07453 849843 (M)
1. Percy Park Rugby Football Club acknowledges its responsibility to safeguard the welfare of all children involved in Percy Park RFC from harm.
2. Percy Park RFC confirms that it adheres to the Rugby Football Union's Safeguarding Policy and the procedures, practices and guidelines and endorse and adopt the Policy Statement contained in that document and any successor policy.
3. A child is anyone under the age of 18 engaged in any rugby union activity. However, where a 17 year old male player is playing in the adult game it is essential that every reasonable precaution is taken to ensure his safety and wellbeing are protected.
4. The Key Principles of the RFU Safeguarding Policy are that:
· The welfare of the child is, and must always be, paramount to any other considerations.
· All participants regardless of age, gender, ability or disability, race, faith, culture, size, shape, language or sexual identity have the right to protection from abuse or harm.
· All allegations or suspicions of abuse, neglect, harm and poor practice will be taken seriously and responded to swiftly, fairly and appropriately.
· Working in partnership with other organisations, statutory agencies, parents, carers, children and young people is essential for the welfare of children.
· Children have a right to expect support, and personal and social development delivered by an appropriately recruited, vetted and managed in relation to their participation in rugby union, whether they are playing, volunteering or officiating in the community or professional areas of the sport.
5. Percy Park RFC recognises that all children have the right to participate in sport in a safe, positive and enjoyable environment whilst at the same time being protected from abuse, neglect, harm and poor practice. Percy Park RFC recognises that this is the responsibility of everyone involved, in whatever capacity, at the club.
6. Percy Park RFC will implement and comply with the RFU Code of Conduct and the Codes of Conduct for Coaches, Spectators and Officials as appropriate.
7. The Club Safeguarding Officer is Chris Rowley
8. If you witness or are aware of an incident where the welfare of a child has been put at risk you must, in the first instance, inform the Club Safeguarding Officer. They will then inform the CB Safeguarding Manager and the RFU Safeguarding Team. If an incident involves the Club Safeguarding Officer you should inform the Chair of Youth Rugby and either the CB Safeguarding Manager or the RFU Safeguarding Team.
9. All members of Percy Park RFC who work with children in Regulated Activity must undertake an RFU Disclosure and Barring Service (DBS) check in accordance with RFU Regulation 21.
10. Percy Park RFC will ensure that all its members, whether they are coaches, parents, players or officials will comply with the Best Practice Guidance as issued by the RFU. In summary, the following are NOT acceptable and will be treated seriously by the club and may result in disciplinary action being taken by the club, the CB or the RFU:
· Working alone with a child.
· Consuming alcohol whilst responsible for children.
· Providing alcohol to children or allowing its supply.
· Smoking in the presence of children.
· Humiliating children.
· Inappropriate or unnecessary physical contact with a child.
· Participating in, or allowing, contact or physical games with children.
· Having an intimate or sexual relationship with any child developed as a result of being in a 'position of trust.'
· Making sexually explicit comments or sharing sexually explicit material.
11. Percy Park RFC manages the changing facilities and arranges for them to be supervised by two DBS checked adults of the appropriate gender for the players using the facilities. [ ] RFC ensures that all its coaches, parents, officials and spectators are aware that adults must not change at the same time, using the same facilities as children.
12. Percy Park RFC will ensure that its coaches and team managers will receive the support and training considered appropriate to their position and role. The RFU "Managing Challenging Behaviour" Policy has been adopted and circulated amongst the club workforce both, voluntary and paid.
13. Any events held on Percy Park RFC premises must comply with this Policy and if appropriate a Safeguarding Plan should be discussed and circulated to those affected. Any tours, overseas or domestic, undertaken by Percy Park RFC must comply with the relevant RFU Regulations and Guidance relating to tours.
14. Any junior teams using social media to communicate with their players / parents should ensure they comply with the Northumberland CB Safeguarding policies that can be found on the Northumberland RFU website:
There may be a number of other points clubs may wish to add to this policy to take into account any matters which are specific to their club, ie if it is on a public site there may be additional safety issues. Clubs should not delete any of the above.
This must be adopted in accordance with the club constitution.
Percy Park Privacy Notice
Summary of how we and the RFU use your data
- Percy Park RFC uses your personal data to manage and administer your membership and your involvement with its teams and club, and to keep in contact with you for these purposes.
- Some data is shared with the RFU, who use your data to regulate, develop and manage the game.
- Data is not shared with any other parties. Communications may be made on behalf of a partner with Percy Park maintaining control.
- Where we or the RFU rely on your consent, such as any consent we seek for email marketing, you can withdraw this consent at any time.
- Amongst the data we collect from you may be medical (including injury) information. We will hold this where you (or your parent) have given consent, so that we can ensure we are aware of your condition and ensure that you are supported appropriately.
- Where you work in a particular role within the game, you may be required to undergo a Disclosure & Barring Service check using the RFU’s eDBS system. The result of this check will be input into your Game Management Service (GMS) record.
What does this policy cover?
This policy describes how Percy Park RFC (also referred to as “the Club”, “we” or “us”) will make use of the data we handle in relation to our members and players, including our use of the Game Management System (“GMS”) provided by the Rugby Football Union (“RFU”). The policy also describes the RFU’s use of data on GMS.
It also describes your data protection rights, including a right to object to some of the processing which we carry out. More information about your rights, and how to exercise them, is set out in the “What rights do I have?” section.
What information do we collect?
We collect and process personal data from you or your parent when you join and when we carry out annual renewals of your membership. This includes:
- your name
- your gender,
- your date of birth,
- your RFU ID (as assigned in GMS)
- your home address, email address and phone number;
- your passport, birth certificate, driving licence and NI details, which we have to collect as part of the DBS Disclosure and Barring Service (DBS) in order to check your eligibility to be involved at the club in a voluntary capacity (or a paid employee)
- your type of membership and involvement in particular teams, or any key role you may have been allocated, such as Chair, Safeguarding Lead, Membership Secretary etc.;
- your payment and/or bank account details, where you provide these to pay for membership;
- your marketing preferences, including any consents you have given us;
- your medical conditions or disability, where you provide this to us with your consent (or your parent’s consent) to ensure we are aware of any support we may need to provide to you.
Some information will be generated as part of your involvement with us, in particular data about your performance, involvement in particular matches in match reports and details of any disciplinary issues or incidents you may be involved in on and off the pitch, such as within health and safety records.
What information do we receive from third parties?
Sometimes, we receive information about you from third parties. For example, if you are a child, we may be given information about you by your parents.
We may receive information relating to your existing registrations with other clubs or rugby bodies or disciplinary history from the RFU through GMS. Additionally, for certain role holders or those working with children, we may receive information from the DBS and RFU on the status of any DBS check you have been required to take.
We may also receive information from your school in relation to any sports injury i.e. head injury
How do we use this information, and what is the legal basis for this use?
We process this personal data for the following purposes:
- To fulfil a contract, or take steps linked to a contract: this is relevant where you make a payment for your membership and any merchandise, or enter a competition. This includes:
- taking payments;
- communicating with you;
- providing and arranging the delivery or other provision of products, prizes or services;
- As required by the Club to conduct our business and pursue our legitimate interests, in particular:
- we will use your information to manage and administer your membership and your involvement with its teams and club, and to keep in contact with you for these purposes;
- we will also use data to maintain records of our performances and history, including match reports, score lines and team sheets;
- [we use CCTV cameras to maintain the security of our premises, and may use this video to investigate incidents at the Club or its premises]
- Where you give us consent:
- we will send you any direct marketing or promotional material by email;
- we may handle medical or disability information you or your parent provides to us, to ensure we support you appropriately;
- on other occasions where we ask you for consent, we will use the data for the purpose which we explain at that time.
- For purposes which are required by law:
- we maintain records such as health and safety records and accounting records in order to meet specific legal requirements;
- we ensure, where you will work with children, that you have undergone an appropriate DBS check – this is also carried out with your consent.
- where you hold a role at the Club requiring us to check your right to work, we may process information to meet our statutory duties;
- we may respond to requests by government or law enforcement authorities conducting an investigation.
How does the RFU use any of my information?
The RFU provides GMS, but make its own use of the following information:
- your name;
- your gender;
- your date of birth;
- your RFU ID (as assigned in GMS);
- your home address, email address and phone number; and
- your type of membership and involvement in particular teams at the Club, or any key role you may have been allocated, such as Chair, Safeguarding Lead, Membership Secretary etc.
The RFU uses this information as follows:
- As required by the RFU to conduct its business and pursue its legitimate interests, in particular:
- communicating with you or about you where necessary to administer Rugby in England, including responding to any questions you send to the RFU about GMS;
- administering and ensuring the eligibility of players, match officials and others involved in English rugby – this may involve the receipt of limited amounts of sensitive data in relation to disabled players, where they are registered for a disabled league or team, or in relation to anti-doping matters;
- maintaining records of the game as played in England, in particular maintaining details of discipline and misconduct;
- monitoring use of GMS, and using this to help it monitor, improve and protect its content and services and investigate any complaints received from you or from others about GMS;
- maintaining statistics and conducting analysis on the make-up of rugby’s participants;
- ensuring compliance with the current RFU Rules and Regulations including those on the affiliation of clubs, referee societies, constituent bodies and other rugby bodies, and registration of players; and
- communicating with you to ask for your opinion on RFU initiatives.
- For purposes which are required by law:
- The RFU will ensure, where you will work with children and where this is required, that you have undergone an appropriate DBS check – this is also carried out with your consent.
- The RFU may respond to requests by government or law enforcement authorities conducting an investigation.
Withdrawing consent or otherwise objecting to direct marketing
Wherever we rely on your consent, you will always be able to withdraw that consent, although we may have other legal grounds for processing your data for other purposes, such as those set out above. In some cases, we are able to send you direct marketing without your consent, where we rely on our legitimate interests. You have an absolute right to opt-out of direct marketing, or profiling we carry out for direct marketing, at any time. You can do this by following the instructions in the communication where this is an electronic message, or by contacting us using the details set out below in the “How
do I get in touch with you or the RFU?” section.
Who will we share this data with, where and when?
Some limited information may be shared with other stakeholders in rugby, such as other clubs, Constituent Bodies, referee societies, league organisers, so that they can maintain appropriate records and assist us in organising matches and administering the game.
Personal data may be shared with government authorities and/or law enforcement officials if required for the purposes above, if mandated by law or if required for the legal protection of our or the RFU’s legitimate interests in compliance with applicable laws.
Personal data will also be shared with third party service providers, who will process it on our behalf for the purposes identified above. Such third parties include the RFU.
Percy Park does not transfer any information outside the EEA.
What rights do I have?
You have the right to ask us for a copy of your personal data; to correct, delete or restrict (stop any active) processing of your personal data; and to obtain the personal data you provide to us for a contract or with your consent in a structured, machine readable format.
In addition, you can object to the processing of your personal data in some circumstances (in particular, where we don’t have to process the data to meet a contractual or other legal requirement, or where we are using the data for direct marketing).
These rights may be limited, for example if fulfilling your request would reveal personal data about another person, or if you ask us to delete information which we are required by law to keep or have compelling legitimate interests in keeping.
You have the same rights for data held by the RFU for its own purposes on GMS.
To exercise any of these rights, you can get in touch with us– or, as appropriate, the RFU or its data protection officer – using the details set out below. If you have unresolved concerns, you have the right to complain to the Information Commissioner’s Office.
Much of the information listed above must be provided on a mandatory basis so that we can make the appropriate legal checks and register you as required by RFU Rules and Regulations. We will inform you which information is mandatory when it is collected. Some information is optional, particularly information such as your medical information. If this is not provided, we may not be able to provide
you with appropriate assistance, services or support.
How do I get in touch with you or the RFU?
We hope that we can satisfy queries you may have about the way we process your data. If you have any concerns about how we process your data, [or would like to opt out of direct marketing], you can get in touch at firstname.lastname@example.org or by writing to the Chairman of Percy Park RFC
If you have any concerns about how the RFU process your data, you can get in touch at email@example.com or by writing to The Data Protection Officer, Rugby Football Union, Twickenham Stadium, 200 Whitton Road, Twickenham TW2 7BA.
How long will you retain my data?
We will keep you data for the duration of your membership after which time, and at your request, it will be deleted.
Where we process personal data for marketing purposes or with your consent, we process the data indefinitely unless you ask us to stop, when we will only process the data for a short period after this (to allow us to implement your requests). We also keep a record of the fact that you have asked us not to send you direct marketing or to process your data indefinitely so that we can respect your request in future.
Where we process personal data in connection with performing a contract or for a competition, we keep the data unless you ask for it to be deleted.
We will retain information held to maintain statutory records in line with appropriate statutory requirements or guidance.
The RFU will maintain records of individuals who have registered on GMS, records of DBS checks and the resulting outcomes and other disciplinary matters for such period as is set out in the RFU’s privacy notice to be set out on www.englandrugby.com.
Records of your involvement in a particular match, on team sheets, on results pages or in match reports may be held indefinitely both by us and the RFU in order to maintain a record of the game.
In guidance with the RFU Anti Bullying Guidelines, please read below:-
- Bullying of any kind is not acceptable within any Club providing playing opportunities for children and young people.
- The RFU/W are a ‘telling’ culture and anyone who knows that bullying is happening is expected to inform their Safeguarding Officer
- Bullying will be taken seriously, responded to promptly, and procedures followed to deal with the situation.
- It is the responsibility of every adult working in rugby union whether professional or volunteer, to ensure that all young people can enjoy the sport in a safe enjoyable environment. WHAT IS BULLYING? Bullying is the use of aggression with the intention of hurting another person. Bullying results in pain and distress to the victim.
Bullying can be:
- Emotional – being unfriendly, excluding (emotionally and physically), tormenting (e.g. hiding rugby kit, threatening gestures including sending threatening text messages).
- Physical – pushing, kicking, hitting, punching or any use of violence.
- Racist – racial taunts, graffiti, gestures.
- Sexual – unwanted physical contact or sexually abusive comments.
- Homophobic – because of, or focusing on the issue of sexuality. • Verbal – name-calling, sarcasm, spreading rumours, teasing.
OBJECTIVES OF THE POLICY
- All Club members, coaches, volunteers and parents should have an understanding of what bullying is.
- All Club members, coaches and volunteers should know what the RFU/RFUW/Club/Constituent Body policy is on bullying, and follow it when bullying is reported.
- All players and parents should know what the RFU/RFUW/Club/Constituent Body policy is on bullying, and what they should do if bullying arises.
- Players and parents should be assured that they will be supported when bullying is reported
- Bullying will not be tolerated.
SIGNS AND SYMPTOMS
A child may indicate by signs or behavior that he or she is being bullied. Children and Young People have described bullying as:
- being forced to hand over money
- being forced to do things they do not want to do.
- being ignored or left out.
- being attacked because of religion, gender, sexuality, disability, appearance or ethnic or racial origin.
OTHER SIGNS AND SYMPTOMS
- A child:
- doesn’t want to attend training or club activities.
- changes their usual routine.
- begins being disruptive during sessions
- becomes withdrawn anxious or lacking in confidence.
- has possessions going missing.
- becomes aggressive, disruptive or unreasonable.
- starts stammering.
- has unexplained cuts or bruises.
- is bullying other children.
- stops eating.
- is frightened to say what’s wrong.
These signs and behaviors may not constitute bullying and be symptoms of other problems.
Club/Constituent members, coaches and volunteers need to be aware of these possible signs and report any concerns to the Safeguarding Officer.
Procedures and Management of Bullying
- Speak to the Club Safeguarding Officer initially to raise the subject and to discuss your concerns.
- Report bullying incidents to the Safeguarding Officer, record (using RFU Incident Record Form).
- If the incident is an adult bullying a young person, the Safeguarding Officer will report the incident to the RFU Safeguarding Manager. If the incident is a young person bullying a young person, the club/county will manage this, and can access advice and support from the Safeguarding Officer, CB Safeguarding Manager at any stage of the process.
- Parents may be informed and asked to come in to a meeting to discuss the problem.
- If necessary and appropriate, police will be consulted.
- If mediation fails and the bullying is seen to continue the Club/CB/RFU can initiatedisciplinary action under the relevant constitution.