Effective date: May 25, 2026

Summary

Immac Swap sends a small number of operational SMS messages on two channels: admin notifications (sent only to site administrators about reservation activity) and, optionally, customer notifications (sent to a visitor about the status of the reservation they personally placed). Both channels require explicit opt-in. The site does not send marketing or promotional messages.

Channel 1: admin notifications

Phone numbers receiving admin notifications are entered manually by an authenticated administrator into the admin control panel at /admin.html. The administrator and the recipient are the same person. The administrator can remove their number from the same panel at any time.

Channel 2: customer notifications (opt-in)

When a visitor places a reservation on the public catalog, an optional Mobile Number field appears at checkout, accompanied by a clearly visible, unchecked checkbox containing this disclosure:

"By checking this box you agree to receive a one-time SMS to confirm opt-in, and operational SMS updates about your reservation from Immac Swap. Reply HELP for help, STOP to cancel at any time. Up to 4 messages per reservation. Msg & data rates may apply."

The Mobile Number field and the opt-in checkbox are both optional. A visitor may place a reservation without entering any phone number at all.

How the opt-in is confirmed (double opt-in)

  1. The visitor enters their mobile number and ticks the disclosure checkbox at checkout.
  2. The system sends a one-time SMS to that number containing the opt-in confirmation request: 
    Immac Swap: Reply YES to confirm SMS updates about reservation immac-A7K3M. Up to 4 msgs. Msg & data rates may apply. Reply HELP for help, STOP to cancel.
  3. The visitor must reply YES (or START / JOIN / SUBSCRIBE / Y / CONFIRM / AGREE) to confirm. Until that reply is received, the system records the number as pending and sends nothing further.
  4. On confirmation, the system replies with: 
    You're confirmed for Immac Swap reservation updates. Msg freq varies. Msg & data rates may apply. Reply HELP for help, STOP to cancel.
  5. From that point on, the only subsequent message sent to that number is the pickup-ready notice when the administrator marks the reservation complete.

What is sent

Sample messages

[Admin] New Immac Swap reservation immac-A7K3M — 3 item(s). Pickup: Main office Saturday 9-11am. Notes: thanks!
[Admin] Immac Swap: reservation immac-A7K3M marked picked up. Thanks!
[Customer opt-in] Immac Swap: Reply YES to confirm SMS updates about reservation immac-A7K3M. Up to 4 msgs. Msg & data rates may apply. Reply HELP for help, STOP to cancel.
[Customer] Immac Swap: reservation immac-A7K3M is ready for pickup at Main office Saturday 9-11am.

Frequency

Volume is driven by swap activity and is expected to be fewer than 30 SMS per month total across all administrators. Per individual customer, the system sends at most one opt-in request, one confirmation reply, and one pickup-ready notice per reservation — a hard maximum of 4 messages per reservation including responses to HELP/STOP.

Opt-out and help

Reply STOP, STOPALL, UNSUBSCRIBE, CANCEL, END, QUIT, or REVOKE at any time to unsubscribe the receiving number permanently. Reply HELP or INFO for help. Twilio enforces standard STOP behaviour at the carrier level; the system also records every inbound message and opt-out event in a permanent log included in our administrative backups. Message and data rates from your wireless carrier may apply.

Record-keeping

For each phone number that interacts with the SMS system the application records: the number itself, the source of the opt-in (admin panel or public checkout), the IP address from which the opt-in was submitted, the timestamps of pending creation, confirmation, and opt-out, and the full body of every inbound and outbound message related to that number. These records are kept indefinitely and included in the administrative data backup so they survive software upgrades.

Mobile data sharing

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All categories of mobile information collected — including phone numbers, opt-in status, opt-out status, message bodies, timestamps, and associated IP addresses — are excluded from all third-party sharing. SMS messages are sent only through Twilio Inc. as our messaging carrier, and only for the purpose of delivering the operational messages you opted in to receive.

Carrier & delivery disclaimer

Message and data rates from your wireless carrier may apply. Immac Swap charges nothing for SMS. Message delivery is not guaranteed and the wireless carriers (AT&T, T-Mobile, Verizon, US Cellular, Sprint, Boost, MetroPCS, Cricket, etc.) are not liable for delayed or undelivered messages. Compatible with all major US carriers.

Privacy

See our Privacy Policy. SMS content is limited to operational reservation metadata and is not shared with any third party.

Contact

Questions about SMS notifications can be directed to the Immacolata Catholic Church / Immacolata School office.

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