Okapi Wanderers Rugby Football Club Inc.
Privacy Policy
Effective Date: October 6, 2026
Okapi Wanderers Rugby Football Club Inc. (“Okapi Wanderers RFC,” “Okapi,” “the Club,” “we,” “us,” or “our”) respects the privacy of our members, players, parents and guardians, volunteers, supporters, website visitors, and other individuals who interact with the Club.
This Privacy Policy explains what information we may collect, how we use and protect that information, and the choices available to you.

1. Information We Collect
We may collect personal information when you:
- Register as a player, member, parent, guardian, volunteer, coach, or participant;
- Register for a camp, clinic, tournament, event, or other Club activity;
- Purchase merchandise, tickets, memberships, or other products or services;
- Complete a form on our website;
- Subscribe to Club communications;
- Contact us by email, phone, social media, or another communication method;
- Participate in Club activities, competitions, events, or programs.
Information collected may include your name, email address, phone number, mailing address, date of birth, emergency contact information, registration details, payment-related information, and other information reasonably necessary to provide Club services.
We will only request information that is reasonably necessary for the purpose for which it is being collected.

2. How We Use Your Information
Okapi may use personal information to:
- Process registrations and memberships;
- Administer teams, programs, camps, clinics, competitions, and events;
- Communicate schedules, Club updates, operational information, and important notices;
- Process payments and purchases;
- Provide customer and member support;
- Maintain player and membership records;
- Improve our website, programs, and services;
- Promote Club activities where appropriate;
- Comply with applicable laws, regulations, governing-body requirements, insurance requirements, or legal obligations;
- Protect the safety, rights, and property of the Club and its members.
Okapi does not sell personal information to third parties.

3. Children and Youth Participants
Because Okapi Wanderers RFC may provide rugby programs and activities involving individuals under the age of 18, personal information relating to minors may be collected when reasonably necessary for registration, participation, safety, emergency communication, insurance, competition administration, or similar Club purposes.
Where appropriate, information concerning a minor should be submitted by, or with the knowledge and consent of, the minor's parent or legal guardian.
Children should not independently submit personal information through the Club's website or registration systems without the involvement of a parent or legal guardian.
Parents or guardians may contact the Club regarding personal information associated with their child.

4. Cookies and Website Technologies
Our website may use cookies and similar technologies to operate the website, remember preferences, improve user experience, understand website traffic, and support website functionality.
Some third-party service providers used by the Club may also place cookies or similar technologies on a user's device. Those third parties may have their own privacy policies and practices.
Users may manage cookies through their browser or device settings. Disabling certain cookies may affect the functionality of portions of the website.

5. Website and Technical Information
When someone visits our website, certain technical information may be collected automatically, including:
- IP address;
- Browser type;
- Device information;
- Pages visited;
- Referring website;
- Date and time of access;
- General website interaction data.
We may use this information for website administration, analytics, security, performance monitoring, and improving the user experience.

6. Third-Party Services
Okapi may use third-party providers to assist with services such as registration, payment processing, website hosting, communications, scheduling, event management, analytics, merchandise sales, or other Club operations.
Personal information may be shared with these providers when reasonably necessary for them to perform services on behalf of the Club.
Third-party providers maintain their own privacy, security, and data-management practices. Okapi encourages users to review the privacy policies of any third-party platforms they use.

7. Links to Other Websites
Our website or communications may contain links to websites operated by third parties.
Okapi is not responsible for the content, privacy practices, security practices, or policies of third-party websites. Users should review the privacy policies of any external website before providing personal information.

8. Information Security
Okapi takes reasonable administrative, technical, and organizational measures designed to protect personal information from unauthorized access, disclosure, alteration, misuse, or loss.
Where appropriate, secure technologies such as encryption may be used to protect information transmitted electronically.
However, no website, electronic communication, database, or information-storage system can be guaranteed to be completely secure.

9. Communications
Okapi may contact members, participants, parents, guardians, volunteers, or supporters regarding:
- Registrations;
- Memberships;
- Team activities;
- Match schedules;
- Training;
- Events;
- Club operations;
- Safety information;
- Account or payment matters;
- Other information reasonably related to participation in or interaction with the Club.
Certain operational or service-related communications may be necessary and may not offer an unsubscribe option.
Marketing or promotional communications will provide an appropriate method to unsubscribe where required.

10. Updating or Correcting Personal Information
Individuals may request that Okapi correct or update personal information maintained by the Club.
Where legally and operationally appropriate, individuals may also request deletion of certain personal information.
Requests may be sent to:
info@okapiwanderersrugby.com
Some information may need to be retained for legal, regulatory, insurance, accounting, safeguarding, competition, or legitimate Club operational purposes.

11. Disclosure Required by Law
Okapi may disclose information when reasonably necessary to:
- Comply with applicable law, court orders, subpoenas, or legal processes;
- Respond to lawful requests from government or law-enforcement authorities;
- Protect the rights or property of the Club;
- Investigate suspected fraud, misconduct, or violations of Club policies;
- Protect the health or safety of players, members, staff, volunteers, spectators, or others.

12. Changes to This Privacy Policy
Okapi may update this Privacy Policy periodically.
Any updated version may be posted on the Club's website with a revised effective date. Where appropriate, the Club may provide additional notice regarding material changes.
Continued use of Club services following publication of an updated policy may be subject to the revised policy, to the extent permitted by applicable law.

13. Contact Us
Questions regarding this Privacy Policy or the Club's handling of personal information may be directed to:
Okapi Wanderers Rugby Football Club Inc.
Email: info@okapiwanderersrugby.com
Okapi Wanderers Rugby Football Club Inc.

Social Media Policy
Effective Date: October 6, 2026
Social media provides an important opportunity for Okapi Wanderers Rugby Football Club Inc. to communicate with players, parents, members, supporters, sponsors, volunteers, and the wider rugby community.
This policy is intended to encourage responsible, respectful, and safe use of social media by individuals representing or associated with Okapi Wanderers RFC.
For purposes of this policy, social media includes platforms and communication channels such as Instagram, Facebook, X/Twitter, TikTok, YouTube, WhatsApp, messaging groups, online forums, blogs, and other digital communication platforms.

1. General Standards
Players, coaches, officials, staff, volunteers, parents, and members should remember that online communications may be public and permanent.
Individuals associated with Okapi should:
- Communicate respectfully and professionally;
- Exercise good judgment before posting;
- Respect teammates, opponents, coaches, officials, volunteers, supporters, sponsors, and other organizations;
- Avoid content that could damage the reputation of the Club or the sport;
- Protect confidential and personal information;
- Follow applicable Club, league, governing-body, safeguarding, and disciplinary policies.

2. Prohibited or Inappropriate Content
Members should not post, share, forward, repost, or endorse content that is:
- Threatening, abusive, intimidating, or harassing;
- Discriminatory;
- Defamatory;
- Obscene, vulgar, or sexually inappropriate;
- Intended to bully or humiliate another person;
- Likely to bring Okapi Wanderers RFC or the sport of rugby into disrepute;
- In violation of another person's privacy;
- Confidential or commercially sensitive;
- In violation of applicable law or Club policy.
Discriminatory comments relating to characteristics such as race, color, national origin, ethnicity, religion, gender, sexual orientation, disability, or other legally protected characteristics are prohibited and may result in disciplinary action.

3. Match Officials, Opponents, and Other Clubs
Players, coaches, staff, members, and volunteers should not use social media to abuse, threaten, harass, or make inappropriate allegations regarding:
- Match officials;
- Opposing players;
- Coaches;
- Teams;
- Clubs;
- Governing bodies;
- Supporters.
Disagreements relating to officiating, competition matters, or disciplinary issues should be addressed through the appropriate Club or governing-body process rather than through public social-media disputes.

4. Personal Responsibility
Individuals are responsible for content posted from their own accounts.
Deleting a post, message, photo, video, comment, or other content does not necessarily prevent disciplinary, legal, or other consequences.
Reposting, sharing, forwarding, liking, or otherwise endorsing inappropriate material may also reflect upon the individual and, where appropriate, may be considered when reviewing conduct.
Before posting, members should consider whether they would be comfortable with the content being seen by teammates, coaches, parents, Club officials, sponsors, employers, governing bodies, and the public.

5. Privacy and Personal Information
Members should not publish another person's private or sensitive information without appropriate permission.
This includes information such as:
- Home addresses;
- Private phone numbers;
- Personal email addresses;
- Medical information;
- Financial information;
- Private family information;
- Personal information relating to minors.
Members should also avoid sharing information that could compromise another person's safety or security.

6. Youth Players and Safeguarding
Extra care must be taken when social media involves players under the age of 18.
Club personnel should follow applicable safeguarding procedures regarding communications with minors, photographs, videos, group chats, direct messages, and other electronic communications.
Official Club communications involving youth players should use approved communication channels whenever possible and should appropriately involve parents or guardians.

7. Photos and Videos
Photos and videos taken during Club activities may be used for legitimate Club communications, promotion, match coverage, community engagement, or similar purposes, subject to applicable consent, safeguarding requirements, and Club procedures.
Members should respect reasonable requests not to publish or distribute particular images or videos.

8. Official Club Accounts
Only individuals authorized by Okapi may represent themselves as speaking officially on behalf of the Club through Club-owned social-media accounts.
Individuals managing official Club accounts should:
- Maintain professional standards;
- Follow Club branding and communication guidelines;
- Protect account passwords and login information;
- Avoid personal disputes from Club accounts;
- Monitor comments where reasonably practicable;
- Remove inappropriate content where appropriate;
- Escalate serious issues to Club leadership.

9. WhatsApp and Group Messaging
Team and Club messaging groups should primarily be used for legitimate rugby and Club-related communication.
Participants should:
- Keep communication respectful and relevant;
- Avoid excessive or inappropriate messaging;
- Avoid bullying, harassment, discriminatory comments, or offensive material;
- Protect members' personal information;
- Follow safeguarding expectations when minors participate in groups.

10. Positive Social Media Use
Okapi encourages members to use social media positively.
Members are encouraged to:
- Celebrate team and individual achievements;
- Promote matches and Club events;
- Support teammates and other Club members;
- Recognize volunteers, sponsors, supporters, and community partners;
- Share appropriate rugby-related content;
- Help grow and strengthen the Okapi community.

11. Reporting Concerns
Any member who becomes aware of threatening, discriminatory, abusive, inappropriate, or potentially unlawful online conduct relating to Okapi should report the matter to the appropriate Club representative.
Where appropriate, individuals should preserve screenshots or other evidence rather than engaging in an online dispute.

12. Disciplinary Action
Violations of this Social Media Policy may result in action by the Club.
Depending on the circumstances and seriousness of the conduct, action may include:
- A warning;
- Removal of content;
- Removal from an official Club communication channel;
- Suspension from Club activities;
- Referral to a governing or disciplinary body;
- Termination of membership or Club responsibilities;
- Referral to law enforcement where appropriate.
Any disciplinary action should be handled in accordance with applicable Club rules, governing-body requirements, and applicable law.