West Wicklow RFC Social Media, Photography and Digital Communications Policy
Aligned with IRFU Governance Guidelines
1. Purpose
Social media, photography, and video are important tools for communication, promotion, and engagement for players, parents/guardians, coaches, volunteers, and supporters. When used appropriately, they support the positive promotion of rugby and the Club. However, inappropriate use can pose risks to player welfare, safeguarding, privacy and the reputation of West Wicklow Rugby Football Club and the game of rugby.
This policy sets out expected standards of behaviour for all digital communications, including social media, photography, video and livestreaming.
It should be read in conjunction with the Club Code of Conduct, Child Safeguarding Statement and relevant IRFU safeguarding and GDPR guidance.
2. Scope and General Principles
This policy applies to all members, including players, parents/guardians, coaches, volunteers, committee members, and supporters.
Members should be aware that:
● The Club cannot monitor all private online activity or images.
● However, it will act on any reported or identified breaches of this policy.
● Online and visual content reflects on both the individual and the Club.
● Safeguarding and welfare take priority over promotion or publicity.
3. Acceptable Use (Social Media and Digital Content)
Members are expected to:
● Use social media and digital platforms in a respectful, responsible and positive manner.
● Promote the values of rugby, including respect, integrity, discipline and teamwork.
● Share appropriate club news, achievements and events.
● Respect the privacy and dignity of all players, coaches, referees, volunteers, officials and members.
● Consider the impact of all online and visual content on individuals and the Club.4. Youth Players and Social Media
4. Unacceptable Use
The following behaviours are strictly prohibited:
● Posting abusive, offensive, threatening, discriminatory or defamatory content.
● Publicly criticising players, coaches, referees, volunteers, opponents or club officials
● Online bullying, harassment, intimidation or victimisation.
● Sharing confidential Club information without permission.
● Posting images, videos, or comments that may embarrass, humiliate,or harm any individual.
● Using social media or imagery in a way that damages the reputation of the Club or brings the game into disrepute.
5. Youth Players and Online Behaviour
Youth players are expected to:
● Use social media responsibly and respectfully.
● Avoid posting negative or inappropriate content about teammates, coaches, referees, or opponents.
● Be mindful that online behaviour reflects on themselves, their team and the Club.
● Report concerns relating to online bullying or inappropriate contact to a parent/guardian, coach or the Club Welfare Officer.
Safeguarding Rule – Adult Communication
Adults involved in the Club must not:
● Engage in inappropriate private messaging or direct online communication with youth players.
● Contact youth players outside approved club communication channels.
● Initiate or maintain unmonitored private digital communication with underage players.
All communication must comply with safeguarding procedures and maintain appropriate professional boundaries.
6. Photography, Video and Media Use
The Club recognises that photography and video may be used to promote rugby, support coaching and celebrate participation.
Permitted Use
Images and video may be used for:
● Club promotion and communications.
● Match reporting and celebration of participation.
● Coaching, training, and player development.
● Approved Club social media and online platforms.
Consent and GDPR
● Parental/guardian consent is required for use of images of players under 18.
● Consent is managed in line with GDPR and data protection legislation.
● Consent may be withdrawn at any time via the Club Welfare Officer (CWO).
● Where consent is not given, the Club will take reasonable steps to avoid identification.
Safeguarding Restrictions (Where Images Can Not Be Taken)
Images must not be taken in:
● Changing rooms.
● Toilets.
● Medical or treatment areas.
● Any area where privacy is reasonably expected.
Images should focus on sporting activity and participation rather than individuals where possible.
7. Use of Images Online and Social Media Integration
When images or videos are shared:
● They must comply with this policy.
● No personal contact details may be included.
● Full names of youth players should be avoided where possible.
● Content must not be harmful, embarrassing or inappropriate.
● Content must reflect the values of the Club and IRFU.
8. Storage and Security of Media
● Coaching or club-related images and video will be stored securely.
● Access will be limited to authorised personnel only.
● Media will not be retained longer than necessary for its purpose.
● Reasonable steps will be taken to prevent unauthorised sharing or misuse.
9. Professional Photographers and Media
All external photographers, videographers or media representatives must:
● Obtain prior approval from the Club.
● Comply with IRFU safeguarding requirements.
● Be supervised or briefed by a designated Club official.
● Adhere to all consent and safeguarding restrictions.
10. Reporting Concerns
Any concerns regarding social media, photography, or video content must be reported to:
● The Club Welfare Officer (CWO)
● The Club Secretary
● Or another designated Club official
Safeguarding concerns will be escalated immediately in line with IRFU procedures.
11. Breaches of Policy
Breaches may result in:
● Removal of content.
● Verbal or written warning.
● Suspension of access to Club platforms.
● Disciplinary action under Club procedures.
● Referral to IRFU or statutory authorities where appropriate.
Serious safeguarding breaches will be escalated immediately.
12. Review
This policy will be reviewed annually or sooner if required due to:
● IRFU guidance updates.
● Safeguarding requirements.
● GDPR or legislative changes.
13. Commitment
West Wicklow Rugby Football Club is committed to promoting a safe, respectful, and positive digital environment that protects the welfare, dignity, and privacy of all members.