1. Introduction
POLARIS (hereinafter also referred to as the "Platform") is an internet-based club management system developed and operated by Rotary Communication Services Switzerland-Liechtenstein, an association under Swiss law based in Zug (hereinafter referred to as "RCS"). Where reference is made to the term "Community" in these GTC, this term encompasses all organizations affiliated with POLARIS, in particular Rotary, Rotaract, Interact and Inner Wheel, as well as their clubs and districts. POLARIS is made available to the clubs and districts of the respective community for their own use so that they can digitally organize their activities (in particular the organization of events, the administration of membership data and other club and district administration) within their respective areas of responsibility. In addition, POLARIS allows data to be exchanged between the affiliated clubs and districts and Rotary International (with the exception of Inner Wheel).
The collection and processing of personal data on POLARIS is based on a separate privacy policy, which can be viewed at any time on the clubs' or districts' websites.
These GTC apply to all clubs, districts and users affiliated with POLARIS. Users within the meaning of these GTC are all members of an organization affiliated with POLARIS, including prospective members or other invited non-members of a club or district registered on POLARIS, as well as persons with special administrator rights defined at club or district level. By using POLARIS for the first time (login), you accept these GTC.
RCS reserves the right to change the GTC at any time. Users will be notified of any significant changes in an appropriate manner.
2. Access and right of use for POLARIS
POLARIS contains a general area accessible to all Internet users and a separate area accessible only to authorised or registered users via a separate login, which in particular allows access to Community member data.
Signing up and registering on POLARIS requires the one-time creation of a personal user profile. This profile essentially contains all necessary information about the user (in particular their personal data). Each user acknowledges and accepts that other users of the Platform can view their user profile and additional information. The user is responsible for the accuracy and completeness of the data registered on the Platform and for making any supplements, changes or corrections to their data. The user can also partially restrict access to its data via POLARIS (under "settings"). If a user expressly allows other users access to all content on its profile, RCS is not liable for the actions of these third-party users.
Access to POLARIS is granted after initial registration by entering the registered email address and the password defined by the user. Each registered user has a non-exclusive and non-transferable right to use the platform in accordance with these Terms and Conditions.
The right to access the protected login area ends automatically when membership of a club in the respective Community ends. The right of use may also be temporarily or permanently revoked at any time, regardless of membership of a club, if a user violates the applicable GTC or otherwise acts unlawfully. Such access restrictions may be imposed by the administrators of the clubs or districts as well as by RCS for important reasons, even without prior warning. Furthermore, RCS may temporarily interrupt access to the platform in whole or in part if this is necessary to ensure the proper operation and security of POLARIS, namely to carry out maintenance or revision work or to launch a new release. Such temporary interruptions do not entitle the user to claim compensation.
Each user profile and the means of identification defined for access to POLARIS are personal and must be protected accordingly and treated as confidential. It is not permitted to use or share another user's user profile. Each user is required to take all precautions to ensure that its access data cannot be disclosed to third parties. Each user must immediately inform the responsible administrator of their club or district if he discovers a breach of the confidentiality of his profile or his access data to POLARIS so that the necessary measures can be taken.
3. Responsibility of clubs/districts and users
All clubs and districts, as well as each individual user, undertake to use POLARIS in good faith and only within the scope of the objectives and purpose of the respective Community in general and the objectives and purposes of the Platform itself, as set out, among others, in these GTC. In particular, they must refrain from any actions that could hinder general access to the Platform or compromise the reliability and security of the Platform. Furthermore, the user shall refrain from using the Platform and the contact details of other members for his own personal and/or economic purposes that are incompatible with the principles of the Community.
The user also undertakes to take all necessary security measures to protect the end devices and workstations used to access the platform, in particular the electronic data processing system (EDP system and any data stored on it), against manipulation, misuse and interception (e.g. by regularly updating firewall and antivirus programs).
The clubs and districts are solely responsible for the content published on their respective club and district websites. Similarly, each user is solely and personally responsible for all content that he uploads to POLARIS. Accordingly, clubs, districts and individual users must ensure that such content does not violate public order, morality, applicable law or the rights of third parties and other users. Users must also respect the rights of other users. No user may systematically or extensively collect content or information from other users or use it for purposes other than those of the Community.
RCS reserves the right, at its sole discretion, to restrict or block the use of the Platform at any time and without further formal requirements. In addition, RCS reserves all rights to claim damages for the violation of obligations on the part of clubs, districts and users affiliated with POLARIS.
4. Responsibility of RCS
RCS undertakes to take all necessary legal and technical measures to ensure the regulated operation and security of the Platform. POLARIS is provided "as is" in its current state, with all its faults or characteristics, without additional guarantees or warranties. Accordingly, RCS cannot guarantee that the Platform will be accessible at all times and without interruption and that no operational disruptions will occur. Should disruptions occur, RCS will endeavor to resolve the problem as quickly as possible. However, RCS accepts no responsibility for any direct or indirect damage resulting from interruptions or disruptions to POLARIS. Insofar as the Platform contains links to third-party websites, all users of POLARIS acknowledge that such websites are operated and maintained completely independently of POLARIS. Accordingly, RCS accepts no responsibility for such content or any damage arising from the use of external websites.
The content of the websites maintained by clubs and districts on POLARIS must comply with their respective guidelines and practices and must not contain any illegal or potentially offensive content. In addition, all content and/or graphics published on the websites of the clubs or districts must comply with the provisions of the applicable intellectual property laws. RCS accepts no liability for the content published by clubs and districts on their POLARIS websites. The clubs and districts responsible for their websites undertake to indemnify RCS against any third-party claims relating to the content published on the club or district websites.
RCS expressly reserves the right, at its sole discretion, to block websites or parts thereof on POLARIS if the content, messages or attitudes of such websites are considered to be contrary to the values of the Community or offensive to the public.
5. Usage fees
RCS charges clubs and/or districts a usage fee for using the platform, which is agreed and invoiced separately.
6. Intellectual property rights
All intellectual property rights to the POLARIS platform and the software necessary for its operation and further development are vested exclusively and without restriction in RCS. Use of POLARIS does not in any way constitute a transfer of intellectual property rights to the platform to the respective user.
Users who upload content to POLARIS or make it available on club or district pages expressly declare that they have the necessary rights to do so. They authorize RCS to use this content worldwide under a non-exclusive, transferable and royalty-free license. If third parties assert claims against RCS as a result of the use of such content, the respective user responsible for making such content available on POLARIS is obliged to indemnify RCS in full against such claims. Accordingly, the responsible user shall fully reimburse RCS for any costs and damages imposed on it by court judgement or judgement substitute (namely settlement).
7. Applicable law and place of jurisdiction
These General Terms and Conditions are subject to Swiss substantive law, excluding provisions of international private law that could lead to the application of another substantive law. The exclusive place of jurisdiction for all disputes arising from or in connection with these General Terms and Conditions is Zurich (Switzerland), subject to any mandatory provisions of Swiss law to the contrary.
Polaris GTC / Version 1.0, March 2026