Weybridge Vandals RFC and the RFU positively encourages parents and spectators to take photographs of participants involved in rugby union to celebrate the ethos and spirit of the sport.

As a club, Weybridge Vandals remain and have been fully committed to safeguarding our young players and therefore anyone wishing to capture images, either as a team photo, action shots or video footage to please read our guidelines and policy and adhere to them accordingly.

Please note: Any photograph (digital or print) or film/video which is produced and released into the public domain may by misused by anyone as control has been lost.

• We ask that all parents/carers when signing up for membership at the start of every season to either approve or opt out of photos being taken of their child in Pitchero and if the latter has been chosen that the coaches of their year group are made aware. The coaches will in turn inform the Safeguarding officer/s of the club
• Please check with coaches at the start of the session/ match/ tournament if they are happy for you to take pictures of the day and adhere to their decision

Guidance

Weybridge Vandals RFC will:

• Ensure that consent for photos and video is obtained from all the parents/guardians/carers at the start of each season for the use of photographs and videos in any club promotional activity
• Ensure that should there be any individual restrictions of players that the coaches and Club Safeguarding Officer/s are informed and guidance will be given in communications with the parents/guardians/carers
• Weybridge Vandals will ensure that no child will be identified individually by name in any club promotional activity whether in images or social media.
• Provide clarification on any issues arising from ownership of images and access to them to anyone who requires it
• When alerted to an image in the public domain (whether by a third party or a parent) that has not received consent will take reasonable steps to request removal and delete it
• Ensure that all parents/carers/guardians and coaches are aware of their responsibilities when taking photos

Weybridge Vandals coaches will:

• Ensure photographs are of the team and team activity rather than individuals and provide structure so that photos can be taken even if children without consent are present
• Will ensure that the opposition is also aware of any restrictions to any individuals being photographed prior to any matches where filming or photographs will take place.
• Will ensure that if an official photographer has been hired for a match or if it is being recorded via VEO camera that this is communicated to all parents / guardians/ carers and that they are vetted
• Ensure children are appropriately dressed when being filmed or photographed
• Ensure no filming or photos are taken in the changing rooms
• Ensure no personal information which could lead to a child being identified is used
• Ensure any individuals who have not given consent are communicated to the Club Safeguarding Officer
• Ensure all images must be respectful and appropriate

Parents/Carers/Guardians will:

• Seek approval on taking photographs or films with the team coaches prior to any training session, match or tournament
• Ensure any instructions given by the club are adhered to and respected
• When taking pictures of their own children, which they can use how they please, if they are posting on social media or using in the public domain ensure that other children are not identifiable in any way. Use of cropping or obscuring face and detail would be preferable
• Ensure if circumstances and consents change that coaches and the Club Safeguarding officer /s are informed

Use of video recording in training:

• Coaches will ensure that all parents/carers/guardians are made aware in advance if a film is being taken to be used as a coaching aid.
• Only videos to be used for this purpose will be taken, stored safely and deleted when no longer required or when requested by a parent, guardian or carer
• Training videos of children will only be viewed by DBS cleared coaches
• Training images/videos of children must NOT be shared on any social media or public platforms
• All coaching videos will be in line with current Age Grade codes of Practice (https://rfu.widen.net/s/pdrvtjgbdf/231005-age-grade-rugby-codes-of-practice)
• Weybridge Vandals and the RFU encourages and supports the filming of rugby union to support external examinations such a Duke of Edinburgh, GCSE, A-level or BTEC PE

Use of VEO camera systems to record matches:

• Consent must be sought in writing from the opposition well in advance of any fixtures. If this is not received the match should not be recorded
• Matches can only be filmed if all participants from both sides have the appropriate consent. Opposition coaches can provide proxy consent, but this can be withdrawn at anytime and the footage will then be immediately withdrawn
• Parents, carers and guardians should be made aware in advance that the film is being taken and for what purpose
• Signage must be displayed in prominent locations informing people that filming is taking place
• Access to the footage must be provided in a controlled link and shared with both teams
• Coaches will ensure that there are no health and safety hazards when setting up the camera and that it is positioned at least 2m away from the try line.
• Attention should be paid to allowing the footage to be shared in line with current Age Grade Codes of Practice and safeguarding and club policies

Jane Grist and Sally Dodd
Club Safeguarding Officers
Weybridge Vandals RFC