Privacy Policies

Messaging and Voice Communications Terms of Service, 5.41 (Interim)

PURPOSE

In alignment with Yavapai College’s commitment to integrity, responsible stewardship of technology, and clear communication, this operational policy establishes the terms governing SMS text messaging and voice communications with prospective students, students, and other individuals interacting with the College. This policy outlines consent requirements, the use of automated or AI-assisted technologies, opt-out procedures, and privacy protections to ensure that messaging and voice communications are conducted in a transparent, secure, and legally compliant manner. All communications will comply with applicable federal and state laws, including telecommunications and privacy regulations.

POLICY APPLICATION

This policy applies to all prospective students, students, employees, and other individuals who provide a phone number to Yavapai College and consent to receive SMS text messages or voice communications from the College. It also applies to all College departments, employees, agents, and authorized vendors responsible for initiating, managing, or overseeing SMS and voice communications on behalf of Yavapai College.

OPERATIONAL POLICY

OVERVIEW

These Terms govern your receipt of SMS text messages and voice calls from Yavapai College (“we,” “us,” “our”) related to admissions, enrollment, application status, account activity, and event notifications.

By providing your phone number and opting in, you consent to receive communications as described below. Consent is not a condition of enrollment or participation.

SMS Text Messaging

Program Description
By opting in, you agree to receive informational and transactional SMS text messages related to your interaction with us. Message frequency varies.

Message and Data Rates
Standard message and data rates may apply based on your carrier plan.

Opt-Out
Reply STOP to any SMS message to opt out. For help, reply HELP.

VOICE CALLS (LIVE OR AUTOMATED)

Program Description
You may receive voice calls from us related to admissions, enrollment, account activity, or event notifications. Calls may be placed by live representatives or through automated systems, including prerecorded or text-to-speech messages.

Opt-Out
You may opt out of voice calls at any time by:
Following the opt-out instructions provided during the call, or
Contacting us at Element451@yc.edu

USE OF AUTOMATED OR AI-ASSISTED TECHNOLOGIES

We may use automated technologies, including artificial intelligence, prerecorded messages, or text-to-speech systems, to deliver SMS messages or voice calls in a timely and efficient manner. These technologies are used to support informational and transactional communications and are monitored for accuracy and appropriateness.

PRIVACY

We collect and use your information in accordance with our Privacy Policy, available at https://www.yc.edu/v6/policies/docs/privacy-policy-2025.html . We do not sell or share phone numbers or consent information with third parties for marketing purposes.

CARRIER AND SERVICE DISCLAIMERS

Mobile carriers are not liable for delayed or undelivered messages. Voice call delivery may vary based on network conditions.

CHANGES TO THESE TERMS

We may update these Terms at any time. Updates will be posted at this URL with an updated effective date.

CONTACT INFORMATION

For questions about these Terms or our communications practices, contact: Yavapai College, Element451@yc.edu, 928-717-7777

RELATED POLICIES

• Online Privacy, 5.31
• Online Privacy Statement - European Union Supplement, 5.36

POLICY HISTORY

Adopted 03/13/2026

European Union Supplement, 5.36

PURPOSE

These Supplemental Privacy Provisions for Persons in the European Union (EU Privacy Provisions) are provided pursuant to Regulation (EU) 2016/679 ("Regulation on the protection of natural persons with regard to the processing of personal data and on the free movement of such data"), commonly referred to as the General Data Protection Regulation (GDPR), effective May 25, 2018.

These EU Privacy Provisions supplement Yavapai College's (the College) Online Privacy Statement and should be read together with the College's Online Privacy Statement. These EU Privacy Provisions are intended to be consistent with the GDPR principles of privacy, fairness, lawfulness, transparency, purpose limitation, accuracy, storage limitation, integrity, and accountability. Terms in these EU Privacy Provisions are used consistent with their definitions in the GDPR.

POLICY APPLICATION

These EU Privacy Provisions apply to EU residents only if and to the extent YC is Processing their EU Personal Data, where the Processing is related to the College offering goods or services or the College is monitoring behavior in the EU (e.g., through online course proctoring, or location tracking). Application of this policy should be a rare occurrence.

OPERATIONAL POLICY

I. PROCESSING

The College may Process your EU Personal Data in accordance with these EU Privacy Provisions, the College's Technology Resource Standards, the College's Online Privacy Statement, and as permitted or required by law. If you do not agree with these EU Privacy Provisions, please do not provide any EU Personal Data to the College. If you choose not to provide any EU Personal Data necessary for the College to provide you with specific products or services, the College may not be able to provide those products or services.

II. EU PERSONAL DATA THE COLLEGE COLLECTS AND HOW WE USE IT

A. Collection of Your EU Personal Data

The College collects EU Personal Data from you:

• When you apply for admission to the College from the EU
• When you enroll or participate, from the EU, in classes or programs given by the College, online or in person
• When you register from the EU for an online account from the College, or update or change, from the EU, information for your account
• When you participate from the EU in the College classes or programs using the College's websites and technology network, such as when you turn in assignments and projects online, use online courseware or proctoring services, participate in online discussions and forums, and communicate with the College faculty and staff
• When you send the College emails and other communications from the EU
• When you inquire about or apply for employment with the College from the EU
• When you, from the EU, complete a survey for, submit information to, or request information from, the College

B. Use of Your EU Personal Data

The College may use your EU Personal Data to:

• Respond to your questions
• Provide you with specific courses, services, products, programs, and/or services you select
• Satisfy our contractual obligations to you
• Send you updates and information regarding the College
• Send you email messages about maintenance or updates of the College's technology network
• Support the College's alumni relations and fundraising
• Archive your EU Personal Data
• Use it for research and analytics purposes
• Use it for future communications with you
• Establish, exercise, and defend legal claims
• Use it for reasons of substantial public interest, including archiving purposes
• Use it for historical, scientific, research, or statistical purposes, subject to appropriate safeguards
• Use it for the legitimate interests of the College or any third party to whom the College discloses your EU Personal Data, provided your fundamental rights and freedoms do not override those interests

C. Lawfulness of Processing

The College's Processing of your EU Personal Data for the interdependent purposes set out in these EU Privacy Provisions is necessary for one or more of the following:

1. Pursuing the College's legitimate interests
2. Carrying out a task in the public interest
3. Exercising the College's official authority as a legislatively approved institution governed by a duly elected board of citizens of the sovereign State of Arizona in the United States of America
4. Performing a contract with you, or to take steps at your request prior to contracting with you
5. Protecting your vital interests or the interests of another person
6. Complying with the College's legal obligations

III. SPECIFIC GUIDANCE

1. Applications for Student Admissions from the EU

If, while you are in the EU, you apply for admission as a student to the College, the College may use the details you provide on your application, supporting documents, information from references or third parties, and records made during the application process. This data is processed to:

• Identify you
• Process your application
• Verify the information provided
• Decide whether to offer you admission and communicate that outcome
• Prevent or detect fraud
• Conduct disciplinary or academic integrity proceedings
• Meet reporting obligations to state or federal departments
• Make reasonable decisions regarding accommodations for disabilities

If accepted, the College will include the EU Personal Data collected during your application process in your student files.

2. Enrollment and Participation in Programs and Courses while in the EU

The College collects EU Personal Data necessary for admission, registration, enrollment, and participation in courses or programs. This data is used for:

• Tracking attendance, progress, and completion
• Sharing performance with instructors and designated individuals
• Research and statistical purposes

3. Disclosure of Student Personal Data

The College may disclose EU Personal Data with your consent, under subpoena or court order, or to comply with legal obligations. Students have rights under FERPA and Arizona law to limit access to their Personal Data.

4. YC Alumni in the European Union

The College uses alumni data to maintain communication, provide updates, offer services, and identify ways alumni can support the College.

5. Identity Verification

To verify your identity, the College may require you to provide EU Personal Data, such as your name, address, date of birth, or a photo identification document.

6. Enrollment Sponsors

The College may share EU Personal Data with employers, government programs, or other sponsors of your course or program participation.

7. YC Service Providers

The College contracts with service providers who may have access to EU Personal Data. These providers must protect Personal Data and may not sell it.

8. Transfer to Third Parties

The College transfers EU Personal Data only to third parties that comply with GDPR.

9. Government Authorities, Legal Rights, and Actions

The College may share EU Personal Data with government authorities as required by law or for legal defense.

10. YC Server Locations

The College's websites and technology networks operate on servers located within the United States.

11. EU Personal Data Retention and Storage

The College retains EU Personal Data to meet legal obligations, maintain academic records, and comply with records retention policies.

IV. YOUR RIGHTS REGARDING YOUR EU PERSONAL DATA

You have rights under GDPR, including access, rectification, erasure, restriction, objection, and data portability. Contact the College's GDPR data protection team for rights requests.

DEFINITIONS

General Data Protection Regulation (GDPR)

A regulation protecting the personal data of EU residents, effective 2018.

Personal Data

Any information that can identify you, directly or indirectly.

EU Personal Data

Personal Data submitted or disclosed while in the EU.

Processing

Includes collecting, storing, transferring, or erasing EU Personal Data.

RELATED POLICIES

• Access to Student Records: 3.09
• Technology Resource Standards: 5.27
• Retrieval, Disclosure, and Retention of Records: 5.28
• Online Privacy: 5.31

POLICY HISTORY

• Adopted 8/20/2019
• Revised to "Operational" Policy and owner reassigned 3/5/2021
• Transferred to PolicyStat 12/1/2021
• Modified 9/25/2024