SMS messaging — opt-in, consent & policy
This page documents how HPCTN Planning obtains consent for text messages and how the service works. You may share this URL with Twilio, carriers, or regulators as proof of your messaging program.
Public URL of this document:https://planning.hpctn.com/sms-policy
1. Program name & brand
Program: HPCTN Volunteer Planning — scheduling and roster notifications for church teams (e.g. worship, welcome, youth, kids).
Messages are sent only to support volunteer coordination for this organization. This is a transactional / service account, not a marketing or promotional blast program.
2. How opt-in and consent are collected
Consent is not obtained by purchasing lists or cold texting. Consent is obtained through one or more of the following:
- Roster enrollment: A volunteer gives their mobile number to a church staff member or coordinator so it can be entered into the planning system. By providing a number for this purpose, the volunteer agrees to receive scheduling-related texts tied to their service (assignments, confirmations, reminders).
- Account login: If the volunteer signs in using their mobile number, they receive a one-time verification code by SMS. Requesting that code demonstrates control of the number and intent to use the service.
- Ongoing relationship: Messages are sent only to individuals who appear as volunteers in the organization’s roster with that number on file (or who have used the number to authenticate).
We do not send unsolicited bulk or unrelated advertising messages from this program.
3. Message types & frequency
- Assignment & response: Notices when you are scheduled, with a link to confirm, decline, or cancel.
- Reminders: For example, a reminder the day before a scheduled shift.
- Login codes: One-time codes when signing in with a mobile number.
Frequency: Varies with the church calendar and how often you are scheduled — typically low volume, only when relevant to your shifts.
4. Opt-out & help (required)
Recipients can stop messages at any time:
- STOP — Reply
STOPto opt out of further messages from this number (standard Twilio / carrier behavior). - HELP — Reply
HELPfor information about the program. - Account / roster: Volunteers may also ask church staff to remove or update their number in the planning system.
After opting out, you will not receive further scheduling texts unless you re-enroll (e.g. by providing your number again for the roster).
5. Data use & privacy (summary)
- Phone numbers are used to deliver the messages above and to operate login.
- Numbers are not sold to third parties for unrelated marketing.
- Message delivery is processed through our messaging provider (e.g. Twilio) under their terms and applicable law.
6. Carrier & compliance note
Message delivery is subject to carrier and aggregator rules (including A2P / toll-free / 10DLC registration where applicable). The church is responsible for completing any required carrier or Twilio registration for their sending numbers.
7. Contact
For questions about this program or your number on file, contact your church’s planning coordinator or administrator.