatically collect the following personal information:

• Device status indicating whether a device is available for messaging
• Carrier (e.g. Verizon, AT&T, etc.)
• Country associated with the phone (we are not sending international text messages)
• Delivery status
• Error codes indicating why a message was not delivered (e.g. number associated with a landline, unreachable device, etc.)

How This Information Is Used

We use the personal information we collect to communicate with you regarding Calvin University operations and services, such as:

• Promotional Activities, to share opportunities that may be of interest to you, incentives, discounts, and offerings though a variety of Calvin University services.
• Updates, to keep you informed of important dates or activities specific to your relationship with Calvin University
• Public Health and Safety, to ensure your well being or the well being of others on campus.

With Whom This Information Is Shared

We do not sell or rent your personal information. All information is used by Calvin and its service providers and vendors that support Calvin’s business activities.

Calvin University and our service providers are committed to keeping your personal information secure and your personal information is not used for any purpose other than providing services on our behalf.

We may also share your personal information when required by law, or when sharing will help to protect the safety, property, or rights of the university, members of the university community, and university guests.

What Choices You Can Make About Your Information

If you wish to unsubscribe from text messages for a campaign, you can reply with the keyword “STOP” to 34641 to cancel and you will no longer receive messages.

If you wish to re-subscribe, you can opt in at any time.

Please note that unsubscribing from text messages will not unsubscribe you from other campaigns or systems at the university. Unsubscribing will not remove your information from all Calvin University systems or remove you from email campaigns. This policy relates only to mobile message delivery.

How Information Is Secured

Calvin University recognizes the importance of maintaining the security of the information it collects and maintains, and we endeavor to protect information from unauthorized access and damage. Calvin University strives to ensure reasonable security measures are in place, including physical, administrative, and technical safeguards to protect your personal information.

Privacy Notice Changes

This privacy notice may be updated from time to time. We will post the date our notice was last updated at the top of this privacy notice.

Who to Contact With Questions or Concerns

If you have any concerns or questions about how your personal data is used, please contact Calvin University at privacy@calvin.edu

Calvin University Text Messaging Terms of Service

1. Calvin University may contact you via text message to provide information relevant to your relationship with the university, send updates ensuring the Calvin University community remains informed, and public health and safety information. The message frequency varies.
2. You can cancel the SMS service at any time. Just text “STOP” to 34641 to cancel. After you send the SMS message “STOP” to 34641 to cancel, we will send you an SMS message to confirm that you have been unsubscribed from the campaign. After this, you will no longer receive SMS messages from the campaign.
3. If you are experiencing issues with the messaging program you can reply with the keyword “HELP” to 34641 for more assistance, or you can get help directly by contacting the CIT HelpDesk at helpdesk@calvin.edu.
4. Carriers are not liable for delayed or undelivered messages.
5. As always, message and data rates may apply for any messages sent to you from us and to us from you. If you have any questions about your text plan or data plan, it is best to contact your wireless provider.
6. If you have any questions regarding privacy, please read our privacy policy.