Privacy Policy
Santa Tim
Effective Date: November 1, 2026
Santa Tim is a 501(c)(3) nonprofit organization dedicated to supporting individuals and families in need throughout Sonoma County, California.
We respect your privacy and recognize the importance of protecting the personal information entrusted to us, particularly information involving children, financial hardship, and disability-related needs.
1. Information We Collect
Depending on how you interact with our website, we may collect:
Contact information, including names, email addresses, phone numbers, and mailing addresses.
Information voluntarily submitted through assistance request forms, including household circumstances, requested assistance, and other details provided by applicants.
Donation information provided through third-party payment processors.
Email addresses submitted for nonprofit updates.
Technical information collected through website hosting, cookies, and similar technologies.
We ask visitors not to submit Social Security numbers, financial account numbers, detailed medical records, or other highly sensitive information unless specifically requested through an appropriate secure process.
2. How We Use Information
We use personal information to:
Receive, evaluate, and respond to requests for charitable assistance.
Communicate with applicants and coordinate available assistance.
Process and acknowledge charitable contributions.
Communicate with volunteers, donors, and community partners.
Send nonprofit updates to individuals who subscribe.
Maintain and improve website functionality.
Meet applicable legal, accounting, and nonprofit reporting obligations.
3. Assistance Request Information
When you submit an assistance request through SantaTim.org, the information is transmitted by email to Santa Tim's designated representative and stored within our Squarespace website account.
Authorized individuals may review this information to evaluate requests, communicate with applicants, and coordinate assistance.
Because requests may contain sensitive personal circumstances, we encourage applicants to provide only information reasonably necessary to explain their needs.
We do not publish assistance applications or disclose applicants' personal circumstances for promotional purposes without appropriate authorization.
4. Sharing Information
We do not sell personal information.
We may share limited information with service providers supporting website hosting, payment processing, and organizational operations.
Where necessary to coordinate requested assistance, information may be shared with relevant community partners, subject to appropriate privacy protections and applicable law.
We may also disclose information when required by law or necessary to protect the rights and safety of individuals.
5. Donations
Online donations may be processed through PayPal or another payment service identified at the time of donation.
Payment processors maintain their own privacy and security practices. We encourage donors to review those policies.
Santa Tim does not require donors to submit payment card information through its assistance request form.
6. Email Communications
Visitors may voluntarily subscribe to nonprofit updates.
Subscribers may request removal from our mailing list by contacting us at tim@santatim.org or using an unsubscribe option where available.
We do not automatically enroll assistance applicants in promotional email communications solely because they requested assistance.
7. Children's Privacy
Santa Tim supports children and families through its charitable programs.
Our website is intended primarily for adults, including parents, guardians, donors, and representatives of community organizations.
Parents or legal guardians should submit assistance requests on behalf of minor children.
We do not knowingly solicit personal information directly from children under age 13 through the website without appropriate parental authorization.
If you believe a child has submitted personal information without appropriate authorization, please contact us.
8. Cookies and Website Technology
Our website is hosted by Squarespace, which may use cookies and related technologies for website operation, security, analytics, and other configured features.
Additional disclosures and visitor choices may apply depending on the tracking technologies enabled on the website.
9. Information Security
We take reasonable steps appropriate to our operations to safeguard personal information against unauthorized access, disclosure, alteration, and loss.
However, no website, electronic storage system, or email transmission can be guaranteed completely secure.
10. Information Retention
We retain personal information only for as long as reasonably necessary for charitable operations, recordkeeping, legal obligations, and other legitimate organizational purposes.
Retention periods may vary according to the type of information and applicable requirements.
11. Privacy Requests
Individuals may contact us to request access to, correction of, or deletion of personal information they have provided.
We will evaluate requests in accordance with applicable law and legitimate recordkeeping requirements.
12. Third-Party Websites
Our website may contain links to third-party websites or services. Santa Tim is not responsible for their independent privacy practices.
13. Changes to This Policy
We may update this Privacy Policy periodically to reflect changes in our operations, website practices, or applicable requirements.
Updates will be posted on this page with a revised effective date.
14. Contact Information
Santa Tim
8426 Starr Road
Windsor, CA 95492
Email: tim@santatim.org
Phone: 707-484-4463
Website: www.santatim.org