Club Policies & Procedures

1. Membership & Registration

All participants, including athletes, coaches, and volunteers, must be registered club members in good standing with Athletics Ontario and comply with all applicable policies and requirements.

1.1 Athlete Membership

Athletes must complete club and Athletics Ontario membership registration prior to participating in any club activities.

1.2 Coach & Leader Registration

All coaches must be registered with Athletics Ontario and meet minimum certification requirements, including NCCP training and Safe Sport modules.

2. Safe Sport and Conduct Standards

WinCity Endurance Project is committed to providing a safe, inclusive, and respectful environment consistent with Athletics Ontario’s Safe Sport Policy Manual. This includes adherence to expected standards of behaviour, preventing misconduct, and clear procedures for addressing issues.

2.1 Code of Conduct

All members must follow the club Code of Conduct (as documented separately).
Harassment, discrimination, abuse, or retaliation in any form is prohibited.

2.2 Complaints, Dispute Resolution & Discipline

Members may file complaints through club leadership or using the Athletics Ontario complaint procedures.
Disciplinary actions will be conducted respectfully, transparently, and in alignment with Athletics Ontario’s discipline policies.

2.3 Whistleblower & Reporting

Members are encouraged to report concerns without fear of reprisal.
The club maintains channels for confidential reporting, and serious matters are referred to Athletics Ontario or appropriate authorities when required.

3. Concussion & Injury Protocol

WinCity adheres to Rowan’s Law guidelines and Athletics Ontario concussion management best practices to protect athlete health.

3.1 Concussion Recognition and Removal from Sport

Any athlete suspected of having a concussion must cease activity immediately and inform their coach.
Concussed athletes require medical clearance before returning to club activities.

3.2 Return-to-Run Guidelines

The club implements a structured return protocol, ensuring safe progression back into training after injury, in consultation with medical professionals.

4. Screening & Risk Management

To ensure safe and appropriate participation, the following is required:

4.1 Background Checks

Coaches, and staff must complete appropriate ackground screening as required by Athletics Ontario.
Screening renewals are completed on a regular cycle to maintain eligibility.

4.2 Risk Assessments

The club maintains an emergency action plan for sessions, events, and travel
This includes emergency contact information, relevant medical history, and physical activity readiness questionnaire for each member

5. Inclusion, Equity & Accessibility

WinCity is committed to inclusivity and equitable access to programming, aligning with Athletics Ontario and Athletics Canada values of respect, fairness, and dignity for all participants, regardless of background or identity.
Practices, communications, and facilities are structured to reduce barriers and welcome diverse athletes.
Reasonable accommodations are made when possible to support full participation.

6. Communication & Privacy

The club respects the privacy of members and handles personal information responsibly.
Members consent to communications regarding training, safety, scheduling, and club updates.

7. Alcohol, Drugs & Impairment

Participation is prohibited while under the influence of alcohol, prohibited substances, or any impairment that affects safety.
The club follows all applicable laws and facility policies regarding substance use

8. Compliance & Review

These policies are reviewed annually to ensure alignment with Athletics Ontario and national Safe Sport standards.
Members are required to confirm they have read and understood these policies as part of registration. 

Privacy Policy

Thank you for visiting the WinCity Endurance Project website. Please read this privacy policy before using the site or submitting any personal information. By using the site, you are accepting the practices described in this privacy policy. These practices may change, any changes will be posted and will only apply to activities and information on a going forward, not retroactive, basis. You are encouraged to review the privacy policy whenever you visit the site to make sure that you understand how any personal information you provide will be used.

Note: The practices set forth in this privacy policy are for this website only. If you link to other websites, please review the privacy policies posted at those sites.

Collection of Information

We may collect personally identifiable information, like names, postal addresses, email addresses, etc., when voluntarily submitted by our visitors. This information is only used to fulfill your specific request, unless you give us permission to use it in another manner, for example to add you to one of our mailing lists.

Cookie/Tracking Technology

The Site may use cookie and tracking technology depending on the features offered. Cookie and tracking technology are useful for gathering information such as browser type and operating system, tracking the number of visitors to the Site, and understanding how visitors use the Site. Cookies can also help customize the Site for visitors. Personal information cannot be collected via cookies and other tracking technology, however, if you previously provided personally identifiable information, cookies may be tied to such information. Aggregate cookie and tracking information may be shared with third parties.

Distribution of Information

We may share information with governmental agencies or other companies assisting us in fraud prevention or investigation. We may do so when: (1) permitted or required by law; or, (2) trying to protect against or prevent actual or potential fraud or unauthorized transactions; or, (3) investigating fraud which has already taken place. The information is not provided to these companies for marketing purposes.

Commitment to Data Security

Your personally identifiable information is kept secure. Only authorized employees, agents and contractors (who have agreed to keep information secure and confidential) have access to this information. All emails and newsletters from this site allow you to opt out of further mailings.

Privacy Contact Information

If you have any questions, concerns, or comments about our privacy policy you may contact us using the information below:

WinCity Endurance Project
Windsor, Ontario
Canada

We reserve the right to make changes to this policy. Any changes to this policy will be posted.