The Weald Lawn Tennis and Squash Racquets Club is committed to ensuring that all children (anyone under 18) and adults at risk are safeguarded from abuse and have an enjoyable experience.
This document outlines how the Club uses the internet and social media and provides procedures for doing so. It also outlines the expected behaviour of members, coaches, and parents/guardians or carers when communicating with players online.
The principles in this policy apply to all current and future technologies.
Purpose of this Policy:
- Protect children involved with the Club who use technology (such as mobile phones, tablets, game consoles, and the internet).
- Provide members and coaches with online safety policies and procedures, and guide them on how to respond to incidents.
- Ensure the Club operates within the law regarding online behaviour.
We recognise that:
- The online world provides opportunities but also presents risks and challenges.
- We have a duty to protect all children and adults involved with the Club from online harm.
- We are responsible for helping to keep children safe online, even if they are not using the Club’s network or devices.
- All children, regardless of age, disability, gender reassignment, race, religion, sex, or sexual orientation, have the right to equal protection from harm or abuse.
- Working in partnership with children, parents, carers, and other organisations is essential for responsible online safety.
We will seek to keep children safe by:
- Understanding what is acceptable and unacceptable online behaviour for members, coaches, and children, regardless of the device used.
- Ensuring adherence to relevant legislation and good practice when using social media platforms.
- Ensuring the person managing our online presence is trained and experienced.
Managing Our Online Presence
Our online presence, through our website or social media platforms, will adhere to these guidelines:
- All social media accounts will be password-protected.
- Social media accounts will be monitored by a designated person.
- The designated person managing our online presence will seek advice from the Welfare Officer and the LTA on safeguarding requirements.
- Inappropriate posts will be removed, with explanations provided to those affected (including parents if children are involved).
- Account and event settings will be set to private, visible only to invited participants.
- Social media used for communication with children must be through an organisational or community group, not personal accounts.
- Personal details (eg home address, school information) will not be posted online.
- Posts and communication will remain professional.
- Children will be informed about who manages social media accounts and who to contact for concerns.
- Parental consent is required for any communication with children and for posting photos or videos of children.
- All accounts and emails will be used only for Club-specific activities.
What we expect of members and coaches:
- Follow this policy and behave in accordance with it.
- Seek advice from the Welfare Officer or LTA if there are concerns regarding online safety.
- Avoid friending or following children on personal social media.
- Ensure all posted content is accurate and appropriate.
- Avoid private communications with children and ensure parents are copied in on any communication.
- Limit communication with children outside of event timings, unless necessary for professional reasons, with parents notified as needed.
- Sign off communication professionally, avoiding the use of emojis or symbols such as “Xs.”
- Respond to any disclosure of abuse in line with the safeguarding policy.
- Do not engage in sexting or send inappropriate or abusive messages.
What we expect of children:
- Understand and adhere to this policy.
- Follow the acceptable use guidelines for all devices.
What we expect of parents/carers:
- Be aware of and follow this policy.
- Seek advice from the Welfare Officer or LTA for any concerns regarding internet or social media use.
- Communicate with coaches professionally and appropriately.
- Avoid sexting or sending inappropriate or abusive messages.
Using Mobile Phones or Other Devices for Communication
When using mobile phones or devices to communicate, we will take the following precautions to keep children safe:
- The Club and coaches will communicate directly through parents or ensure they are copied into all messages.
- When necessary to contact children directly, parental consent will be obtained if parents cannot be copied in.
- Messages will be for professional communication, such as reminders about lesson times or meeting points.
- If a child engages a coach or Club member in an inappropriate conversation, the coach will:
- End the conversation and not reply.
- Inform the Welfare Officer to address the situation with the child and parents.
- Notify the LTA if the conversation raises safeguarding concerns.
Using Mobile Phones/Devices During Activities
To ensure children can fully engage in activities, the use of mobile phones/devices is discouraged. Coaches will:
- Ensure children know who to contact in case of an emergency.
- Inform parents when they can contact children who are away on trips.
- Provide emergency contact details for the coaching team during activities.
Related Policies and Procedures
This policy should be read alongside other Club policies, including:
- Safeguarding Policy
- Code of Conduct
- Photography and Filming Policy
- Anti-bullying Policy
- Diversity and Inclusion Policy