Codes of Conduct

data protection policy

About this Policy

This Policy is to help clubs, County Football Associations and football leagues deal with data protection matters internally. This should be kept with other club / County Football Association / football league policies and a copy should be given (or made available) to all staff members, volunteers and others who come into contact with personal data during the course of their involvement with the club / County Football Association / football league.

Maidenbower Colts (Club), (“we”, “our”, “us”) handle personal data about current, former, and on occasion prospective players [and their parents or guardians], employees, volunteers, committee members, other [Club] members, referees, coaches, managers, contractors, third parties, suppliers, and any other individuals that we communicate with.

In your official capacity with the [Club], you may process personal data on our behalf and we will process personal data about you. We recognise the need to treat all personal data in an appropriate and lawful manner, in accordance with the EU General Data Protection Regulation 2016/679 (GDPR).

Correct and lawful treatment of this data will maintain confidence in the [Club ], and protect the rights of players and any other individuals associated with the [Club ]. This Policy sets out our data protection responsibilities and highlights the obligations of the [Club], which means the obligations of our employees, committee, volunteers, members, and any other contractor or legal or natural individual or organisation acting for or on behalf of the [Club].

You are obliged to comply with this policy when processing personal data on behalf of the [Club], and this policy will help you to understand how to handle personal data.

The Club committee will be responsible for ensuring compliance with this Policy. Any questions about this Policy or data protection concerns should be referred to the committee.

We process [employee,] volunteer, member, referee, coach, manager, contractor, committee, supplier and third party personal data for administrative and [Club] management purposes. Our purpose for holding this personal data is to be able to contact relevant individuals on [Club] business [or administer the terms of your employment], and our legal basis for processing your personal data in this way is the contractual relationship we have with you. We will keep this data for [12] months after the end of your official relationship with the [Club], unless required otherwise by law and / or regulatory requirements. If you do not provide your personal data for this purpose, you will not be able to carry out your role or the obligations of your contract with the [Club].

All the key definitions under GDPR can be found here.

What we need from you
To assist with our compliance with GDPR we will need you to comply with the terms of this policy. We have set out the key guidance in this section but please do read the full policy carefully.
- Please help us to comply with the data protection principles (set out briefly in section 3 of this policy and in further detail below):
  - please ensure that you only process data in accordance with our transparent processing as set out in our Privacy notice;
  - please only process personal data for the purposes for which we have collected it (i.e. if you want to do something different with it then please speak to the club secretary;
  - please do not ask for further information about players and / or members and / or staff and / or volunteers without first checking with the club secretary;
  - if you are asked to correct an individual’s personal data, please make sure that you can identify that individual and, where you have been able to identify them, make the relevant updates on our records and systems;
  - please comply with our retention periods listed in our Privacy Notice and make sure that if you still have information which falls outside of those dates, that you delete/destroy it securely;
  - please treat all personal data as confidential. If it is stored in electronic format then please consider whether the documents themselves should be password protected or whether your personal computer is password protected and whether you can limit the number of people who have access to the information. Please also consider the security levels of any cloud storage provider (and see below). If it is stored in hard copy format then please make sure it is locked away safely and is not kept in a car overnight or disposed of in a public place;
  - if you are looking at using a new electronic system for the storage of information, please talk to the club secretary first so that we can decide whether such a system is appropriately secure and complies with GDPR;
  - if you are planning on sharing personal data with anybody new or with a party outside the FA structure then please speak to the club secretary before doing so who will be able to check that the correct contractual provisions are in place and that we have a lawful basis to share the information;
  - if you receive a subject access request (or you think somebody is making a subject access request for access to the information we hold on them) then please tell the club secretary as soon as possible because we have strict timelines in which to comply;
  - if you think there has been a data breach (for example you have lost personal data or a personal device which contains personal data or you have been informed that a coach has done so, or you have sent an email and open copied all contacts in) then please speak to the club secretary who will be able to help you to respond.

If you have any questions at any time then please just ask the club secretary. We are here to help.

Data protection principles
- Anyone processing personal data must comply with the enforceable principles of data protection. Personal data must be:
  - processed lawfully, fairly and in a transparent manner;
  - collected for only specified, explicit and legitimate purposes;
  - adequate, relevant and limited to what is necessary for the purpose(s) for which it is processed;
  - accurate and, where necessary, kept up to date;
  - kept in a form which permits identification of individuals for no longer than is necessary for the purpose(s) for which it is processed;
  - processed in a manner that ensures its security by appropriate technical and organisational measures to protect against unauthorised or unlawful processing and against accidental loss, destruction or damage;
- We are responsible for and must be able to demonstrate compliance with the data protection principles listed above.
Fair and lawful processing
- This Policy aims to ensure that our data processing is done fairly and without adversely affecting the rights of the individual.
- Lawful processing means data must be processed on one of the legal bases set out in the GDPR. When special category personal data is being processed, additional conditions must be met.
Processing for limited purposes
- The [Club] collects and processes personal data. This is data we receive directly from an individual and data we may receive from other sources.
- We will only process personal data for the purposes of the [Club] as instructed by the committee, the County FA or The FA, or as specifically permitted by the GDPR. We will let individuals know what those purposes are when we first collect the data or as soon as possible thereafter.
Consent
- One of the lawful bases on which we may be processing data is the individual’s consent.
- An individual consents to us processing their personal data if they clearly indicate specific and informed agreement, either by a statement or positive action.
- Individuals must be easily able to withdraw their consent at any time and withdrawal must be promptly honoured. Consents should be refreshed every season.
- Explicit consent is usually required for automated decision-making and for cross-border data transfers, and for processing special category personal data. Where children are involved then the consent must be in writing from parent/guardian
- Where consent is our legal basis for processing, we will need to keep records of when and how this consent was captured.
- Our Privacy Notice sets out the lawful bases on which we process data of our players and members.
Notifying individuals
- Where we collect personal data directly from individuals, we will inform them about:
  - the purpose(s) for which we intend to process that personal data;
  - the legal basis on which we are processing that personal data;
  - where that legal basis is a legitimate interest, what that legitimate interest is;
  - where that legal basis is statutory or contractual, any possible consequences of failing to provide that personal data;
  - the types of third parties, if any, with which we will share that personal data, including any international data transfers;
  - their rights as data subjects, and how they can limit our use of their personal data;
  - the period for which data will be stored and how that period is determined;
  - any automated decision-making processing of that data and whether the data may be used for any further processing, and what that further processing is.
- If we receive personal data about an individual from other sources, we will provide the above information as soon as possible and let them know the source we received their personal data from;
- We will also inform those whose personal data we process that we, the [Club], are the data controller in regard to that data, and which individual(s) in the [Club] are responsible for data protection.
Adequate, relevant and non-excessive processing
- We will only collect personal data that is required for the specific purpose notified to the individual.
- You may only process personal data if required to do so in your official capacity with the [Club]. You cannot process personal data for any reason unrelated to your duties.
- The [Club] must ensure that when personal data is no longer needed for specified purposes, it is deleted or anonymised.
Accurate data

We will ensure that personal data we hold is accurate and kept up to date. We will check the accuracy of any personal data at the point of collection and at the start of each season. We will take all reasonable steps to destroy or amend inaccurate or out-of-date data.

Timely processing

We will not keep personal data longer than is necessary for the purpose(s) for which they were collected. We will take all reasonable steps to destroy or delete data which is no longer required, as per our Privacy Notice.

Processing in line with data subjects’ rights
- As data subjects, all individuals have the right to:
  - be informed of what personal data is being processed;
  - request access to any data held about them by a data controller;
  - object to processing of their data for direct-marketing purposes (including profiling);
  - ask to have inaccurate or incomplete data rectified;
  - be forgotten (deletion or removal of personal data);
  - restrict processing;
  - data portability; and
  - not be subject to a decision which is based on automated processing.
- The [Club] is aware that not all individuals’ rights are absolute, and any requests regarding the above should be immediately reported to the committee, and if applicable escalated to the [County FA/ FA] for guidance.
Data security
- We will take appropriate security measures against unlawful or unauthorised processing of personal data, and against the accidental loss of, or damage to, personal data.
- We have proportionate procedures and technology to maintain the security of all personal data.
- Personal data will only be transferred to another party to process on our behalf (a data processor) where we have a GDPR-compliant written contract in place with that data processor.
- We will maintain data security by protecting the confidentiality, integrity and availability of the personal data.
- Our security procedures include:
  - Entry controls. Any stranger seen in entry-controlled areas should be reported.
  - Secure desks, cabinets and cupboards. Desks and cupboards should be locked if they hold personal data.
  - Methods of disposal. Paper documents should be shredded. Digital storage devices should be physically destroyed.
  - Screens and monitors must not show personal data to passers-by, and should be locked when unattended. Excel spreadsheets will be password protected.
  - Personal Devices. Anyone accessing or processing the [Club]’s personal data on their own device, must have and operate a password only access or similar lock function, and should have appropriate anti-virus protection. These devices must have the [Club]’s personal data removed prior to being replaced by a new device or prior to such individual ceasing to work with or support the [Club].

Disclosure and sharing of personal information
- We share personal data with [the County FA/ and] The FA, and with applicable leagues using Whole Game System.
- We may share personal data with third parties or suppliers for the services they provide, and instruct them to process our personal data on our behalf as data processors. Where we share data with third parties, we will ensure we have a compliant written contract in place incorporating the minimum data processer terms as set out in the GDPR, which may be in the form of a supplier’s terms of service.
- We may share personal data we hold if we are under a duty to disclose or share an individual’s personal data in order to comply with any legal obligation, or in order to enforce or apply any contract with the individual or other agreements; or to protect our rights, property, or safety of our employees, players, other individuals associated with the [Club] or others.
Transferring personal data to a country outside the EEA

We may transfer any personal data we hold to a country outside the European Economic Area (EEA), provided that one of the appropriate safeguards applies.

Reporting a personal data breach
- In the case of a breach of personal data, we may need to notify the applicable regulatory body and the individual.
- If you know or suspect that a personal data breach has occurred, inform a member of the committee immediately, who may need to escalate to the [County FA/ FA] as appropriate. You should preserve all evidence relating to a potential personal data breach.
Dealing with subject access requests
- Individuals may make a formal request for information we hold about them. Anyone who receives such a request should forward it to the board/committee immediately, and where necessary escalated to the [County FA/ FA] for guidance. Nobody should feel bullied or pressured into disclosing personal information.
- When receiving telephone enquiries, we will only disclose personal data if we have checked the caller’s identity to make sure they are entitled to it.
Accountability
- The [Club] must implement appropriate technical and organisational measures to look after personal data, and is responsible for, and must be able to demonstrate compliance with the data protection principles.
- The [Club] must have adequate resources and controls in place to ensure and to document GDPR compliance, such as:
  - providing fair processing notice to individuals at all points of data capture;
  - training committee and volunteers on the GDPR, and this Data Protection Policy; and
  - reviewing the privacy measures implemented by the [Club].

Changes to this policy

We reserve the right to change this policy at any time. Where appropriate, we will notify you by email.

Maidenbower Colts Football Club takes your privacy very seriously. This Privacy Notice sets out how we use and look after the personal information we collect from you. We are the data controller, responsible for the processing of any personal data you give us. We take reasonable care to keep your information secure and to prevent any unauthorised access to or use of it.

What personal data we hold on you

Personal data means any information about an individual from which that individual can be identified.
We collect, use, store and transfer some personal data of our participants [and their parents or guardians], and other Club members.
You provide information about yourself when you register with the Club, and by filling in forms at an event or online, or by corresponding with us by phone, e-mail, or otherwise.
The information you give us may include your name, date of birth, address, e-mail address, phone number, gender, and contact details of a third party in the case of an emergency. We may also ask for relevant health information, which is classed as special category personal data, for the purposes of your health, well-being, welfare, and safeguarding. Where we hold this data it will be with the explicit consent of the participant or, if applicable, the participant’s parent or guardian. Where we need to collect personal data to fulfill Club responsibilities and you do not provide that data, we may not be able honour or administer your membership.

Why we need your personal data

We will only use personal data for any purpose for which it has been specifically provided.
The reason we need participants’ and members’ personal data is to be able to run the football club and arrange matches; to administer memberships, and provide the membership services you are signing up to when you register with the club. Our lawful basis for processing your personal data is that we have a contractual obligation to you as a participant or member to provide the services you
are registering for.

We have set out below, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate Purpose/ Processing Activity Lawful Basis for processing under Article 6 of the GDPR.

processing membership forms and payments/ subs – Performance of a contract
organising matches – Performance of a contract
sending out match or Club information and updates – Performance of a contract sharing data with coaches, managers, or officials to run training sessions or enter events – Performance of a contract

Sharing data with leagues we are in membership of, county associations, and other competition providers for entry in events – Performance of a contract

Sharing data with committee members to provide information about club activities, membership renewals, or invitations to social events – The Club has a legitimate interest to maintain member and participant correspondence for club community purposes.

Sharing data with third-party service or Facility provider – The Club has a legitimate interest to run the organisation efficiently and as it sees fit. Provision of some third-party services is for the benefit of the Club, participants, and its members.

Publishing match and league results – Consent. We will only publish your personal data in the public domain, including images and names, if you have given your consent for us to do so. In the case of children under the age of 13 then only with the written consent of parent/guardian

To ensure we understand possible health risks – Consent. We will only process details on your medical history with your consent.

Who we share your personal data with

When you become a member of the Club, your information, if you are a coach or volunteer will be or if you are another participant may be (depending upon which league(s) your team plays in) entered onto the Game System database relevant to the league for which your child is being registered to. We also pass your information to the County FA and to leagues to register participants and the team for matches, tournaments, or other events, and for affiliation purposes.

We may share your personal data with selected third parties, suppliers, and sub-contractors such as referees, coaches, or match organisers. Third-party service providers will only process your personal data for specified purposes and in accordance with our instructions.

We may disclose your personal information to third parties to comply with a legal obligation; or to protect the rights, property, or safety of our participants, members or affiliates, or others.

The Club’s data processing may require your personal data to be transferred outside of the UK. Where the Club does transfer your personal data overseas it is with sufficient appropriate safeguards in place to ensure the security of that personal data.

Protection of your personal data

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed.

How long we hold your personal data

We keep personal data on our participants and members while they continue to be a participant or members or are otherwise actively involved with the Club. We will delete this data after a participant or member has left or otherwise ended their membership or affiliation, or sooner if specifically requested and we are able to do so. We may need to retain some personal data for longer for legal or regulatory purposes. Some systems such as the Whole Game System is subject to their privacy policy so we advise you to review that policy together with this notice. If you would like your personal data to be deleted from the Whole Game System then please contact them.

Your rights regarding your personal data

As a data subject you may have the right at any time to request access to, rectification, or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.

As a data subject, you are not obliged to share your personal data with the Club. If you choose not to share your personal data with us we may not be able to register or administer your membership.

We may update this Privacy Notice from time to time and will inform you of any changes in how we handle your personal data.

DIGITAL PHOTOGRAPHY AND IMAGE POLICY

Maidenbower Colts Football Club is fully committed to safeguarding and promoting the well-being of all its members. The Club has issued the following guidelines for the use of photography and video imaging as it affects junior members.

Parents and guardians will not be prevented from taking pictures or video filming junior members. The introduction of proportionate controls on the use of such equipment forms a key element of general safeguarding good practice at the Club.

Use of Photography

Photographs/images are not to be taken at matches or training without the prior permission of the parents/carers of the junior members. This permission can be given by proxy by the coach of each team, only after parental consent for this has been granted. The coach must arrange this prior to attending matches. Permission is granted once the use if the photography box is checked upon registration. You can opt out of the agreement by contacting the Club Secretary and Welfare Officer. The coach must arrange this prior to attending matches.

If no consent has been given for a child on the club membership application form, then it is to be made known to the relevant person of the other team (e.g. Coach/Team Manager), so that the appropriate person/s taking photos for the other team is aware and can avoid taking photos of that particular child.

The junior members should be informed that a person will be taking photographs.

The junior members should be informed that if they have concerns they can report these to the coach or team manager.

Concerns regarding inappropriate or intrusive photography should be reported to the Club Welfare Officer and recorded in the same manner as any other child protection concern.

Maidenbower Colts Football Club representatives are asked to adhere to the guidelines relating to publishing of images as detailed below. Use of images of children, (for example on the web, in the media or in league handbooks)

Ask for parental permission to use their child’s image and wherever possible show the image to the parents and child in advance. This ensures that they are aware of the way the image will be used to represent football and the Club.

Ask for the child’s permission to use their image. This ensures that they are aware of the way the image is to be used to represent football and the Club.

If the player is named, avoid using their photograph.

If a photograph is used, avoid naming the child.

Only use images of junior members in appropriate kit (training or competition), to reduce the risk of inappropriate use, and to provide positive images of the children.

Encourage the reporting of inappropriate use of images of children. If you are concerned, report your concerns to the County or Club Welfare Officer.

Use of Video as a coaching aid:

Club Coaches may use video equipment as a legitimate coaching aid. However, Players and Parents/Carers should be aware that this is part of the Coaching programme and material taken in connection with coaching must be stored securely and must be deleted/destroyed when a parent requests this, or when the material is no longer needed. The Parents/Carers and junior members must provide written consent for the use of photography and video analysis.

tEAM & MATCH OFFICIALS

Obligations towards the Game

The Team Official should:

Set a positive example for others, particularly young players and supporters, by promoting good behaviour and showing respect to everyone involved in the game.

Promote and develop his/her team having regard to the interest of the Players, Supporters and reputation of the national game.

The behaviour of the match officials has an impact, directly and indirectly, on the conduct of everyone involved in the game – both on the pitch and on the sidelines.

Share knowledge and experience when invited to do so, taking into account the interest of the body that has requested this rather than personal interests.

Be responsible in promoting high standards of behaviour in the game.

Play your part and observe the FA’s Respect Code of Conduct and match officials at all times.

Avoid all forms of Gamesmanship.

Show all due respect to Match Officials and others involved in the game.

Always have regard for the best interests of the game, including when publicly expressing an opinion of the game and any particular aspect of it, including others involved in the game.

Do not use or tolerate inappropriate language.

Obligations towards the Team

The Team Official should:

Make every effort to develop the sporting, technical and tactical levels of the Club/team, and to obtain the best results, using all permitted means.

Give priority to the interests of the team, using all permitted means.

Resist all illegal or unsporting influences, including banned substances and techniques.

Promote ethical principles.

Show due respect for the interests of the players, coaches and officials, their own Club/team and others.

Obligations towards the Supporters

The Team Official should:

Show due respect for the interests of Supporters.

Do not use or tolerate inappropriate language.

Respect towards the Match Officials

The Team Official should:

Accept the decisions of the Match Officials without protest.

Avoid words or actions which may mislead a Match Official.

Show due respect towards Match Officials.

I WILL:

Be honest and completely impartial at all times.

Apply the laws of the Game and competition rules fairly and consistently.

Manage the game in a positive, calm and confident manner.

Deal with all instances of violence, aggression, unsporting behaviour , foul play and other misconduct.

Never tolerate offensive, insulting or abusive language or behaviour from players or officials.

Support my match official colleagues at all times.

Communicate with the players and encourage Fair Play.

Respond in a clear, calm and confident manner to any appropriate request for clarification by the team captains.

Prepare physically and mentally for every match.

Complete and submit, accurate and concise reports within the time limit required for games in which I officiate.

I understand that if I do not follow the code, any/all of the following activities may be taken by my county FA or the FA:

I MAY BE:

Required to meet with the FA/County FA Refereeing Official.

Required to meet with the FA/County FA Referees Committee.

Thank you for your co-operation and assistance.

players

Coaches must respect the rights, dignity and worth of each and every person and treat each equally within the context of the sport.

Coaches must place the well-being, enjoyment and safety of each player above all other considerations, including the development of performance, and above winning. Never engage in or tolerate any form of bullying.

Coaches must adhere to all guidelines laid down by governing bodies.

Coaches must develop an appropriate working relationship with each player based on mutual trust and respect.

Adhere to the laws and spirit of the game and respect match officials’ decisions.

Coaches must not exert undue influence to obtain personal benefit or reward.

Coaches must encourage, promote and guide players to accept responsibility for their own behaviour and performance.

Promote Fair Play at all times.

Coaches must ensure that the activities they direct or advocate are appropriate for the age, maturity, experience and ability of players.

Coaches should, at the outset, clarify with the players (and, where appropriate parent) exactly what is expected of them and also what they are entitled to expect from their Coach.

Coaches must co-operate fully with other specialists (e.g. other coaches, officials, sports scientists, doctors, physiotherapists) in the best interests of the player.

Coaches must always promote the positive aspects of the sport (e.g. encroaching on the field of play) and never condone violations of the Laws of the Game, behaviour contrary to the spirit of the Laws of the Game or relevant rules and regulations or the use of prohibited substances or techniques.

Coaches must consistently display high standards of behaviour and appearance.

Coaches should never engage in, or tolerate, offensive, insulting or abusive language or behaviour.

Be gracious in victory and defeat.

Never enter the field of play without the referee’s permission and always adhere to the “Respect Line”.

I understand that if I do not follow the code, any/all of the following activities may be taken by my Club, county FA or the FA:

I MAY BE:

Required to meet with the club, league or County Welfare Officer.

Suspended by the club from attending matches.

Suspended or fined by the county FA.

Required to leave or sacked by the club.

In addition:

My FA Coaching License may be withdrawn.

Thank you for your co-operation and assistance.

coaches

Maidenbower Colts FC is entirely committed to providing a safe, supportive, and inclusive environment for all members, regardless of their race, ethnicity, gender identity, sexual orientation, religion, disability, age, or any other characteristic that makes them unique.

Maidenbower Colts FC believe that diversity enriches our football club and wider community and makes us stronger.

We aim to create a club culture that celebrates and respects the differences among us, and that encourages everyone to contribute their unique perspectives and talents.

Our football club is a Kick it Out Equality Chartered Club, a #HerGameToo Partner Club, a Football v Homophobia Champion Club, and is a England Football Disability Recreation Centre (at time of publishing, Sussex’s first and only).

Our commitment to diversity, equity, and inclusion includes:

Providing equal opportunities to all members to participate in our football club, regardless of their background, identity, or ability.
Ensuring that our club policies and practices do not discriminate against anyone based on their race, ethnicity, gender identity, sexual orientation, religion, disability, age, or any other characteristic protected by law.
Promoting an environment that is free from harassment, bullying, or other forms of discrimination, and taking appropriate action to address any incidents that may occur. Encouraging open communication among members and providing a safe space for everyone to express their opinions and ideas.
Providing training and education to our members on issues related to diversity, equity, and inclusion, and promoting awareness of different cultures and identities.
Seeking out and welcoming individuals from diverse backgrounds to join our club as members, volunteers, and supporters.

All at Maidenbower Colts FC believe that every member of our club has a responsibility to uphold our DE&I policy and contribute to creating a welcoming and inclusive environment. We encourage everyone to speak up if they witness or experience any behaviour that goes against our values.

Maidenbower Colts FC is committed to reviewing and updating this policy on a regular basis, in order to ensure that we are constantly striving to improve our commitment to diversity, equity, and inclusion.

PARENTS/GUARDIANS & SPECTATORS

Every child or young person, defined as any person under the age of 18, who plays or participates in football should be able to take part in an enjoyable and safe environment and be protected from abuse. This is the responsibility of every adult involved in football, thus every club is required to endorse and adhere to The Association’s Safeguarding Children policy.

The FA recognises its responsibility to safeguard the welfare of all children and young people by protecting them from physical, sexual or emotional harm and from neglect or bullying. The FA is committed to working to provide a safe environment for all children and young people to participate in the sport to the best of their abilities for as long as they choose to do so. The Safeguarding Children Policy is supported by The FA’s Respect programme to address verbal abuse and bullying of youngsters by parents and coaches on the sidelines. The Association’s Safeguarding Children policy principles are that:

the child’s welfare is, and must always be, the paramount consideration

all children and young people have a right to be protected from abuse regardless of their age, gender, disability, culture, language, racial origin, faith or sexual orientation

all suspicions and allegations of abuse will be taken seriously and responded to swiftly and appropriately

working in partnership with other organisations, children and young people and their parents and carers is essential.

The FA is committed to working in partnership with the Police, Children’s Services Departments, and Local Safeguarding Children’s Boards (LSCB) in accordance with their procedures. This is essential to enable these organisations to carry out their statutory duties to investigate concerns and protect all children and young people.

The Association’s Safeguarding Children Policy is in response to government legislation and guidance, developed to safeguard the welfare and development of children and young people.

As set out in The Football Association’s Safeguarding Children Policy, The Association is committed to safeguarding children within football and has Case Management procedures in place to assess the suitability of individuals to be involved with children in football.

In assessing that suitability, children’s welfare is the paramount consideration. Towards this, The Association has the power under the Safeguarding Children Regulations to issue a suspension where any one or more of the following applies:

The individual fails to comply with any part of The Association’s Criminal Records Bureau (CRB) Process;

The individual has been barred by the Independent Safeguarding Authority (ISA) from engaging in regulated activity relating to children;

The individual has been disqualified from working with children under the Criminal Justice and Court Services Act 2000;

The individual is subject to any other restriction to their involvement with children due to an order made pursuant to statute;

The individual has been convicted of, or made the subject of a caution for, an “Offence” defined in paragraph 1 of the Regulations;

Following a risk assessment, The Association is satisfied on the balance of probabilities that the individual poses or may pose a risk of harm to children.

1(a). In these Regulations the expression “Offence” shall mean any one or more of the offences contained in the Schedules of the Criminal Justice and Court Services Act 2000 and any other criminal offence which reasonably causes The Association to believe that the person accused of the offence poses or may pose a risk of harm to a child or children.

1(b). Where any case is referred to the Safeguarding Review Panel pursuant to these Regulations, it shall be considered by the Panel on the basis of written material only. No party shall be permitted to attend to address the Safeguarding Review Panel.

THE ASSOCIATION’S CRB PROCESS

All persons applying for or currently in such positions that The Association deems relevant whose duties include regularly caring for, training, supervising or being in charge of children, must comply with the requirements of The Association’s CRB process. These requirements are:
To obtain an FA Enhanced CRB Disclosure; and

To provide any such further detail, explanation or clarification of any or all part or parts of that Enhanced Disclosure, or any matter revealed by it, as may be required by The Association; and

Where required, to provide at least two references that attest to their suitability to be involved in youth football. The spouse or partner of the person subject to this requirement cannot act as a referee for this purpose. Any reference provided by a spouse or partner will not be accepted; and

To comply with each of the requirements set out in regulations (i) – (iii) above within any such time limit as The Association may stipulate.

Any person who fails to comply with any of the requirements set out in sub-paragraphs (i) – (iv) above shall be subject to an immediate suspension from football activity, on such terms and for such period as The Association may stipulate.

INTERIM SUSPENSION ORDERS

Upon receipt by The Association of:

3.1. Notification that an individual has been charged with an Offence; or

3.2. Notification that an individual is the subject of an investigation by the Police, Children’s Services or any other authority relating to an Offence; or

3.3. Any other information which causes The Association reasonably to believe that a person poses or may pose a risk of harm to a child or children.

The Association shall have the power to order that the individual be suspended from all or any specific football activity for such a period and on such terms and conditions as it deems appropriate. Such suspensions will be issued by the Case Manager or his/her nominee. The initial notification of any such suspension sent to an individual shall set out the right of appeal contained in Regulation 6 below.

In determining whether an order under regulation 3 should be made, the Case Manager or his/her nominee shall give consideration, inter alia, to the following factors:

4.1. Whether a child is or children are or may be at risk of harm;

4.2. Whether the matters are of a serious nature;

4.3. Whether an order is necessary or desirable to allow the conduct of any investigation by The Association or any other authority or body to proceed unimpeded having regard to the need for any suspension order to be proportionate.

All such suspension orders will be reviewed at the next meeting of The Association’s Safeguarding Review Panel. The Panel may ratify, modify or remove any such suspension, or make any other order in relation to that suspension as it deems appropriate.

The total period of an order referred to in Regulation 3 above shall not last beyond the final determination of any related case under the Rules of The Association.
Any individual subject to a suspension order under Regulation 3 may appeal against it once the period of three months from the imposition of the suspension order by the Case Manager/nominee has elapsed.
Such appeals shall be considered by the Safeguarding Review Panel. At least one member of any Panel considering an appeal shall not have been a member of any Panel which conducted the initial review, under Regulation 4 above, of the suspension order being appealed.
To bring an appeal under Regulation 6, the individual must give notice in writing to the Case Manager/nominee, requesting such an appeal. The individual may submit any written material in support of the appeal. Such material must be submitted within 14 days of giving such notice or it may not be considered by the Safeguarding Review Panel.
The Safeguarding Review Panel shall consider all written material submitted by the individual requesting the appeal and in support of that appeal. The Case Manager/nominee may also submit any written material for consideration by the Panel.
On considering an appeal, the Safeguarding Review Panel shall have the power to make any order in relation to the interim suspension order as it deems appropriate, including ratifying, modifying or removing it. The Panel shall also have power to make any order in relation to the conduct of the appeal proceedings as it deems appropriate, including requiring more information from either the individual or the Case Manager/nominee.
Any appeal under Regulation 6 shall be heard by the Safeguarding Review Panel at the earliest opportunity, following receipt of notice in writing and any written material in support of the appeal from the individual.
Where an order is imposed on an individual under Regulation 3 above, The Association shall bring and conclude any proceedings under the Rules of The Association against the person relating to the matters as soon as reasonably practicable.

DIVERSITY, EQUITY & INCLUSION POLICY