Data Protection, Social Media and Photography Policy
1. Purpose
This policy explains how we:
- Collect and use personal data
- Ensure safe and appropriate online communication
- Manage photography and video involving club members
We are committed to protecting personal information in line with UK GDPR and supporting a safe environment in line with the Football Association of Wales safeguarding guidance.
2. Scope
This policy applies to:
- Players (including children)
- Coaches, volunteers, and officials
- Parents/carers
- Anyone involved in club activities
It applies to:
- Training, matches, and events
- Online communication and social media
- Use of images and video
SECTION A: Data Protection (UK GDPR)
3. What Data We Collect
We may collect:
- Names and contact details
- Emergency contact information
- Medical information (where necessary)
- Registration and participation records
- Photos/videos
4. How We Use Data
We use personal data to:
- Register and manage players
- Communicate about training, matches, and events
- Meet governing body requirements
We will only use data for legitimate club purposes.
5. Data Storage & Security
- Data will be stored securely (password-protected or locked)
- Only authorised individuals will have access
- Information will be kept only as long as necessary
6. Sharing Information
We may share data with:
- The Football Association of Wales (e.g. registration systems)
- Leagues or competition organisers
- Emergency services where required
We will never share data unnecessarily.
7. Your Rights
Individuals (or parents/carers) have the right to:
- Access their data
- Request corrections
- Request deletion (where appropriate)
- Withdraw consent (where applicable)
Requests should be made to the club contact.
SECTION B: Social Media & Online Communication
8. Acceptable Use
All members must:
- Communicate respectfully
- Use appropriate language and behaviour
- Follow club policies on conduct and safeguarding
9. Communication with Players (Under 18s)
- Communication should be transparent and appropriate
- Group messages are preferred over 1-to-1 contact
- Parents/carers should be included where possible
- No personal or private messaging late at night
10. Unacceptable Behaviour
We do not allow:
- Bullying, abuse, or harassment online
- Discriminatory or offensive content
- Sharing inappropriate images or information
Breaches will be dealt with under club disciplinary procedures.
SECTION C: Photography & Video
11. Our Approach
We recognise that photos and videos:
- Celebrate achievements
- Promote the club
However, they must be used safely and appropriately.
12. Consent Opt-Out
- As a club with a high media interest, we must operate an opt-out policy
- Individuals do have the right to opt out at any time
- Opt-out preferences will be respected and recorded
- If we are not notified of an individual opting out, the club will operate under the assumption that they are still consenting.
No images will be used where consent has not been given.
13. Safe Use of Images
We will:
- Avoid naming children in images where possible
- Never share personal details alongside images
- Ensure images are appropriate and respectful
- Use club-approved platforms where possible
14. Spectators & Photography
Parents/carers and spectators:
- May take photos for personal use
- Must not share images publicly without consent from those involved
- Must follow club guidance if concerns are raised
15. Storage & Use of Images
- Only authorised individuals will manage club media
- Images will not be kept longer than necessary
16. Reporting Concerns
Any concerns about:
- Data protection
- Online behaviour
- Use of images
Should be reported to:
- A coach or committee member
- The Club Safeguarding Officer
Serious concerns may be referred to the Football Association of Wales or relevant authorities.
17. Breaches of Policy
Breaches may result in:
- Removal of content
- Warnings or suspension
- Further disciplinary action
Serious breaches may be escalated externally.
18. Monitoring and Review
- This policy will be reviewed annually
- Updated in line with legislation and FAW guidance
19. Contact Details
- Club Secretary: Samantha Mullins
- Email: contact@bellevue-fc.cymru