Privacy Policy

1. Overview

Culture Club is committed to protecting the privacy, safety, and dignity of all participants, including students, educators, and board members. This Privacy Policy outlines how we collect, use, and safeguard personal information across our website, Zoom-based events, and affiliated applications.

2. Zoom Usage & Online Safety

Culture Club operates exclusively online via Zoom. To ensure a safe and respectful environment:

• All Zoom sessions are live-only and are not recorded unless explicit consent is obtained from all participants.
• Students must use their first name only or a preferred nickname during sessions.
• Board Members and facilitators are trained to moderate discussions, prevent harassment, and support inclusive participation.
• Any breach of conduct will be addressed immediately and may result in removal from the program.

3. Student Application & Data Protection

Culture Club collects minimal personal information through its application form, including:

• First name
• Email address
• University affiliation
• Language learning goals

This data is used solely for program coordination and communication. We do not sell, share, or publish student information. All data is stored securely and deleted within 90 days after the program ends.

Students also receive free access to the Eduling SPEAK app. Culture Club does not store or monitor student activity within the app. Please refer to Eduling’s own privacy policy for app-specific data handling.

Culture Club 2025 Board Members Policy Manual

Part 1: Introduction & Purpose

1.1 Purpose of This Manual
This Board Members Policy Manual (BMPM) outlines the standing policies and expectations for Culture Club Board Members. It serves to:

• Consolidate all ongoing board policies in one accessible document
• Provide clear orientation for new board members
• Ensure consistency and professionalism across all board activities
• Support strategic planning and ethical governance
• Model collaborative leadership in global ELT initiatives

1.2 Scope & Authority
This manual is subordinate to Culture Club’s founding principles and any applicable institutional or legal frameworks. All policies herein reflect the collective voice of the board and supersede prior informal agreements unless otherwise stated.

1.3 Policy Review & Amendments
Policies may be reviewed annually and amended by the Organizer. Proposed changes should be submitted in writing and reviewed by the Organizer before adoption.

Part 2: Organizational Essentials

2.1 What Is Culture Club?
Culture Club is a free ten-week online English and cultural exchange program for students in higher education. Held annually from October to December, it connects students worldwide through live Zoom chats. Culture Club is a featured initiative of The University Grapevine global newsletter.

2.2 Mission
To foster intercultural dialogue and global collaboration among English language learners and educators through inclusive, student-centered Zoom Parties.

2.3 Vision
To empower students and educators to connect, engage, and grow through innovative, culturally sensitive language learning experiences.

2.4 Core Values
Culture Club is guided by:

• Equity and Inclusion
• Cultural Sensitivity
• Professional Collaboration
• Student Empowerment
• Ethical Pedagogy
• Innovation in ELT

Part 3: Board Structure & Responsibilities

3.1 Board Composition
Culture Club was founded by the Organizer (Robert Stroud), who retains final decision-making authority. Board Members are experienced English educators from diverse global contexts. They serve voluntarily and collaboratively to:

• Organize and manage five Zoom Parties (Oct–Dec)
• Attend two Board Meetings (Aug & Dec)
• Include 15+ students in the project (each attending ≥3 parties)
• Promote the project via social media and professional networks
• Maintain professional conduct and protect student privacy

3.2 Board Member Benefits

3.3 Board Member Code of Conduct
Board Members must:

• Uphold ethical and professional standards
• Avoid conflicts of interest (e.g., launching rival projects)
• Respond to communications within 72 hours (except in emergencies)
• Maintain confidentiality and respect for all participants
• Represent Culture Club positively in all public forums

Part 4: Governance & Meetings

4.1 Meeting Schedule

Agendas and materials will be distributed at least three days prior to meetings. Minutes and updates will be shared within 14 days post-meeting.

4.2 Meeting Roles

• Organizer (Robert Stroud): Facilitates meetings, maintains policy integrity
• Board Members: Participate actively, contribute ideas, and support implementation

Part 5: Program Oversight & Ethics

5.1 Student Participation
Board Members are responsible for:

• Recruiting and supporting student participants
• Ensuring students attend at least three Zoom Parties
• Facilitating intercultural engagement during events

5.2 Promotion & Outreach
Board Members are encouraged to:

• Share project updates on SNS
• Tag fellow educators and Culture Club accounts
• Highlight student voices and intercultural learning (with consent)

5.3 Data Protection
Board Members must:

• Not record or share student data without consent
• Avoid any misuse of participant information
• Ensure safe and respectful online environments

Part 6: Student Guidelines

6.1 Why Students Should Join Students gain:

• Real-time speaking practice with global peers
• Exposure to diverse cultures and English varieties
• A fun, low-stress learning environment
• A course completion certificate for resumes and profiles
• Free access to the Eduling SPEAK app for speaking practice

6.2 Student Requirements

• Access to a computer or phone with internet
• A free Zoom account
• Completion of the application form by October 1st
• Attendance at ≥3 Zoom Parties to receive a certificate

Part 7: Amendments & Evaluation

7.1 Policy Amendments
Any board member may propose changes. Revisions must be approved by the Organizer and documented in updated versions of this manual.

7.2 Evaluation
Board Members are encouraged to complete a post-project reflection and feedback form. The board will review these to improve future iterations after approval by the Organizer.