Policies

It is the Club's responsibility to deal with any act of indiscipline on the field of play by players, and/or any of their supporters and spectators on the touch line, or any club member who at any time uses threatening, abusive or insulting words or behaviour towards any appointed official, other member or visitor to the club or in any way brings the club or the game into disrepute; such behaviour is deemed to include that which is displayed or communicated through the use of technology including hardware, software, e-mail, telephone, voicemail, internet and other communication platforms such as social media. It is an RFU requirement for every club to appoint a Disciplinary Panel to deal with such incidents. Any member, whether player, supporter or spectator, will have a right to the Club appeals procedure following any penalty imposed.

It must be recognised that bad behaviour, particularly violent, abusive, threatening or discriminatory, is not in any way less serious because it occurs at a Rugby Club. Matters considered to be criminal will be referred to the Police.

Aldwinians Rugby Union Football Club acknowledges its responsibility to safeguard the welfare of all children and vulnerable adults involved in Aldwinians Rugby Union Football Club from harm.

Aldwinians RUFC is a club committed to ensuring that equity is incorporated in all aspects of its development. In doing so, we acknowledge and adopt the following Sport England definition of sport equity.

Sports equity is about fairness in sport, equality of access, recognising inequalities and taking steps to address them. It is about changing the culture and structure of sport to ensure it becomes equally accessible to everyone in society.

Our data protection policy sets out our commitment to protecting personal data and how we implement that commitment with regard to the collection and use of personal data.

Principles

• Bullying of any kind is not acceptable within any Club or Constituent Body (CB) giving playing opportunities to children and young people.
• The RFU/RFUW are a 'telling' culture and anyone who knows that bullying is happening is expected to tell their Club Safeguarding Officer or CB Safeguarding Manager, or a person they feel they can open up to.
• All forms of bullying will be taken seriously, responded to promptly, and procedures followed to deal with the situation.
• It is up to every adult working in rugby union, whether professional or volunteer, to ensure that all young people can enjoy the sport of rugby in a safe, enjoyable environment.

I confirm that all information provided by me is true and correct. I agree the following specific terms (so far as they apply):

All Members

1. ARUFC may contact me by email, phone or post and retain my details on both ARUFC’s and the RFU’s GMS systems.
2. If reasonably requested, to try to assist ARUFC and its officers as directed by them, and to recognise that ARUFC is run by volunteers.
3. To abide by the laws, regulations, and codes of conduct of the RFU, its Constituent Bodies and the general guidelines, policies, and rules of ARUFC.
4. Understand that membership fees are divided over a full 12-month period, and that direct debit payments are reduced to reflect this. Direct debits will continue to roll-over from one season to the next unless explicitly cancelled by the member. Membership fees will automatically be changed for payments from 1st September following any vote at the club’s AGM to do so.
5. ARUFC may pass my contact details and Player details to the RFU for player/member registration purposes.

Playing Members

6. ARUFC takes all reasonable precautions to maintain a safe playing and training environment, but the nature of rugby means injuries may occur. ARUFC cannot be held responsible for these. If injury occurs, treatment may be given by first aider(s), physiotherapist(s) or appointed medical practitioner(s).
7. The possibility of injuries (e.g., impact injuries, concussion, etc.) and the importance of wearing mouth guards and using IRB approved aluminium boot studs was explained to and is accepted by me.
8. To disclose all medical or other conditions which may affect the Player’s health or participation in rugby activities. ARUFC may share this with ARUFC’s first aider(s), physiotherapist(s), appointed medical practitioner(s) or as deemed reasonably necessary to injury treatment or for prevention of harm.

Junior Members

9. I am the parent/legal guardian of the Player. I apply for membership for the Junior Member. I authorise the Player to participate in activity at ARUFC.
10. I also personally agree to be and will procure that the Junior Member is bound by membership and the rules of ARUFC.
11. I acknowledge the ARUFC Rugby Handbook and will be bound by its policies, guidelines, and codes of conduct.

Associate Members

12. I am an authorised signatory of the Applicant. I apply as the Applicant. I personally agree and will procure that the Applicant (and all persons benefitting from business, group, or other corporate membership) shall be bound by the requirements of membership and the Rules of ARUFC.

Photography & Social Media

13. I consent to the use of photographs/videos of myself/my child being published on social media to promote the sport and Aldwinians RUFC in line with the RFU Safeguarding Policy. (See the Social Media & Photography Policy below, including how to object.)

Note: ARUFC will not pass on personal details to third parties without asking you in advance and giving you an option to ‘opt-out’. For ARUFC’s rules and general policies see www.aldwinians.co.uk.

Photographs and videos help us celebrate our players, share match-day moments and promote rugby and Aldwinians RUFC in the community. This policy explains how the club takes, uses and stores images of members, and how anyone can object. It is applied in line with the RFU Safeguarding Policy and the RFU Guidance on Social Media for Clubs.

Consent on joining

When joining, every member (or the parent/legal guardian of a junior member) agrees:

“I consent to the use of photographs/videos of myself/my child being published on social media to promote the sport and Aldwinians RUFC in line with the RFU Safeguarding Policy.”

This means that by signing up, a member automatically allows images and video of themselves (or their child) to be used in the club’s promotional material, including:

• the club website and the club’s official social media accounts;
• match reports, newsletters, programmes and club publications;
• posters, flyers, banners and sponsorship or fundraising material;
• material shared with the RFU, its Constituent Bodies and local media to promote the sport.

How to object

Anyone who does not want images of themselves or their child to be used should object by emailing info@aldwinians.co.uk. Please include:

• the member’s full name (and the parent/guardian’s name for a junior member);
• the team or age group they play for;
• whether the objection covers all use, or only certain uses (for example social media but not printed programmes).

You can object at any time, including after joining. Once received, the club will:

• record the objection and let the relevant coaches, team managers and club photographers know;
• stop using new images of that person in promotional material;
• remove existing images from the club website and official social media accounts as soon as reasonably possible.

Material that has already been printed or published by third parties (such as local newspapers) cannot always be recalled, but it will not be reused.

Protecting children and vulnerable adults

• Images will focus on rugby activity and team achievements, not on individual children out of context.
• The full name of a child will not be published alongside their image without specific permission from their parent/guardian. First names or team names will be used instead.
• No personal details (address, school, contact details) will ever be published with an image.
• All images must show players appropriately dressed. No photography or filming is permitted in changing rooms, showers, toilets or during medical treatment.
• Images that could be embarrassing, misinterpreted or misused will not be published.
• Where a child is subject to a court order or other safeguarding concern, parents/guardians must tell the club so that their image is never published.

Taking photos and video at the club

• Photos and video of children must not be taken at any club activity unless authorised by the club. This applies to matches, training, tournaments, tours and social events, at home and away.
• Only club-authorised photographers, coaches and volunteers may photograph or film children on the club’s behalf.
• Parents, guardians and spectators who wish to take photos or video must ask the team coach, team manager or Club Safeguarding Officer first. Where permission is given, images are for personal use only and must not include other children without their parent/guardian’s agreement.
• Images of other people’s children must never be shared on social media or elsewhere online.
• Anyone photographing or filming children without authorisation will be asked by a club official to stop, and may be asked to delete the images and leave the club’s grounds. Concerns will be passed to the Club Safeguarding Officer.
• Coaches may film training and matches for coaching and performance analysis once authorised by the club. This footage is for team use only and will not be published without following this policy.
• When playing away, the host club’s photography policy applies; at home, visiting teams and their supporters will be made aware of ours.

Social media

• Only club-approved administrators may post on the club’s official accounts, and they must follow this policy and the RFU Guidance on Social Media for Clubs.
• Club accounts will not tag or link to the personal profiles of junior members.
• Coaches and volunteers must not contact junior members privately through personal social media or messaging apps; communication should go through parents/guardians or approved club channels.
• Members must not post comments or images that are threatening, abusive, discriminatory or that bring the club or the game into disrepute. Breaches may be dealt with under the club’s Disciplinary Policy.

Storing images

Club images are stored securely on club-controlled systems and are handled in line with the club’s Data Protection Policy. Images will not be sold, or passed to third parties for their own commercial use.

Concerns

If you see an image of yourself or your child that you are unhappy with, or have any concern about how images are being taken or used, contact info@aldwinians.co.uk or speak to the Club Safeguarding Officer. Safeguarding concerns will always be acted on promptly.

In the RFU's opinion, social networking such as Twitter, Facebook, internet blogs and other online sites offers tremendous opportunities for rugby to communicate and engage with a growing audience as well as its existing members, supporters and players. The RFU is keen to promote the safe and responsible use of social networking technology, but also to make its members aware of the potential risks and to share best practice. 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 that include a reference to a person's ethnic origin, colour, race, nationality, faith, gender, sexual orientation or disability may attract a high disciplinary sanction. Comments can also attract civil and criminal action. Nearly 5,000 offences involving Facebook and Twitter were reported to police in 2012, and 653 people charged.

The Rugby Football Union (RFU) is committed to safeguarding and promoting the welfare of children in the sport. All children are entitled to feel safe and protected from any form of abuse and neglect, and have the right to take part in sport in a safe, positive and enjoyable environment.

Safeguarding and promoting the welfare of children is defined within the statutory guidance "Working Together to Safeguard Children" as protecting children from maltreatment; preventing impairment of children's health or development; ensuring that children grow up in circumstances consistent with the provision of safe and effective care; and taking action to enable all children to have the best outcomes.

This Toolkit is designed to assist Club Safeguarding Officers in their role. It should be read in conjunction with the RFU Safeguarding Policy and Guidance and RFU Regulations 15 and 21, all of which can be found on the RFU website. The aim is to ensure that children experience and enjoy the game within a safe environment. Clubs following this best-practice guidance will create a rugby environment in which boys and girls will have fun, achieve success and continue to participate in the sport.