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.


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.


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.


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 Cranleigh RFC’s Communications and Media secretary at and that all profile pictures must be that of the CRFC logo.


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:


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


 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


Cranleigh RFC – Primary Page

Open Group


  • 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.


  • 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”



@cranleighrfc – Primary Page


Nick Hendy

Dan Spong

Luke Edwards

This site operates as a “Open group”



Administrator: Sarah Chapman (Team manager)

This site operates as a “closed group”



Administrator: Anthony Douglas (Team manager)

This site operates as a “Open group”



Administrator: Anthony Douglas (Team manager)

This site operates as a “Open group”



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”


@CranleighRugby -Primary page


Nick Hendy

Dan Spong

Luke Edwards

This site operates as a “Open group”


Administrator: Colette Field

This site operates as a “Open group”



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:

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:

  • 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




Summary of how we and the RFU use your data

Cranleigh RFC (CRFC) uses your personal data to manage and administer your membership and your involvement with its teams and clubs, where appropriate, and to keep in contact with you for these purposes.

Some data is shared with the RFU, who use your data to regulate, develop and manage the game.

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 ensure 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 e-DBS system. The result of this check will be input into your Game Management Service (GMS) record.


What does this policy cover?

This policy describes how CRFC (also referred to as, “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.












What information do we collect?

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 must 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, 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.

What information do we receive from third parties?

Sometimes, we receive information about you from third parties. For example, if you are a child, we may be given information about you by your parents, club, or school.

We may receive information relating to your existing registrations with other clubs or rugby bodies or disciplinary history from the RFU through GMS. Additionally, for certain role holders or those working with children, we may receive information from the Disclosure and Barring Service and RFU on the status of any DBS check you have been required to take.








How do we use this information, and what is the legal basis for this use?

We process this personal data for the following purposes:

  • To fulfil a contract, or take steps linked to a contract: this is relevant where you make a payment for your membership and any merchandise or tickets or enter a competition. This includes taking payments.
  • communicating with you.
  • providing and arranging the delivery or other provision of products, prizes, or services.
  • As required by the CB to conduct our business and pursue our legitimate interests, in particular: o we will use your information to manage and administer your membership and your involvement with its teams, clubs and the CB, and to keep in contact with you for these purposes.
  • we will also use data to maintain records of our performances and history, including match reports, score lines and team sheets.
  • we use data of some individuals to invite them to take part in market research.
  • Where you give us consent: o we will send you information by email.
  • we may handle medical or disability information you or your parent provides to us, to ensure we support you appropriately.
  • on other occasions where we ask you for consent, we will use the data for the purpose which we explain at that time.
  • For purposes which are required by law: o we maintain records such as health and safety records and accounting records to meet specific legal requirements.
  • we ensure, where you will work with children, that you have undergone an appropriate DBS check – this is also carried out with your consent.
  • where you hold a role within the CB requiring us to check your right to work, we may process information to meet our statutory duties.
  • we may respond to requests by government or law enforcement authorities investigating.











How does the RFU use any of my information?

The RFU provides GMS, but make its own use of the following information:

  • your name.
  • your gender.
  • your date of birth.
  • your RFU ID (as assigned in GMS).
  • your home address, email address and phone numb
  • your type of membership and involvement, in particular teams at the Club, or any key role you may have been allocated, such as Chair, Safeguarding Lead, Membership Secretary etc.
  • The RFU uses this information as follows:
  • As required by the RFU to conduct its business and pursue its legitimate interests, in particular: o communicating with you or about you, where deemed necessary, to administer Rugby in England, including responding to any questions you send to the RFU about GMS.
  • administering and ensuring the eligibility of players, match officials and others involved in English rugby – this may involve the receipt of limited amounts of sensitive data in relation to disabled players, where they are registered for a disabled league or team, or in relation to anti-doping matters.
  • maintaining records of the game as played in England, in particular maintaining details of discipline and misconduct.
  • monitoring use of GMS, and using this to help it monitor, improve, and protect its content and services and investigate any complaints received from you or from others about GMS.
  • maintaining statistics and conducting analysis on the make-up of rugby’s participants.
  • ensuring compliance with the current RFU Rules and Regulations including those on the affiliation of clubs, referee societies, constituent bodies and other rugby bodies, and registration of players; and
  • communicating with you to ask for your opinion on RFU initiatives.
  • For purposes which are required by law:
  • The RFU will ensure, where you will work with children and where this is required, that you have undergone an appropriate DBS check – this is also carried out with your consent.
  • The RFU may respond to requests by government or law enforcement authorities investigating.




Withdrawing consent or otherwise objecting to direct marketing

Wherever we rely on your consent, you will always be able to withdraw that consent, although we may have other legal grounds for processing your data for other purposes, such as those set out above. In some cases, we can send you direct marketing without your consent, where we rely on our legitimate interests. You have an absolute right to opt-out of direct marketing, or profiling we carry out for direct marketing, at any time. You can do this by following the instructions in the communication where this is an electronic message, or by contacting us using the details set out below in the “How do I get in touch with you or the RFU?” section.


Who will we share this data with, where and when?

Some limited information may be shared with other stakeholders in rugby, such as other clubs, Constituent Bodies, referee societies, league organisers, so that they can maintain appropriate records and assist us in organising matches and administering the game.

Personal data may be shared with government authorities and/or law enforcement officials if required for the purposes above, if mandated by law or if required for the legal protection of our or the RFU’s legitimate interests in compliance with applicable laws.

Personal data will also be shared with third party service providers, who will process it on our behalf for the purposes identified above. Such third parties include the RFU as the provider of GMS and Go Daddy and Silverback, who host and provide the CRFC website.


What rights do I have?

You have the right to ask us for a copy of your personal data; to correct, delete or restrict (stop any active) processing of your personal data; and to obtain the personal data you provide to us for a contract or with your consent in a structured, machine readable format.

In addition, you can object to the processing of your personal data in some circumstances (in particular, where we don’t have to process the data to meet a contractual or other legal requirement, or where we are using the data for direct marketing).

These rights may be limited, for example if fulfilling your request would reveal personal data about another person, or if you ask us to delete information which we are required by law to keep or have compelling legitimate interests in keeping.

You have the same rights for data held by the RFU for its own purposes on GMS.

To exercise any of these rights, you can get in touch with us– or, as appropriate, the RFU or its data protection officer – using the details set out below. If you have unresolved concerns, you have the right to complain to the Information Commissioner’s Office.




Much of the information listed above must be provided on a mandatory basis so that we can make the appropriate legal checks and register you as required by RFU Rules and Regulations. We will inform you which information is mandatory when it is collected. Some information is optional, particularly information such as your medical information. If this is not provided, we may not be able to provide you with appropriate assistance, services or support.


How do I get in touch with you or the RFU?

We hope that we can satisfy queries you may have about the way we process your data. If you have any concerns about how we process your data, or if you would like your details deleted from our database, you can get in touch by emailing

If you have any concerns about how the RFU process your data, you can get in touch at or by writing to The Data Protection Officer, Rugby Football Union, Twickenham Stadium, 200 Whitton Road, Twickenham TW2 7BA.


How long will you retain my data?

We process the majority of your data until you request it to be deleted.

We also keep a record of the fact that you have asked us not to contact you.

Where we process personal data in connection with performing a contract or for a competition, we keep the data for a minimum of one year from your last interaction with us.

We will retain information held to maintain statutory records in line with appropriate statutory requirements or guidance.

The RFU will maintain records of individuals who have registered on GMS, records of DBS checks and the resulting outcomes and other disciplinary matters for such period as is set out in the RFU’s privacy notice to be set out on

Records of your involvement in a particular match, on team sheets, on results pages or in match reports may be held indefinitely both by us and the RFU in order to maintain a record of the game.


October 2021

Cranleigh RFC

Safeguarding Children & Vulnerable Adults Policy

  1. Cranleigh RFC acknowledges its responsibility to safeguard the welfare of the children and vulnerable adults involved in the club from harm.
  2. Cranleigh RFC adheres to the Rugby Football Unions Safeguarding Policy and the procedures, practices, and guidelines; and endorse and adopt the Policy Statement contained in that document.
  3. 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.
  4. The Key Principles of the RFU Safeguarding Children & Vulnerable Adults Policy are that:
    • The welfare of the child or vulnerable adult (as appropriate) 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 orientation 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 and young people.
    • Children have a right to expect support, and personal and social development delivered by an appropriately recruited, vetted, and managed in relation to their participating in rugby union, whether they are playing, volunteering, or officiating in the community or professional areas of the sport.
  5. 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 and recognised that this is the responsibility of everyone involved, in whatever capacity, at the club.
  6. Cranleigh RFC will implement and comply with the RFU code of conduct and code of conduct for coaches, spectators, and officials as appropriate and will ensure its spectators, parents, members and officials are all aware of and have accepted the club imagery policy as set out on the Cranleigh RFC
  7. Cranleigh RFC will endeavour to comply with the Guidance for Websites as set out on the RFU website.
  8. The Club Safeguarding Officer is James Moore. If you witness, or are aware of, an incident where the welfare of a child or vulnerable adult has been out 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 Executive. If an incident involves the Club Safeguarding Officer, you should inform the Club Chairman and either the CB Safeguarding Manager or the RFU Safeguarding Executive.
  9. All members of Cranleigh RFC who have regular supervisory contact with children or management responsibility for those working with children, must undertake and RFU Enhanced DBS disclosure, renewable every 3 years.
  10. 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, children, vulnerable adult, or adults.
    • Consuming alcohol whilst responsible for children or vulnerable adults.
    • Providing alcohol to children or allowing its supply.
    • Smoking, or vaping, in the presence of children.
    • Humiliating children or vulnerable adults.
    • Inappropriate or unnecessary physical contact with a child or vulnerable adult.
    • Participating in, or allowing, contact or physical games with children or vulnerable adults.
    • Having and intimate or sexual relationship with nay child or vulnerable adult, developed because of being in a ‘position of trust’.
    • Making sexually explicit comments or sharing sexually explicit material.
  11. Cranleigh RFC manages the changing facilities and arranges for them to be supervised by two adults (RFU DBS checked) 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 or vulnerable adults.
  12. The playing grounds and facilities of the club are accessible to members of the public and other sports users. Coaches, volunteers, and parents should be aware of this in relation to children’s changing and toilet facilities and should challenge anybody not known to them if found in these areas.
  13. Cranleigh RFC will ensure that its coaches and team managers 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.
  14. 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 any age groups at Cranleigh RFC must comply with the relevant RFU Regulations and Guidance relating to tour. See Cranleigh RFC

October 2021

Cranleigh RFC Terms of Service


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.


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.


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.


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.


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.


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.


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


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.

 Rugby is a game of long traditions which have developed over time into a number of values that guide the way the game is played and how players, coaches, officials and supporters conduct themselves.

At its core, rugby is a physical game, and a fundamental value is one of respect – for opponents, teammates, and officials. Rugby for the vast majority remains a sport played for enjoyment. As such, other core values we aspire to are firm and inclusive. You will find that values embedded in the codes of conduct and the terms and conditions below.

Parents’ Code

  • Always be aware of the Club and RFU’s policy on child protection.
  • Always employ best practice.
  • Do not force an unwilling child to participate – it’s supposed to be for them, and you may put them off rugby forever.
  • Encourage your child to understand and play within the rules.
  • Teach your child that taking part and trying your best are more important than winning.
  • Focus your child on practising their skills, sportsmanship and being part of a team. Winning isn’t everything and not everyone can score the winning try.
  • Support and encourage your child – never criticise them for making mistakes. Console them for losing but encourage them to try harder next time.
  • Set an example for sportsmanship – applaud good play by all.
  • Never publicly criticise a referee or linesman – there is no place for ‘touchline rage’ in rugby.
  • Support all efforts to remove verbal and physical abuse from children’s sport.
  • Report anything to the Child Protection Officer or Chairman.
  • Help the club function properly by turning up on time with the appropriate kit. Be prepared to help if asked.
  • Support your coaches – they are giving up their time to train your child. If you have any issues with the way a coach is performing, talk to them first. Refer any issues to an Officer of the Club.

Coaches’ Code

  • Don’t overload young players with demands, technical information, and tactics – remember they are children, and they are playing rugby for fun.
  • Don’t over play the better players – include everyone.
  • Players develop at different times and in different ways – make allowances for their physical, emotional, and mental maturity and development.
  • Winning isn’t everything – teach your players to enjoy taking part and performing to the best of their ability. Encourage each player to reach his or her potential.
  • Never abuse, yell, criticise or ridicule children for making mistakes or losing a game.
  • Be organised – establish a structure for the season, prepare a coaching plan for each session, have the appropriate kit. Above all, communicate to players, parents, and fellow coaches to set expectations.
  • Make sure players develop an understanding of the rules and laws of the game, that they respect opponents, teammates, coaches, and officials.
  • Never question an official’s judgement or honesty.
  • Ensure players and parents behaviour is appropriate and in keeping with the spirit of the game and the expectations of the Club.


Players’ Code

  • Play to enjoy rugby – always try your best to improve your skills and play well.
  • Play within the rules and laws of the game.
  • Never argue with referees or coaches – their decision is final, (even if you think that they are wrong). You never see a referee change their mind, do you?
  • Rugby is a team game – do your best for your teammates and don’t try to grab all that glory for yourself.
  • Don’t show off, lose your cool, pick on other players or generally misbehave – it’s not part of rugby.
  • If you lose, accept it with good grace and try harder next time.
  • Respect good play – from opponents or your team.
  • Help teammates, opponents, coaches, and officials – you can’t play rugby on your own.



October 2021

Cranleigh RFC Missing Child policy and Procedures

The following is the procedure to be followed in the vent of a missing child within the grounds of Cranleigh RFC.

Given the age of children in our mini section, it is recognised and expected that parents are ultimately responsible for their children during training sessions, matches and festivals.  It is required that parents or a designated guardian/adult be always at the club that their child is participating in club activities.  This is to minimise the risk of a child going missing but is required in the situation of an injury or sudden illness.  This applies to all visiting clubs too.

It is acknowledged that families often have more than one child attending the club or have siblings of players who are not of a playing age but require entertaining/seek entertainment/are purely being inquisitive and move away from the parent without being noticed.  Festivals can also be incredibly busy with increased footfall.  It is in these circumstances that a child can potentially go missing.  It is therefore necessary for the club to maintain a policy of dealing with the situation of a missing child such that the problem can be resolved quickly and efficiently.

This policy and procedures are also relevant for older age groups and visiting sides during training, Festivals, Tournaments and Rugby Events.

In the event of a child being reported missing, the procedure is to be followed.  This applies in the situation where a player/young spectator/sibling is reported being lost.

This missing child procedures are to be circulated to all parents, coaches, and managers at the beginning of the season.  A register is to be kept of all missing child incidents and are to be reported to M&Y Chairman, as well as the Clubs Safeguarding Officer.


Procedures for Clubhouse and Simon Campbell Grounds – mini & youth sessions and all Festivals/Mini & Youth events:

  • As soon as a child is noted to be missing, the parent or guardian must report this as soon as possible to the manager of their age group, a coach or other Cranleigh RFC personnel should they not be available. The manager or coach must request the name of the child (or the name they would answer to), name of the parent or guardian, the age (or age group) of the child, clothes worn and colour of hair.
  • The manager or coach who has been informed must designate to of their parents/volunteers to man and close the entrances from Wildwood land to prevent anyone leaving the grounds during lockdown.
  • Once made aware of the situation, the manager or coach should obtain the loud hailer as quickly as possible and use to announce that a child is missing. This announcement should be made from a central position and be clear and audible for all to hear. Loud Hailers are in the physio room and in the M&Y container on Simon Campbell Grounds.  The batteries should be regularly checked and changed as required by Cranleigh RFC committee members and coaching volunteers.
  • During the time of the lock down, only adults who may be conducting a search on foot outside the grounds should be permitted to exit the grounds and obviously must NOT be accompanied by a child.
  • During training/playing on site, all players at Cranleigh RFC, in all age groups, are to be bought together for a full register check of the players. A register is to be always maintained and kept available by each group for this purpose.  Young spectators/siblings are to remain with their parents, at all times.
  • The manager/coach/person in possession of the loud hailer is effectively coordinating the missing child procedure and should remain easily visible at the ‘control’ areas, which are the covered area next to the clubhouse and/or the bottom rugby posts on the Simon Campbell grounds. He/she should keep note of the time when they were advised of the missing child and the time the first announcement was made.
  • All age group coaches and managers at Cranleigh RFC are to coordinate parents/volunteers in search teams to cove the area immediately around their respective pitches – this includes going into hedges, ditches, and the pitch perimeters.
  • Once a child is found it is the responsibility of the person with the loud hailer to make an announcement of this fact again on both grounds. Lock down will then cease.
  • If the child is not found after 10 minutes from the first loud hailer announcement the police will be called by the responsible manager/coach, by dialling 999. Lock down will continue to be implemented until their arrival.  I n the meantime the search will continue.


October 2021

Cranleigh RFC is committed to ensuring that equity is incorporated into all aspects of its club operations, presently and in the future as endorsed by the RFU.

“Sports Equity” concerns fairness in sport, equality of access, the recognition of inequalities and the taking of appropriate steps to address them.  It also concerns changing the culture and structure of sport to ensure that it becomes equally accessible to everyone in society.

Cranleigh RFC respects the rights, dignity and worth of every persona and will treat everyone equally within the context of their chosen sport, regardless of their age, disability, ability, gender, race, ethnicity, religious belief, sexual orientation, or social/economic status.  This includes participation as a beginner, high performer, coach, referee, manager, administrator, spectator, employee, or board member.

Cranleigh RFC is committed to the principle of everyone having the right to enjoy their chosen sport in an environment free from the threat of intimidation, harassment, and abuse.

All club members and employees have a responsibility to oppose discriminatory behaviour of any kind and actively promote equality of opportunity.

Cranleigh RFC will deal with nay incidence of discriminatory behaviour in accordance with its disciplinary procedures.

Mini age groups (Under 11’s and below):

The parent or designated adult must remain on site throughout the session they are attending.  This includes home training, matches, away matches and all the tournaments’, that your child participates in.  In practice this means that of you decide to leave your child’s pitch for a break or to visit a sibling in another age group, you must make a member of the management/coaching team aware of your absence or choose another adult in the age group with whom your child is familiar.  You must remain in the area and be contactable in the event of an incident or accident involving your child.

Youth age groups (Under 12’s and above):

Cranleigh RFC promotes the attendance of all parents/designated adults at all training, matches and away fixtures.  Cranleigh RFC acknowledge the fact that the older age groups become more independent from their parents, U17/U18 age groups specifically, and many will often make their own way to and from matches or to training/away fixtures.  Should an incident occur with your child, in your absence, you must either immediately attend or send a designated adult, whether on site or not, must be contactable and available in the event of an incident or accident.  If not available, then there must be a designated person that your child knows and is aware is taking on this responsibility.

Cranleigh RFC wish to make it clear that all parents are responsible for all their children at all times, whether this be at training or off site for an away fixture.  We do not support the practice of dropping children off and leaving them without having made suitable arrangements.  Parents/designated adults must ensure that all contact numbers are made available to the age group managers, along with specific information regarding injuries the child may have, illnesses and allergies, that may require action.  The club expects high standards on and off the pitch, including in and around the clubhouse.  After training sessions or matches, members are encouraged to socialise but should be aware at all times of their child’s whereabouts and behaviour.  Age group managers are entitled to place additional stipulations to suit circumstances.  The club take these matters very seriously.  Please remember when completing your membership, you are agreeing to Club rules.


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