Code of Conduct, including the use of Social Media, for adult members of Whitehead Coastal Rowing Club.
Code of Conduct
Rational
Whitehead Coastal Rowing Club is fully committed to safeguarding and promoting the well-being of all its members, ensuring a positive and enjoyable experience for all. The club believes that it is important that members, coaches, administrators (and parents) associated with the club should, at all times, show respect and understanding for the safety and welfare of others. Therefore, members are encouraged to be open at all times and to share any concerns or complaints that they may have about any aspect of the club to the Chair and Vice Chair, or in the event that it is one of these persons that the concern or complaint is about; then the Club Secretary and another member of the Committee should be contacted.
Code of Conduct
As a member of Whitehead Coastal Rowing Club, you are expected to abide by the following code of practice:
All members must take responsibility in ensuring they are up to date with the rules, understand and adhere to them.
All members must respect the rights, dignity and worth of all participants regardless of age, gender, ability, race, cultural background, religious beliefs or sexual identity.
Members should recognise the valuable contribution made by coaches and officials who are usually volunteers. They give their time and resources to provide a rowing club for you to enjoy.
All members must respect officials and publicly accept their decisions.
All members should be a positive role model, treat other rowers, coxswains and officials with the same level of respect you would expect to be shown to you.
Use correct and proper language at all times.
Members should keep to agreed timings for training and competitions. In the event that they are unable to attend a training session or event, they should inform the organiser as soon as possible so that other members have the opportunity to take their place. In the event that a member repeatedly does not turn up for a booked training session they may be asked to forfeit their place in any team event.
Members must wear suitable kit for training and rowing sessions and be aware of the changeable conditions at sea. It is essential that a life jacket must always be worn when on the water. Health and safety of self and others is paramount and turning up without the necessary kit may result in not being able to participate. The decision of the coach or coxswain is final in this regard.
Members must pay any fees for training or events promptly.
Bullying of any sort will not be tolerated. Encourage everyone to enjoy their rowing and understand that people have different motivations for taking part.
Social Media Policy
Rational
The widespread availability and use of social media applications bring opportunities to engage and communicate in new and exciting ways. It is important that we are able to use these technologies and services effectively and flexibly.
It is important to ensure that we balance our need to communicate effectively with our responsibilities and respect for each other.
The policy requirements in this document aim to provide this balance to support innovation whilst providing a framework of good practice. They apply to all members.
The purpose of the policy is to:
Protect Whitehead Coastal Rowing Club from legal risks
Ensure the reputation of Whitehead Coastal Rowing Club
Ensure that our members know the appropriate use of social media within Whitehead Coastal Rowing Club.
Definitions and Scope
Social media (including personal and professional websites, blogs, chat rooms and bulletin boards; social networks, such as Facebook, WhatsApp, LinkedIn, Twitter and Instagram; video-sharing sites such as YouTube) are a common means of communication and self- expression.
It’s essential that volunteers, members and anyone connected with the club make informed decisions about how they use the internet, mobile phone and email communications to protect our club and our members.
All members should bear in mind that information they share through social networking applications, even if they are on private spaces, are still subject to copyright, data protection and Freedom of Information legislation, the Safeguarding Vulnerable Groups Act 2006 and other legislation.
Everyone involved in our club has the responsibility to safeguard both on and off the water including communications.
Use of Social Media in practice
All official Whitehead Coastal Rowing Club communication between Committee members, including meeting agendas, minutes and items for discussion will be through the use of email.
All official communication between the Committee and the Rowing Club members will be through the use of email. Doodle polls will be created for signing up to training sessions and other appropriate events. Members are requested to remove themselves as soon as practically possible should they not be able to attend.
The members WhatsApp Group should only be used for instant messaging purposes regarding the business of the Rowing Club. This includes such matters as sea/tide/weather conditions, late cancellation of training or rowing sessions, arranging car shares etc. It must not be used for chat messaging or other conversations not relevant to our main business of rowing. We would respectively ask that members use other private applications for this.
Whitehead Coastal Rowing Club will create an official Facebook page and/or Website which will be our ‘public face’. This will host our photographs, videos, contact details, membership forms and policies.
In the use of any of our social media profiles it is the responsibility of all members to:
Refrain from publishing comments about other clubs, rowers or officials and any controversial or potentially inflammatory subjects.
Avoid hostile or harassing communications in any posts or other online communications. Harassment is any offensive conduct based on a person`s race, sex, gender identity, national origin, colour, disability, age, sexual orientation, veteran status, marital status, religion or any other status protected by law.
Identify all copyrighted or borrowed material with citations and links. When publishing direct paraphrased quotes, thoughts, ideas, photos or videos, give credit to the original publisher or author.
The Committee will be responsible for reviewing online posts and resolving any concerns raised.
Should any member breach the Code of Conduct or Social Media Policy, there will be a disciplinary meeting with the Committee, and the severity of the breach discussed. A range of sanctions may be applied, up to and including the removal of the member from Whitehead Coastal Rowing Club. Any decision may be appealed with the final decision being made by the Appeals Panel.
Whitehead Coastal Rowing Club Privacy Statement for Members.
We are committed to respecting your privacy. This notice is to explain how we may use personal information we collect before, during and after your membership with us. This notice applies to you if you have registered to become or are a member of our club. This notice explains how we comply with the law on data protection, what your rights are and for the purposes of data protection we will be the controller of any of your personal information.
References to we, our or us in this privacy notice are to the Whitehead Coastal Rowing Club
We have not appointed a Data Protection Officer to oversee our compliance with data protection laws [as we are not required to do so], but the Officers of the Club have the overall responsibility for data protection compliance in our organisation. Contact details are set out in the "Contacting us" section at the end of this privacy notice.
1. Personal information we may collect from you
Depending on the type of membership you register for with us, you may initially provide us with or we may obtain personal information about you, such as information regarding your:
personal contact details that allows us to contact you directly such as name, title, postal address, email addresses and telephone numbers
date of birth
gender
membership start and end date
proposers and other information included on the application form for membership
records of your interactions with us such as emails and other correspondence and your instructions to us
details of any financial transactions with us
use of our social media pages (Facebook & WhatsApp)
records of your attendance at any events hosted or attended by us
imges in video and/or photographic form and voice recordings
details of emergency contacts
records of any rowing or erg assessments , competition results and details regarding events attended; o any disciplinary and grievance information.
2. Special Categories of personal information
We may also collect, store and use the following “special category” of more sensitive personal information regarding you:
Information about any medical condition that is pertinent to the sport of rowing.
In relation to the special category personal data that we do process we do so on the basis that
The processing is necessary for reasons of your personal Health and Safety.
It is based on your explicit consent.
In the table below’ we refer to these as the “special category reasons for processing of your personal data”.
3. Where we collect your information
We typically collect personal information about our members when you apply to become a member of the club, you register an account with us at Whitehead Coastal Rowing Club when you purchase any services or products we offer, when you make a query and/or complaint or when you correspond with us by phone, e-mail or in some other way.
We also may collect personal information about you from any third party proposer you provide as part of the application process for membership.
If you are providing us with details of emergency contacts they have a right to know and to be aware of how and what personal information we hold about them, how we collect it and how we use and may share that information. Please share this privacy notice with those of them whom you feel are sufficiently mature to understand it. They also have the same rights as set out in the “Your rights in relation to personal information” section below.
4. Uses made of the information
The details below describe the main purposes for which we process your personal information, the categories of your information involved and our lawful basis for being able to do this.
Purpose: To administer any membership you have with us and managing our relationship with you, including dealing with payments and any support, service enquiries made by you
Personal information used: All contact and membership details, transaction and payment information, records of your interactions and preferences with us.
Lawful basis: This is necessary to enable us to properly manage and administer your membership contract with us.
Purpose: To arrange and manage any contracts for the provision of any services.
Personal information used: Contact details, transaction and payment information. Records of your interactions with us.
Lawful basis: This is necessary to enable us to properly administer and perform any contract for the provision of any services have purchased from us.
Purpose: To send you information which is included within your membership package, including details about competitions and events.
Personal information used: Contact and membership details.
Lawful basis: This is necessary to enable us to properly manage and administer your membership contract with us.
Purpose: To answer your queries or complaints
Personal information used: Contact details and records of your interactions with us
Lawful basis: We have a legitimate interest to provide complaint handling services to you in case there are any issues with your membership.
Purpose: Retention of records
Personal information used: All the personal information we collect.
Lawful basis: We have a legitimate interest in retaining records whilst they may be required in relation to complaints or claims. We need to retain records in order to properly administer and manage your membership and run our club and in some cases we may have legal or regulatory obligations to retain records. We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.
Purpose: The security of our IT systems
Personal information used: Your usage of our IT systems and online portals.
Lawful basis: We have a legitimate interest to ensure that our IT systems are secure.
Purpose: To conduct data analytics studies to better understand event attendance and trends within the sport
Personal information used: Records of your attendance at any events or competitions hosted by us.
Lawful basis: We have a legitimate interest in doing so to ensure that our membership is targeted and relevant.
Purpose: For the purposes of promoting the club, our events and membership packages.
Personal information used: Images in video and/or photographic form.
Lawful basis: Where you have given us your explicit consent to do so.
Purpose: To comply with health and safety requirements
Personal information used: Records of attendance, Medical information about your health
Lawful basis: We have a legal obligation and a legitimate interest to provide you and other members of our organisation with a safe environment in which to participate in sport. We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.
Purpose: To administer your attendance at any courses or programmes you sign up to
Personal information used: All contact and membership details, transaction and payment data.
Lawful basis: This is necessary to enable us to register you on to and properly manage and administer your attendance on the course and/or programme.
Purpose: To arrange for any trip or transportation to and from an event
Personal information used: Identification documents details of emergency contacts, transaction and payment information, health and medical information.
Lawful basis: This is necessary to enable us to make the necessary arrangements for the trip and/or transportation to an event. We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above
Purpose: To use information about your physical or mental health (including any injuries) or disability status, to ensure your health and safety and to assess your fitness to participate in any events or activities we host and to provide appropriate adjustments to our sports facilities.
Personal information used: Health and medical information
Lawful basis: We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.
Purpose: To gather evidence for possible grievance or disciplinary hearings
Personal information used: All the personal information we collect
Lawful basis: We have a legitimate interest in doing so to provide a safe and fair environment for all members and to ensure the effective management of any disciplinary hearings, appeals and adjudications. We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.
Purpose: For the purposes of equal opportunities monitoring
Personal information used: Name, title, date of birth, gender and health and medical information
Lawful basis: We have a legitimate interest to promote a sports environment that is inclusive, fair and accessible. We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.
Purpose: To comply with legal obligations, for example, regarding people working with children or vulnerable adults to comply with our safeguarding requirements
Personal information used: Information about your criminal convictions and offences.
Lawful basis: For criminal records history we process it on the basis of legal obligations or based on your explicit consent.
For some of your personal information you will have a legal, contractual or other requirement or obligation for you to provide us with your personal information. If you do not provide us with the requested personal information we may not be able to admit you as a member or we may not be able to properly perform our contract with you or comply with legal obligations and we may have to terminate your membership.
For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our contract with you. Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the "Contacting us" section below.
Please note however that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent. Withdrawing consent may also have the same effects as not providing the information in the first place, for example we may no longer be able to provide certain member benefits to you.
5. Disclosure of your personal information
We share personal information with the following parties:
Any party approved by you.
To any governing bodies or regional bodies for the sports covered by our club: to allow them to properly administer the sports on a local, regional and national level.
Police, law enforcement and security services: to assist with the investigation and prevention of crime and the protection of national security.
6. How long do we keep personal information for?
The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long-term basis: for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements. Generally, where there is no legal requirement we retain all physical and electronic records for a period of 2 years after your last contact with us or the end of your membership. Exceptions to this rule are:
Details regarding unsuccessful membership applicants where we hold records for a period of not more than 6 months;
Information that may be relevant to personal injury or discrimination claims may be retained until the limitation period for those types of claims has expired. For personal injury or discrimination claims this can be an extended period as the limitation period might not start to run until a long time after the event.
It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example if you change your phone number or email address. You can contact us by using the details set out in the "Contacting us" section below.
7. Your rights in regard to your personal information
You have the following rights in relation to your personal information:
the right to be informed about how your personal information is being used
the right to access the personal information we hold about you
the right to request the correction of inaccurate personal information we hold about you
the right to request the erasure of your personal information in certain limited circumstances
the right to restrict processing of your personal information where certain requirements are met
the right to object to the processing of your personal information
the right to request that we transfer elements of your data either to you or another service provider; and
the right to object to certain automated decision-making processes using your personal information.
You should note that some of these rights, for example the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us. For example, we do not use automated decision making in relation to your personal data. However, some have no conditions attached, so your right to withdraw consent or object to processing for direct marketing are absolute rights.
Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/.
To exercise any of the above rights, or if you have any questions relating to your rights, please contact us by using the details set out in the "Contacting us" section below.
If you are unhappy with the way we are using your personal information you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first.
8. Changes to this notice
We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.
9. Contacting Us
In the event of any query or complaint in connection with the information we hold about you, please email info@whiteheadrowers.co.uk
Child Protection Policy