Introduction

Members of Cranleigh Rugby Football Club enjoy the opportunities and rewards of a community-based sports club.  It is subsequently expected that members will uphold the ethos of the Club in all social media interactions.  Members will not act in such a way that the image of Cranleigh Rugby Football Club is brought into disrepute nor in a way that harms it’s immediate and wider rugby community.

Purpose

With social media a prominent method of communication for the Club, where we can express opinions, and is a key way we engage with the members of our club, along with the wider community, it is important for us to have a policy to demonstrate how we ensure we are represented in a suitable way and can take action should the need arise.  We are taking this opportunity to remind our members of the importance of ensuring that all our social networking streams should be used thoughtfully and responsibly.

Defining Social Media

We have a number of social media sources which we take advantage of and these are examples of what we currently use and does not constitute an exhaustive list:

  • Facebook groups (including different sections or teams in the Club).
  • Facebook pages (including different sections or teams in the Club).
  • Twitter
  • WhatsApp groups (different sections or teams in the Club).

There are many others that are not named here, but these should be considered to be electronic communication where individuals can interact online, be it within applications or on web pages, where the banner includes the Club’s name or branding, in part or in full.

Content

While the Club positively encourages social networking among members, we are mindful of the need to ensure that all content is suitable for publication and does not breach any laws or common decency.  It is not acceptable to post, amongst others, items that may include reference to a person’s ethnic origin, colour, race, nationality, faith, gender, sexual orientation or disability, and any member found to have posted such items will be subject to disciplinary action.  Comments of this nature may attract civil or criminal action against the author(s).  In addition, any abuse of match officials, opposition etc may be deemed by the RFU to bring the game into disrepute and lead to disciplinary sanctions against both the author and/or the Club.  Participants should be aware that comments which bring the game into disrepute, or are threatening, abusive, indecent or insulting, may lead to disciplinary action.  Comments can also attract civil and criminal action.

Cyber Bullying

All reports of cyber-bullying and other technology misuses will be investigated fully and may result in notification to the police where Cranleigh Rugby Club is obliged to do so.  Sanctions may include, but are not limited to, suspension, or banning from membership of Cranleigh Rugby Club.  Members must be aware that in certain circumstances where a crime has been committed, they may be subject to a criminal investigation by the police over which CRFC will have no control.

General Guidance

These are public forums, so treat them as such.

  • Members are expected to show respect to others, including other members of CRFC, visiting team, parents, coaches and the wider rugby community, and to act at all times to adhere to the core values of the game and CRFC.
  • Individuals and ‘Group Admins’ are strictly responsible for any posting on their account(s).
  • Respect the rights and confidentiality of others at all times.
  • Re-posting or re-tweeting inappropriate content is not allowed under any circumstance, this represents an endorsement of that content and can be actionable.
  • Do not post, use or imply abusive, derogatory, vulgar or sexual language.
  • Do not post anything, whether it is written or images, that is illegal, such as, but limited to, underage drinking or smoking and drug taking.
  • Do not criticise, or imply Criticism, of officials, players, coaches or anyone else involved in CRFC or the wider rugby community.
  • At all times, exercise discretion and respect for clubs, players, fans and the game’s partners.
  • Deleting, or apologising publicly, for an improper posting does not prevent disciplinary action being taken.
  • Consider “protecting” Tweets and changing the security/visibility of Facebook or Instagram accounts. It is ‘recommended’ that all social media pages for Under 18’s and below, or those that include images or names of an Under 18, be run as a ‘closed group’
  • All social media accounts are to be closed as soon as they are no longer required.

Do’s and Don’ts

Follow the general guidelines above and:

  • Do show your personality and be approachable.
  • Do share your achievements.
  • Do let people know what it is like to be a player/official.
  • Do post regular comments to grow and engage with an audience.
  • Do report any content that you encounter that is in breach of this policy.
  • Don’t comment if you have any concerns about the consequences.
  • Don’t link to unsuitable content.
  • Don’t get into disputes with audience.
  • Don’t share or elicit personal detail.

 Takedown policy

CRFC is aware that it can be held liable for material published on an official website, Facebook site or Twitter feed, or published by its members outside of normal club activities through their own channels.

CRFC can also be liable for third party comments and postings made on any of their social media platforms.

We insist that:

  • Participants clearly identify themselves.
  • Participants follow the standards mentioned above and align to the RFU’s Core Values and the guidelines.
  • Should an administrator deem an article, post or comment contradicts the guidelines above it will be taken down at the earliest possible opportunity.
  • The club will hold members to account for any breaches.

Reporting

Any grievance, criticism or resentment should be directed in person to the individual or respective managers or coaches.  Matters of a more serious or contentious nature should be discussed with the Club’s Committees, via the Social Media Vigilance Officers – Dan Spong (and Nick Hendy

Use of the Club Logo

The Club would like to remind members that the Club logo should not be used by anyone without prior written request being made to either CRFC Committee and that all profile pictures must be that of the CRFC logo

Safeguarding

In the same way that CRFC has responsibility for the physical safety of Mini and Youth members when on the Club’s premises, CRFC must also ensure that there is nothing on its website nor social media, which could harm a child, directly or indirectly.  CRFC is responsible for the content of its Website.  Social media content, which can be posted by all members, will be moderated to ensure inappropriate content is removed.  In addition to what is previously detailed and to provide clarity, the following information needs to be adhered to.

When posting on social media there are two key risks to guard against:

  • Disclosing personal information about a child on social media: this could be the child’s name, address, or any information about a child’s life, interests or activities which would help a stranger target a child or engage that child in conversation.
  • Abusive or inappropriate content (photos, video or text), on social media: this includes material which criticises or humiliates a child.  It could also be information which places undue pressure on the child to participate in some aspect of a clubs’ activities.

Online Photos and video

Photos and video clips can make any child featured vulnerable to grooming if information about the child (name, address, activities or interests) is also disclosed. Furthermore, posting an image on social media carries a risk that the image could be taken and adapted for inappropriate use.

CRFC Recommendations, In line with RFU Guidelines:

  • Use group images, rather than individual images.
  • For images of individual children (such as inaction shots) where possible use models or illustrations.
  • Only use images of children in suitable dress, to minimise the risk of inappropriate adaptation of the image
  • If a child is named on social media, do not include an image (individual or group). If a child features in an image on social media, do not use the child’s first name or last name in part of full, either in text on the site or in the image file name. This must include, but not limited to, parents being tagged in images or names on shirts.
  • Any ‘Public’ social media pages for Under 18’s and below, or those that include images or names of an Under 18, are required to have prior approval of CRFC and must be administrated by an approved person who also has a valid DBS check.These sites will also be monitored by CRFC’s Social Media Vigilance Officers – Dan Spong and Nick Hendy.
  • All Social Media pages and/or websites relating to, CRFC must not contain any information or content that discloses any form of personal information about a child to anyone accessing these sites.This could be the child’s name, address, or any information about a child’s life, interests or activities which would help a stranger target a child or engage that child in conversation.
  • All Instagram pages for Under 18’s and below, or those that include images or names of an Under 18, must be private due to the nature of being able to instantly access the exact location of these images. Similarly, for other Social Media platforms – do not ‘check in’ to a location until the event has finished.
  • Anyone aged under 13 are not permitted to join any Facebook and Instagram page, relating to Cranleigh RFC

CRFC will abide by all RFU recommendations regarding photo and video images and will obtain consent from the appropriate responsible person(s) before using any images of children or vulnerable adults on its website or social media platforms.  Consent request clauses are included in the registration form which is completed each season and are also held by the club age group administrators.

Webcams and Live Image Streams

CRFC will not use webcams to stream live images of children or vulnerable adults and if use of a webcam to broadcast images of children or vulnerable adults is requested, the Safeguarding Officer at CRFC will contact the RFU for further guidance before permission is granted.

Mobile and Online Communication with Children

Technology is moving very fast in this area.  There are now many different ways for people to communicate.  In addition to landlines, there are mobile phones for voice and text, and most new phones incorporate cameras that take still shots and video.  Two-way video calling is commonplace.  Online communication can be by email, instant messaging and social networking sites.

  • The risks posed by such methods of communication arise from:
  • The privacy. It is often one-to-one
  • The wide range of content that can be transmitted, including content of a violent, sexual or hateful nature
  • The ease with which images can be forwarded onto others
  • The difficulty in knowing truly who you are communicating with. Where grooming happens, it often involves this type of communication.

In sport, there are additional risks:

  • Inappropriate pressure can be exerted by adults, particularly coaches, on children (such as to play when injured)
  • There can be inappropriate criticism of a young player’s performance
  • An official position or role within a club, such as Coach, can carry with it a level of authority and engender a level of trust that facilitates the control of a child.

CRFC will abide by all RFU guidance regarding mobile and online communication with children and vulnerable adults and will cascade any information for them to the parents of that child or vulnerable adult. CRFC will not directly contact a child or vulnerable adult directly by mobile phone unless prior consent is given by the parent or career     .

Club Guidelines:

All Age Group communications – for example fixture information, team selection – should be sent via a medium that does not is directly to a child’s parent. Emails should only be sent using email groups comprising email addresses given by parents.  An email should not be sent to a child unless the parent is also copied. Such emails should only come from age group coaches or administrators as communicated to Parents.

Other Online (Social Media) Services. No Club Member may initiate a social media outlet that is directly linked and intended to be used by CRFC members without the express permission of the Club Committee or, for Mini or Youth matters, the respective Mini or Youth Committees. Administrators of social media outlets must ensure the content complies with policy above. Further:

Sanctions 

Any club member failing foul of this policy could face disciplinary action from the Club, which could lead to expulsion from the Club

Approved CRFC Social Media Platforms and Websites

Club website

Website: www.cranleighrugbyclub.co.uk

 Main administrators

Silverback Studios-

Malcolm Gilbertson

Jarret Owen

Cranleigh RFC

Nick Hendy

Dan Spong

Gareth Stingemore

Toby Eves

Mike Chapman

Amanda Newman Parsons

Paul Mahon

James Moore

Facebook

Cranleigh RFC – Primary Page

Open Group

Administrators:

  • Nick Hendy
  • Dan Spong
  • Rob Wheeler
  • Phil Moore
  • Laura Moore
  • Courtney Mahon
  • Paul Denyer
  • Peter Terson
  • Ben Terson
  • Nic Churchill
  • Mike Crabtree
  • Paul Lynch
  • Luke Edwards

Cranleigh RFC 02 Touch Group

Closed group – Joining requires acceptance by the administrator.

Administrators:

  • Colette Field
  • Debbie Sampson
  • Anna Lees
  • Laura Moore
  • Emily Barton
  • Judy Moore
  • Steph Pakington

 

Cranleigh RFC 02

This site operates as a “closed group” – Joining requires acceptance by the administrator: Colette Field

 

Cranleigh RFC Colts

Administrator: Anthony Douglas (Team manager)

This site operates as a “Open group”

 

Cranleigh Under 16s Rugby Football Club (To be deleted)

Administrator: TBC

This site operates as a “Open group”

 

Cranleigh RFC Under 12’s

Administrator: Marcus Trench (Team manager)

This site operates as a “Open group”

 

Cranleigh RFC Under 10’s

Administrator: Paul Denyer (Mini and Youth Chairman)

This site operates as a “Open group”

 

Instagram

@cranleighrfc – Primary Page

Administrator:

Nick Hendy

Dan Spong

Luke Edwards

This site operates as a “Open group”

 

@cranleigh_U17s

Administrator: Sarah Chapman (Team manager)

This site operates as a “closed group”

 

@CRFCCOLTS

Administrator: Anthony Douglas (Team manager)

This site operates as a “Open group”

 

@cranleighcolts

Administrator: Anthony Douglas (Team manager)

This site operates as a “Open group”

 

@Cranleigh02touch

Administrator: Steph Pakington and Colette Field

This site operates as a “Closed group”

 

@cranleigh_colts  (To be deleted)

Administrator: David Preston

This site operates as a “Open group”

Twitter

@CranleighRugby -Primary page

Administrator:

Nick Hendy

Dan Spong

Luke Edwards

This site operates as a “Open group”

@O2Cranleigh

Administrator: Colette Field

This site operates as a “Open group”

LinkedIn

Administrator:

Nick Hendy

Toby Eves

Paul Mahon

Amanda Newman Parsons

Paul Lynch

Dan Spong

This site operates as a “Open group”

 

  • Use of ‘cookies’

Like many other websites, the Cranleigh RFC website uses cookies. ‘Cookies’ are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual.

For example, we use cookies to store your device and browser preference. This helps us to improve our website and deliver a better more personalised service.

  • What types of cookies are there?

Broadly, there are 4 types of cookie:

Strictly necessary cookies: These are cookies that are essential to make a website work and enable features that users have specifically asked for. These types of cookies are commonly used with shopping baskets or e-billing. Without use of cookies, these features of the website could not operate.

Performance cookies: These cookies collect anonymous information about users for the purpose of assessing the performance of a website. Common uses include well-known web analytics tools such as ‘Google Analytics’.

Functionality cookies: These are cookies that automatically remember choices that users have previously made in order to improve their experience next time they visit a website. For example, where users select their preferred settings and layout.

Targeting or Advertising cookies: These cookies are similar to performance cookies, in that they collect information about users’ behaviour. However, this information is used at individual user level to advertise products and services to users on the basis of the behavioural information collected.

  • What cookies does the Cranleigh RFC website use?

We use both Strictly Necessary and Performance cookies.

The Strictly Necessary cookies are required and expire at the end of your browsing session.

We use Google Analytics to analyse the use of our website which generates statistical and other information about website use by means of cookies.

The analytics cookies used by our website have the following names: _ga, _gat and _gid

Our analytics service provider’s privacy policy is available at: https://policies.google.com/privacy

We share our Google Analytics data with our domain administrator Silverback Studios, to help us provide a better service.

This information does not identify you personally. Their Privacy policy can be found here: https://silverbackstudios.co.uk/privacy-policy/

  • Your choices regarding cookies

It is possible to switch off cookies by setting your browser preferences.

For more information on how to delete cookies on your computer or instruct your web browser to delete or refuse cookies, please visit the help pages of your web browser.

Please note, however, that if you delete cookies or refuse to accept them, you might not be able to use all of the features we offer, you may not be able to store your preferences, and some of our pages might not display properly.

Review of these Policies – We keep these policies under regular review.

Verison 1.0

Date Issued: Janurary 2021

The aim of this document is to outline our approach to data privacy and address GDPR at Cranleigh Rugby Football Club (CRFC). It should be read and understood by all those officials who retain data on members, (or other individuals whose data has been captured through our website or other means requesting information on the activities of CRFC)

 

  • CRFC uses your personal data to manage and administer your membership and your involvement with its teams and club, and to keep in contact with you for these purposes. It also retains data related to the hiring of the club’s facilities, and other activities based at CRFC.
  • Some data is shared with the RFU, who use your data to regulate, develop and manage the game.
  • Data is also shared with officials of the club such as coaches, team managers for the purposes of organising rugby football, or other sports activities at the club. In addition, for purposes associated with promoting the club we will retain data in order to contact you to advise of activities we believe you may be interested in supporting or attending.
  • Where we or the RFU rely on your consent, such as any consent we seek for email marketing, you can withdraw this consent at any time.
  • Amongst the data we collect from you may be medical (including injury) information. We will hold this where you (or your parent) have given consent, so that we can ensure we are aware of your condition and can that you are supported appropriately.
  • Where you work in a particular role within the game, you may be required to undergo a Disclosure & Barring Service check using the RFU’s eDBS system. The result of this check will be input into your Game Management Service (GMS) record.

This policy describes how Cranleigh RFC (also referred to as “CRFC”, “the Club”, “we” or “us”) will make use of the data we handle in relation to our members and players, including our use of the Game Management System (“GMS”) provided by the Rugby Football Union (“RFU”). The policy also describes the RFU’s use of data on GMS.

It also describes your data protection rights, including a right to object to some of the processing which we carry out. More information about your rights, and how to exercise them, is set out in the “What rights do I have?” section.

We collect and process personal data from you or your parent when you join and when we carry out annual renewals of your membership. This includes:

  • your name
  • your gender,
  • your date of birth,
  • your RFU ID (as assigned in GMS)
  • your home address, email address and phone number;
  • your passport and NI details, where we have to check your eligibility or ability to work for us;
  • your type of membership and involvement in particular teams, or any key role you may have been allocated, such as Chair, Safeguarding Lead, Membership Secretary etc.;
  • your payment and/or bank account details, where you provide these to pay for membership;
  • your marketing preferences, including any consents you have given us;
  • your medical conditions or disability, where you provide this to us with your consent (or your parent’s consent) to ensure we are aware of any support we may need to provide to you.

Some information will be generated as part of your involvement with us, in particular data about your performance, involvement in particular matches in match reports and details of any disciplinary issues or incidents you may be involved in on and off the pitch, such as within health and safety records.

Safeguarding Policy

 

  1. Cranleigh Rugby Football Club acknowledges its responsibility to safeguard the welfare of all children involved in its club from harm.

 

  1. Cranleigh RFC confirms that it adheres to the Rugby Football Union’s Safeguarding Policy and the procedures, practices and guidelines and endorse and adopt the Policy Statement contained in that document and any successor policy.

 

  1. A child is anyone under the age of 18 engaged in any rugby union activity. However, where a 17-year-old male player is playing in the adult game it is essential that every reasonable precaution is taken to ensure his safety and wellbeing are protected.

 

  1. The Key Principles of the RFU Safeguarding Policy are that:

 

  • The welfare of the child is, and must always be, paramount to any other considerations.

 

  • All participants regardless of age, gender, ability or disability, race, faith, culture, size, shape, language or sexual identity have the right to protection from abuse or harm.

 

  • All allegations or suspicions of abuse, neglect, harm and poor practice will be taken seriously and responded to swiftly, fairly and appropriately.

 

  • Working in partnership with other organisations, statutory agencies, parents, carers, children and young people is essential for the welfare of children.
  • Children have a right to expect support, and personal and social development delivered by an appropriately recruited, vetted and managed in relation to their participation in rugby union, whether they are playing, volunteering or officiating in the community or professional areas of the sport.

 

  1. Cranleigh RFC recognises that all children have the right to participate in sport in a safe, positive and enjoyable environment whilst at the same time being protected from abuse, neglect, harm and poor practice.Cranleigh RFC recognises that this is the responsibility of everyone involved, in whatever capacity, at the club.

 

  1. Cranleigh RFC will implement and comply with the RFU Code of Conduct and the Codes of Conduct for Coaches, Spectators and Officials as appropriate.

 

  1. The Club Safeguarding Officers is James Moore. If you witness or are aware of an incident where the welfare of a child has been put at risk you must, in the first instance, inform the Club Safeguarding Officer.  They will then inform the CB Safeguarding Manager and the RFU Safeguarding Team.  If an incident involves the Club Safeguarding Officer you should inform the Chairman of Minis and Juniors and either the CB Safeguarding Manager or the RFU Safeguarding Team.

 

  1. All members of Cranleigh RFC who work with children in Regulated Activity must undertake an RFU Disclosure and Barring Service (DBS) check in accordance with RFU Regulation 21.

 

  1. Cranleigh RFC will ensure that all its members, whether they are coaches, parents, players or officials will comply with the Best Practice Guidance as issued by the RFU.  In summary, the following are not acceptable and will be treated seriously by the club and may result in disciplinary action being taken by the club, the CB or the RFU:

 

  • Working alone with a child.
  • Consuming alcohol whilst responsible for children.
  • Providing alcohol to children or allowing its supply.
  • Smoking in the presence of children.
  • Humiliating children.
  • Inappropriate or unnecessary physical contact with a child.
  • Participating in, or allowing, contact or physical games with children.
  • Having an intimate or sexual relationship with any child developed as a result of being in a ‘position of trust.’
  • Making sexually explicit comments or sharing sexually explicit material.

 

 

  1. Cranleigh RFC manages the changing facilities and arranges for them to be supervised by two DBS checked adults of the appropriate gender for the players using the facilities.Cranleigh RFC ensures that all its coaches, parents, officials and spectators are aware that adults must not change at the same time, using the same facilities as children.

 

  1. Cranleigh RFC will ensure that its coaches, team managers and first aiders will receive the support and training considered appropriate to their position and role.The RFU “Managing Challenging Behaviour” Policy has been adopted and circulated amongst the club workforce both, voluntary and paid.

 

  1. Any events held on Cranleigh RFC premises must comply with this Policy and if appropriate a Safeguarding Plan should be discussed and circulated to those affected. Any tours, overseas or domestic, undertaken by Cranleigh RFC must comply with the relevant RFU Regulations and Guidance relating to tours.

 

  1. Cranleigh RFC has a strict Zero Policy to the use of drugs. Any person found using, dealing or under the influence of drugs whilst at Cranleigh Rugby Club or representing the Club will be instantly banned from the club and the matter will be referred to the RFU / Police where appropriate.

Cranleigh RFC Terms of Service

1. TERMS

Terms of Service

By accessing this web site, you are agreeing to be bound by these web site Terms and Conditions of Use, all applicable laws and regulations, and agree that you are responsible for compliance with any applicable local laws.

If you do not agree with any of these terms, you are prohibited from using or accessing this web site. The materials contained in this web site are protected by applicable copyright and trademark law.

2. USE LICENSE

A. Permission is granted to temporarily download one copy of the materials (information or software) on Cranleigh Rugby Football Club web site for personal, non-commercial transitory viewing only. This is the grant of a license, not a transfer of title, and under this license, you may not:

I. modify or copy the materials.

II. use the materials for any commercial purpose, or for any public display (commercial or non-commercial).

III. attempt to decompile or reverse engineer any software contained on Cranleigh Rugby Football Club web site.

IV. remove any copyright or other proprietary notations from the materials; or

V. transfer the materials to another person or “mirror” the materials on any other server.

B. This license shall automatically terminate if you violate any of these restrictions and may be terminated by Cranleigh Rugby Football Club at any time. Upon terminating your viewing of these materials or upon the termination of this license, you must destroy any downloaded materials in your possession whether in electronic or printed format.

3. DISCLAIMER

The materials on Cranleigh Rugby Football Club web site are provided “as is”. Cranleigh Rugby Football Club makes no warranties, expressed or implied, and hereby disclaims and negates all other warranties, including without limitation, implied warranties or conditions of merchantability, fitness for a particular purpose, or non-infringement of intellectual property or other violation of rights.

Cranleigh RFC Terms of Service

Further, Cranleigh Rugby Football Club does not warrant or make any representations concerning the accuracy, likely results, or reliability of the use of the materials on its Internet web site or otherwise relating to such materials or on any sites linked to this site.

4. LIMITATIONS

In no event shall Cranleigh Rugby Football Club or its suppliers be liable for any damages (including, without limitation, damages for loss of data or profit, or due to business interruption,) arising out of the use or inability to use the materials on Cranleigh Rugby Football Club Internet site, even if Cranleigh Rugby Football Club or a Cranleigh Rugby Football Club authorized representative has been notified orally or in writing of the possibility of such damage.

Because some jurisdictions do not allow limitations on implied warranties, or limitations of liability for consequential or incidental damages, these limitations may not apply to you.

5. REVISIONS AND ERRATA

The materials appearing on Cranleigh Rugby Football Club web site could include technical, typographical, or photographic errors. Cranleigh Rugby Football Club does not warrant that any of the materials on its web site are accurate, complete, or current.

Cranleigh Rugby Football Club may make changes to the materials contained on its web site at any time without notice. Cranleigh Rugby Football Club does not, however, make any commitment to update the materials.

6. LINKS

Cranleigh Rugby Football Club is not constantly reviewing all the sites linked to its internet web site and is not responsible for the contents of any such linked site. The inclusion of any link does not imply endorsement by Cranleigh Rugby Football Club of the site. Use of any such linked web site is at the user’s own risk.

7. SITE TERMS OF USE MODIFICATIONS

Cranleigh Rugby Football Club may revise these terms of use for its web site at any time without notice. By using this web site, you are agreeing to be bound by the then current version of these Terms and Conditions of Use.

Cranleigh RFC Terms of Service

8. GOVERNING LAW

Any claim relating to Cranleigh Rugby Football Club web site shall be governed by the laws of the State of the United Kingdom without regard to its conflict of law provisions.

These are General Terms and Conditions applicable to the Use of a Web Site.

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Affiliations

RFU Accreditation 02 Touch Surrey Rugby Wooden Spoon Charity Harlequins Aff 1 (Silverback)