OneClub OS Acceptable Use and Safe Communication Policy

Version 2026-09-10 · Effective September 10, 2026

What changed

  • Package version updated for the revised account-entry notices. This document’s substantive provisions are unchanged.

Effective September 10, 2026. This version does not amend a signed club agreement or change a historical acceptance. Restricted features remain unavailable until the required controls and permissions are verified.

This policy is part of the Terms of Service. It sets the rules for how every user behaves on OneClub OS and, because many players are minors, how adults communicate with them through the platform. Your club may have stricter rules; where it does, follow them.

Use valid reviewed permissions only for the purposes, people, recipients and period they cover. Existing adult-player or guardian permissions may be independently assessed and adopted without requesting another signature for already covered uses. Preserve the original signed evidence and record the current assessment separately. Do not mark an old signature as acceptance of a new notice, extend it to a new purpose, or treat a club contract as a substitute for individual or guardian permission. Changed, expired, withdrawn or insufficient coverage must be resolved before the affected use continues.

AI and automated assistance

Staff assistance is limited to approved non-personal coaching material. Do not enter any player information, health data, private messages, film or GPS, including information about adults. Free-text assistance remains unavailable unless the approved content policy and provider controls are present. An assistant cannot grant permission. Player-data AI, model training and fine-tuning remain deferred.

1. Prohibited conduct

You may not:

  • access, or attempt to access, data or features you are not authorized for, including other clubs’ tenants or other players’ records;
  • probe, scan, scrape, crawl, reverse-engineer, or interfere with the platform, its security, rate limits, or permission boundaries;
  • upload or send content that is unlawful, infringing, defamatory, harassing, threatening, sexually explicit, or that exploits or endangers a minor;
  • upload photographs or video of a person without the right to do so, or use images of minors beyond your club’s legitimate sporting purpose;
  • impersonate any person or misrepresent your role;
  • share access codes, invitation links, or credentials beyond their intended recipient, or resell or sublicense access;
  • introduce malware or automated tools that degrade the platform;
  • use the platform to collect personal information for any purpose other than your club’s operations, or to contact players or families for commercial solicitation;
  • send text messages or emails through the platform to anyone who has not consented to receive them.

2. Safe communication with minor athletes

OneClubOS applies a protective default for adult communication with minors, including minor staff. Clubs must identify their affiliation, adopted safeguarding policy and safeguarding lead; sporting-governance requirements are not represented as universal law.

  • Include an eligible additional adult as a real conversation participant who receives messages and replies. A read-only audit view is not copied participation. Do not remove that adult to create a private adult-minor conversation.
  • Use the club-approved eligible adult under its adopted policy, such as a verified guardian or authorized adult participant. A relationship label alone does not approve an exception.
  • Keep messages professional and related to club activities. Never request private images, conceal communications or move them to an unobserved channel.
  • Observe the applicable quiet-hours policy at the minor’s location. The proposed platform default is 08:00–20:00; stricter club rules take priority. Unknown age or timezone must not create an unrestricted bypass.
  • Honor a guardian’s or minor’s request to discontinue optional communications, including queued delivery. Required service notices must be separately justified and generic.
  • No self-declared emergency, close-in-age or other exception bypass is authorized by this draft. Use the club’s established external emergency procedure and emergency services when needed.

The club names appropriate safeguarding reviewers and reviews reports; OneClubOS restricts nonconforming use. A technical audit supports investigations but does not replace safe participant composition.

3. Group spaces and posts

Group chats and posts are authorized club spaces. Keep all health and injury details out of general channels. Use the restricted health workspace for authorized health information and the trainer-only workspace for clinical notes.

4. Reporting abuse of the platform

Report suspected security issues, misuse, or a breach of this policy to support@oneclubos.com. Reports involving the safety of a minor should also go to your club’s safeguarding contact immediately.

5. Enforcement

Breaches of this policy may result in warnings, removal of content, suspension, or termination of access by your club or by OneClub OS, and may be reported to the club and, where required, to authorities. You agree to indemnify OneClub OS for claims arising from your breach, as set out in the Terms.