Privacy policy

Effective Date: 03/31/2025

Introduction

Your privacy is important to us. This Privacy Policy describes how NXT Rugby ("we,” or “us”) collects, uses, and protects your personal, health, and fitness information. We are committed to safeguarding your information in compliance with the Health Insurance Portability and Accountability Act (HIPAA) and applicable Connecticut state privacy laws. All our services are provided in person at our facility – we do not offer telehealth or remote coaching, which means no telemedicine sessions or remote training are conducted. Any data we collect through our mobile apps or intake forms is used solely to support your in-person training and care.

By using our services (including our mobile application and filling out intake forms), you consent to the practices described in this Privacy Policy. If you are under 18 years old, your parent or legal guardian must review and consent to this Policy on your behalf, as described below.

Information We Collect

We collect both personal information and health/fitness information from patients and program participants (both minors and adults) to provide our services. This information is collected through our intake forms, mobile app, and during in-person visits. The types of information we may collect include:

Personal Identification Details: Name, date of birth, address, phone number, email, and emergency contact information. For minors (ages 14–17), we also collect parent/guardian contact information and authorization signatures.

Health and Medical Information: Medical history, current medications, allergies, injuries, diagnoses, treatment records, and any relevant medical reports or clearances. This is considered Protected Health Information (PHI) under HIPAA.

Fitness and Performance Data: Training logs, exercise programs, progress metrics, strength and conditioning assessments, nutrition logs, and similar data related to your athletic performance or rehabilitation.

Insurance and Payment Information: Health insurance provider, policy number, and billing details if we will be submitting claims for services (applicable for adults and minors, typically provided by the parent/guardian for minor patients).

App and Device Information: If you use our mobile application, we may collect technical data such as device type, operating system, and app usage statistics. We do not collect precise geolocation data from minors via the app without explicit consent, and our app is designed not to expose minors to any online risks (no social networking features, no direct messaging with unknown adults, etc., in line with Connecticut’s online privacy protections for minors).

Why we collect this information: We collect the above information to ensure we design safe and effective training programs, address any health concerns, communicate with you (and parents/guardians of minors) about appointments or changes, and comply with legal and insurance requirements.

How We Use Your Information

We use the collected information to provide and improve our in-person sports training and clinical services. Uses of your information include:

Providing Services and Treatment: We use health and fitness information to develop personalized training or rehabilitation plans, monitor progress, and provide appropriate medical or therapeutic interventions. For example, our coaches and medical staff review your injury history to tailor your training safely.

Coordination of Care: We may use your health information to coordinate care with other professionals involved in your health. For instance, if you are seeing a physician or physical therapist, we might communicate relevant information to them for treatment continuity.

Appointment Scheduling and Reminders: Contact information (email, phone) is used to schedule sessions, send appointment reminders, and notify you of any schedule changes or important updates.

Payment and Insurance Claims: We use personal and health information to bill for our services. If you use health insurance, we will disclose the necessary information to your insurance company to verify coverage and submit claims. This can include diagnosis codes, dates of service, and treatment provided, as required for payment.

Clinic Operations and Safety: Information is used for our internal operations such as quality improvement, staff training, and ensuring participant safety. For example, knowing participants’ medical conditions helps us ensure the facility is prepared for emergencies. We also may use data analytics (de-identified where possible) to improve our programs.

Legal Compliance: If required by law or regulations, we will use or disclose information to comply with such obligations. For instance, we may use data to fulfill public health reporting requirements or other legal duties (see Information Sharing below for more details).

We will only use or disclose your protected health information as permitted by HIPAA or with your written authorization. We do not use personal data for any unrelated purposes, and we do not use your (or your child’s) information for targeted advertising or marketing without consent, especially in the case of minors.

Minors’ Privacy and Parental Consent (Ages 14–17)

Protecting the privacy of our younger athletes is a priority. If you are under 18, parental/guardian consent is required for you to receive services and for us to collect and use your data:

Parental Consent for Services and Data Collection: A parent or legal guardian must sign our intake forms and consent forms for any client between 14 and 17 years old. This includes consent to collect and use the minor’s health and personal information as described in this policy. We will not provide services to minors without this signed consent.

Parental Access and Control: Under HIPAA, parents or legal guardians generally act as the “personal representative” for minors and exercise the child’s privacy rights on their behalf. This means that in most cases, the parent/guardian can access the minor’s medical and training records and make decisions about the use and disclosure of the minor’s information. For example, HIPAA requires that we give our Notice of Privacy Practices and related information to the parent or guardian, rather than directly to an unemancipated minor.

Exceptions: In certain special cases defined by law, minors have the right to consent to specific types of treatment without parental involvement (for example, certain mental health services or other sensitive care under Connecticut law). The Clinic’s services (athletic training, sports performance, and related injury care) typically do not fall under those exceptions, so parental consent and involvement are required for all our minor patients. If an exception does apply, we will follow the law in protecting that minor’s privacy accordingly.

Communication with Minors and Parents: We primarily communicate with the parent/guardian regarding a minor’s scheduling, progress, and any health or safety issues. We may also speak with the minor directly about their training or care, but when it comes to legal consent or privacy rights, the parent/guardian is our point of contact. We encourage open communication within the family about the minor’s program. If a minor reaches the age of 18 while still in our program, we will at that time transition privacy rights and decision-making directly to the young adult (while still involving parents as appropriate if the now-adult consents).

Online and App Usage by Minors: Our mobile app and any online services are intended to be safe for minors. We do not knowingly allow features that could put minors at risk (such as public profiles or private messaging with strangers). We also do not collect certain data from minors without consent, such as precise GPS location, consistent with Connecticut’s online privacy protections. Parents of minors should monitor and guide their child’s use of our app and services. Any data collected from minors online (e.g. through the app) is treated with the same care and confidentiality as data collected during in-person sessions.

Information Sharing and Disclosure

We treat your information as confidential. We will share personal and health information only in the following circumstances:

With Clinic Staff (Coaches and Medical Professionals): Your information will be shared internally with the certified coaches, athletic trainers, physical therapists, or other professionals on our team who need it to provide you with services. All staff are trained in privacy and bound by confidentiality rules. For example, a performance coach may be told of a teen athlete’s knee injury limitations so they can adjust the training plan.

With Other Healthcare Providers (Treatment Purposes): If we need to coordinate your care with other healthcare providers (such as your doctor, specialist, or physical therapist), we may share relevant health information with them to support your treatment. This could include sending injury reports or receiving medical clearances. Such disclosures will only be what is necessary for your care and are allowed under HIPAA as part of treatment coordination.

With Parents or Guardians of Minors: If the client is under 18, we will share information about the minor’s progress, injuries, or health with their parent or legal guardian. Parents/guardians have the right to know about their child’s care (except in rare cases where the law grants the minor exclusive privacy, as noted above). We involve minors in discussions about their care as appropriate, but parents will be kept informed and are required to be part of the decision-making for minors.

With Insurance Companies (Payment Purposes): We share necessary information with your health insurer or other payors to process claims and obtain payment for services. This may include diagnosis codes, treatment provided, and personal details like name and date of birth. We only share the minimum necessary information required for billing. If you (or your parent) pay out-of-pocket in full and request that we not inform your insurer, we will honor that request for confidentiality as required by law.

With Business Associates: We may share information with third-party service providers who perform functions for us under strict contracts, such as electronic health record providers, billing services, or our mobile app platform provider. These entities are business associates under HIPAA and are legally required to safeguard your information and use it only for the contracted purposes.

As Required or Permitted by Law: We will disclose information when we are legally required to do so. For example, we might share information in response to a valid court order or subpoena, to report child abuse or neglect, to address a public health concern, or to comply with a health oversight audit. We will only disclose what the law requires, and when possible, we will inform you of such disclosures. If a situation arises involving a serious threat to health or safety, we may share information with authorities or persons who can help prevent the harm, consistent with legal and ethical obligations.

With Your Authorization: For any purpose not described above, we will only disclose your information if you give us explicit written authorization. For instance, if you want us to share your training progress with a school coach or send records to a college recruiter or any other third party not involved in your care, we would obtain your (or your parent’s) written permission first. You have the right to revoke any such authorization at any time, in writing, to stop future disclosures.

No Sale or Marketing Use of Data: We do not sell your personal information to anyone. We also do not disclose your information for marketing purposes without your consent. Connecticut law specifically prohibits selling health data without consent and bans targeted advertising to minors without opt-in consent, and we fully comply with these requirements. You will not receive marketing communications from us about third-party products, and we will not exploit your data for advertising. Any educational or promotional material about our own services will be provided in accordance with privacy laws and, in the case of minors, to their parents/guardians.

Data Security and Protection

We take the security of your personal and health information seriously. The Clinic has implemented administrative, physical, and technical safeguards to protect your data from unauthorized access, use, or disclosure. These measures include:

Secure Storage: All paper records (such as intake forms or signed consent forms) are stored in locked files accessible only to authorized personnel. Electronic records (including data collected via our mobile app or electronic health records) are stored on secure, encrypted systems. We use HIPAA-compliant software and databases with strong access controls.

Access Controls: Clinic staff and any business associates can only access your information on a need-to-know basis. Each staff member has unique login credentials for systems, and their access is limited to what they require to perform their duties. We train our employees and contractors on confidentiality and sign agreements binding them to protect your privacy.

Encryption and Transmission Security: Whenever we transmit sensitive information (for example, sending records to another provider or communicating with an insurance company electronically), we use encryption and secure channels to protect the data in transit. Our mobile application employs encryption for any personal data transmitted between your device and our servers.

Regular Training and Audits: We regularly train our team on privacy and data security protocols. We also monitor our systems for any unusual activity and conduct periodic audits to ensure compliance with privacy regulations. In the event of any suspected security issue, we act promptly to investigate and mitigate it.

No Unnecessary Data Collection: We adhere to principles of data minimization. We only collect data that is relevant for your training or care. We do not activate device features like your microphone, camera, or location services through our app without your knowledge and consent, and then only if it directly supports your use of our services.

Despite our strong security measures, no system can be 100% secure. However, we strive to exceed industry standards in protecting your information. If a data breach were ever to occur that compromises your unsecured PHI, we will follow HIPAA and Connecticut laws in notifying you and taking necessary steps.

Data Retention

We retain your personal and health information for as long as necessary to fulfill the purposes outlined in this Policy and as required by law. Medical record retention laws mandate minimum periods for keeping health records, and we comply with those requirements. In Connecticut, healthcare providers are generally required to keep medical records for at least 7 years from the date of the last treatment. Accordingly:

Adults: We will retain health records for a minimum of 7 years from your last date of service. In many cases, we may keep records longer if needed (for example, if required by other laws or if we choose to maintain them for continuity of care).

Minors (Age 14–17): For minors, we retain records at least until the minor reaches age 18, and then for at least the standard 7 years thereafter (which would be until at least age 25, and often longer). This ensures that an underage patient’s records are available for an appropriate period into adulthood. We do this in alignment with common medical record practices to protect minors’ continuity of care, even though Connecticut’s specific retention regulation (7 years) applies universally.

Legal Holds: If any information is subject to an investigation, audit, or legal request (such as a claim or lawsuit), we will retain the data as long as necessary to comply with those requirements, even if it extends beyond the normal retention period.

Disposition of Records: When records are no longer required to be retained and are eligible for disposal, we will destroy or de-identify the information in a secure manner (shredding physical documents, permanently deleting electronic files) to prevent any unauthorized access.

Please note that health information cannot be deleted on demand the same way some consumer data can, due to legal requirements. We cannot honor requests to purge medical records earlier than the law allows. However, we continually evaluate what data we store and strive not to keep personal data longer than needed.

Your Privacy Rights

You have certain rights regarding your personal and health information. We are dedicated to respecting and upholding these rights, and have processes in place for you to exercise them. Your key rights include:

Right to Access Your Information: You have the right to see and get a copy of your health records and other personal information we have about you. This generally includes the right for you (or your parent/guardian if you are a minor) to inspect or receive a copy of the medical and training records we maintain. To request access, contact us using the information in the Contact section. We will provide the records in a timely manner as required by law. In rare cases, we may deny access to certain parts of the record (for example, if disclosing it could cause harm), but you have the right to have such denials reviewed by an independent professional.

Right to Request Corrections/Amendments: If you believe any information in your records is incorrect or incomplete, you have the right to request an amendment. For example, if your date of birth or medical history is recorded inaccurately, you can ask us to correct it. We will review your request and either make the correction or add your statement to the record if we deny the correction (with an explanation. We strive to keep all information accurate and will typically accommodate reasonable correction requests.

Right to Request Restrictions: You can request that we limit the use or disclosure of your information for certain purposes. For instance, you might ask that we not share a particular piece of information with a certain person or organization. We will consider all requests for additional restrictions seriously. While we are not required by HIPAA to agree to all requested restrictions, we will do our best to accommodate when possible. Important: If you pay for a service in full out-of-pocket and you request that we do not bill your insurance for that service, we must comply with that restriction under HIPAA (meaning we won’t disclose that information to your insurer) as long as it’s not otherwise required by law.

Right to Confidential Communications: You have the right to request that we communicate with you in a certain way or at a certain location to preserve your privacy. For example, an adult patient may request that we contact them at a personal cell number instead of a home phone, or send mail to a P.O. Box instead of a home address. We will accommodate reasonable requests. For minors, communications will generally include the parent/guardian, but if a minor has the legal right to a confidential service, they can request private communication for that situation.

Right to an Accounting of Disclosures: You can ask for a list (an “accounting”) of certain disclosures of your health information that we have made outside of our organization. This would include, for example, any non-routine disclosures made for public health reporting, law enforcement, or other purposes as required by law (but excluding disclosures made for treatment, payment, and routine healthcare operations, as those are not required to be listed). We will provide this accounting for the period you request (up to the last 6 years) as permitted by law.

Right under Connecticut Law (CTDPA): In addition to HIPAA rights, Connecticut’s data privacy laws grant consumers rights regarding personal data. To the extent these apply to our Clinic (for example, in contexts outside of direct healthcare), you may have the right to know what personal data we have about you, the right to delete personal data you provided (if it’s not part of an official medical record that we must retain), the right to correct inaccuracies in your personal data, and the right to opt-out of certain data processing like sales or targeted advertising. We have already stated that we do not sell personal data or use it for targeted advertising, so there is no such activity to opt out of in our case. If you have any request concerning your personal data under state law, please contact us and we will address it consistent with our legal obligations.

Right to a Copy of This Policy/Notice: You can request a paper or electronic copy of this Privacy Policy (or our detailed HIPAA Notice of Privacy Practices) at any time, even if you have agreed to receive it electronically. We will promptly provide you a copy. For new patients, we will ask you (or your parent/guardian) to sign an acknowledgment that you received this notice, as required by law.

To exercise any of these rights, please use the contact information in the next section. We may need to verify your identity (and, if you are a parent making a request for your child, your relationship to the minor) before fulfilling the request. There may be limited situations where we cannot fulfill a request (for example, if a law prohibits us from deleting certain data), but we will explain any such situation to you. We will not charge you for making a request, though for very large record copies we might charge a reasonable, cost-based fee (we’ll let you know in advance).

Contact for Privacy Questions or Requests:

If you have any questions about this Privacy Policy, or want to exercise your privacy rights, please contact our Privacy Officer at: contact@nxt.rugby

You may also speak to any of our staff at the clinics, who will direct you to the appropriate person to handle your inquiry. We are here to help and will gladly explain our practices or assist you in making a request.

Complaint Process:

If you believe your privacy rights have been violated or you have a concern about how we handle your information, you have the right to file a complaint. You can submit your complaint to us directly by contacting the Privacy Officer (using the contact information above). We take all complaints seriously and will investigate the matter. We will respond to let you know the outcome or steps we will take to address your concerns.

We are committed to resolving any issues internally, but you also have the right to file a complaint externally. Specifically, you can file a complaint with the U.S. Department of Health and Human Services, Office for Civil Rights (OCR), which oversees HIPAA compliance. You can find information on how to submit a HIPAA complaint on the HHS website or by contacting:

Office for Civil Rights – U.S. Department of Health & Human Services (Region I – New England)

J.F. Kennedy Federal Building – Room 1875

Boston, MA 02203

Customer Response Center: (800) 368-1019

TDD: (800) 537-7697

Email: OCRComplaint@hhs.gov

Online: https://www.hhs.gov/hipaa/filing-a-complaint/

There is no retaliation for filing a complaint. We will not penalize you, refuse you services, or otherwise retaliate against you for raising a privacy concern or filing a complaint with us or with government regulators. In fact, HIPAA and state law protect your right to complain. Our primary goal is to ensure your information is protected and to address any problems, not to blame anyone who voices a concern.

Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or to comply with new laws and regulations. If we make significant changes, we will notify patients (and parents of minor patients) by posting the updated policy on our website and, when required, providing a direct notice (for example, via email or at your next appointment). The effective date at the top will be updated accordingly. We encourage you to review this Policy periodically to stay informed of how we are protecting your information.

By continuing to use our services after any updates become effective, you agree to the revised Privacy Policy. However, we will not make any retroactive material changes to how we handle previously collected PHI without your consent or as required by law.

Contact information:

If you would like to contact us to understand more about this Policy or wish to contact us concerning any matter relating to individual rights and your Personal Information, you may send an email to contact@nxt.rugby

Media Policy

Effective Date: 03/31/2025

Applicable To: All participants of NXT Rugby Camps & Clinics, including minors (ages 14–17) and adults (ages 18–21).

Purpose and Scope

This Media Use Policy outlines how NXT Rugby may capture and use photographs, video footage, and participant likenesses for promotional and marketing purposes. It applies to all camp participants (youth and young adults ages 14–21) and covers both minors and adults. By enrolling in or attending the camp, participants (and parents/guardians of minors) agree to the terms of this policy. There is no opt-out – media capture and use is considered an integral part of the camp program and promotional strategy.

Consent to Photography and Video

Consent as a Condition of Participation: All campers and staff may be photographed, filmed, or otherwise recorded during camp activities. Participation in the camp constitutes consent to being included in camp media; the camp does not offer an opt-out from photography or video coverage. In other words, if you attend the camp, you acknowledge that your image and likeness may be captured and used in camp media and promotional materials. This policy is in place to facilitate group photography and marketing efforts – individual exclusions from photos/videos cannot be accommodated.
Minors (Participants Under 18): For participants under the age of 18, a parent or legal guardian must provide consent on the minor’s behalf, consistent with applicable privacy and publicity laws. Minors do not have legal capacity to consent to use of their likeness, so a parent/guardian’s signature is required on registration forms or waivers. By signing the camp’s media release for a minor, the parent/guardian confirms consent for the child to be photographed or recorded at camp and for those images to be used as described in this policy. This parental consent is typically collected as part of the camp’s registration or waiver process (during sign-up).
Adult Participants (18 and Over): Participants who are 18–21 years old can consent for themselves. Adult campers acknowledge and agree, by their registration and attendance, that their photos or videos may be taken and used by the camp for promotional purposes. Adult participants sign the media consent section of the registration/waiver form on their own behalf.

Media Usage and No Compensation

Permitted Uses of Camp Media: Photos, videos, and other recordings of camp participants may be used by NXT Rugby for advertising, marketing, and promotional materials in both digital and print formats. This includes, but is not limited to:
Printed Materials: Brochures, flyers, posters, banners, camp catalogs, and other print publications or advertisements showcasing camp activities or achievements.
Digital and Online Media: The official camp website and social media platforms (such as Facebook, Instagram, YouTube, Twitter/X, and similar sites). This also covers email newsletters, digital advertisements, and online photo galleries or highlight videos.
Promotional Videos: Highlight reels, recap videos, or promotional videos featuring camp activities or camper testimonials.
News and Press Releases: Images or footage shared with local news outlets, in press releases, or on partner organization websites to promote the camp.
Other Camp Publications: Yearbooks, memory books, or slideshows presented at camp ceremonies, as well as future promotional uses for the camp in subsequent years.

These media uses are illustrative and not exhaustive. The camp reserves the right to use participant likenesses in any other promotional channels deemed appropriate to support and publicize the camp’s programs.

No Approval or Inspection Rights: Participants/parents acknowledge that the camp may edit, crop, or alter photos and footage at its discretion, and may decide how and where to use them for promotional purposes. Individuals will not have the right to inspect or approve any final media product (such as a brochure, video, or social media post) that includes their likeness. All creative decisions (selection of images, formatting, etc.) are at the sole discretion of the camp.
No Royalty or Compensation: Use of participant images will be without any form of compensation. Participants and their families will not be paid, nor will they receive royalties or any financial benefit for the use of their photos or videos. By consenting to this policy, you waive any right to royalties or other payment related to the use of your likeness in camp media. The camp’s use of these images is royalty-free, meaning the camp owes nothing for ongoing use.
Media Becomes Camp Property: All photographs and videos taken by the camp or its representatives become the property of NXT Rugby. The camp retains full ownership and control over these media files and may use them perpetually for the purposes stated. Participants agree that they have no ownership interest in any captured media, and such photos/videos will not be returned to the participant (for instance, the camp is not obligated to provide copies of every photo to participants).
Duration of Consent – Perpetual Use: The rights granted to the camp are perpetual and worldwide. This means the camp can continue to use the photos or videos indefinitely (with no time limit), both during the camp and after the camp session ends, in future years’ materials. The consent does not expire and is irrevocable; even if a participant leaves the camp or ages out, the camp may still use the media captured during their time in the program. Participants/parents cannot later revoke permission or require the camp to stop using specific photos containing the participant once this release is agreed to. (The only exception would be if the camp itself decides to discontinue use of certain materials.)
Geographic Scope: The camp is authorized to use the media in any location. Since promotional materials (especially websites and social media) are accessible globally, participants grant a worldwide license for use of their likeness. There are no geographic limitations on where the photos/videos may appear (for example, a brochure might be mailed internationally, or a website is viewable globally).

Rights Granted and Legal Considerations

By agreeing to this policy (and by signing the media consent as part of the registration/waiver), participants and/or their guardians grant NXT Rugby certain rights to their likeness for use in camp-related media. These rights are granted without additional permission needed and without compensation, as detailed below. The grant of rights includes:

Use of Name and Likeness: The camp has the right to use a participant’s name, image, likeness, voice, and/or statements in photographs, video recordings, audio recordings, or other media captured during camp activities. This means, for example, the camp can post a photo with the participant’s face, use video footage where the participant is visible or speaking, or quote a participant in camp marketing material. (Typically, the camp’s promotions focus on images/video and first names or no names; full names of minors are generally not published without separate consent, as a privacy precaution. However, the legal release would allow use of name or any likeness if needed for promotion.)
Any Media Format: The participant’s likeness may be used in all forms of media now known or later developed. This includes traditional print media, digital media, photographs, videos, audio, and graphics. Even as technology changes, the camp’s right to use the content remains – for instance, if new social media platforms or new promotional formats emerge, this consent covers those as well.
Editing and Adaptation: The camp is authorized to edit or adapt the media content featuring participants. This means the camp can crop images, compile video clips, add music or graphics, or otherwise modify the original recordings as needed for promotional purposes. Edits will not be done to misrepresent participants or portray them in a negative or false light; modifications are typically for creative design and formatting (e.g., making a collage of photos, adjusting lighting, or excerpting a short clip from a longer video).
Lawful Purpose: Use of all media will be for lawful purposes related to the camp’s operations – primarily advertising, publicity, and celebration of camp activities. The camp will not use any participant’s likeness for any purpose that is illegal, distasteful, or overly intrusive. All usage will align with promoting the camp’s positive environment. Additionally, the camp will respect participants’ dignity and privacy in choosing media for publication – no images that are unduly embarrassing or inappropriate will be intentionally used. (For example, candid photos used will generally show campers in a positive, respectful manner consistent with the camp’s values.)
Release and Waiver of Claims: By consenting, participants (and parents/guardians) waive any claims against NXT Rugby for the use of the photos or recordings. In other words, you release and hold harmless the camp from any liability or demands arising from the use of your image or voice]. This includes waiving any right to sue for things like invasion of privacy or right of publicity claims, so long as the camp’s use of the media is within the scope of this policy. The release covers the camp and its representatives (staff, volunteers, photographers hired by the camp, sponsors, etc.) from responsibility for any reuse of the images that aligns with the consent given. Example: a participant cannot later claim that the camp’s use of a group photo on the website entitles them to compensation or violated their rights – that claim is waived by agreeing to this policy.
Not Responsible for Third-Party Misuse: While the camp will use participant images only as agreed, the camp isn’t responsible for third-party actions. Once images are published (e.g., on the camp website or social media), other parties not affiliated with the camp could potentially copy or share them. NXT Rugby cannot control such third-party actions and is not liable for any unauthorized reuse of images by others outside of camp’s official use. (For instance, if a newspaper prints a camp photo from our website, or if an individual outside the camp shares a social media post, the camp isn’t responsible for those external uses. However, the camp will not knowingly permit third-party commercial use of images without permission; this clause is mainly to note that public-facing images might be seen and shared by the public.)

Acknowledgment and Agreement

All participants (or their parent/guardian, if under 18) will be required to acknowledge this Media Use Policy and consent to its terms in writing. The media consent is typically included in the camp’s registration form or waiver. By signing the registration documents, you confirm that you have read and understood this policy and agree to its terms. For minors, the parent/guardian’s signature confirms that they consent on behalf of the minor camper to all the provisions of this media release. This acknowledgement is a condition of enrollment – the camp enrollment process will include obtaining this agreement.

If a participant or parent/guardian has any questions or concerns about the media use, they should address these before completing registration. Note that opting out of the media policy is not offered; any participant who is unwilling to be photographed or recorded for camp purposes may need to reconsider enrollment, as the camp relies on showcasing activities and participants in its materials. All campers, by attending, are deemed to have accepted this policy’s terms regarding media.

For reference, the following is sample language that may appear in the camp’s registration or waiver form to capture this consent:

Sample Media Consent Clause (for Camp Registration Form):
“I hereby grant NXT Rugby permission to use my (or my child’s) photograph, video, image, or other likeness and voice taken during camp activities, in any and all of the camp’s publications, websites, social media, and other promotional materials, without compensation or approval. I understand and agree that these photos/videos will be used for marketing or publicity and are the property of NXT Rugby. I waive any right to inspect or approve the finished media, and I waive any right to royalties or other compensation arising from or related to the use of the images or recordings. I also release and discharge NXT Rugby from any claims or liability related to the use of my (or my child’s) likeness as described. I have read and understand this media release. If signing on behalf of a minor participant: I certify that I am the minor’s parent/legal guardian and consent to this agreement on their behalf.”

By signing the camp’s form, you indicate your understanding and agreement to the entire Media Use Policy as outlined above.

Additional Notes

Privacy of Contact Information: This media release does not authorize the camp to disclose personal contact information or any sensitive personal data of participants. It only covers use of visual/audio likeness for promotional purposes. The camp protects campers’ personal data per our privacy policies (e.g. not sharing addresses, medical info, etc., in public materials). Only names or general information might accompany a photo (for example, a caption like “Jane, 15, learning rock climbing at Camp”). If the camp ever wished to post something like a participant’s full name or story, it would seek additional consent beyond this general media release.
Camp Promotions Only: The permissions granted are intended for camp-related promotional use. The camp will not sell participant images to third parties or allow external commercial use without separate permission. Any use will be to showcase the camp, its programs, and its community. This policy aligns with standard practices in youth camps and sports programs to highlight participant achievements and camp activities in a positive manner.
Compliance with Laws: NXT Rugby is committed to following applicable laws regarding use of participant likeness. This policy (and the consent it obtains) is designed to comply with right of publicity laws and privacy regulations by securing written permission for use of individuals’ images, especially for minors via parental consent. All media usage will be consistent with these legal requirements.
Questions: If you have any concerns or special circumstances (for example, a foster child whose photograph should not be published due to legal reasons), please contact Saleem Begg before camp begins. While the camp generally cannot omit individuals from all photography, we will discuss any legal concerns and try to find solutions if possible. Our goal is to promote the camp in a respectful, safe way while honoring this policy.

By participating in NXT Rugby, you acknowledge that you have read this Media Use Policy and agree to its terms regarding photography/videography and use of likeness. All campers and their parents/guardians (for those under 18) will sign the media consent as part of the camp registration, thereby accepting this policy in full.