Our Policies

Fair Play Code


The Fairplay Code has been prepared to ensure that London Irish Junior/Mini Rugby is conducted in a sensible and fair manner. The Fairplay Code is part of our statement of direction and is incorporated into the Rules of Junior/Mini Rugby as an appendix to those rules. The objectives of the Fairplay Code are summarised as follows:


Remember, play for the ‘fun of it’, NOT just to please your parents or the coaches.
Play by The Laws of The Game.
Never argue with officials’ decisions. Let your Captain or coach ask any necessary questions.
Control your temper – no ‘mouthing-off’ or bad behaviour. If you lose control you will not play well.
Work equally hard for yourself and your team – your team and your own performance will benefit.
Be sportsmanlike. Applaud all good play, whether by your team or by the opposition.
Treat all players, as you yourself would like to be treated. Do NOT interfere with, bully or take advantage of any player.
Remember that the objectives of The Game are to have fun, improve your skills and feel good in yourself. achieving these objectives will ensure that success will follow.
Co-operate with and respect your coaches, team-mates, opposition and officials: without them you do NOT have a game.


Remember that children play organised rugby for their own fun. They are NOT there to entertain you and they are NOT miniature professional athletes.
Be on your best behaviour and set a good example. DO NOT use profane language or harass players, coaches or officials.
Applaud good play by your own team and by the opposition.
Show respect for your team’s opponents and supporters. Without them there would be no game.
Never ridicule or admonish a child for making a mistake during the competition.
Condemn the use of violence in any form.
Respect the officials’ decisions.
Encourage players always to play according to The Laws of The Game.


Do not force an unwilling child to participate in sports.
Remember children and youths are involved in organised sports for their enjoyment NOT yours.
Encourage your child always to play by The Laws of the Game.
Teach your child that honest effort is as important as victory so that the result of each game is acceptedwithout undue disappointment.
Use defeat creatively by helping your child work towards skill improvement and good sportsmanship. Never ridicule or harass your child for making a mistake or losing a competition.
Remember that children learn best by example. Applaud good play by your team and by the opposition.
Do NOT publicly question the officials’ judgement and NEVER impugn their honesty. Remember they are volunteers.
Support all efforts to remove verbal and physical abuse from the Junior Rugby activities.
Recognise the value and importance of the volunteer coaches. They give their time and resources to provide recreational and educational activities for your child.


Make a personal commitment to keep yourself informed on sound coaching principles and the principles of growth and development of children and youth.
Ensure that you are physically fit enough to execute your duties.
Be reasonable in your demands on the young players’ time, energy and enthusiasm. Remember they have other interests.
Teach your players that the laws of the game are mutual agreements, which no one should evade or break.
Group players according to age, size, skill and physical maturity whenever possible.
Avoid overplaying the talented players. The ‘just average’ players need and deserve equal time.
Remember that children and youths play for fun and enjoyment and that winning is only part of it. Never ridicule or harass children for making mistakes or losing a competition.
Ensure that equipment and facilities meet safety standards and are appropriate to the age, size and ability of the players.
The scheduling, length and intensity of practice sessions should take into consideration the maturity and level of the players.
Develop team respect for the abilities of opponents as well as for the judgement of officials and opposing coaches.
Follow the advice of a doctor when determining when a player is fit to train or play after injury.
Remember that children and youths need a coach they can respect. Be generous with your praise when it is deserved. Make criticism constructive. Set a good example.

Privacy Statement

London Irish Amateur Rugby Football Club Privacy Policy


Summary of how we and the RFU use your data

  • London Irish Amateur Rugby Football Club 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.
  • 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 can 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 London Irish Amateur Rugby Football Club (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 and NI details, where we have to check your eligibility or ability to work for us;
  • 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 Disclosure and Barring Service and RFU on the status of any DBS check you have been required to take.

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
    • we use data of some individuals to invite them to take part in market research;
  • Where you give us consent:
    • we will send you 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, and 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?

We only share your data with the RFU and nobody else.

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 you can get in touch at secratary@liarfc.co.uk or by writing to London Irish Amateur Rugby Football Club, C/O Honorary Secretary, London Irish Rugby Football Club, Hazelwood, Hazelwood Drive, Sunbury-on-Thames, Middlesex,TW16 6QU.

If you have any concerns about how the RFU process your data, you can get in touch at legal@rfu.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 process the majority of your data for as long as you are an active member and for 1 year after this.

Where we process personal data for marketing purposes or with your consent, we process the data for 1year 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 for 6 years from your last interaction with us.

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.

Our policy document can be downloaded here —-> LIARFC Data Privacy Statement 250518


Safeguarding Child and Vulnerable Adults Policy

1. London Irish Amateur Rugby Football Club acknowledges its responsibility to safeguard the welfare of all children and vulnerable adults involved in the club from harm.

2. London Irish Amateur 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.

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 Children & Vulnerable Adults Policy are that:

• The welfare of the child or vulnerable adult (as appropriate) 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 and young people.

• 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. London Irish Amateur 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. London Irish Amateur RFC recognises that this is the responsibility of everyone involved, in whatever capacity, at the club.

6. London Irish Amateur RFC will implement and comply with the RFU Code of Conduct and the Codes of Conduct for Coaches, Spectators and Officials as appropriate. London Irish Amateur RFC will ensure its spectators, parents, members and officials are all aware of and have accepted the club Photographic Policy as set out in the club welcome pack and on the website.

7. London Irish Amateur RFC will endeavour to comply with the Guidance for Websites as set out on the RFU website and appendixed to this document.

8. The Club Safeguarding Officer is Lynn Carter 07811 003174. If you witness or are aware of an incident where the welfare of a child or vulnerable adult 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 Executive. If an incident involves the Club Safeguarding Officer you should inform the [whoever the club decides is an appropriate official ] and either the CB Safeguarding Manager or the RFU Safeguarding Executive.

9. All members of London Irish Amateur RFC who have a regular supervisory contact with children or a management responsibility for those working with children must undertake an RFU Enhanced Criminal Records Bureau disclosure and must also be ISA-registered in accordance with the RFU ISA-registration Policy.

10. London Irish Amateur 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, children, vulnerable adult, or adults. • Consuming alcohol whilst responsible for children or vulnerable adults.

• Providing alcohol to children or allowing its supply.

• Smoking in the presence of children.

• Humiliating children or vulnerable adults.

• Inappropriate or unnecessary physical contact with a child or vulnerable adult.

• Participating in, or allowing, contact or physical games with children or vulnerable adults.

• Having an intimate or sexual relationship with any child or vulnerable adult developed as a result of being in a ‘position of trust.’

• Making sexually explicit comments or sharing sexually explicit material.

11. London Irish Amateur RFC manages the changing facilities and arranges for them to be supervised by two adults (ISA-registered and RFU CRB checked) of the appropriate gender for the players using the facilities. London Irish Amateur 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 or vulnerable adults.

12. London Irish Amateur 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 London Irish Amateur 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 London Irish Amateur RFC must comply with the relevant RFU Regulations and Guidance relating to tours.

Changing Rooms and Showers Policy

Adults and children must never use the same facilities to shower or change at the same time.

Adults must only enter changing rooms when absolutely necessary due to poor behaviour, injury or illness.

Adults must only ever enter the changing rooms by themselves in an emergency and when waiting for another adult could result in harm to a child.

If children or vulnerable adults need supervising in changing rooms, or coaches or managers need to carry out a range of tasks in that environment this must involve two suitably vetted adults of the same gender as the children or vulnerable adults. For mixed gender activities separate facilities should be available.

If the same facilities must be used by adults and children or vulnerable adults on the same day a clear timetable should be established.

No pressure should be placed on children or vulnerable adults who feel uncomfortable changing or showering with others, if this is the case they should be allowed to shower and change at home.

Where a disability requires significant support from a parent; or carer, the person concerned and their parents should decide how they should be assisted to change or shower.

Before any assistance is offered by another person, appropriate consent should be given by a parent.

Photography Policy

Use of Photography/Filming Equipment

Use of Photography/Filming Equipment – including images captured on mobile telephones by becoming a member of London Irish ARFC parents/guardians and young people have granted their consent for the taking and publication of photographic images. Members are expected to complete a “consent for the use of photographs and recorded images and request to take photographs and recorded images” form as part of the registration process at the start of every season.

In all circumstances:

1 All young people must be appropriately dressed for the activity taking place.

2 Photography or recording should focus on the activity rather than a particular young person and personal details which might make a young person vulnerable, such as their exact address must never be revealed.

3 Where an individual has achieved success in the game (e.g when selected for representative side or showing triumph over adversity), permission must be gained from a parent/guardian and the young person to use photographs/recordings and relevant details.

4 Where possible, to reflect the RFU Equity Policy, photographs/recordings should represent the diverse range of young people participating in rugby.

5 Anyone taking photographs or recording at any rugby event must have a valid reason for doing so and seek the permission of the organisers/persons in charge.

6 They should make themselves known to the event organisers/persons in charge and be able to identify themselves if requested during the course of the event.

7 All concerns regarding inappropriate or intrusive photography should be reported in confidence to the Club Safeguarding Officer.

8 When used as part of the coaching programme, video films will be stored safely and parents/guardians will be made aware that such video equipment is being used as a legitimate coaching aid.

Safe Recruitment of Volunteers Policy

For the purpose of this policy a volunteer is any adult or young person who volunteers to serve the club on the Mini & Youth Committee or in an Age Group and includes all officers, coaches, coordinators, first aiders, safeguarding assistants and those who help on a regular basis in Age groups with other tasks such as organising social events, managing fixtures, fundraising or parent liaison.Volunteers seeking to take part in regulated activities with children are required to obtain and then maintain a current (less than three years old) an enhanced DBS through the RFU.

Appointments will not be confirmed until this is in place and volunteers must only work with children in the interim under direct supervision. The request for a DBS should be completed by the club and the volunteer within a maximum of four weeks of applying to the club for appointment as a volunteer. If the DBS disclosure tick has not appeared within twelve weeks of application to the club as a volunteer the situation will be reviewed by the Club Safeguarding Officer and the volunteer may be restricted from working with children until the disclosure arrives. If the disclosure reveals any information that is of concern this will be assessed by the RFU who also handle any appeal and any recruitment decision they make is binding on the Club.

While the recruitment of volunteers is often initiated within Age Groups recruitment decisions about first appointment as a volunteer and the approval of appointments to specific posts is a Club function exercised by the Mini & Youth Committee or officers to whom that committee may delegate its powers. Existing volunteers taking on a new post need approval, but do not need to complete the full recruitment process. If a volunteer switches from an unregulated to a regulated role an Enhanced DBS will be required before the new appointment is confirmed. Potential volunteers can apply directly to the Club without going through an Age Group.

All new volunteers must:
a) Complete a LIARFC Mini & Youth Volunteer Application Form and send this to the Club Safeguarding Officer
b) If applying to take part in an activity that is regulated for DBS purposes to obtain an RFU Enhanced DBS and undertake to maintain it. This process includes an ID check conducted by the Club Safeguarding Officer.
c) If applying to take part only in unregulated activity be prepared to complete a similar ID check with the Club Safeguarding Officer.
d) If having been a member of London Irish ARFC for less than a year should provide the names and addresses of two people (other than family or close friends) who can provide an independent reference on their suitability to work with children. These will be followed up by either the Club Safeguarding Officer or the officer responsible for making the recruiting decision.
e) If having been a member of London Irish ARFC for a year or more an applicant should either provide references (as above) or receive the recommendation of two from an Age Group Lead Coach, an Age Group Coordinator, or a member of the Mini & Youth Committee.
f) Candidates will normally be asked to have an informal meeting with the Club Safeguarding Officer and the officer responsible for the recruiting decision.
Members of the Mini & Youth Committee are either elected at the London Irish ARFC AGM or appointed by co-option until the next AGM. If a volunteer elected to this committee has not previously been a volunteer the recruitment procedure for new volunteers must be followed before the election or co-option is confirmed.
The appointment of Lead Coaches and Coordinators is confirmed at the first meeting of the Mini & Youth Committee meeting after the AGM. For reference purposes only the Chairman of Mini & Youth acts as the officer responsible for the recruiting decision.

The appointment of coaches must be approved by one of the Chairman of Mini & Youth, the Vice Chairman (Rugby) or Directors of Mini or Youth and the Club Coaching Coordinator who may delegate this to one of the Assistant Coaching Coordinator any of whom may act as the recruitment decision maker for a new volunteer.

The appointment of all other volunteers must be approved by one of the Chairman of Mini & Youth, the Vice Chairman (Support) or Directors of Mini or Youth who may act as the recruitment decision maker for a new volunteer.

[quote_left]Appeals and Complaints[/quote_left]
Appeals against Safeguarding decisions will be referred to the RFU Safeguarding Manager who will follow RFU procedures which are available on the RFU website (www.rfu.com).

Complaints and other appeals should be referred to the Mini & Youth Chairmen who will set up a panel of three members of the Mini & Youth Committee not involved in the initial recruitment decision who will meet to consider the complaint or appeal. They may seek evidence from the candidate, those involved in the recruitment decision and other witnesses. They will take a decision as to whether a complaint is upheld and if necessary may initiate informal or formal disciplinary procedures in accordance with the Discipline Policy. In responding to an appeal they may uphold or reverse the recruiting decision or efer it back for further consideration.

If a complaint or an appeal on a non-safeguarding issue is rejected the candidate may further ask for the matter to be referred to the Secretary of London Irish ARFC who will deal with it in accordance to the Club’s complaints procedures.

Anti-Bullying Policy

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.

The competitive nature of rugby union makes it a potential environment for the bully. This may manifest itself in some of the following ways:
— A parent who pushes too hard;
— A coach who adopts a ‘win at all costs’ philosophy;
— A player who intimidates others;
— An official who is over officious.

Emotional and verbal bullying is more likely to be found in rugby than physical violence. It is also difficult to cope with or prove. London Irish ARFC treats all instances of bullying with paramount importance and this policy is intended as one of zero tolerance. The Club requires all its members, coaches, players, staffing volunteers and parents to subscribe to and accept this policy.

Any incidents of bullying should be referred to the Child Safeguarding Officer or Chairman of either the Mini or Youth section.

London Irish ARFC will always be prepared to:
— Take the problem seriously;
— Document any allegations;
— Investigate any incidents;
— Talk to the bullies and victims separately.

Report incidents of adults bullying a young person to The Club’s Safeguarding Officer

Website and Electronic Communications Policy

This Policy applies to the Youth and Minis Sections of the Club

Club Website
The Club Website, www.liarfc.co.uk, is designed to provide information to members and also to provide information about the club to other interested parties. All postings on the site are as a result in the public domain and this requires care in what is posted.

The website is maintained by the Webmaster and Team and all contributors send their proposed postings via them and using the submission form at www.bit.ly/li-submit. The webmaster may edit postings to ensure they comply with this policy.

Age Groups are responsible for keeping their age group pages up to date via the webmaster. Current contacts for Lead Coaches, Coordinators and the Safeguarding Team should be included.
Images on the website must not be accompanied by the names children. Where an image concentrates particularly on one or two players the consent of the subjects and their parents should be approached for consent.

In reports children should be referred to by their first name only. If more than one child shares a first name the initial letter of the surname may be used to distinguish them.

The webmaster is responsible for monitoring message boards and removing inappropriate posts. This may result in disciplinary action against the person posting.

Facebook Groups
Any Facebook Groups set up by Age Groups should either be open so they can be monitored by the Club and by the CB Safeguarding Manager or if closed the Club Safeguarding Officer and the CB Safeguarding Manager should be invited to be part of the group.

The same restrictions on the use of images and names apply as on the Club Website.

Care should be taken that there are no posts that bring the Club or the Game into disrepute, that are offensive to other members or that could reasonably be regarded as cyber-bullying.

No player under thirteen should be encouraged to have a Facebook account.

Personal use of Social Media
The Club cannot directly control the use of Social Media by members but care should be taken that there are no posts that bring the Club or the Game into disrepute, that are offensive to other members or that could reasonably be regarded as cyber-bullying.

Inappropriate use of Social Media in connection with club members or activities comes within the scope of the Club Disciplinary Policy.

Coaches and Officers should not accept players under 16 as ‘friends’ or the equivalent.

A number of Age Groups using Teamer.net to manage their teams. This website allows members to contol their own profiles including access to contact details.

Organisers are responsible for monitoring the message board and documents area and posting.

Email and Text Messages
Email and SMS communication by Club and Age Group Officers should only be sent when necessary and relevant. Email addresses obtained through the Club should not be used for purposes that do not relate to the Club.

Material should not be sent that could reasonably be regarded as defamatory, offensive or Cyber-bullying. This may result in disciplinary action.

Emails should be courteous. Email is not a good medium for the discussion of controversial issues which should normally be discussed by phone or face to face.

Coaches and Officers should not communicate by email or SMS (or social media) with those under 16 without copying in the child’s parent.

Parents should have the opportunity to indicate that they do not wish their email address to be shared with other parents and if they do their email address should be placed in the BCC section for group e-mails.

Tour Policy

It is the policy of London Irish ARFC to actively promote and encourage individual groups within the club to organise Rugby Tours both in the United Kingdom and abroad. The Club considers this to be an ideal way to promote bonding and friendship within groups and assist in the personal, coaching and playing development of club members while helping to foster the understanding of different attitudes and cultures.

All tours must be organised and self-funded by the group or groups involved. All members of the touring party must be “bonafide” club members.

All tours will be conducted in a safe and well-organised manner within the ethos and spirit of the game.

[blockquote]Questions about this Policy should be addressed to our Safeguarding Officer.[/blockquote]

Whenever a tour is proposed, the organisers must prepare a brief written summary of the proposed timing, composition, cost and itinerary and submit it to the Hon. Secretary for approval by the Club Management Committee. The organisers must confirm in writing that they have read and will comply with the RFU published guidelines on tours which are available on the R.F.U. website or from the Club Secretary.

Organisers are required to indemnify in writing the Club against all and any fines, damages, compensation or other monetary loss arising in any way from the proposed tour or the actions of the tour organisers and members in connection with the tour.

Attention of all organisers is drawn to the requirement for ALL tours to be signed off on the appropriate RFU form by the Management Committee and the RFU Constituent Body.

It is Club Policy that copies and details of tour organisation and accounts should be available for inspection by the Club Management Committee as requested.

Tour bank accounts should be in the form ‘London Irish ARFC (Group- e.g ‘Under 14s’) (destination of tour-e.g. ‘Mongolia’) Account’ and must require payments to be authorised by at least two non-related signatories. On completion of the tour, final accounts, bank statements etc. must be supplied to the Club Hon. Treasurer if requested.

Organisers are reminded that any misconduct whilst on an official tour may lead the RFU to apply serious sanctions to the Club as a whole including withdrawing permission for future tours, fines or playing sanctions against the Club 1st XV; as a result, any such misconduct will be viewed extremely seriously and will be dealt with under the Club Disciplinary Procedure.

Dog Policy at Hazelwood

This is simple: No dogs are allowed on the Hazelwood grounds nor in the Clubhouse.