Policies

Code of Conduct

1. Purpose

The Your Character Here Society (YCH Society) is dedicated to fostering a safe, inclusive, and welcoming environment for all members. This Code of Conduct outlines the expectations, responsibilities, and behavioural standards required for participation in all YCH Society activities, both online and in person. Unless an event is explicitly designated 18+, all YCH Society events and spaces are all-ages.

2. Scope

This policy applies to all members, guests, volunteers, moderators, and organizers participating in or interacting with online events, games, voice chats, community events, public gatherings, and all official YCH Society platforms. Participation in any YCH Society activity constitutes agreement to this Code of Conduct.

3. Community Standards

Members are expected to treat all individuals with respect, use inclusive and age-appropriate language, engage constructively, respect boundaries, follow moderator instructions, and maintain a safe environment.

4. Prohibited Conduct

Zero-tolerance behaviours include harassment, hate speech, threats, inappropriate content, disruptive behaviour, impersonation, privacy violations, and non-compliance with moderator direction.

5. Online Conduct

Members must keep discussions respectful, follow platform rules, avoid spamming or trolling, and use push-to-talk when requested.

6. Games & Collaborative Activities

Participants must play fairly, follow game-specific rules, and avoid cheating or griefing.

7. Public & In-Person Events

Members must behave respectfully in public spaces, follow venue rules, maintain physical boundaries, and ensure costumes and behaviour are family-friendly unless otherwise stated.

8. Enforcement

Violations may result in

warnings,
removal from events,
suspension, or
Permanent ban from all future YCH Society events, online and in person

Moderators have full discretion to act in the interest of community safety.

9. Reporting

Members may report violations to any YCH Society moderator or organizer. Reports are handled confidentially and respectfully.

10. Policy Review

This policy is reviewed regularly and updated as needed by YCH Society leadership.

Liability Waiver and Assumption of Risk Policy

1. Acceptance of Terms

By purchasing a ticket, registering for the event, or attending the event in any capacity, the attendee acknowledges and agrees that such participation constitutes acceptance of all terms set out in this Liability Waiver and Assumption of Risk Policy.

2. Assumption of Risk

Attendees understand and acknowledge that participation in the event may involve inherent risks, including but not limited to personal injury, illness, property damage, or other adverse events. By attending, the attendee voluntarily assumes all such risks, whether foreseeable or unforeseeable, and accepts full responsibility for their participation.

3. Release and Waiver of Liability

To the fullest extent permitted by applicable law, the attendee hereby releases, waives, and forever discharges the event organizers, the hosting organization, its directors, officers, employees, volunteers, contractors, partners, and venue owners from any and all claims, demands, actions, damages, losses, or liabilities arising out of or related to attendance at the event, including those arising from negligence.

4. Indemnification

The attendee agrees to indemnify and hold harmless the event organizers and associated parties from any claims or expenses (including legal fees) resulting from the attendee’s actions, conduct, or failure to comply with event rules or applicable laws.

5. Personal Responsibility

Attendees remain solely responsible for their own safety, conduct, and personal property while attending the event. The event organizers do not assume responsibility for lost, stolen, or damaged belongings.

6. Medical Emergencies

In the event of a medical incident, the attendee authorizes event staff or volunteers to obtain emergency medical assistance as deemed necessary. The attendee acknowledges that they are solely responsible for any resulting medical expenses.

7. No Warranty or Guarantee

The event organizers make no representations or warranties regarding the safety, suitability, or conditions of the venue, activities, or equipment used during the event.

8. Binding Effect

Attendance at the event constitutes a binding agreement to the terms of this policy. Individuals who do not agree to these terms must not attend the event or purchase a ticket.

Photography and Media Policy

Purpose

This policy explains how photos, videos, and other media may be taken and used at YCH Society events. It ensures members can participate comfortably while allowing the Society to document and promote its activities.

Media at Events

Photography and videography may occur at YCH Society events.
Events that include planned photography, videography, or livestreaming will be clearly identified in advance.
Signage will be posted at the event entrance when media activity is expected.

Opt‑Out Options

Attendees who do not wish to appear in photos or videos may request a No‑Media Indicator at check‑in.
Organizers and volunteers will make reasonable efforts to avoid capturing identifiable images of anyone using a No‑Media Indicator.
If someone is unintentionally photographed or recorded, they may request removal by contacting the Society.

Minors

Photos or videos of minors will not be taken or used without written consent from a parent or legal guardian.
Parents or guardians are responsible for ensuring minors follow No‑Media Indicators if they choose to opt out.

Attendee Responsibilities

Respect the privacy of others by not photographing or recording individuals who have opted out.
Obtain permission before photographing or recording minors.
When sharing media online, avoid posting images of individuals who have opted out or who request removal.

Use of Media by the Society

The YCH Society may use photos and videos from events for:

Social media posts
Website content
Event promotion
Reports, newsletters, and community updates

Media will not be used in a misleading or harmful manner.

Third‑Party Media

If external photographers, videographers, or journalists are present:

Attendees will be notified in advance.
Third parties must follow this policy and respect all opt‑out indicators.

Requesting Removal

Anyone may request removal of a photo or video in which they appear. The Society will:

Acknowledge the request promptly
Remove or crop the media when reasonably possible
Inform the requester if removal is not feasible (e.g., printed materials already distributed)

Enforcement

Failure to follow this policy may result in:

A reminder from organizers
Removal from the event
Restrictions on future attendance

Policy Updates

This policy may be updated as needed to reflect community expectations, privacy standards, and operational requirements

Cancelation Policy

1. General Policy

All ticket sales are considered final unless otherwise stated in this policy. By purchasing a ticket, attendees agree to the terms below.

2. Attendee‑Initiated Cancellations

Cancellations made within 24 hours of purchase
A full refund will be issued, provided the request is submitted at least 7 days before the event date.
Cancellations made more than 7 days before the event
Eligible for a 50% refund or a full credit toward a future event (credit valid for 12 months).
Cancellations within 7 days of the event
Tickets are non‑refundable. No credits will be issued.
No‑shows
No refunds or credits will be provided.

3. Ticket Transfers

If you can no longer attend, you may transfer your ticket to another person at no cost. All transfer requests must be submitted at least 24 hours before the event.

4. Event Cancellations or Changes (Organizer‑Initiated)

If the event is cancelled by the organizer, all ticket holders will receive a full refund or may choose a credit for a future event.
If the event is rescheduled, tickets will automatically transfer to the new date. If you cannot attend the new date, you may request a full refund within 7 days of the announcement.
If the event is significantly modified (e.g., major venue or program changes), attendees may request a refund at the organizer’s discretion.

5. Weather‑Related Cancellations

For outdoor events, the organizer reserves the right to delay, modify, or reschedule due to unsafe weather conditions.

If the event cannot be rescheduled, a partial or full refund may be issued depending on circumstances.

6. Processing Time

Refunds are processed within 5–10 business days to the original payment method. Service fees charged by third‑party ticketing platforms may be non‑refundable.

7. Contact

All cancellation, refund, or transfer requests must be submitted in writing to:
ychsociety@outlook.com

RSVP Policy

Members are reminded to visit www.ychsociety.ca regularly to stay informed about all upcoming events. We kindly ask that you submit your RSVP through the website for any event you plan to attend. Completing your RSVP in advance ensures that your place is reserved and allows us to manage capacity and event planning effectively.

Please be aware that members who do not RSVP may be denied entry if the event has reached its attendance limit. Your cooperation helps us maintain a smooth and organized experience for everyone.

Youth Attendance Policy

Purpose

This policy outlines the supervision requirements for minors attending the event. Its intent is to promote safety, accountability, and clarity for all participants, guardians, and event staff. It applies to all individuals present at any event space operated, sponsored, or sanctioned by the organizing body.

Age-Based Attendance Requirements
To maintain a safe and well‑supervised environment, the following rules apply:

Children 12 and under

Must be accompanied and directly supervised by a parent, legal guardian, or responsible adult (18+) at all times. Unaccompanied entry is not permitted under any circumstances.

Youth aged 13 to 15

May attend the event without an accompanying adult only if the event receives a completed Permission to Attend form signed by the youth’s legal guardian. Additional verification requirements apply (see below).

Individuals 16 and older

May attend without supervision and do not require a permission form.

Permission Documentation Requirements for Ages 13–15

A youth aged 13–15 may enter without an adult only when one of the following conditions is met:

Guardian present at drop‑off:

The guardian must present valid government-issued photo identification to event staff.
Staff must verify that the individual is 18 years of age or older.
The guardian must sign the Permission to Attend form in person, confirming responsibility for the youth.

Guardian not present at drop‑off:

The Permission to Attend form must be notarized prior to the event
The youth must present the original notarized document at check‑in
Photocopies or unsigned forms will not be accepted.

Supervision and Conduct Expectations

Youth attending under a permission form must remain reachable by their guardian throughout the event.
Event staff and volunteers are not responsible for providing supervision, custodial care, or transportation for any minor.

Verification and Compliance

Event staff may request proof of age from any attendee who appears to be under 16.
If a youth aged 13–15 arrives without the required documentation, they will not be permitted to enter until compliance is met.
If a minor under 16 is found inside the event without proper supervision or documentation, the youth may be removed from the event, and guardians may be contacted.
Repeated violations may result in restricted access to future events.

Scope

This policy applies to all event areas, including indoor and outdoor spaces, registration zones, activity rooms, and any off‑site programming associated with the event.

Amendments

The organizing body reserves the right to revise this policy at any time to ensure safety, legal compliance, and operational effectiveness.

Guardians remain fully responsible for the youth’s behavior, safety, and adherence to event rules, regardless of whether they are physically present.

Privacy Policy

1. Purpose of This Policy

The Your Character Here Society (“YCHS”, “we”, “our”, “the Society”) is committed to protecting the privacy, confidentiality, and security of personal information entrusted to us. This Privacy Policy explains how we collect, use, disclose, store, and safeguard personal information in accordance with applicable Canadian privacy laws.

2. Scope

This policy applies to: YCHS members; event participants; volunteers and contractors; donors and sponsors; individuals who interact with YCHS online or in person. It covers all personal information collected through our website, events, forms, communications, and organizational activities.

3. What Personal Information We Collect

YCHS collects only the information necessary to support our mission, operations, and community engagement. Examples include identity information, contact information, membership and participation data, financial information, media, and technical information.

4. How We Use Personal Information

YCHS uses personal information only for legitimate organizational purposes, including managing memberships, coordinating events, ensuring safety, processing donations, maintaining records, improving programs, and sharing updates. We do not sell, rent, or trade personal information.

5. Consent

We collect, use, and disclose personal information with knowledge and consent, except where permitted or required by law. Consent may be express or implied. Individuals may withdraw consent at any time, subject to legal limitations.

6. How We Protect Personal Information

YCHS uses reasonable administrative, technical, and physical safeguards to protect personal information from loss, theft, unauthorized access, disclosure, or misuse.

7. Disclosure of Personal Information

We may share personal information only when necessary for YCHS operations, including with third-party service providers, event venues, or legal authorities.

8. Retention and Destruction

YCHS retains personal information only as long as necessary to fulfill its purposes or meet legal requirements. When no longer needed, information is securely destroyed or anonymized.

9. Website & Digital Privacy

Our website may use cookies, analytics tools, and embedded third-party content. These tools help improve user experience but do not identify individuals unless combined with voluntarily provided information.

10. Youth Privacy

For participants under 18, parental or guardian consent is required. Only essential information is collected.

11. Photography & Media Consent

YCHS may capture photos or videos at events for promotional or archival purposes. Participants will be notified and may opt out.

12. Access, Corrections, and Questions

Individuals have the right to access their personal information, request corrections, withdraw consent, or ask questions. Contact: Privacy Officer, Your Character Here Society (YCHS), Email: [Insert Email], Website: www.ychsociety.ca.

13. Updates to This Policy

YCHS may update this Privacy Policy to reflect changes in practices or legal requirements. The most current version will be available on our website.