Norwich RFC Safeguarding Policy for WhatsApp Use (Players Aged 15+)

Purpose

This policy outlines the safe and appropriate use of WhatsApp for communicating with players aged 15 and over. It is designed to protect players, coaches, and volunteers by ensuring all communication remains transparent and in line with safeguarding best practices and RFU guidance.

Scope

This policy applies to all coaches, managers, volunteers, and players aged 15+ involved in Norwich RFC teams where WhatsApp is used as a communication tool.

1. Age Requirements

  • WhatsApp may only be used to communicate with players who are 15 years old or above.
  • No WhatsApp groups will include players under the age of 15.
  • Parents/carers must be informed that WhatsApp is being used and consent to their child’s inclusion.

2. Group Supervision

Each WhatsApp group that includes players will have a minimum of three DBS-checked adults, selected from:

  • Coaches
  • Team Managers
  • Designated First Aiders

These adults are responsible for ensuring all communication is appropriate, transparent, and in line with this policy.

3. Group Messaging Rules

  • Adults must only send messages to the full group.
  • Private messages to individual players or sub-groups are strictly prohibited.
  • All group messages should be relevant to rugby activities, such as training, matches, or club events.

4. Pinned Message Requirement

Each WhatsApp group must include a pinned message that clearly states:

"Norwich RFC policy: Adults must never message players individually. All communication must be via this group. Any concerns should be reported immediately to the club safeguarding officer, a coach from another team, or a parent/carer."

5. Ongoing Reminders

Coaches and managers will verbally remind players and adults of this policy:

  • At the start of the season
  • When a new player joins the group
  • Periodically throughout the year

6. Reporting Concerns

If any member (player, parent, or adult volunteer) is concerned about inappropriate communication, they are encouraged to report it without delay to:

  • The Norwich RFC Safeguarding Officer
  • A coach from another age group
  • A parent or carer

7. Breaches of Policy

Breaches of this policy by players or adults may result in:

  • Immediate removal from the WhatsApp group
  • Internal disciplinary action in line with Norwich RFC safeguarding and conduct procedures
  • Referral to external safeguarding bodies, if necessary

8. Policy Review

This policy will be reviewed annually or in response to:

  • A safeguarding incident involving WhatsApp communication
  • A change in RFU or legal guidance
  • Changes to the age group(s) or communication practices at the club

For further guidance, please contact Norwich RFC’s Safeguarding Officer at secretarynorwichrfc@gmail.com.