Communications Policy

Last updated: May  2021

This policy sets forth the communication methods used, the structures behind them as well as sets a standard for appropriate content.  A committee is charged with keeping our website and social media operational.

CDOTC Website

The website platform is a membership management platform which allows the Club to handle membership and events efficiently. The members only portal allows Club information to be accessible anytime.  The website lessens the burden for the Club Secretary and Treasurer by automating processes and payments.

1. Administration Accounts and Structure
   1. Administrator - full access to all backend and editing
   2. Read only Administrator – can see backend but not edit
   3. Limited administrator
      1. Membership manager - Current Secretary
      2. Financial manager - Current Treasurer
      3. Event manager - Current Training Director, instructor, organizer
      4. Website editor – 2-3 members that can help with making requested updates in a timely manner based on varying schedules of availability.
   4. Maintain a separate list of current admins, titles, etc. - On Member page
2. Maintenance
3. Content changes to the website need to be reviewed and approved by the Board.
4. Adding events
   1. Process and information needed
      1. Complete a form) including basics of event, who is in charge and where to direct an email inquiry. Website editor sets up the event to. register, member or non-members, link to a Google form and have it email to event contact. Give a turn around time.
5. Creating a Private Member page that list processes and How to’s
   1. How to post by myself - brags and member news
   2. How to post an event – done by an admin upon request
   3. Links to documents in Google Drive: Legal, policies, etc.
6. Website email management
7. Newsletters to entire membership or certain groups like the board only. A more formal way to send club news and classes to club members without using the google group email.
8. Website Blog usage
   1. Do’s & Dont’s
      1. No posts that may be deemed sensitive and personal, i.e. political, religion, etc.

Google Group Email Account

The Club uses a listserv style email service where a specific email is used to email all the members.

1. Admin
2. Do’s & Don’ts
   1. No posts that may be deemed sensitive and personal, i.e. political, religion, etc.
3. Enforcement of

Social Media Management

The Club uses Facebook to engage members and the local community. It is a secondary resource to our website for posting events and member brags. 

1. Facebook Moderator admins - private members group and public page

Change History

Version	Date	Changes	Author
1		Initial issuance of document.	Barbara Perkins/Sharon Betts
2	2/1/2021	First edit suggestions	Sharon Betts

                     

Member use

These digital communication channels have been established to facilitate conversations, share accomplishments and make announcements for active members. We expect all correspondence to remain courteous, respectful, ethical, and pertinent to the club. It is open for member conversations which meet the following guidelines:

1) shall not reflect actions prejudicial to the best interests of the club

2) shall not be shared outside of the club

3) shall not attack or in any way harass members of the club

4) Individuals shall not advertise specific items, companies, breeders or puppies

5) No individual GoFundMe or individual fundraising solicitations are allowed.

Administrators have final decisions on the appropriateness of any topic.

PRIVACY POLICY 

last updated: February 29, 2024

This Privacy Policy describes our policies and procedures on the collection, use and disclosure of your information.

While using the Commonwealth Dog Obedience Training Club (CDOTC) website, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you. Personally identifiable information may include, but is not limited to:

Email address

First name and last name

Phone number

Address, State, Province, ZIP/Postal code, City

 

Cookies are essential to provide you with services available through the Website and to enable you to use some of its features. They help to authenticate users and prevent fraudulent use of user accounts. Without these Cookies, the services that you have asked for cannot be provided, and we only use these Cookies to provide you with those services.

These Cookies allow us to remember choices you make when you use the Website, such as remembering your login details. The purpose of these Cookies is to provide you with a more personal experience and to avoid you having to re-enter your preferences every time you use the website.

The CDOTC  may use Personal Data for the following purposes:

To manage your Account: to manage your registration as a user.. The Personal Data you provide can give you access to different functionalities of the websitee that are available to you as a registered user.

To contact you: To contact you by email, telephone calls, SMS, or other equivalent forms of electronic communication, such as a mobile application's push notifications regarding updates or informative communications related to your registration.

To provide you with news, special offers and general information about other goods, services and events which we offer unless you have opted not to receive such information.

To manage your requests: To attend and manage your requests to us.

The CDOTC will retain your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your Personal Data to the extent necessary to comply with our legal obligations, resolve disputes, and enforce our legal agreements and policies.Your information, including Personal Data, is processed at the hosting software company . It means that this information may be  maintained on  computers located outside of your state, province, country or other governmental jurisdiction where the data protection laws may differ than those from your jurisdiction. The CDOTC will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy and no transfer of your Personal Data will take place.

You have the right to delete or request that we assist in deleting the Personal Data that we have collected about you. You may update, amend, or delete your information at any time by signing in to your Account, if you have one, and visiting the account settings section that allows you to manage your personal information. You may also contact us to request access to, correct, or delete any personal information that you have provided to us.

Under certain circumstances, the CDOTC may be required to disclose your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).

The security of your Personal Data is important to us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While We strive to use commercially acceptable means to protect your Personal Data, We cannot guarantee its absolute security.

Our website may contain links to other websites that are not operated by us. We strongly advise you to review the Privacy Policy of every site you visit.

We may update Our Privacy Policy from time to time. If you have any questions about this Privacy Policy, you can contact us by visiting this page on our website: https://www.cdotc.org/Contact