Approved on April 14, 2022
With the proliferation of electronic devices, many which cannot be detected by the casual observer, and the integration of those devices in our daily lives, it has become necessary for Black Rose (BR) to update its long-standing policy regarding the use of cell phones and other electronic devices. BR takes member privacy very seriously and will not tolerate the violation of member privacy; however, BR recognizes the integral part that electronic devices play in our daily lives. This policy is intended to incorporate electronic devices into the BR educational mission. BR event coordinators should strive to encourage mature and discreet use of electronic devices by their attendees, and this policy should be used as a guide.
- Definitions:
- `”BR Sponsored Event” means any event branded as a BR event and within the confines of the space controlled by BR for the event; for example, the meeting room for Tuesday education, SIG meetings, and workshops. What is not included is the public space outside of the control for BR for a BR Sponsored Event; for example, the restaurant for a munch or a public venue. `”BR Sponsored Event” means any event branded as a BR event and within the confines of the space controlled by BR for the event; for example, the meeting room for Tuesday education, SIG meetings, and workshops. What is not included is the public space outside of the control for BR for a BR Sponsored Event; for example, the restaurant for a munch or a public venue.
- “Electronic Devices” means any interactive device used for the display and exchange of information of any kind, whether now known or hereafter invented. This includes mobile phones, laptop or tablet computers, and wearable devices such as smartwatches.
- “Messaging” means the transmission of information from an electronic device to another electronic device in any form or by any means, including, but not limited to emails, texts, and posts to social media.
- “Photography” means the capture of still or video images on any type of electronic device.
- “Recording” means the capture of any sound on any type of electronic device.
- Prohibitions:
- Photography is prohibited at any and all BR sponsored events.
- Recording is prohibited at any and all BR sponsored events.
- Messaging is prohibited at any and all BR sponsored events.
- Phone calls are prohibited at any and all BR sponsored events.
- Use of Electronic Devices:
- Electronic devices may be used during BR events as long as they are not being used for any prohibited purpose, as defined below. For example, electronic devices may be used for taking notes, making calendar notations, demonstrating proof of membership to the greeters, medical monitoring, etc.
- The Membership Director may use electronic devices to sign up new members at a BR sponsored event.
- The Education Director may use electronic devices for presenters.
- A member of the Social Media team may post an announcement to social media at the beginning and end of the event.
- Electronic devices are permitted at board and discussion meetings.
- Additional Requirements:
- All electronic devices shall be configured so that they do not produce audible notifications during a BR sponsored event that could potentially disrupt the event. This means to be put in privacy or silent mode, as is appropriate for the device.
- Photography or recording of attendees in public areas is strongly discouraged, unless consent is given by everyone in the photograph or recording. For example, if the Cultural, Arts, and Theater Society (CATS) SIG holds an event at a public venue, such as an art show where photography is allowed, consent should be obtained before taking photographs that include the CATS attendees. Likewise, BR Education events take place in a hotel, and the area outside the class room is not controlled by BR; photography is discouraged in these areas unless consent is obtained from any attendees.
- Remedies and Penalties
- Remedies of the prohibitions listed above shall include the deleting of all photographs and recordings made, including deleting the trash or recycle bin, to the greatest extent possible.
- BR may also confiscate any electronic device, if appropriate, and seek appropriate legal remedies to ensure the deletion of photographs or recordings before returning the device. Attendance at BR sponsored events shall be considered consent to this remedy.
- Penalties include immediate removal from the BR sponsored event with no refund, and temporary or permanent ban from all BR sponsored events in accordance with BR policies and procedures. The cooperation or refusal to cooperate in deleting photography or recordings will be considered in determining the length of any ban.
- BR may pursue any other legal remedy available to it.
- Exceptions:
- The hosts of any Special Interest Group (SIG), may permit photography or recording in a private home. Notice must be provided in the SIG meeting announcement and signs must be clearly posted designating photography or recording areas.
- BR sponsored events may designate a photography area. Such areas shall be clearly identified by posted signs. Attendees who wish to be photographed must sign photography releases. For example, a room may be designated at an event to take photographs. Such areas shall be set up in a manner that prevents the photography of bystanders.
- Workshops where photography or recording are the subject matter may permit those activities. For example, a workshop on bondage photography may allow photography by attendees. Such workshops shall be clearly identified in the announcements, signs shall be posted, and appropriate release forms signed by attendees.
- Photography or recording may be permitted at any BR sponsored events if explicitly approved by a majority of the BR Board of Directors. Notice of such photography or recording must be provided in all event announcements and signs must be posted.
- Phone calls may be permitted during board or discussion meetings for compelling reasons when approved by the BR Board of Directors.