Safeguarding

2. Scope

This policy applies to:

• club members
• parents and guardians
• coaches and volunteers
• visitors and spectators
• photographers acting on behalf of the club

It covers images and video taken during:

• matches and tournaments
• coaching sessions
• social events
• presentations and awards
• club promotional activities

3. How Images May Be Used

Photographs and videos may be used for:

• the club website
• social media pages
• newsletters
• posters and promotional material
• local newspaper articles
• historical and archive records

The club will only use images that are appropriate and relevant to club activities.

4. Consent

Adults

Adult members will be asked for consent for the use of identifiable photographs and videos in club publications and online media.

Children and Young People

For members under 16 years of age, consent must be obtained from a parent or legal guardian before identifiable images are published online or used in promotional materials.

Children’s preferences and welfare will also be respected.

Consent may be withdrawn at any time by contacting the club committee.

5. Use of Children’s Images

To help safeguard children, the club will:

• avoid naming children alongside photographs where possible
• never include personal contact details with images
• avoid identifying schools, addresses, or regular locations unnecessarily
• use group or activity photographs in preference to close-up individual portraits
• ensure images are appropriate and respectful
• not use images that may cause embarrassment or distress

6. Photography at Club Events

Parents, spectators, and guests are generally permitted to take photographs at club events for personal use.

However:

• photography must not disrupt play or coaching
• images must not be used for commercial purposes without permission
• anyone asked by the club to stop photographing must do so
• concerns regarding inappropriate photography should be reported immediately to a club official

The club reserves the right to restrict photography at junior events if safeguarding concerns arise.

7. Storage and Security

Digital images and videos held by the club will be:

• stored securely
• accessible only to authorised club officials
• retained only as long as reasonably necessary
• deleted when no longer required or upon valid request where appropriate

Club officials should avoid storing club images indefinitely on personal devices.

8. Website and Social Media

The club may publish photographs and videos on its website and official social media accounts to promote club activities and achievements.

The club will:

• act promptly if concerns are raised
• remove images where appropriate
• periodically review online content

Members and parents are encouraged to contact the club if they have concerns about any published image.

9. Data Protection Rights

Individuals may have rights under UK data protection law, including:

• the right to request access to personal data
• the right to object to processing
• the right to withdraw consent
• the right to request deletion of certain images

Requests should be made to the club committee.

10. Breaches and Concerns

Any concerns regarding photography, filming, safeguarding, or misuse of images should be reported to a club officer as soon as possible.

Serious safeguarding concerns may be referred to the appropriate authorities.

11. Policy Review

This policy will be reviewed periodically by the club committee and updated when necessary.