Phoenix Bears Comfort Creator Agreement
Purpose & Heart
Phoenix Bears exists to provide weighted, personalized comfort bears to bereaved families with care, dignity, and consistency. Comfort Creators play a vital role in this mission by helping weight, detail, package, and ship Phoenix Bears on behalf of the organization.
This agreement exists to protect the families we serve, the integrity of Phoenix Bears, and the time, care, and intentional process that has gone into creating these bears.
Role of a Comfort Creator
Comfort Creators are trusted volunteers who assist Phoenix Bears by modifying bears according to Phoenix Bears’ instructions (including photographing them upon completion) and shipping them to their families.
Comfort Creators represent Phoenix Bears while performing this role and agree to follow all guidance, templates, and training provided.
Use of Phoenix Bears Materials
All bears, supplies, weighting materials, inserts, packaging, and paperwork provided by Phoenix Bears are to be used only for modifying, detailing, photographing, and shipping Phoenix Bears bears.
Comfort Creators may not use Phoenix Bears materials for personal projects, gifts, resale, fundraising, or any purpose outside of Phoenix Bears.
Training & Confidential Process
Comfort Creators will receive training in Phoenix Bears’ specific methods for weighting and detailing bears. These methods are part of Phoenix Bears’ internal process and were developed through significant time, research, and experience.
Comfort Creators agree that Phoenix Bears’ methods, techniques, and processes are confidential and may not be shared with others, taught outside of Phoenix Bears, filmed, photographed, posted publicly, or used for personal or for-profit work.
Approved Language & Messaging
Phoenix Bears cards, paperwork, and materials reflect the voice, discretion, and mission of Phoenix Bears as an organization.
Comfort Creators agree to use only Phoenix Bears-provided templates and approved language when completing cards or inserts.
Comfort Creators may use neutral expressions of comfort, such as “I hope your bear brings you comfort” or “May this bear bring warmth and love during difficult days.” Comfort Creators may also use Phoenix Bears-provided language exactly as written.
Comfort Creators may not add personal beliefs, faith expressions, prayers, religious language, symbols, or spiritual messaging beyond what is already included in Phoenix Bears materials.
Comfort Creators may not include language, symbols, or references related to any other religion, belief system, spiritual practice, organization, cause, or request for donations.
Included Materials & Inserts
Phoenix Bears will provide all required paperwork and inserts, including approved card templates, required informational paperwork, and optional personalized baby photo/name/story card (if you choose to share your angel baby's information with the recipients of the Phoenix Bears you ship out).
Comfort Creators agree not to add any additional notes, cards, inserts, gifts, symbols, or messaging beyond what Phoenix Bears provides or instructs.
Family Privacy & Confidentiality
Phoenix Bears families entrust us with deeply personal and sensitive information during one of the most vulnerable times of their lives.
Comfort Creators may receive access to personal and confidential information for the sole purpose of creating and shipping Phoenix Bears. This information may include, but is not limited to, baby names, family names, addresses, stories, birthdates, due dates, loss details, and other identifying or personal information.
Comfort Creators agree that all family and baby information is strictly confidential and may not be shared, discussed, copied, photographed, recorded, stored, or disclosed in any form. This includes, but is not limited to, social media posts or comments, photos or videos, behind-the-scenes content, conversations with friends or family, group messages, prayer requests, or screenshots or saved copies of forms or messages.
Family information may be used only as instructed by Phoenix Bears for bear modification, packaging, and shipping.
Content & Representation
Comfort Creators may not create or share content showing Phoenix Bears’ internal processes, training methods, or family information unless explicitly approved by Phoenix Bears.
Any public representation of Phoenix Bears must be approved in advance.
Duration & Ending the Role
We ask that Comfort Creators commit to a 6 month commitment. If you decide after 6 months that you would like to extend this commitment, you are welcome to.
We hope you will honor the 6 month commitment, however, we do understand "life happens" sometimes and things don't work out how they are planned by any of us. Either Phoenix Bears or the Comfort Creator may end this volunteer role at any time, for any reason.
Upon ending the role, Comfort Creators agree to return any remaining Phoenix Bears materials or follow instructions for proper disposal.
Acknowledgment
This agreement exists to ensure that every family receives a consistent, respectful, and safe experience centered on their baby and their grief.
By acknowledging this agreement, I confirm that I have read, understand, and agree to follow the expectations outlined above as a Phoenix Bears Comfort Creator.