The Vox Policy
These policies apply to all attendees that attend our events or conventions. (Last Edited 2/12/2025)
During the registrations, you have to agree with the Vox Policies.
1. General Policy
2. Terms & Conditions
3. Registration and payments
4. Behaviour Rules of Conduct
5. Alcohol, Drugs, weapons, illegal commerce and Dangerous items Policy
6. Media Policy
7. Security, Safety and Personal Aid
8. Service Animals
9. Rules of Commerce
10. Privacy
11. Vox Business policy
12. Vox Volunteer Waiver Policy
13. Vox Chat rules on telegram & discord
14. Disciplinary Disclaimer and Strike System
1. General Policy
1.1 Membership
• Eligibility:
Membership is open to all individuals who agree to follow the Vox community rules, guidelines, and Code of Conduct. By joining, members acknowledge and accept the Vox Policy in its entirety.
• Application Process:
Prospective members must complete the application form or follow the application process as determined by the Vox administration. Additional information may be requested to ensure the safety and integrity of the community.
• Acceptance:
Membership acceptance is subject to review and approval by the community administration. Vox reserves the right to deny or revoke membership at any time if deemed necessary for the well-being of the community.
• Expectations:
Members are expected to behave respectfully toward others, engage constructively, and contribute positively to the community environment both online and at physical events.
1.2 Enforcement and Revocation
• Code of Conduct:
All members must adhere to a Code of Conduct that promotes respect, inclusivity, and a safe environment for everyone. Discriminatory, harmful, or disruptive behaviour will not be tolerated.
• Reporting:
Members who witness or experience rule violations should promptly report them to designated security, moderators, or administrators. Anonymous reporting may be available depending on the platform or event.
• Investigation:
Reported incidents will be thoroughly investigated by the administration. This may include reviewing evidence, gathering witness statements, or conducting follow-up conversations to determine the appropriate course of action.
• Consequences:
Depending on the severity and frequency of the violation, consequences may include verbal warnings, written warnings, temporary suspension, or permanent expulsion from the community or events. Repeated offenses will result in escalating consequences.
• Appeals:
Members have the right to appeal any enforcement action. Appeals will be reviewed by the administration to ensure fairness and accuracy. However, Vox retains the right to make final decisions in the interest of community safety.
1.3 Revocation Authority by the Board
• Board Oversight:
The Vox Board of Directors, or equivalent governing body, holds ultimate authority over high-level membership revocation decisions and serious enforcement matters.
• Review Process:
Cases of membership revocation brought forward by the community administration will be reviewed by the Board. This includes reviewing evidence, testimonies, and administrative recommendations.
• Transparency:
Decisions made by the Board regarding membership revocation will be communicated transparently to the involved parties, and when necessary, to the community. This ensures accountability, fairness, and clarity.
• Appeals Process:
Members retain the right to appeal revocation decisions made by the Board. Appeals must be submitted formally via email to voxgroup@gmail.com and will undergo a secondary review.
1.4 Administrative Rights
• Right to Act:
Vox reserves the right to take action in any manner, shape, or form deemed appropriate to protect the safety, integrity, and well-being of its community members and events. This includes immediate action when urgent situations arise.
• Acceptance of Policy:
By participating in Vox platforms, events, or related activities, members fully accept the Vox Policy as a whole. Continued participation signifies ongoing acceptance of all rules, updates, and enforcement decisions.
These rules aim to establish a framework for maintaining a positive and inclusive environment within the Vox furry community, fostering mutual respect and accountability among its members.
2.Terms & Conditions
2.1 Rules of Admittance
• Age Requirement:
Admission to all Vox events and conventions is strictly limited to individuals aged 18 years and older. Attendees must meet this requirement without exception.
• Identification:
For Vox Convention all attendees must present valid, government-issued identification upon request by Vox staff or event organizers. Failure to provide ID when asked may result in denial of entry.
• Sona or Vox Badge:
Regular attendees are able to wear a personal sona badge during regular Vox events. However this may not impersonate our staff badges
For conventions organized by Vox, staff must be wearing an official Vox Badge at all times while inside the venue.
2.2 Badge Policies
• Loss of Vox-Issued Badge:
If a Vox-issued badge is lost, attendees must notify Vox staff immediately. A replacement badge will be issued at conventions upon payment of a €20 replacement fee.
• Mandatory Vox Staff Badge:
Vox Café/Vox Convention Staff must cohere to wearing their badge during Café night/Convention days at all times. This so the regular attendees can recognize and distinct between staff and attendee.
2.3 Ticket Policies:
• Non-Transferable Tickets:
Tickets for Vox events and conventions are strictly non-transferable. They may not be resold, exchanged, traded, or transferred to another individual under any circumstances.
• Validity Period:
Tickets are valid only during the specified hours of the event or convention for which they were purchased. Entry outside of the designated time frame is not permitted.
2.4 Revocation of Registration
• Discretionary Revocation:
Vox reserves the right to revoke or cancel an attendee’s registration at any time and without providing a reason. This may be done at the discretion of Vox staff or event organizers to ensure the safety and integrity of the event.
By participating in any Vox event or convention, attendees agree to abide by these terms and conditions. Vox reserves the right to amend these terms and conditions at any time without prior notice. Failure to comply with these rules may result in expulsion from the event or further action as deemed necessary by Vox.
3. Registration, Payments & Tickets
• Mandatory Online Registration:
All attendees must complete their registration through the official Vox website before attending any Vox event or convention.
• Immediate Payment for Event Tickets:
Tickets for individual Vox events must be paid in full immediately upon registration. Unpaid registrations will not be processed.
• Instalment Option for Convention Tickets:
Convention tickets may be paid in instalments. All instalments must be completed before the specified deadline as outlined during the registration process.
• Ticket Resale Restriction:
Reselling tickets through external websites, resale platforms, or third-party services is strictly prohibited. Tickets may only be resold or transferred through Vox administration.
• Completion of Payment for Valid Registration:
A registration becomes valid only when the full registration fee has been paid. Partially paid registrations remain incomplete and are not considered valid.
• Confirmation Email:
A registration is officially confirmed once the attendee receives a confirmation email from Vox. This email serves as proof of successful registration.
• Partial Refund in Case of Venue Conflict:
If a conflict arises between Vox and the event venue, Vox will issue a partial refund calculated based on internal costs incurred, minus any additional administrative or processing fees.
• Reservation Failure Policy:
If the reservation fee or instalment payments are not completed on time, the registration will be cancelled. Refunds will not be provided in such cases.
• Failure to Pay Instalments:
If an attendee fails to complete instalment payments before the deadline, their reservation will be cancelled, and no refund will be issued.
• No Refunds for Personal Circumstances:
Refunds will not be granted if an attendee cannot attend an event or convention due to personal circumstances or scheduling conflicts. However the board will revise this option in rare cases.
• Refund Policy for Event Cancellation by Vox:
If Vox cancels an event due to unforeseen exceptional circumstances or insufficient attendance, all attendees will receive a refund, minus processing and administrative fees.
• Ticket Transfer Authorization:
Ticket transfers must be approved by Vox administration. Attempting to transfer tickets without authorization will result in denial of entry.
• Hotel Room Transfer Policy:
Hotel room reservations linked to Vox events must be transferred or modified only through Vox administration. Unauthorized transfers will result in immediate removal from the event or convention.
• No Refunds for Tickets, Products, or Packages:
All tickets, products, packages, and merchandise purchased from Vox are non-refundable under any circumstance unless Vox cancels the event.
• Sponsor Package Donation:
Sponsor packages are voluntary donations intended to support Vox and improve the overall attendee experience. Once purchased, they cannot be cancelled, refunded, reclaimed, or reversed.
• Sponsor Package Collection:
Sponsor packages may be collected during registration, at Convention Operations (Con Ops), or shipped to the attendee for an additional shipping fee.
By completing the registration process and making payment, attendees acknowledge and agree to abide by these terms and conditions set forth by Vox Group.
4. Behaviour Rules of Conduct
Vox is presented as a gathering of professional, socially respectful, and open-minded members of the furry community, as well as those interested in our events. To minimize misunderstandings about acceptable behaviour, adherence to these rules is expected. Additionally, please note that these rules apply throughout the entirety of the event or convention, encompassing early arrival, late departure, and moments outside the venue but still within the event period. They are applicable to all attendees, dealers, volunteers, staff members, and guests.
4.1 Registration and Identification
• Attendees must be at least 18 years old on the first day of the event or convention.
• Attendees must present a legal photo ID or passport at check-in during Vox con, with details matching Vox records.
• Vox is a private organisation and retains the right to refuse, cancel, or revoke registrations without providing a reason.
• Convention badges must be worn visibly at all times, including while fursuiting, to allow for proper identification.
• Attendance without a valid event badge or any attempt at badge impersonation is strictly prohibited.
• Impersonating official Vox staff, event roles, communications, or announcements is not permitted.
• Altering, obscuring, or covering badge information including digital elements such as NFC tags or barcodes is prohibited.
• Overnight stays in event hotels require a valid hotel booking. “Ghosting” (staying without a booking) is strictly forbidden and will result in permanent refusal from Vox events.
• Facilitating or allowing others to stay overnight without a valid hotel booking, or allowing attendance without a badge, is also prohibited.
• Lost room keys must be reported immediately to the hotel front desk and to Vox security. Vox assumes no liability for lost keys or keycards.
• Failure to comply with these rules may result in removal for the remainder of the event or convention, and may affect not only the individual but also any associated party or group.
4.2 Behaviour and Decency at Vox Group
• Respect:
Members must treat each other with respect, kindness, and consideration at all times.
• Inclusivity:
Vox Group strives to create an inclusive, welcoming environment regardless of race, ethnicity, nationality, gender identity, sexual orientation, disability, or other characteristics.
• Professionalism:
Members are expected to maintain a professional and responsible attitude when representing Vox, both online and offline.
• Communication:
Open, respectful communication is encouraged. Disagreements must be handled with civility and a focus on resolving issues constructively.
• Privacy:
Members must respect each other’s privacy and refrain from sharing personal or sensitive information without consent.
• Safety:
The safety and well-being of all members are paramount. Any behaviour that endangers others will not be tolerated.
4.3 Policy on Consent (Yes Means Yes, No Means No)
• Consent:
Vox adheres to the principle of affirmative consent. “Yes” means yes, and “no” means no. Consent must be freely given, enthusiastic, informed, and ongoing.
• Respect for Boundaries:
Members must respect personal boundaries and may not engage in any activity without clear, explicit consent.
• Intoxication:
Consent cannot be given while an individual is intoxicated, impaired, or incapacitated. Engaging in any sexual activity with an intoxicated person is strictly prohibited and may lead to immediate removal and further action.
4.4 Policy on Hate Speech, Discrimination, and Racism
• Zero Tolerance: Vox Group maintains a zero-tolerance policy toward hate speech, discrimination, racism, or any form of targeted harassment. Such behaviour will result in immediate disciplinary action, including possible permanent removal from Vox.
• Reporting: Members are encouraged to report incidents of hate speech, discrimination, or racism to administrators or moderators for prompt and appropriate action.
4.5 Policy on Respect for Clothing and Fursuits
• Appreciation:
Members should show appreciation and respect for others’ clothing and fursuits, acknowledging the effort, artistry, and cost involved.
• Consent:
Touching, handling, or interacting with someone’s clothing or fursuit requires explicit consent.
• Maintenance:
Attendees must ensure their own clothing and fursuits are clean and well-maintained for hygiene and respect toward others.
• Sensitivity:
Members should remain aware of any cultural, personal, or symbolic elements tied to clothing or fursuits and avoid insensitive or disrespectful remarks.
4.6 Clothing Policy
• Proper Attire:
All attendees must remain appropriately dressed at all times. Clothing must cover essential parts of the body.
• Nudity Prohibited:
Nudity is strictly prohibited in all Vox event spaces, venues, and associated areas.
• Respect for Venue Rules:
Attendees must follow any clothing-related rules set by the hosting venue or hotel.
• Hygiene and Decency:
Clothing must be clean, in good condition, and consistent with public decency standards. Excessively revealing, provocative, or offensive attire is not permitted.
• Local Laws:
Attendees must follow all local laws regarding public dress and decency.
• Enforcement:
Failure to comply may result in being asked to modify attire or, in severe cases, removal from the event. Vox reserves full authority to enforce this policy to protect attendee comfort and the event’s reputation.
4.7 Damages Policy
• Attendees are responsible for any damages they cause to property, facilities, or equipment during Vox events or conventions. This includes but is not limited to damage to venues, hotel rooms, furniture, décor, and technical equipment.
• Attendees who witness or become aware of damage must report it immediately to event staff or designated representatives.
• Vox staff will investigate reported damage to determine the extent, responsible party, and any relevant circumstances.
• Attendees found responsible will be held financially liable for repair, replacement, or restitution costs as determined by Vox organizers and venue management.
• Severe or intentional damage may result in legal prosecution. Vox reserves the right to pursue civil or criminal actions where appropriate.
• Attendees are expected to fully cooperate with Vox staff, venue management, and law enforcement during investigations.
• Consequences for causing damage may include:
a. Financial restitution
b. Removal from the event or convention
c. Suspension or bans from future Vox events
d. Legal action and prosecution
5. Alcohol, Drugs, Weapons and Dangerous Items Policy
5.1 Weapons Policy
• Prohibition of Weapons:
Weapons of any kind are strictly prohibited at all Vox events and conventions. This includes, but is not limited to, firearms, knives, explosives, blunt weapons, chemical agents, and any other item intended or reasonably perceived to be used as a weapon.
5.2 Drugs Policy
• Illegal Drugs:
The use, possession, sale, or distribution of illegal drugs is strictly prohibited at all Vox events and conventions. Individuals found engaging in such activities will be removed from the venue and may face legal consequences.
• Soft Drugs:
The use of soft drugs, including cannabis, is prohibited at Vox events and conventions. Attendees must refrain from using any substances legal or illegal that impair judgment, behaviour, or safety.
• Legal Medical Drugs:
Medical drugs legally prescribed by a licensed medical professional are permitted. Attendees must follow the prescribed dosage and instructions exactly as written.
• Enforcement:
Vox reserves the right to conduct searches, inspections, and safety checks to uphold this policy. Violations may result in immediate removal from the event, with the possibility of additional consequences including bans from future Vox events.
5.3 Violence and Illegal Activities
• Prohibition of Fighting:
Fighting or engaging in violent behaviour of any kind is strictly prohibited. Conflicts must be handled peacefully and respectfully. Any individual involved in violence will be removed from the event immediately.
• Zero Tolerance for Illegal Activities:
Vox maintains a zero-tolerance policy for illegal activities such as theft, vandalism, harassment, assault, or possession of illegal items. Offenders will be reported to law enforcement and may face legal action.
• Reporting:
Attendees are encouraged to report violations of the alcohol, drugs, weapons, or violence policies, as well as any misconduct, to event organisers or security personnel for prompt investigation.
• Compliance:
Full compliance with all safety policies is mandatory. These rules exist to ensure the safety and well-being of all attendees and to maintain the integrity of Vox events.
5.4 Alcohol Policy
• Responsible Consumption:
Vox does not discourage attendees from enjoying a drink or having a good time. However, alcohol consumption must be done responsibly. Attendees are expected to manage and monitor their intake at all times.
• No Public Intoxication:
Open drunkenness, disorderly conduct caused by alcohol, or intoxication severe enough to require medical intervention (including hospitalization) is strictly prohibited. Individuals exhibiting such behaviour will be removed from the venue and may face additional consequences, including temporary or permanent bans.
• Driving Under the Influence:
Attendees who arrive by car are fully responsible for ensuring they do not exceed legal blood alcohol limits. Vox strongly discourages driving after drinking and encourages the use of designated drivers, taxis, or public transport. Vox is not responsible for accidents, damages, or injuries caused by attendee intoxication.
• Safety First:
If staff determine that an attendee’s alcohol use poses a safety risk or is beyond their limit to themselves or others, Vox reserves the right to intervene. This may include limiting further alcohol consumption, escorting the attendee to a safe area, removing the attendee from the event, or contacting emergency services when necessary. If an attendee reaches the limit and first response has to be contacted this person will no longer fall under Vox’s responsibility.
6. Media Policy
6.1 Media Capture
• By attending any Vox event, gathering, or convention, attendees acknowledge and consent to the possibility of photography, videography, or live streaming taking place.
• Media capture will occur only in clearly designated areas as indicated on the event floor plan and through notices placed throughout the venue or convention space.
• Unless an attendee clearly communicates beforehand to Vox staff or official photographers that they do not wish to be photographed or recorded, it is assumed that they consent to appearing in photos and videos taken at the event.
• If an attendee does not wish to be captured on Photo, Video, Live stream or any form of media, said attendee must communicate this to the staff clearly.
6.2 Public Use and Promotion
• All media captured during Vox events may be made public.
• Captured media may be used by Vox or by attendees for promotional purposes, including advertising future events or publication on the Vox website and social platforms.
• By attending, individuals acknowledge that their likeness may appear in publicly shared media unless they have explicitly opted out with staff or official photographers.
6.3 Respect for Privacy
• Attendees must respect the privacy and personal boundaries of others at all times.
• Illegal photography or recording is strictly prohibited. This includes unauthorized, intrusive, or hidden recordings within any public convention area.
• Vox is not responsible for media captured inside private hotel rooms or private venue bedrooms. Disputes regarding private media capture fall outside Vox jurisdiction.
• Any violations of privacy will be taken seriously and may result in disciplinary actions, removal from the event, bans from future events, and potential legal consequences.
6.4 Compliance
• All attendees must follow the Vox Media Policy to maintain a safe and comfortable environment for everyone.
• Failure to comply with this policy may result in removal from the event and may lead to suspension or denial of access to future Vox events.
By participating in VOX events, attendees agree to abide by the terms of this Media Policy. Vox reserves the right to update or amend this policy as necessary to ensure the safety, security, and enjoyment of all attendees.
7. Security, Safety and Personal Aid
7.1 Security Presence and Responsibilities
• Security personnel will be present at all Vox events and conventions to support attendee safety, provide assistance, and maintain order within the venue.
• Security staff are trained to handle event-related issues, safety concerns, and policy enforcement within the bounds of the venue.
• While security can help mediate minor issues, they are not responsible for resolving private disputes that occur outside the event space or unrelated to Vox activities.
• Attendees must follow any instructions provided by security personnel for safety reasons, including evacuation, crowd control, or emergency procedures.
7.2 Support, Assistance and Reporting
• Designated security zones or help points will be available for attendees to request help, report concerns, or secure personal belongings temporarily when required.
• Attendees who experience issues involving staff, volunteers, or other attendees may request support directly from a Vox board member or senior event lead.
• All concerns, incidents, or safety issues should be reported as soon as possible to ensure swift and proper handling.
7.3 Authority of the Vox Board
• The board of Vox holds the final and absolute authority regarding all decisions made during events or conventions.
• Attendees must comply with board decisions immediately and respectfully, without initiating confrontation or attempting to dispute decisions during the event.
• Disagreements or appeals may be submitted after the event through official channels, but challenging board authority during the event will not be tolerated.
7.4 Venue Laws and Regulations
• All hotel or venue rules apply to attendees throughout the event. Security personnel will enforce these regulations when necessary.
• Attendees must respect venue property, staff, and operational guidelines at all times.
• Violations of hotel or venue rules may result in removal from the event, hotel penalties, or additional charges placed on the attendee by the venue.
7.5 Personal Safety and Conduct Expectations
• Attendees are responsible for maintaining awareness of their surroundings and personal belongings. Vox is not liable for lost or stolen items.
• Any behavior that compromises the safety of others, such as reckless conduct, ignoring safety notices, or refusing instructions from security, will result in removal from the event.
• In case of medical issues, security will assist in contacting medical professionals or emergency services, but they cannot provide medical advice or treatment beyond basic first aid.
7.6 Emergency Procedures
• In the event of an emergency, attendees must follow the guidance of security, venue staff, and Vox board members.
• Attendees should familiarize themselves with emergency exits, assembly points, and posted safety information inside the venue.
• Evacuation routes and emergency guidelines will be clearly indicated throughout the event space.
By participating in Vox events, attendees agree to abide by the terms of this Security and Board Policy. Vox reserves the right to update or amend this policy as necessary to maintain a secure and orderly event environment.
8. Service Animals
8.1 Eligibility and Approval
• Individuals who require a service dog for mobility, accessibility, medical assistance, or other validated needs are welcome at Vox events.
• Attendees who require a service dog must contact the Vox Board prior to the event to confirm whether service dogs are permitted at that specific venue or convention.
• Each request will be reviewed on a case-by-case basis to ensure compliance with venue regulations, safety considerations, and event logistics.
8.2 Accommodations
• Reasonable accommodations will be provided for attendees with approved service dogs. This may include designated rest areas, relief locations, or other necessary arrangements for the dog’s care and comfort.
• Vox will work with the attendee to ensure their needs are met where possible, while also ensuring the safety and accessibility of all guests.
8.3 Responsibilities of Service Dog Owners
• Owners are fully responsible for ensuring that their service dog remains well-behaved, under control, and non-disruptive at all times.
• Service dogs must not interfere with event activities, obstruct walkways, or cause discomfort to other attendees.
• Owners must clean up after their service dogs and ensure proper hygiene and care throughout the event.
8.4 Documentation and Venue Rules
• Attendees must comply with all venue rules regarding service animals. This may include providing documentation such as identification tags, proof of training, certification (if applicable), or vaccination papers.
• If the venue requires specific documentation, it must be presented upon request during check-in or by security.
8.5 Restrictions on Pets
• Pets or non-service animals are not allowed at Vox events unless explicitly approved by event organizers for specific purposes.
• Exceptions may apply for themed events or special activities, but such permissions must always be granted in writing by Vox administration.
8.6 Agreement to Policy
By requesting the presence of a service dog at a Vox event, attendees agree to the terms outlined in this Service Animal Policy. Vox reserves the right to update or amend this policy whenever necessary to ensure the safety, comfort, and accessibility of all attendees.
By requesting the presence of a service dog at a Vox event, attendees agree to abide by the terms of this Service Dog Policy. VOX reserves the right to update or amend this policy as necessary to ensure the comfort and accessibility of all attendees.
9. Rules of Commerce
The Dealers' Den at Vox conventions and events provides an organized and safe platform where attendees may buy and sell goods and services relevant to the theme of the event. All vendors and attendees must comply with the following rules to ensure fairness, legality, and a positive experience for everyone.
9.1 Permitted Items
Items that may be sold within the Dealers' Den include, but are not limited to:
• Artwork such as originals, prints, and commission opportunities
• Handmade crafts and themed merchandise
• Collectibles and fandom-related memorabilia
• Books, comics, and zines
• Clothing, wearable items, and accessories that fit the event theme
9.2 Prohibited Items
The following items are strictly prohibited from being sold in the Dealers' Den:
• Illegal goods, counterfeit items, or unlicensed merchandise
• Items that promote hate speech, discrimination, violence or instigate political sides/discussions.
• Adult or explicit material unless explicitly allowed by event organizers and permitted by local law
• Items that infringe upon copyrights, trademarks, or other intellectual property rights without proper authorization
9.3 Commerce Regulations
• All commerce and vending activities must take place within the designated Dealers' Den area only. Selling merchandise in hallways, private rooms, or other areas of the venue is not permitted.
• Vendors must purchase a valid event or convention ticket in addition to any vending table or booth space they wish to secure.
• All profits earned from sales within the Dealers' Den belong entirely to the individual dealer. Vox does not collect a percentage of dealer sales.
• Dealers are responsible for ensuring their merchandise is compliant with all event rules, venue regulations, and applicable local laws.
• Event organizers have the authority to inspect merchandise and may require the immediate removal of any item deemed inappropriate, unsafe, or non-compliant with policy.
By participating in the Dealers' Den at any Vox event, all vendors agree to follow the full Rules of Commerce. Vox reserves the right to update, amend, or expand this policy as needed to maintain the safety, integrity, and quality of the Dealers' Den and the event as a whole.
10. Vox Privacy Data Policy
10.1 Information Collected Automatically
• When you visit the Vox website, certain information may be collected automatically, including your IP address, browser type, operating system, device information, and general browsing behaviour.
• This data is used for analytical purposes to enhance website performance, improve user experience, and monitor site functionality.
10.2 Information Collected for Membership
• When you become a member of Vox, we may collect personal information such as your name, email address, and demographic details.
• This information is used to grant access to member-exclusive content, communicate updates regarding events and promotions, and personalize your overall experience within the Vox community.
10.3 Additional Information Provided by Users
• Vox may collect additional information when you interact with the organization. This includes event registrations, surveys, contests, and communication through email or social media platforms.
• This information is used to fulfil requests, respond to inquiries, improve services, and tailor our communications to better support member interests.
10.4 Cookies and Website Data
• The Vox website uses cookies to provide a more personalized browsing experience. Cookies help us analyse traffic, remember user preferences, and track interactions to improve site features.
• Cookies are small text files stored on your device during website visits.
• You may choose to accept or decline cookies through your browser settings. Please note that declining cookies may affect your ability to access certain website features.
10.5 Data Protection and Security
• Vox is committed to safeguarding your personal information.
• We use industry-standard security practices to protect data against unauthorized access, misuse, disclosure, alteration, or destruction.
• Only authorized personnel have access to personal data, and we continuously work to maintain the security and integrity of this information.
10.6 Third-Party Websites
• The Vox website may contain links to third-party websites or services.
• Vox is not responsible for the privacy practices, data handling, or content of these external websites.
• We encourage users to review the privacy policies of any third-party services they visit.
10.7 Consent to Policy
• By using the Vox website, becoming a member, or attending Vox events, you consent to the collection, use, and disclosure of your personal information as described in this Privacy Data Policy.
10.8 Policy Updates
• Vox reserves the right to update or amend this Privacy Policy at any time.
• Any changes will be posted on the Vox website.
• Continued use of the website or participation in Vox events after updates are posted constitutes acceptance of the revised policy.
11. VOX Business Policy
11.1 Open Business Approach
• Transparency and Accountability:
Vox operates with an open business policy, ensuring transparency in decision-making, operations, and long-term planning. We strive to communicate clearly with our community and maintain high standards of accountability.
11.2 Volunteer-Based Organization
• Volunteer Contributions:
Vox relies heavily on dedicated volunteers who contribute their time, skills, and expertise to support the mission and daily operations of the organization.
• Volunteers are integral to the success of events, community initiatives, and the overall growth of Vox.
11.3 Financial Transparency
• Annual Financial Statements:
Vox is committed to financial clarity. Annual financial statements will be made publicly available throughout the years.
• These statements will offer insight into income, expenditures, resource allocation, and overall financial health.
11.4 Profit Business with a Non-Profit Ethos
• Community-Focused Mission:
Although Vox operates as a profit-based business, the organization functions with the mindset and priorities of a non-profit entity.
• The primary objective of Vox is to support the community, enhance member experiences, and advance our mission rather than pursuing profit maximization.
11.5 Revenue Streams
• Vox generates revenue through multiple channels, including:
-
Event and convention ticket sales
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Merchandise sales
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Sponsor packages and supporter contributions
• These income sources enable Vox to fund operations, improve events, and maintain a stable organizational structure.
11.6 Allocation of Income
• Reinvestment into Vox:
All income generated by Vox is reinvested into the organization to support continued growth, operational sustainability, and the enhancement of services offered to the community.
• Charitable Surplus Allocation:
Any surplus funds beyond operational needs may be allocated to charitable or social initiatives that align with Vox values and objectives.
11.7 Commitment to Growth and Social Impact
• Vox is dedicated to evolving and improving to better serve its community.
• We recognize our responsibility to make a positive impact through our actions, events, and initiatives, and we strive to contribute meaningfully to the broader community.
11.8 Stakeholder Engagement
• Vox values the feedback and contributions of volunteers, attendees, sponsors, and the wider community.
• Active engagement with stakeholders ensures alignment with our mission and supports a collaborative, inclusive environment for all participants.
Commitment
By adhering to these business policies, Vox aims to uphold principles of transparency, accountability, and social responsibility while continuing to grow sustainably and meaningfully.
12. VOX Volunteers Waiver Policy
12.1 Purpose
• The Vox Volunteers Waiver Policy outlines the terms and conditions under which individuals provide voluntary services to Vox.
• The purpose of this policy is to clarify expectations, rights, responsibilities, and limitations to ensure a safe, positive, and mutually beneficial volunteering experience for all parties involved.
12.2 Definition of Volunteers
• Volunteers are individuals who contribute their time, skills, and effort to assist Vox in various roles, including event planning, organization, operations, logistics, promotion, and community support.
• Volunteers play a vital role in the success of Vox events and are essential to achieving the organization's mission, values, and objectives.
12.3 Recruitment
• Volunteers may be recruited through online platforms, social media, public outreach, events, and word of mouth.
• Recruitment may involve interviews, orientation sessions, or background checks to ensure suitability for specific roles.
• All volunteers must be approved by Vox administration before participating in any official duties.
12.4 Payment and Expenses
• Volunteer work for Vox is unpaid. Volunteers do not receive financial compensation for their services.
• Vox does not reimburse volunteers for expenses incurred during volunteer duties unless a prior written agreement has been made with an authorized Vox representative.
• Any reimbursement arrangement must be explicitly approved before expenses are made.
12.5 Insurance and Liability
• Vox may provide insurance coverage for volunteers, including liability protection and limited coverage for accidents or injuries that occur during official volunteer activities.
• Volunteers are responsible for reviewing the extent, terms, and limitations of any insurance coverage offered by Vox.
• Volunteers must follow all relevant safety protocols and organizational guidelines while performing duties.
12.6 Confidentiality
• Volunteers may be exposed to confidential or sensitive information, including attendee data, internal documents, operational procedures, and proprietary materials.
• Volunteers must protect the confidentiality of all such information and may not share, reproduce, or disclose it to any third party without explicit authorization from Vox.
• This confidentiality requirement continues even after volunteer service ends.
12.7 Acknowledgment of Agreement
• By volunteering for Vox, individuals confirm that they have read, understood, and agreed to abide by the Vox Volunteers Waiver Policy.
• Volunteers agree that they are of legal age and have the authority to enter into this agreement on their own behalf.
• Participation in volunteer duties constitutes acceptance of all terms described in this policy.
12.8 Policy Updates
• Vox reserves the right to update, revise, or amend the Volunteers Waiver and NDA Policy at any time.
• Changes will be made in accordance with applicable laws, organizational needs, and best practices.
• Continued volunteer participation following policy updates constitutes acceptance of any revisions.
12.9 Questions and Support
• Volunteers with questions, concerns, or requests for clarification regarding this policy are encouraged to contact Vox's designated representatives for assistance.
• Vox is committed to supporting volunteers and ensuring that they feel informed, valued, and safe throughout their service.
For questions or concerns regarding the Volunteers Waiver Policy, volunteers are encouraged to contact Vox's designated representatives for assistance
13. The General Rules of the Telegram Chat and Discord
To ensure a safe, enjoyable, and inclusive environment for all members, the following rules apply across all official Vox Telegram and Discord platforms.
13.1 Respectful Behaviour
• Treat all members with respect and kindness.
• Harassment, discrimination, hate speech, and offensive or derogatory language are strictly prohibited.
• Spamming, trolling, instigating arguments, or engaging in disruptive behaviour is not allowed.
13.2 Content Guidelines
• Do not post, share, or promote explicit, illegal, or inappropriate content.
• Promotions, marketing, fundraising campaigns, GoFundMe links, or advertisements of any kind require explicit approval from a member of Operations.
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Any approved promotional post must clearly state that permission was granted by the named Operations member.
• NSFW content is only permitted in designated channels and only for users who have requested and received access from moderators.
• Respect intellectual property rights. Do not post pirated, unauthorized, or stolen content.
• Keep conversations in the correct channels. Off-topic messages may be removed by moderators.
13.3 Clothing and Appearance
• Profile pictures and shared media must not include naked torsos, underwear, or sexualized imagery.
• All visual content must comply with community decency standards.
13.4 Privacy and Personal Information
• Do not share personal information about yourself or others in public channels.
• Respect the privacy of all members. Do not share private messages without explicit consent from the involved parties.
13.5 No Advertising or Self-Promotion
• Advertising, self-promotion, recruitment, or solicitation is prohibited without prior approval from server administrators.
• This includes sharing links to other servers, websites, shops, or services unless authorized.
13.6 Voice Channel Conduct
• Use respectful language and maintain appropriate behaviour in voice channels.
• Do not play disruptive, excessively loud, or irritating sounds.
• Do not eat in voice channels when it is audible to others.
• Report any issues or misconduct directly to moderators.
13.7 Moderation and Compliance
• Follow all instructions given by server staff, moderators, and administrators.
• Do not attempt to evade bans, mutes, or disciplinary actions through alternate accounts or other methods.
• Report rule violations to moderators instead of engaging in conflict with other users.
13.8 Usernames and Profiles
• Usernames, nicknames, and profile pictures must be appropriate and non-offensive.
• Impersonation of staff, public figures, or other users is strictly prohibited.
13.9 Bots and Automation
• Use server bots and automated tools responsibly and only as intended.
• Do not exploit or misuse bots to spam, flood, or disrupt channels.
13.10 Server Resources
• Use server channels, bots, and features as intended.
• Do not overload channels with excessive messaging, commands, or automated posts.
13.11 Sensitive Topics
• Political debates, racial debates, gender identity arguments, and prolonged discussions on sensitive or contentious topics are not allowed.
• Keep conversations positive, inclusive, and respectful to all community members.
13.12 Reporting and Disputes
• If conflicts arise or if you witness misconduct, report the issue to the moderators.
• Avoid escalating disputes in public channels.
• Aim for constructive, peaceful solutions at all times.
13.13 Updates to Rules
• Rules may be updated periodically as the community evolves.
• Members are responsible for staying informed.
• Significant updates will be announced clearly within the server.
14. Disciplinary Disclaimer and Strike System
Vox is committed to maintaining a safe, respectful, and welcoming environment across all platforms and events. The following disciplinary policy explains how violations are handled. Vox retains the right to act on any situation as deemed necessary for community safety.
14.1 Vox Chat and Voice Chat Strike System
Vox uses a four-strike rule for violations occurring in Telegram chats, Discord, and other official communication platforms.
• First Offense:
Verbal or written warning.
• Second Offense:
One week ban from the server.
• Third Offense:
One month ban from the server.
• Fourth Offense:
Permanent ban from the server, with the option to appeal after one calender year.
In addition to these strikes, depending on the seriousness of an offense, moderators may issue temporary mutes, immediate kicks, or bans without progressing through all four strike levels. The priority is always the safety and well-being of the community.
If you have questions or are unsure about any rule, you are encouraged to contact a moderator for clarification.
14.2 Vox Ban Policy
• Vox enforces bans only when there is a clear reason supported by genuine evidence.
• When a ban is issued, the individual will receive a direct explanation stating the reason for the ban.
• Vox respects member privacy and will never make bans public.
• All ban decisions are overseen by the Vox BANS group and reviewed by the Board when necessary.
• If a member believes their ban was unjustified, they may submit an appeal.
• Vox believes in second chances and recognizes that people can change. However, if you receive a ban, we expect you to respect the decision.
• Administrators reserve the right to apply a strike or ban outside of the standard protocol if the situation requires immediate action.
14.3 Vox Event Strike System
Vox uses a separate strike and disciplinary system for violations occurring during physical Vox events or conventions.
• First Violation:
A direct warning for misbehaviour.
• Second Violation:
A one-month ban from attending Vox events.
• Serious Violations:
Disrespecting event rules, causing disruptions, or engaging in higher category misconduct may result in a six to twelve-month event ban.
• Harassment or Harm:
Any act of harassment or misconduct against another attendee results in an immediate and permanent ban from both Vox Events and Vox Chat.
14.4 Authority Over Warnings and Disciplinary Actions
• Vox retains the right to take immediate action, issue warnings, or apply strikes whenever necessary to maintain safety and order.
• The Head of Operations and the Vox Board hold the final authority over all warnings, strikes, and bans.
• Decisions made by the Head of Operations and the Board are final during the active event or incident. Appeals may be submitted afterward through proper channels.
14.5 Eligibility for Appeals
• Appeals for bans may only be submitted after the full duration of the imposed ban has passed.
• Permanent bans may only be appealed after one year, unless otherwise specified by the Head of Operations or the Vox Board.
• Vox reserves the right to deny the possibility of appeal altogether in cases of severe violations, repeated offenses, or situations involving safety threats.
14.6 Requirements for Submitting an Appeal
• All appeals must be written in a clear, concise, and respectful manner.
• An appeal must include:
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A detailed explanation of why you believe the ban should be reconsidered
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A summary of your behavior since the ban
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Proof or examples that demonstrate genuine improvement or change
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Any relevant context that may assist in the review
• Appeals that lack clarity, respect, or meaningful content may be dismissed without review.
14.7 Review Process
• Appeals must be submitted directly to the Head of Operations through the official Vox communication channel (Vox Telegram or designated email).
• Processing an appeal may take time, as each case is reviewed thoroughly to ensure fairness and safety.
• Vox maintains the right to conduct independent research during the appeal process. This includes:
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Reviewing past behavior or previous reports
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Contacting other groups, communities, or moderators for additional information
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Collecting evidence and verifying claims presented in the appeal
• The findings of this review will determine the final outcome.
14.8 Decision and Communication
• A clear and concise response will be sent to the appellant once a decision has been made.
• Decisions will be communicated only through official Vox channels or directly by the Head of Operations.
• Decisions regarding appeals are final. If an appeal is denied, the member must respect the outcome and may only submit another appeal if explicitly permitted by Vox administration.
14.9 Restrictions and Special Circumstances
• Vox reserves the right to prohibit appeals entirely in cases of:
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Harassment or threats toward members or staff
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Severe safety violations
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Repeated offenses after previous warnings or bans
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Evidence tampering or dishonesty during the appeal process
• In these cases, a formal notice will be issued by the Head of Operations or via the official Vox Telegram account.
By being a part of Vox, you agree to follow all policies, rules, and guidelines outlined above. Participation in Vox communities, events, or platforms signifies full acceptance of these terms. Vox retains the right to update, adjust, or enforce this policy at any time. Any confidential information obtained through Vox that is leaked, shared, or distributed without authorization may result in legal action. Vox reserves the right to act, intervene, warn, or enforce disciplinary measures as it sees fit, without the need to provide an explanation under any circumstance.
For any questions regarding the Vox feel free to contact our staff trough Telegram or on our email: voxgroep@gmail.com
I hope we got it all ^^
Sovox & Mattie : Leading Board
Ashrynn : Director Operations