Photography & Social Media Protection Policy


Bexley RFC expects that all Members, Coaches, Parents and Players will uphold the ethos of the club in all social media interactions and use of photographic materials, including any recordings.

The image of Bexley RFC should never be brought into disrepute nor in a way that harms its immediate and wider rugby community. It must be recognised that social media can be used as an effective tool to communicate with parents, players and members as well as the wider community.

All members of Bexley RFC are expected to use social media and photographic materials in a respectful and responsible manner. Social media and photographic images should not be used to insult, present offensive or inappropriate content or misrepresent the club.

Definition of Social Media

Social media refers to all the social networking sites, such as Facebook, Twitter, Linkedin, YouTube, Whatsapp, Snapchat and includes e-mail and mobile devices.

It covers photographic images, whether taken by mobile telephone, camera or other devices.

Bexley RFC is committed to providing a safe and enjoyable environment for young people. Implicit in this is the commitment to ensure that all publications, resources and media represent participants appropriately and with due respect.

By adopting the points outlined in these guidelines derived from those issued by the RFU, any club member will be putting in place the best possible practice to protect young people and wherever photographs or recorded images are taken and stored.

• Ensure parents / guardian / young person have granted their consent for the taking and publication of photographic images and have signed and returned the Parent / Guardian and Young Person Permission Form. (This is incorporated into the annual club membership form that is completed at the beginning of the season) • All young people must be appropriately dressed to be photographed. • Photography or recording should focus on the activity rather than a young person and personal details which might make a young person vulnerable, such as their name or exact address (tagging), must never be revealed. • Where an individual has achieved success in the game (e.g. when selected for representative side or showing triumph over adversity) permission must be gained from parent / guardian / young person to use photographs / recordings and relevant details. • If at any time the parent/carer or the young person wishes the data or photograph to be removed from the website, the administrator and the Club Safeguarding Officer should be informed. • Where possible photographs / recordings should represent the diverse range of young people participating in rugby. • Anyone taking photographs or recording at any rugby event must have a valid reason for doing so and seek the permission of the organisers / persons in charge. • Anyone taking photographs or recording should make themselves known to the event organisers / persons in charge and be able to identify themselves if requested during the course of the event. • Prior to any event the opposing team coaches must be notified photographs will be taken and permission requested. If this can not be done prior to the event, the head coach on the day must seek permission from the other team’s coaches.

All concerns regarding inappropriate or intrusive photography should be reported in confidence to the Bexley RFC Club Child Protection Officer

Social Media

With the introduction of new media and social networking, Bexley RFC also promotes the following guidelines for all members of the club to follow.

In the same way that a club has responsibility for the physical safety of all its members, the club must ensure that social media is used in a correct and safe way. The club is morally responsible for the content and tone of message left on social media sites including its website in relation to safeguarding issues. When using social media, members are expected to ensure they: • Respect the rights and confidentiality of others. • Do not impersonate or falsely represent another person. • Do not bully, intimidate, abuse, harass or threaten others. • Do not make defamatory comments. • Do not make any negative comments or refer to individual players ability or performance. • Do not use offensive or threatening language or resort to personal abuse towards each other. • Do not post content that is hateful, threatening, pornographic or inciting violence against others. • Do not post content that harms the reputation and good standing of Bexley RFC or those within its community. • Coaches and members cannot be prohibited from setting up their own unofficial closed groups but these must not be affiliated or identified as being related to the club in any way. • All images on the club website of children should be password protected and only available to club members. • All access to be able to update the club website should be controlled by the Club Web Master.

Mobile and on-line communication with children

Technology is moving very fast in this area. There are now many ways for people to communicate. On-line communication can be by email, instant messaging or social networking sites via mobile technology.

It is therefore recommended that: • Club Officials and coaches should not communicate with individual children by mobile, text or on-line at any time, on any matter, unless there is an immediate risk to the welfare of that child which can be lessened by such contact • If a club needs to communicate club-related information to children by email such as training or match details), it should use email groups comprising email addresses given by parents. It is inadvisable for a coach to communicate by email on a one-to-one basis with a child; if replying to an email from a child the parent should be copied into the response • Coaches and Club Officials should not communicate with children through social networking sites such as Facebook. Coaches should not be “friends” with the children they coach, and they should not comment on their status as this can open a coach up to allegations. • All social media sites should be regularly monitored and controlled to prevent any misuse.

Review Yearly – next review due June 2023