Digital policy.

1.      Why we have this policy. We want to celebrate our players, keep families informed and share what makes Rothley Imps special. Everyone should feel safe and respected when we communicate or share images.

This policy applies to players, parents and carers, coaches, volunteers, committee members and spectators. It covers the club website, social media, photographs, videos, email, messaging apps and personal posts relating to the club. A child means anyone under 18.

2.      Be respectful wherever you communicate.

• Be friendly, accurate and considerate. Treat players, volunteers, opponents and match officials with respect, including in private groups.

• Do not post or share bullying, abusive, discriminatory, threatening or sexual content, rumours, or material that humiliates someone. Avoid targeting children or publicly criticising individual performances.

• Raise disagreements privately with the team manager or an appropriate committee member. Safeguarding concerns should go straight to the Club Welfare Officer. Never discourage someone from reporting a concern.

• Keep personal information, complaints and welfare matters out of public posts and team group discussions. Remember that private messages can be forwarded or screenshotted.

3.          Keep team communication safe

• Send routine arrangements through parents and carers. Under-16s must not join adult team administration groups. Any inclusion of 16- or 17-year-olds needs written parental permission and club approval; include their parent or carer for oversight.

• Coaches and volunteers must not privately message, follow or add club children through personal social accounts. For necessary role-related contact with a young referee, coach or volunteer, include their parent, carer or Welfare Officer.

• Use approved groups with at least two authorised adult administrators. Explain that members may see each other’s numbers, check before adding people, and remove those who leave. Offer another way to receive essential updates.

• Keep messages football-related and at reasonable times. Do not use disappearing messages. If a child contacts an adult privately, keep the message, move routine contact to the parent or carer, and report any welfare concern promptly.

• Online sessions involving children need parental agreement and adult oversight. Use group sessions that a parent or another authorised adult can observe and interrupt; no private one-to-one video calls.

4.          Take and share photographs responsibly. Photos of football, friendships and achievements are welcome. A child’s welfare and wishes always come first. Parents or children can ask the team manager or Social Media and Website Lead to stop further use or remove an image. The club will act promptly on its own channels and request removal elsewhere, but cannot guarantee recovery of copies already shared by others.

• The club must hold recorded parent or carer permission before publishing an identifiable child’s photograph or video. Explain where it will appear and how it will be used. Permission for a private team group does not automatically cover the website, social media, sponsors or press.

• Ask children whether they are comfortable being photographed and respect a “no”. Declining photography must not affect their football opportunities. Managers must check permissions, including for children from other teams, before submitting images.

• Tell the Welfare Officer confidentially about any restrictions or safety concerns. Do not publish images that could put a child at risk. Where permission is missing or uncertain, leave the image unpublished or ensure the child cannot be identified.

• Choose positive, appropriate images with children suitably dressed. Never photograph or film in changing rooms, showers or toilets, or share images of children receiving first aid, distressed or exposed.

• Our default is to avoid naming children alongside images. A first name may be used with specific written parental permission and the child’s agreement. Do not publish full names, tag children’s accounts, or reveal their school, address or personal contact details.

• Parents and spectators must respect restrictions communicated by the club. Before sharing identifiable images of other children, obtain their parent or carer’s permission. Do not repost private team photographs publicly without permission.