ONLINE SAFETY AND COMMUNICATION POLICY

Dunmow Tennis Club strives to ensure that all children (anyone under 18) and adults at

risk are safeguarded from abuse and have an enjoyable tennis experience.

This document sets out how the Club* (* = the club refers to Dunmow Tennis Club and will

furthermore be referred to as such in this policy) uses the internet and social media, and

the procedures for doing so. It also outlines how we expect the Committee, coaches,

volunteers, players and parents/carers, to behave online and communicate with players.

The principles in this policy apply no matter which current or future technology is used.

The purpose of this policy is to:

• Protect children involved in with our organisation and who make use of technology

(such as mobile phones, tablets, games consoles and the internet).

• Provide the committee, coaches, volunteers and players/members with policy and

procedure information regarding online safety and inform them how to respond to

incidents

• Ensure our club operates within the law regarding how we behave online

We recognise that

• the online world provides everyone with many opportunities; however, it can also

present risks and challenges

• we have a duty to ensure that all children and adults involved in our club are

protected from potential harm online

• we have a responsibility to help keep children safe online, whether or not they are

using the Club’s network and devices

• all children, regardless of age, disability, gender reassignment, race, religion or

belief, sex or sexual orientation, have the right to equal protection from all types of

harm or abuse

• working in partnership with children, their parents, carers and other organisations is

essential in helping them to be responsible in their approach to online safety

We will seek to keep children safe by

• understanding the safety aspects, including what is acceptable and

unacceptable behaviour for the committee, coaches, volunteers and children,

when using website, social media, apps and other forms of digital

communication

• being aware that it doesn’t matter what device is being used for digital

interaction, but that the same safety aspects apply whether it is a computer,

mobile phone or game console

• when using social media platforms, ensure that we adhere to relevant

legislation and good practice

• ensuring the person managing our Club’s online presence is suitably trained

and experienced

Managing our online presence

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

following guidelines:

• all social media accounts will be password-protected, and at least two

members of the committee and/or volunteers will have access to each

account and password

• social media accounts will be monitored by a designated person, who will

have been appointed by the committee

• the designated person managing our online presence will seek advice from

our Club Safeguarding Officer and the committee to advise on safeguarding

requirements as required

• the designated person will remove any inappropriate posts, explaining why,

and informing anyone who may be affected (as well as the parents of any

children involved) after consultation with the Club Safeguarding Officer

• account, page and event settings will be set to 'private' so that only those

invited can see their content

• social media pages/groups (e.g., Facebook pages/groups) used to

communicate with children must be an organisation, community or sports

group and not personal

• identifying details such as a child's home address, school details,

telephone number or email will not be posted on social media platforms

• any posts or correspondence will be of a professional purpose

• we'll make sure children are aware of who manages our social media

accounts and who to contact if they have any concerns about the running

of the account

• parents will be asked to give their consent for us to communicate with

their children through social media, or by any other means of

communication

• parents will need to give consent for photographs or videos of their child

to be posted on social media

• all our accounts and email addresses will be appropriate, fit for purpose

and only used for club/county specific activities

What we expect of all club members, coaches and volunteers

• they should be aware of this policy and behave in accordance with it

• they should seek the advice from our Club Safeguarding Officer and the committee if

they have any concerns about the use of the internet or social media

• any messages they wish to send out to children must be sent through the designated

person responsible for the Club's online presence

• they must not 'friend' or 'follow' children from personal accounts on social media

• they must make sure any content posted is accurate and appropriate

• they must not communicate with children via personal accounts or private messages

• they must communicate with parents through email or in writing, or use an organisational

account, profile or website rather than via personal social media accounts

• they must copy in parents or at least one other member of the committee, coach or

volunteer to any communications sent to children

• they must avoid communication with children beyond dedicated event or activity timings,

unless it is necessary for professional purposes (i.e., emergencies, whilst on a trip, etc.)

and contacting the parents is not possible

• they must sign off any communication in a professional manner, avoiding the use of

emojis or symbols such as kisses (“X’s”)

• they must respond to any disclosure of abuse in line with the safeguarding policy and

consult with the Club Safeguarding Officer

• they must not engage in sexting, or send pictures or messages that are abusive,

obscene, inappropriate, indecent or menacing to anyone

What we expect of children

• they should be aware of this policy

• they should follow the guidelines set out in our acceptable use statement on all devices

What we expect of parents/carers

• they should be aware of this policy and behave in accordance with it

• they should seek the advice from our Club Safeguarding Officer and the Committee if

they have any concerns about the use of the internet or social media

• they should communicate with the committee, coaches and volunteers in a professional

and appropriate manner

• they must not engage in sexting, or send pictures or messages that are abusive,

obscene, inappropriate, indecent or menacing to anyone

Using mobile phones or other devices to communicate

When using mobile phone or other devices to communicate, we will take the following

precautions to help keep children safe:

• staff, coaches and volunteers will communicate through parents directly or copy

them into all messages to children

• where it is necessary to contact children directly, and it is not possible to copy

for the parents into the message, we will seek parental consent to do this

• messages will be used for professional communication, such as reminders

about lesson times, meeting points etc.

• if a child tries to engage a member of the committee, coach or volunteer in a

conversation which is not of a professional manner (for example, their personal

life), the member of the committee, coach or volunteer involved will:

> end the conversation or not reply

> inform the Club Safeguarding Officer as soon as possible and arrange to

address the matter with the child and their parents appropriately

> if the conversation raises safeguarding concerns, notify the LTA as soon as

possible

Using mobile phones/devices during activities

So that all children can enjoy and actively take part in tennis activities, we discourage

the use of mobile phones/devices. As part of this policy, we will:

• make children aware of how and who to contact if there is an emergency or a

change to previously agreed arrangements

• inform parents of appropriate times they can contact children who are away

on trips

• advise parents that it may not be possible to contact children during activities

and provide a contact within the club or organisation who will be reachable

should there be an emergency

Related policies and procedures

This policy should be read alongside our Dunmow Tennis Club policies and procedures,

including:

• safeguarding policy

• code of conduct

• photography and filming policy

• anti-bullying policy

• diversity and inclusion policy

This policy is reviewed every two years (or earlier if there is a change in national

legislation).

PHOTOGRAPHY AND FILMING BEST PRACTICE

GUIDANCE

This guidance is intended to supplement the LTA Photography Policy by assisting clubs

and counties with their photography and filming practices.

RISKS OF SHARING IMAGES ONLINE

Sharing photographs and images of children on social media or other online platforms

carries potential risks. For example:

• children may become vulnerable to grooming if a photograph is shared alongside

information that makes them identifiable. This includes: personal details; a tag with

location information; visual details such as a school/club uniform

• inappropriate images of children may be shared online

• images may be copied, downloaded, screen-shotted or shared by anyone

• images of children may be adapted and used inappropriately

• photos or videos may appear in internet search results

• depending on the terms and conditions of using an online platform, the image may

be owned by the platform once it’s been posted. Platforms may then license images

for use by third parties – such as for commercial purposes

• each photo or video, and any comments on them, become a part of a child’s public

image.

CLUBS AND COUNTIES SHOULD SEEK TO KEEP CHILDREN

SAFE BY

• always asking for written consent from a child and their parents or carers

before taking and using a child’s image

• if consent is withdrawn, taking reasonable steps to remove the photos of

the child from public view. It may not be possible to delete or destroy all

images that have been disseminated online (such as via social media) or

in hard copy.

• only using first names of children, unless:

> it’s considered necessary – such as for elite /high profile child players

> it’s in the child’s best interests

> the child and parent have consented (and been informed how, where,

in what context an image might be used, e.g. public website, or through

social media and are aware of potential risks)

• never publishing personal information about children

• making sure children, their parents and carers understand how images

will be securely stored and for how long (including how we will control

access to the images and their associated information)

• reducing the risk of images being copied and used inappropriately by:

> only using images of children in appropriate clothing

> avoid images and camera angles that may be more prone to

misinterpretation or misuse than others

> avoiding full face and body shots of children taking part in activities

such as swimming where there may be a heightened risk of images

being misused

• using images that positively reflect children’s involvement in the activity

• using business devises unless not practical/possible to do so. It is

important that where personal devises are to be used, this is justifiable

and not simply because that is the way it has always been done

• reasonable spot checks will take place on personal devises to monitor

compliance

• expectations are clearly set around consent and the use of any personal

devises among staff, volunteers and young players

PHOTOGRAPHY AND/OR FILMING FOR PERSONAL USE

When children, parents/carers or spectators are taking photographs or filming at events

and the images are for personal use, it is advisable to publish guidance on what will be

allowed in the event programmes and/or announce details before the start of the event.

In the event that a player wishes to enter into a private arrangement with a commercial

photographer or videographer, the photographer or videographer must have the express

consent of that player (or their parent or legal guardian where the player is under 18 years

old) and the LTA recommends that clubs and counties make any such photographer/

videographer aware that they should be notifying the Competition Director of their

attendance at the competition.

USING OFFICIAL OR PROFESSIONAL PHOTOGRAPHERS

If a club or county engages a photographer for an event, it is advised that they:

• follow a safe recruitment process/policy

• provide the photographer with a clear brief about appropriate content and behaviour

• ensure the photographer wears identification at all times

• inform children and parents/carers that a photographer will be at the event and ensure

they give written consent to images which feature close up images of their child being

taken and shared*

• inform the photographer about how to identify – and avoid taking images of children

without the required parental consent

• clarify areas where all photography is prohibited (i.e. toilets, changing areas, first aid

areas)

• not allow the photographer to have unsupervised access to children

• not allow the photographer to carry out sessions outside the event or at a child’s home

• report any concerns regarding inappropriate or intrusive photography.

** At some events, wide-angle and general images of the event, the site, award

ceremonies, and similar may be taken. It may not be reasonable, practical or proportionate

to secure consent for every participating child in order to take such images. In these

circumstances, clubs and counties should make clear to all participants and parents that

these kinds of images will be taken, and for what purposes.

PHOTOGRAPHY AND/OR FILMING FOR WIDER USE

If people such as local journalists or professional photographers (not hired by a club or

county) wish to operate an event and share the images professionally or in the wider

world, clubs and counties should ensure they have given proper permission for this in

advance.

Clubs and counties should ensure the following information is provided to them:

• the name and address of the person using the camera

• the names of children they wish to take images of (if possible)

• the reason for taking the images and/or what the images will be used for

• a signed declaration that the information provided is valid and that the images will only be

used for the reasons given.

Clubs and counties should verify these details and decide whether to grant permission for

the photographs/films to be taken. They should also seek consent from the children who

are the intended subjects of the images and their parents and inform the photographer of

anyone who does not give consent.

Clubs and counties must inform children, parents/carers that an external photographer is

present and ensure they are easily identifiable.

CONCERNS

If a club or county becomes concerned that someone unknown to them is taking

photography or filming without permission, they should ask them to leave and (depending

on the nature of the concerns) follow our safeguarding procedures.

Where inappropriate images/films are being taken that raise a safeguarding concern, this

should be reported to the Club Safeguarding Officer and LTA Safeguarding team. It may

also be necessary to report this to the police.

STORING IMAGES

Clubs and counties must store photographs and videos of children securely and in

accordance with data protection law.

Hard copies of images should be kept in a locked drawer and electronic images in a

protected folder with restricted access.

Images of children should never be stored on unencrypted portable equipment such as

laptops, memory sticks and mobile phones.

Images are deleted after use and not repurposed for personal use (e.g. marketing or

otherwise)

When obtaining consent for capturing and storing images it should be stated how long

images will be kept for.

If at the time consent was obtained there was no reference to storage, the images should

be reviewed as to whether the images are still required to be stored and that storage is

necessary and legitimate.

Access to images should be controlled, i.e. through a password protected folder

Images should not be kept longer than consent was given for. If images are deemed to be

no longer necessary, they should be deleted.