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Home » Online safety and social media policy

We developed this policy to help our members participate in our Club’s social media (Facebook, Instagram, X, and messaging forums) conversations while being mindful of their responsibilities and obligations.

In particular, we aim to provide practical guidance, allowing all parties to benefit from social media while minimising potential risks and protecting those involved.

How we manage our online presence

Our online presence adheres to the following guidelines:

  • We password-protected all Club accounts. At least two club members can access each account and password.
  • Club members volunteer their time to monitor our social accounts, administer our WhatsApp Groups, and update our website.
  • Our volunteers seek advice from our designated welfare officer on safeguarding requirements.
  • Our volunteers remove any inappropriate posts by club members, explaining why and informing anyone who may be affected (as well as the parents of any children involved).
  • Lewes Athletic Club declines requests from children U16 to join the club’s private Facebook social media account and those U18 must have written parent’s written consent.
  • We ensure all Club members know who manages our social media accounts and who to contact if they have concerns about something that’s happened online.
  • We do not publish identifying details such as a club member’s home address, school name, or telephone number.
  • We aim to ensure all posts and messaging correspondence remain consistent with the Club’s aims and tone.
  • Parents are responsible for allowing their children to access the Club’s social media, video conferencing platforms, or any other communication channels.
  • Lewes Athletic Club uses social media pages to promote and celebrate its activities. If you wish to opt out of being included in social media, email the membership secretary and update your preferences via the Love Admin Portal. Also, do not participate in group photos during races and Club events.
  • We password-protect video conferencing sessions to maintain children’s privacy and prevent exposure to inappropriate or harmful content by third parties.

What everyone should consider when posting online

We ask our members to consider these specific dos and don’ts before posting on social media:

  • Pause and think about what you say and the impact it might have.
  • Be careful, respectful and positive. You are personally responsible for what you post. If in doubt, don’t post it.
  • Think about your image. How do you want people to think about you and your Club?
  • Consider who you interact with – you will likely come into contact online with people under 18. Familiarise yourself with safeguarding regulations about engaging with under-18s.
  • Respect confidentiality within the team, e.g. tactics, squad information, announcements, coaching advice, and training sessions. 
  • Remember, many different audiences will see your posts, including Club members, potential members, children, member’s relatives, and friends.
  • Be smart about protecting yourself, your privacy, and confidential information. What you publish is widely accessible and will be around forever, so consider the content carefully and your privacy settings.
  • Don’t post content that discriminates against individuals or groups based on age, disability, gender reassignment, marriage & civil partnership, pregnancy & maternity, race, religion or belief, sex, or sexual orientation. 
  • Don’t write anything on social media channels you wouldn’t feel comfortable seeing in a newspaper, hearing on TV, or speaking to someone face-to-face.
  • Don’t speak negatively about other club members, competitors, officials or governing bodies. Never use slurs, personal insults or obscenity. Be professional and respectful.
  • Be in the right state of mind when you post. Don’t post when angry or upset or your judgement is impaired. Be very careful what you say, do and post because once it’s on a social media channel, your posts can go viral quickly.
  • Don’t engage in online disputes, and don’t allow family or friends to argue on your behalf. 

How we expect from our Club’s volunteers to behave online

  • Be aware of this policy and behave by it.
  • Seek advice from the designated welfare officer if you have concerns about using the internet or social media.
  • Communicate any messages you wish to send to children to the designated staff responsible for the Club’s online presence.
  • Do not communicate with children via personal accounts.
  • Do not ‘friend’ or ‘follow’ children from personal accounts on social media. Maintain the same professional boundaries online as in person when using club accounts.
  • Ensure any content you post on public personal accounts is accurate and appropriate, as Club members may ‘follow’ you on social media.
  • Consider communicating with parents through more formal means of communication, such as face-to-face, in an email or in writing.
  • Write emails and messages in a professional tone (in the same way you would communicate professionally, avoiding kisses (X’s) or using slang or inappropriate language).
  • Do not delete messages or communications sent to or from club accounts.
  • When offered, participate in online safety training and gain a basic knowledge of the platforms and how to report or remove inappropriate content online.
  • Follow our safeguarding procedure to report concerns about social media usage.
  • At least one parent must be present when we deliver any activities via video conferencing platforms at home.
  • An additional Club member must support any delivery of activities to children via video conferencing platforms (even if they’re not actively delivering) to ensure transparency.
  • Club members must not engage in ‘sexting’ or send anyone obscene pictures.

What we expect of Club members

  • Members should be aware of our online safety and social media policy and the behaviours set out.
  • We expect members’ online behaviour to follow our code of conduct guidelines and anti-bullying statements.
  • Members should take the necessary steps to protect themselves online. Children should follow the age restrictions set out by social media companies.

What we expect of parents and carers

  • Parents should be aware of this online safety policy and agree to its terms.
  • Parents should protect all children’s privacy online and think carefully about the content they share about our sport online, where they share it and who they share it with
  • We expect behaviour online to be consistent with the guidelines in the code of conduct for parents and carers.

How we deal with policy breaches

Club members who breach this policy (and other related policies) will face a warning in the first instance. The Club’s grievance and disciplinary policy will guide how we deal with persistent breaches.

We will report anyone who breaches our safeguarding policy and procedure to UK Athletics. 

While the Club attempts to moderate social media posts, if you have any concerns or would like to make a complaint, please contact the Club Welfare officer or the Club’s Social Media Officers.

Related policies and procedures

Useful contacts