COMMUNICATIONS & PRIVACY POLICY

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WESA Communications, Social Media & Privacy Policy 

*Approved by the WESA Commission on August 11, 2026

1. Purpose 

The purpose of this policy is to establish consistent standards for communications published through WESA's official communication channels. These communications exist to inform, educate, engage, and celebrate members while supporting the League's mission, values, and strategic direction. 

Official communications should promote a welcoming, respectful, and inclusive environment that reflects WESA's commitment to sportsmanship, inclusion, volunteerism, and league sustainability. 

2. Scope 

This policy applies to all official WESA communication channels, including but not limited to: 

1. WESA.net; 

2. Official WESA social media accounts and groups; 

3. Electronic newsletters; 

4. Printed and digital publications; 

5. Presentations and public displays produced on behalf of WESA; or 

6. Official communications issued by the Commission or its authorized delegates. 

This policy applies only to official WESA communications. It does not regulate the personal social media accounts, personal opinions, or private communications of individual members. 

3. Definitions 

For the purposes of this policy: 

1. Official Communication means any communication published, distributed, or presented on behalf of WESA through an authorized League communication channel including events. 

2. Official WESA Communication Channel means any website, social media account, publication, email distribution, presentation, event display, or other communication platform owned, operated, or administered by WESA. 

3. Authorized Delegate means a Commissioner, Committee Chair, volunteer, contractor, or other individual authorized by the Commission to communicate on behalf of WESA. 

4. Official Position means a position or statement approved by, or issued under the authority of, the Commission. 

4. Principles 

Official WESA communications should: 

1. Inform members about League operations, activities, and current sponsors. 

2. Support player, coach, volunteer, and organizational development. 

3. Celebrate the accomplishments of members and the League. 

4. Encourage respectful participation and community engagement. 

5. Reflect WESA's values of inclusion, fairness, sportsmanship, and volunteerism. 

6. Maintain public confidence in WESA as a welcoming, community-focused amateur sports organization. 

5. Appropriate Content 

Official communication channels may be used for: 

1. League news and announcements; 

2. Registration and scheduling information; 

3. Softball education and player development; 

4. Clinics, tournaments, and events; 

5. Volunteer recognition; 

6. Current Sponsor recognition; 

7. Community partnerships; 

8. Member achievements; 

9. Historical content; 

10. Governance updates; 

11. Policy explanations; 

12. Strategic planning and organizational development; 

13. Commissioner and Commission updates; 

14. Information relevant to the broader Pride softball community; and 

15. Other League initiatives approved by the Commission. 

6. Leadership Communications 

The League Commissioner, Commission, and authorized League leaders may use official communication channels to explain decisions, provide organizational updates, discuss strategic priorities, advocate for the League's mission, explore emerging issues, and communicate matters affecting the League and its members. 

Leadership communications may include commentary regarding: 

1. League governance; 

2. Amateur sport; 

3. Volunteer leadership; 

4. Inclusion and accessibility; 

5. Partnerships and community engagement; 

6. Player and coach development; 

7. League sustainability; and 

8. Matters affecting the Pride softball community. 

These communications should remain educational, informative, transparent, and connected to WESA's mission and objectives. 

7. Governance Discussions 

Questions, suggestions, concerns, and constructive feedback regarding League governance, policies, procedures, or operations are encouraged. 

Members are encouraged to communicate directly with the Commission through appropriate channels, including Commission@WESA.net, when seeking clarification, providing feedback, or raising concerns. 

Official communication platforms are intended primarily to distribute information and foster community engagement rather than serve as forums for extended governance debates. 

8. Political Neutrality 

WESA Bylaw 15 provides: 

"The League shall not have political affiliations." 

WESA recognizes that volunteers have a reasonable expectation to perform their League duties in an environment free from partisan campaigning, political pressure, and unnecessary political conflict. 

Consistent with this bylaw, official WESA communication channels and events shall not be used to: 

1. endorse or oppose political parties or candidates; 

2. solicit votes; 

3. promote partisan campaigns or petitions; 

4. display political party branding or campaign materials; 

5. fundraise for political organizations; or 

6. create the appearance that WESA supports or opposes a political party or candidate. 

Nothing in this policy prevents WESA from communicating about issues that directly affect the League, amateur sport, volunteer organizations, the Pride community, or the broader environment in which WESA operates, provided those communications are educational, operational, or connected to WESA's mission rather than partisan political advocacy. 

9. Guest Speakers and League Events 

WESA welcomes elected officials, community leaders, sponsors, performers, and invited guests to League events. 

Individuals participating in official League events are expected to keep remarks appropriate to the event and refrain from partisan campaigning, vote solicitation, political endorsements, or displaying political party branding while participating in an official WESA capacity. 

10. Commercial Promotion 

Official WESA communication channels are intended primarily for League-related content. 

WESA may use its official communication channels to promote League activities, programs, events, fundraising, merchandise, partnerships, and other initiatives that support the League's mission and objectives. 

Commercial promotion by external organizations or businesses is generally limited to current WESA sponsors. 

Repeated unsolicited commercial advertising may be removed. 

11. Privacy and Personal Information 

WESA respects the privacy of its members and is committed to protecting personal information collected during League operations. 

Access to member information will be limited to Commissioners, volunteers, contractors, and authorized delegates who require the information to perform their League responsibilities. 

Member information shall only be used for authorized League purposes and shall not be shared or used for personal, commercial, or unauthorized purposes. 

Only the personal information reasonably necessary to administer League operations, membership, insurance, and participation will be collected. 

12. International Pride Softball (iPride) Information Sharing 

As part of League operations, WESA participates in International Pride Softball (iPride). 

During registration, members will be advised that certain information—including their name, date of birth, and email address—may be shared with the secure iPride database for purposes including: 

1. maintaining player ratings; 

2. determining tournament eligibility; 

3. participation in iPride-sanctioned events, including the Pride Softball Canada Cup and the Gay Softball World Series; and 

4. other legitimate League operations connected with WESA's iPride membership. 

Members may opt-out of iPride data sharing by request or by using the options available through the iPride member portal, where applicable.  

13. Respectful Communication 

All communications published through official WESA channels should reflect WESA's Code of Conduct. 

Content containing harassment, discrimination, intimidation, personal attacks, bullying, hate speech, or repeated disruptive behaviour may be removed. 

Members are encouraged to discuss ideas respectfully while recognizing that differing opinions can exist within an inclusive community. 

14. Moderation 

The Commission, or its designated moderators, may take reasonable steps to maintain official communication channels, including: 

1. removing content inconsistent with this policy; 

2. closing discussions that are no longer constructive; 

3. limiting comments where necessary to protect respectful dialogue; and 

4. restricting participation following repeated or serious violations. 

Moderation decisions will be guided by fairness, consistency, and the best interests of WESA. 

15. Election Period 

WESA recognizes that its official communication channels, particularly its official social media groups, serve both as a source of official League information and as community spaces where members share ideas and engage with one another. 

During an official WESA election period, established by the Elections Officer, maintaining the neutrality of League communication channels is essential to ensuring a fair and equitable election process. Accordingly, official election communications published through official WESA communication channels shall be administered exclusively by the Elections Officer or their authorized delegate. 

Members, including candidates and Commissioners, remain free to campaign, express opinions, endorse candidates, and discuss the election through personal social media, private communications, candidate meetings, and other non-WESA platforms. This temporary moderation practice applies only to official WESA communication channels and only for the duration of the election period.  Members, candidates, and Commissioners shall not post campaign materials, endorsements, solicitations for votes, or advocacy for or against any candidate on official WESA communication channels during the election period. 

16. Official League Positions 

Only communications issued or expressly authorized by the Commission represent the official position of WESA. 

Statements made by individual members, coaches, volunteers, Commissioners, committees, or other participants outside authorized League communications represent their own views and should not be interpreted as official League positions unless expressly identified as such. 

17. Exceptions 

The Commission may authorize communications outside the ordinary scope of this policy where doing so is consistent with WESA's mission and responsibilities. 

Examples may include: 

• emergency or public safety information; 

• condolences or recognition of significant community events; 

• statements regarding matters directly affecting amateur sport or the Pride softball community; 

• joint communications with recognized partner organizations; or 

• other exceptional circumstances that the Commission determines are in the best interests of WESA and its members. 

18. Guiding Principle 

Official WESA communications exist to strengthen the League and build community through softball. 

When considering whether content belongs on an official WESA communication channel, the guiding question should be: 

Does this communication help inform, educate, support, celebrate, or strengthen WESA and the community we serve in a manner consistent with our mission and values? 

*** End of policy. 

 

Registration 2026

How WESA uses your data
WESA uses your information only to operate the league and support an inclusive member experience, and it is accessed only by authorized league volunteers as needed for registration, scheduling, and game‑day logistics. As a member of International Pride Softball (iPride), WESA may share limited roster and rating information so you can be eligible for Pride‑affiliated tournaments; if you prefer not to share this information, you can opt out using the checkbox below, which will not affect your WESA membership or ability to play in league games, but may affect your eligibility for external iPride‑affiliated tournaments. Details about how your information is collected, used, shared, and protected—including links to WESA’s Privacy Policy and iPride’s privacy policy—were provided to you on the pre‑registration notice shown before you began this registration.

Opting Out of Data Sharing
By opting out of data sharing with International Pride Softball, the member will not be eligible to play in the Pride Softball Canada Cup, Gay Softball World Series, iPride Cup, or other iPride‑affiliated tournaments, unless those tournaments are hosted by WESA.