Media Policy

1. Purpose

This Media Policy explains how NXT Rugby captures, uses, stores, and protects photographs, video, audio, and other media ("Media") taken during its clinics, training sessions, events, and related activities ("Programs").

The purpose of media capture is to:

• Promote NXT Rugby programs

• Showcase player development and experience

• Support recruitment, marketing, and partnerships

• Document activities for performance and educational use

2. Scope

This policy applies to:

• All participants (ages 14+)

• Parents/guardians of minors

• Coaches, staff, contractors, and volunteers

• Any individual attending or present at NXT Rugby Programs

3. Consent as a Condition of Participation

Participation in NXT Rugby Programs constitutes mandatory consent to media capture and use.

• Media (photo/video/audio) may be captured at any time during activities

• Due to the group training environment, individual opt-outs are not feasible

• Individuals who do not wish to be included in media should not enroll

For participants under 18, consent must be provided by a parent or legal guardian during registration.

4. Types of Media Collected

NXT Rugby may capture:

• Photographs (individual and group)

• Video recordings (training, drills, gameplay, interviews)

• Audio recordings

• Performance footage (including skill analysis clips)

5. Permitted Uses of Media

Media may be used by NXT Rugby for lawful purposes including, but not limited to:

Marketing & Promotion

• Social media platforms (Instagram, Facebook, YouTube, etc.)

• Official website and landing pages

• Digital advertising and email campaigns

Program Development

• Coaching review and athlete feedback

• Internal training and education materials

Commercial & Partnership Use

• Sponsor and partner promotions

• Recruitment and brand-building initiatives

Media & Publications

• Press releases, news features, and media coverage

• Printed materials (flyers, brochures, posters)

6. Ownership of Media

All media captured by or on behalf of NXT Rugby:

• Is the exclusive property of NXT Rugby

• May be used, reused, edited, and distributed at NXT Rugby's discretion

• Will not be returned or made available upon request

7. No Compensation

Participants and families:

• Will not receive compensation for use of media

• Waive any right to royalties or financial benefit

• Acknowledge all media use is royalty-free

8. No Approval or Review Rights

Participants and/or parents:

• Do not have the right to review, approve, or request removal of media

• Acknowledge that NXT Rugby has full editorial control over:

◦ Selection

◦ Editing

◦ Distribution

9. Duration of Use

Media rights granted to NXT Rugby are:

• Perpetual (no expiration)

• Irrevocable

• Valid worldwide

Media may be used indefinitely, including in future promotional materials.

10. Privacy & Safeguarding

NXT Rugby is committed to protecting participant privacy:

• No personal contact information (address, phone, etc.) will be shared publicly

• Full names of minors are generally not published without additional consent

• Media will be selected and used in a respectful and appropriate manner

• Content will not intentionally portray participants negatively or inappropriately

11. Third-Party Use Disclaimer

NXT Rugby is not responsible for:

• Unauthorized use or redistribution of media by third parties

• Content shared or reposted outside official NXT Rugby channels

12. Technology & Data Use

Media may be:

• Stored digitally and used for program analysis

• Incorporated into performance tracking systems (e.g., athlete development tools)

• Used in AI-assisted editing or analytics platforms

All usage remains within the scope of this policy.

13. Legal Compliance

This policy is designed to comply with:

• U.S. privacy and publicity laws

• Parental consent requirements for minors

• Standard practices in youth sports and athletic development programs

14. Questions & Special Circumstances

If a participant has a specific legal or safety concern (e.g., court order, safeguarding issue), this must be communicated in writing prior to participation to contact@nxt.rugby

While full exclusion from media cannot be guaranteed, NXT Rugby will review and assess reasonable accommodations where legally required.

15. Acknowledgment

All participants (or parents/guardians of minors) must acknowledge and agree to this Media Policy as part of the registration process.

Participation in NXT Rugby Programs confirms acceptance of these terms.

By registering, you acknowledge and agree to the NXT Rugby Media Policy. You understand that photography and video recording are a standard part of participation and that media may be used for promotional and program purposes.