Urantia Book Fellowship

MAILING LIST POLICY

Revised Version, January 20, 2009

PHILOSOPHY

The Fellowship's mailing list (which includes all forms of personal contact information) is a valuable tool which helps the organization perform its functions of communication and coordination among readers of The Urantia Book, and fundraising in support of its programs. Readers place their trust in our organization when giving us their names and addresses. In turn, it is our responsibility to honor this trust by using the mailing list in a manner which balances our desire to facilitate communication and coordination with a respect for individual privacy. Towards this end, we have formulated the following guidelines and procedures to govern the use of our mailing list.

OUR PRIVACY POLICY & PLEDGE The Urantia Book Fellowship believes that personal contact information should be respected and protected. For this reason, we are committed to protecting personal contact information and using it only as appropriate to provide those we serve the best possible information concerning The Urantia Book and Urantia related studies and social events. We will not sell or rent personal contact information to anyone for any reason, nor will we share such information with anyone who is not affiliated with us in our service work with The Urantia Book.

INFORMATION WE COLLECT We collect personal contact information from a variety of sources. Most of the personal contact information we collect, such as name, address, phone number and e-mail address, comes from direct mail, email or phone inquiries and specific requests. However some of our contacts come from conference registrations, books sales, signup sheets at public events, and referrals. We are happy to remove the name and contact information of any person who, for any reason, wishes to be dropped from our list.

INFORMATION WE DISCLOSE TO THIRD PARTIES Our mailing list is an international list and we maintain exclusive rights to its use. However, from time to time The Urantia Book Fellowship may make contact information available to our affiliated local groups, such as Urantia Societies and study groups, for the sole purpose of offering Urantia Book readers opportunities for study, socialization and service on a local level. Any such release of contact information is contingent upon the documented agreement of those receiving it to use such information only in keeping with the purposes and procedures outlined in this Fellowship Mailing List Policy. Any individual on our list can request not to be contacted by others in their area at any time, and we and our affiliates will honor their request.

noneINFORMATION SECURITY Access to personal contact information is managed by a strict usage policy. We collect such information in order to provide services to groups and individuals. We maintain strict physical, electronic and procedural safeguards to guard personal contact information.

 ONGOING ACCESS TO MAILING LIST POLICY This policy may change from time to time, but a current policy can always be reviewed on our website or by contacting us at:

The Urantia Book Fellowship

PO Box 4583

Grand Central Station

New York, NY 10163

1-877-288-3772

Fellowship@UrantiaBook.org

GUIDELINES FOR USE

I. For being put on the mailing list.

A. The following is a list of methods by which Urantia Book readers will be added to the mailing list.

1. Personal request of reader or acquaintance by visit, phone call, email or letter:

2. Return of the Fellowship mailing list card;

3. Request by reader for study group information;

4. Attendance at Fellowship-sponsored conferences and activities.

5. Subscription to Fellowship-sponsored conferences and activities;

6. Financial contribution to the Fellowship;

7. Becoming a member of a society or member-at-large;

8. Information or list from Societies or Area Contact Persons;

9. Lists provided by local conferences (attendee is informed and given the opportunity to decline);

10. Lists provided by newsletter editors (individual is informed and given the opportunity to decline);

11. Lists provided by other Urantia Book-related organizations (individual is informed and given the opportunity to decline).

12.              As a result of product purchases made directly from us or our webstore

 

II. For being taken off the mailing list.

A. The following is a list of methods by which readers will be taken off the mailing list.

1. Personal request of reader by visit, telephone call, email or letter;

2. Information or list from Societies;

3. Mail returned with no forwarding address.

4. Death

III. For use of the mailing list.

A. Conditions for Use:

1. General Council and Executive Committee. The Fellowship mailing list can be used in keeping with Fellowship programs and activities which serve to coordinate and communicate, and to raise funds for the support of Fellowship programs and activities.

2. Societies. Any Society, by request of any current Society President or Secretary, can request a copy of its regional area mailing list and membership mailing list for the purpose of communicating and coordinating with readers and members in its area. The criteria for usage is described in section III A-B of this document. Use of a greater portion of the mailing list than the local area can be requested from the Executive Committee in writing. (See Section IV for procedures for using a greater portion of the mailing list.)

3. Study Groups. Study group leaders whose study groups are listed in the Fellowship Study Group Directory may request the contact information of readers in the immediate area of their study group to help build or start new study groups. We encourage study groups to work with local Societies or Contact Persons to coordinate contact with readers in their area. Study groups can also submit a written request to the Executive Committee for access to a list extending beyond their immediate area. (See Section IV.) Use of the mailing list must be approved by the Executive Committee on an individual case basis. If a use is approved, provision of mailing labels will be arranged by the Fellowship Administrative Director.

4. Urantia Community Newsletters. Urantia community newsletter editors can also request to use their regional mailing list with a written request to the Executive Committee. (See Section IV.) Use of the mailing list will be approved by the Executive Committee on an individual case basis. If a use is approved, provision of mailing labels will be arranged by the Fellowship Administrative Director, with the cost to be covered by the requesting party.

5. Conference Coordinators (other than the Fellowship central organization, Societies, Area Contact Persons). Same criteria as newsletter editors.

none6. Other Individuals. Same criteria as newsletter editors.

7. Other Organizations. Same criteria as newsletter editors.

B. Rules for Use:

1. Acceptable ML uses by groups and individuals:

a. Urantia based study group referral,

b. Urantia conference announcements,

c. Urantia meeting announcements,

d. Urantia Community newsletters

e. Announcements from UB organizations that are deemed of value to our members, upon prior approval of the EC.

2. Unacceptable ML uses by groups and individuals:

a. Announcements or promotions for specific products for sale

b. Services for sale

c. Fundraising requests(except for Fellowship and Society administrators)

d. Sending out statements in support of social, political, economic, ethnic or racial issues

e. Sending out communications containing any kind of profanity.

f. Sending out communications that contain disparaging or defamatory remarks about any group or individual.

C. Agreements:

1. Any individual or group who uses the Fellowship's lists agrees to send the Urantia Book Fellowship all address changes they get as a result of mailing list use.

2. Individuals or groups using the mailing list agree to pay all costs involved in their mailings.

3. Individuals or groups agree to include the Fellowship returned mail address in all mailings that are sent out.

4. Any group or organization combining a Fellowship mailing list with a list from any other source agrees to provide the Fellowship with a copy of the entire list used for the mailing.

5. Any group or organization doing a bulk mailing utilizing NCOA filtering will provide the Fellowship Administrative Director with a copy of the NCOA data within 14 days of the receipt of such data.

6.                  Any group or organization doing a bulk mailing utilizing Fellowship mailing information agrees to provide to the Fellowship Administrative Director copies of all returned mailing pieces within 14 days of the receipt of such returned mailing pieces.

PROCEDURES

IV. Procedures for using the list for mailing.

A. The basic guidelines for procedures are that any requests not specifically addressed in III above should be considered by the Executive Committee and that the expense of mailing should be borne by those requesting the use.

1. Procedures for requesting use of portions of the mailing list from the Executive Committee.

a. Submit a request to the Fellowship Administrative Director (can be sent via email) which states reasons for use, the portion of the mailing list needed for the mailing, and include a prototype of the materials to be sent. (Fellowship Societies and Affiliates need not submit prototypes of proposed mailings.) If the request does not conform with the guidelines stated in Section III-B:1-2, or if for any other reason the mailing materials are deemed inappropriate, notice of such will be given to the requesting persons as soon as possible.

2. Procedures for mailing.

a. Providing the conditions for use as stated in Section III-A:1-8 are met, Societies can obtain their regional mailing list by arrangement with the Fellowship Administrative Director

3. Executive Committee-approved uses can be handled in the following ways:

a. Upon approval, the Fellowship Administrative Director will arrange for provision of contact information, with any cost to be covered by the requesting party, as described in III A above.

none4. Society, Contact Person, Study Group Use.

1. The specifics of what portion of the list can be used and by whom are listed in Section III, A: 2-4. The appropriate updated electronic portion of the list can be requested by pre-approved individuals at any time. The Fellowship Administrative Director will arrange for its use.

NOTE: No individual or group will be granted access to any portion of the list without first signing an agreement to comply with this Mailing List Policy, and promising to use the information only as stated in the agreement.

CONCLUSIONS

The Fellowship Administrative Director will administer this policy. If there are any unusual circumstances, the Administrative Director will consult the Officers of The Fellowship regarding an approval process for the use. The Mailing List Policy will be approved by the General Council and upheld by the Executive Committee.

This policy is intended as an overview which will help guide mailing list use and procedures. The intent of this policy is to be as flexible and fair as possible while still ensuring the privacy of those individuals who have given us their names in trust. Any types of requests not described in this document can be addressed by the Executive Committee.