AOAO Texting Policy

PURPOSE:
This policy governs the use of text messaging (SMS/MMS) for communication between AOAO and its members. The goal is to ensure that messaging is respectful, compliant with laws, and used effectively to support our mission and member engagement.

SCOPE:
This policy applies to all staff and authorized third-party service providers who send text messages on behalf of AOAO.

POLICY GUIDELINES

a. Member Consent:
    -Text messages will only be sent to members who have chosen not to opt out
    – Opt-out instructions will be provided in every message (e.g., ‘Reply STOP to unsubscribe’)

b. Permitted Uses:
Texting may be used for:
    – Annual Meeting reminders and updates
    – Membership renewals or confirmations
Urgent organizational alerts (e.g., event cancellations)
    – Volunteer opportunities
    – Fundraising campaigns (only with explicit opt-in for fundraising messages)

c. Prohibited Uses:
Texting must not be used for:
    – Personal, non-organization-related matters
    – Political endorsements or lobbying (unless explicitly permitted under relevant law)
    – Sending confidential member information
    – Harassment or repeated unwanted contact

d. Frequency:
    – Messages will be limited and only to relay important member information
    – Messaging frequency must align with what was communicated during opt-in

e. Message Content:
    – All texts will be professional, respectful, and clear

f. Data Security and Privacy:
    – Member phone numbers will be stored securely and used solely for the purposes described in this policy
    – No member data will be shared with third parties without explicit consent
    – Staff will use approved platforms to manage and send texts through Engage By Cell and Twilio

ROLES AND RESPONSIBILITIES:
    – Executive Director is responsible for oversight and enforcement of this policy
    – Staff handles the texting of members
    – IT/Data Team ensures security protocols are followed for storing contact data

REVIEW AND UPDATES
This policy will be reviewed annually and updated as needed to reflect changes in laws or organizational practices