Online safety and social media policy

This policy has been developed to inform our club members about using social media (Facebook, YouTube, X (Twitter), Tik Tok, Instagram and all other social networking sites and forums) so people feel enabled to participate, while being mindful of their responsibilities and obligations. In particular, this policy provides practical guidance allowing all parties to benefit from the use of social media, while minimising potential risks, especially the risks to children, and protecting those involved.

See “List of WAC approved social media platforms” on page 6 of this document. Please inform Phil O’Connor of any other social media in use.

Managing Online Presence

Our online presence through our website or social media platforms will adhere to the following guidelines:

• where technically possible, all social media accounts will be password-protected, and a member/volunteer of the club who hold a current DBS and EA safeguarding training will have access to each account and responsibility for it
• the account will be monitored by the member/volunteer mentioned above
• the member/volunteer managing the social media channel will seek advice from our designated welfare officers on any perceived safeguarding issues
• the member/volunteer will remove inappropriate posts, explaining why, and informing anyone who may be affected (as well as the parents of any children involved)
• we’ll decline requests from children under 13 to join the club’s social media accounts                                                                                                                                          
• we’ll make sure all club members are aware of who to contact if they have any concerns about something that’s happened online (see useful contacts below – this will be the club Welfare Officers)
• our account, page and event settings will be set to ‘private’ so that only authorised members can see their content
• identifying details such as a club members home address, school name or telephone number shouldn’t be posted on social media platforms
• any posts or correspondence will be consistent with our aims and tone as a club
• parents will be asked to give their approval for us to communicate with their children through social media, via video conferencing platforms or by any other means of communication – this communication must not be on a 1-1 basis
• permission for photographs or videos should be given before posting on social media
• video conferencing sessions will be password protected in order to maintain children’s privacy and prevent exposure to inappropriate or harmful content by third parties

Online Behaviours Applicable to EVERYONE

The code of conducts state the expected behavioural standards, this includes behaviour on social media.  Here is some specific do’s and don’ts to consider before posting on social media:

• Pause and think about what you are saying and the impact it might have
• Be careful, respectful and positive. You are personally responsible for what you post. If in doubt, don’t post it.
• Think about your image – ‘what do I want people to think about me or my club?’
• Consider who you are interacting with – you will likely come into contact online with under 18s. Familiarise yourself with safeguarding regulations in relation to engaging with under 18s.
• permission for photographs or videos should be given before posting on social media
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• Respect confidentiality within the team e.g. tactics, squad information, announcements, coaching advice, training sessions.
• Remember many different audiences will see your posts including Club members, potential members, children, member’s relatives, and friends.

• Be smart about protecting yourself, your privacy, and confidential information. What you publish is widely accessible and will be around for a long time, so consider the content carefully and your privacy settings.
• Don’t post content that discriminates against individuals or groups on the basis of age, disability, gender reassignment, marriage & civil partnership, pregnancy & maternity, race, religion or belief, sex, sexual orientation.
• Don’t engage in ‘sexting’ or send pictures to anyone that are obscene
• Don’t write anything on social media channels that you wouldn’t feel comfortable seeing in a newspaper or hearing on TV. Everything you write is treated as a direct quote i.e. ‘Don’t tweet what you wouldn’t say to your mum/gran’ or ‘Think before you tweet’ or ‘Would I say this face to face with someone?
• Don’t speak negatively about other club members, competitors, officials or governing bodies. Never use slurs, personal insults or obscenity. Be professional and respectful.
• Be in the right state of mind when you make a post. Don’t post when you’re angry, upset, or your judgement is impaired in any way. Be very careful what you say, do and post because once it’s on a social media channel, it can go viral very quickly.

• Don’t engage in on-line disputes and don’t allow family or friends to argue on your behalf.

What we expect from our club volunteers

• volunteers should be aware of this policy and behave in accordance with it
• we expect behaviour online to be consistent with the guidelines set out in the code of conduct for volunteers
• volunteers should seek the advice of the designated welfare officer if they have any concerns about the use of the internet or social media
• volunteers should not ‘friend’ or ‘follow’ children from personal accounts on social media and maintain the same professional boundaries online as they would in person when using club accounts
• volunteers should make sure any content posted on public personal accounts is accurate and appropriate as club members may ‘follow’ them on social media
• rather than communicating with parents through personal social media accounts, volunteers should choose a more formal means of communication, such as face-to-face, in an email or in writing, or use a club account or website
• emails or messages should maintain the clubs tone and be written in a professional manner, e.g. in the same way you would communicate in a professional setting, avoiding kisses (X’s) or using slang or inappropriate language
• volunteers should not delete any messages or communications sent to or from club accounts
• volunteers should undertake all online safety training offered and gain a basic knowledge of the platforms and how to report or remove inappropriate content online
• any concerns reported through social media will be dealt with in the same way as a face-to-face disclosure, according to our safeguarding procedure
• at least one parent must be present during the delivery of any activities via video conferencing platforms at home
• any delivery of activities to children via video conferencing platforms should ideally be supported by an additional adult (even if they’re not actively delivering) to ensure transparency
• club members must not engage in ‘sexting’ or send pictures to anyone that are obscene

What we expect of club members

• members should be aware of this policy and the behaviours set out
• members should take the necessary steps to protect themselves online. Children (U18s) must follow the age restrictions set out by social media companies
• members behaviour online must be consistent with the guidelines set out in the applicable Wimborne AC code of conduct (Junior Members, Athletes or Road Runners) and our Inclusion Policy

What we expect of parents/people with parental responsibility

• parents should be aware of this online safety policy and behave in accordance with it
• parents should protect children’s privacy online and think carefully about what content they share online, where they share it and who they’re sharing it with
• we expect behaviour online to be consistent with the guidelines set out in the various club codes of conduct and policies.

Policy breach

Club members who breach this policy (and other related policies) will face a warning in the first instance, persistent breaches will be dealt with through the clubs Complaints and Disputes Policy. 

Any breaches of a safeguarding nature will be addressed through the clubs Safeguarding and Welfare policy and where appropriate will be reported to UK Athletics.

Whilst the club will try to moderate social media posts, if you do have any concerns or would like to make a complaint please contact the club welfare officer.

Useful Contacts

• Club Welfare Officers are available from this page – https://www.wimborneac.co.uk/club-welfare-officer-details/                                    

At time of publication of this document, they are –

Welfare Officer                                           

Name:  Glyn Davies                       

Email:  glynjen50@gmail.com                  

Phone Number:  07710619562

Welfare Officer

Name:  Lorraine Winton

Email:  winton804@btinternet.com

Phone Number:  07305333769

• UKA 07920 532552/ safeguarding@uka.org.uk
• EA welfare@englandathletics.org
• NSPCC Helpline 0808 800 5000
• Childline 0800 1111 / www.childline.org.uk
• The UK Safer Internet Centre https://saferinternet.org.uk/
• Anti-Bullying Alliance www.antibullyingalliance.org

Related Club Documents, Policies and Codes of Conduct

• Club Constitution and Rules of Wimborne Athletic Club
• Safeguarding and Welfare Policy
• Inclusion Policy
• Complaints and Disputes Policy
• Codes of Conduct (Club, Coaches, Officials, Team Managers, Junior Members, Athletes, Road Runners, Parents/people with parental responsibility and Volunteers)

List of WAC approved social media platforms