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OneClub OS Acceptable Use and Safe Communication Policy

Version 2026-10-02 · Effective October 2, 2026

What changed

  • Aligns this policy with the OneClubOS LLC Terms; safe-use and child-protection rules remain unchanged.

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 Changed, expired, withdrawn or insufficient coverage must be resolved before the affected use continues.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

Do not manually enter restricted player information, health data, private messages, film or GPS into general-purpose staff AI or drafting tools. Separately approved structured staff AI may use minimum player data selected by OneClub OS servers after club, team, role, purpose, health and AI-processing checks. Free-text assistance requires approved content policy and provider controls. An assistant cannot grant permission.

The AI coaches in the player inbox are for a player’s own sport, training and wellbeing. Do not use them to seek harmful, sexual or dangerous content, to impersonate someone else, or to enter another person’s private information, and never share your account so someone else can use them. The coaches do not give diet or weight plans or keep secrets, and a message suggesting someone may be at risk is sent for review to your club’s safeguarding adults and directors. Model training and fine-tuning on your information are not permitted.

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;
  • create, request, possess or distribute child sexual abuse material, or groom, sexually solicit or exploit a minor;
  • create or share nonconsensual intimate imagery, including AI-generated or deepfake imagery, or threaten or attempt to obtain sexual images from a minor;
  • circumvent age, guardian or safeguarding controls, or move a minor from OneClub communication tools into concealed or private contact contrary to club safeguarding policy;
  • 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

Use Report on a message when it needs safety review. You can block direct messages from a person and manage blocks and sent reports in Personal Settings. For other content, suspected security issues, or urgent removal requests, contact support@oneclubos.com. Reports involving a minor’s safety should also go to your club’s safeguarding contact immediately. Direct-message blocks do not remove prior messages or shared group conversations.

5. Enforcement

Breaches may result in warnings, content removal, suspension or termination by the club or OneClub OS, and may be reported where law requires. Any contractual indemnification is limited as stated in the Terms and does not impose a broad defense obligation on a minor.