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Social Media Policy

Policy overview and purpose

Social media is changing the way we communicate.

This policy has been developed to inform our community about using social media so people feel enabled to participate, while being mindful of their responsibilities and obligations. In particular, this policy provides practical guidance allowing all parties to benefit from the use of social media, while minimizing potential risks and protecting those involved. 

This policy helps to establish a culture of openness, trust and integrity in all online activities related to Grand River Disc Golf Association (GRDGA).

This policy contains GRDGA guidelines for the GRDGA community to engage in social media use. It also includes details of breaches of the policy. 

In circumstances where guidance about social media issues has not been given in this policy, we suggest you use common sense or seek out advice from those who have approved this policy.

Underlying principles

This policy complements GRDGA’s core values: promoting the growth of disc golf within Waterloo Region and the surrounding area by hosting exceptional events, developing new courses and creating community. Disc golf is an activity that all people can enjoy, that promotes good health and that protects our environment.

The GRDGA Social Media Committee (as appointed from time to time by the GRDGA Board of Directors) is responsible for all matters related to this policy.

In particular, GRDGA members, Executive and employees should familiarize themselves with the policy breaches section of this document.


This policy applies to all persons who are involved with the activities of GRDGA, whether they are in a paid or unpaid/voluntary capacity, and including:

  • Members, including honorary members, of GRDGA;
  • persons appointed or elected to GRDGA boards, committees and sub-committees;
  • employees of GRDGA; and
  • members of the GRDGA Executive.


Social media refers to any online tools or functions that allow people to communicate and/or share content via the internet. 

This social media policy applies to platforms including, but not limited to:

  • Social networking sites (e.g., Facebook, Twitter, Discord, etc.)
  • Video and photo sharing websites or apps (e.g., YouTube, Vimeo, Instagram, Flickr, Vine, etc.)
  • Blogs and micro-blogging platforms (e.g., Tumblr, WordPress, etc.)
  • Review sites (e.g., Yelp, Urban Spoon, etc.)
  • Live broadcasting apps (e.g., Periscope, Facebook, etc)
  • Podcasting (e.g., iTunes, Stitcher, Sound cloud, etc.)
  • Geo-spatial tagging (e.g., Foursquare, etc.)
  • Online encyclopedias (e.g., Wikipedia, etc.)
  • Instant messaging (e.g., SMS, Facebook Messenger, Discord, WhatsApp, etc.)
  • Online voting or polls
  • Public and private online forums and discussion boards
  • Any other online technologies that allow individual users to upload and share content.

This policy is applicable:

  1. when using social media as an officially designated individual representing GRDGA on social media; 
  2. if you are posting content on social media in relation to GRDGA that might affect GRDGA’s activities, services, events, sponsors, members or reputation; and
  3. specifically with regard to the GRDGA Discord ecosystem.

NOTE: This policy does not apply to the personal use of social media where it is not related to or there is no reference to GRDGA or its activities, competitions, teams, participants, services, events, sponsors, members or reputation. However, any misuse by you of social media in a manner that does not directly refer to GRDGA may still be regulated by other policies, rules or regulations of GRDGA.

Using social media in an official capacity

You must be authorized by the GRDGA Social Media Committee before engaging in social media as a representative of GRDGA. As a part of GRDGA’s community, you are an extension of the GRDGA brand. As such, the boundaries between when you are representing yourself and when you are representing GRDGA can often be blurred. This becomes even more of an issue as you increase your profile or position within GRDGA. Therefore, it is important that you represent both yourself and GRDGA appropriately online at all times.


You must adhere to the following guidelines when using social media related to GRDGA or its activities, products, competitions, teams, participants, services, events, sponsors, members or reputation. 

Use common sense

Whenever you are unsure as to whether or not the content you wish to share is appropriate, seek advice from others before doing so or refrain from sharing the content to be on the safe side. 

When using social media, the lines between public and private, personal and professional, may be blurred. Remember, you are an ambassador for GRDGA. 

Protecting your privacy

Be smart about protecting yourself and your privacy.  

When posting content online there is potential for that content to become publicly available through a variety of means, even if it was intended to be shared privately. Therefore, you should refrain from posting any content online that you would not be happy for anyone to see, even if you feel confident that a particular individual would never see it. 

Where possible, privacy settings on social media platforms should be set to limit access. You should also be cautious about disclosing your personal details.


Your honesty—or dishonesty—may be quickly noticed in the social media environment. Do not say anything that is dishonest, untrue or misleading. If you are unsure, check the source and the facts before uploading or posting anything. GRDGA recommends erring on the side of caution – if in doubt, do not post or upload.

Do not post anonymously, using pseudonyms or false screen names. Be transparent and honest. Use your real name, be clear about who you are and identify any affiliations you have.

If you have a vested interest in something you are discussing, point it out. If you make an endorsement or recommendation about something you are affiliated with, or have a close relationship with, you must disclose that affiliation.  

The web is not anonymous. You should assume that all information posted online can be traced back to you. You are accountable for your actions both online and offline, including the information you post via your personal social media accounts.

Use of disclaimers

Wherever practical, include a prominent disclaimer stating who you work for or are affiliated with (e.g., member of GRDGA) and that anything you publish is your personal opinion and that you are not speaking officially. This is good practice and is encouraged, but don't count on it to avoid trouble -– it may not have legal effect.

Reasonable use

If you are an employee of GRDGA, you must ensure that your personal use of social media does not interfere with your work commitments or productivity.

Respect confidentiality and sensitivity

When using social media, you must maintain the privacy of GRDGA’s confidential information. This includes information that is not publicly accessible, widely known, or not expected to be shared outside of GRDGA. 

Remember, if you are online, you are on the record—much of the content posted online is public and searchable. 

Within the scope of your authorization by GRDGA, it is perfectly acceptable to talk about GRDGA and have a dialogue with the community, but it is not okay to publish confidential information of GRDGA. Confidential information includes things such as details about litigation, unreleased product information and unpublished details about GRDGA.

When using social media, you should be considerate to others and should not post information when you have been asked not to, or where consent has not been sought and given. You must also remove information about another person if that person asks you to do so. 

Permission should always be sought if the use or publication of information is not incidental, but directly related to an individual. This is particularly relevant to publishing any information regarding minors. In such circumstances, parental or guardian consent is mandatory.

Gaining permission when publishing a person’s identifiable image

You must obtain express permission from an individual to use a direct, clearly identifiable image of that person. 

You should also refrain from posting any information or photos of a sensitive nature. This could include accidents, incidents or controversial behaviour. 

In every instance, you need to have consent of the owner of copyright in the image.

Complying with applicable laws

Do not post or link to content that contains illegal or indecent content, including defamatory, vilifying or misleading and deceptive content.

Abiding by copyright laws

It is critical that you comply with the laws governing copyright in relation to material owned by others and GRDGA’s own copyrights and brands. 

You should never quote or use more than short excerpts of someone else's work, and you should always attribute such work to the original author/source. It is good practice to link to others' work rather than reproduce it.

Bullying, discrimination and sexual harassment

The public in general, and GRDGA's employees and members, reflect a diverse set of customs, values and points of view. 

You must not post any material that is offensive, harassing, discriminatory, embarrassing, intimidating, sexually explicit, bullying, hateful, racist, sexist or otherwise inappropriate. 

When using social media, you may also be bound by GRDGA’s values and its Bullying, Discrimination and Sexual Harassment Policy.

Avoiding controversial issues

Within the scope of your authorization by GRDGA, if you see misrepresentations made about GRDGA in the media, you may point that out to the relevant authority in GRDGA. Always do so with respect and with the facts. If you speak about others, make sure what you say is based on fact and does not discredit or belittle that party.

Dealing with mistakes

If you make an error while posting on social media, be up front about the mistake and address it quickly. If you choose to modify an earlier post, make it clear that you have done so. If someone accuses you of posting something improper (such as their copyrighted material or a defamatory comment about them), address it promptly and appropriately and if necessary, seek legal advice.

Conscientious behaviour and awareness of the consequences

Keep in mind that what you write is your responsibility, and failure to abide by these guidelines could put your membership or employment with GRDGA at risk. 

You should always follow the terms and conditions for any third-party sites in which you participate.

Branding and intellectual property of GRDGA

You must not use any of GRDGA’s intellectual property or imagery on your personal social media without prior approval from GRDGA. 

GRDGA’s intellectual property includes but is not limited to:

  • trademarks
  • logos
  • slogans
  • imagery that has been posted on GRDGA official social media sites or website.

You must not create either an official or unofficial GRDGA presence using the organization’s trademarks or name without prior approval from GRDGA.

You must not imply that you are authorised to speak on behalf of GRDGA unless you have been given official authorisation to do so by GRDGA.

Where permission has been granted to create or administer an official social media presence for GRDGA, you must adhere to any branding guidelines provided by GRDGA.

Policy breaches

Breaches of this policy include but are not limited to:

  • Using GRDGA’s name, motto, crest and/or logo in a way that would result in a negative impact for the organization, clubs and/or its members.
  • Posting or sharing any content that is abusive, harassing, threatening, demeaning, defamatory or libellous.
  • Posting or sharing any content that includes insulting, obscene, offensive, provocative or hateful language.
  • Posting or sharing any content, which, if said in person during disc golf activities, would result in a breach of the rules of disc golf.
  • Posting or sharing any content in breach of GRDGA’s Bullying, Discrimination and Sexual Harassment Policy, or other similar policy.
  • Posting or sharing any content that is a breach of any provincial or federal law.
  • Posting or sharing any material to our social media channels that infringes the intellectual property rights of others.
  • Posting or sharing material that brings, or risks bringing GRDGA, its affiliates, its sport, its officials, members or sponsors into disrepute. In this context, bringing a person or organization into disrepute is to lower the reputation of that person or organization in the eyes of the ordinary members of the public.

Reporting a breach

If you notice inappropriate or unlawful content online relating to GRDGA or any of its members, or content that may otherwise have been published in breach of this policy, you should report the circumstances immediately to the GRDGA Social Media Committee and/or a member of the GRDGA Executive.  


Alleged breaches of this social media policy may be investigated by the GRDGA Social Media Committee and/or the GRDGA Executive.

Where it is considered necessary, GRDGA may report a breach of this social media policy to police. 

Disciplinary process, consequences and appeals

Depending on the circumstances, breaches of this policy may be dealt with at the discretion of the GRDGA Social Media Committee, under the supervision of the GRDGA Executive.

Employees of GRDGA who breach this policy may face disciplinary action up to and including termination of employment.

Other legal considerations that may be applicable include but are not limited to: 

  • Defamation 
  • Intellectual property laws, including copyright and trade mark laws, privacy, confidentiality and information security laws
  • Anti-discrimination laws
  • Employment laws
  • Advertising standards
  • Equal opportunity laws
  • Contempt of Court
  • Gaming laws