Hereford Lads Club Welfare and Disciplinary Process

Ethos:

Primarily the children within the club are our most important asset, and all our efforts revolve around them.

The Welfare and Disciplinary Committee

The committee is made up of five committee members within Hereford Lads Club 2026/27 Season

Katrina Williams Lead Welfare and Disciplinary officer

Katherine Rolfe Welfare Officer

Dorothy Draper Welfare Officer

Chris Price Chairman

Oliver Williams Vice Chairman

The Committee will use as terms of reference the FA Respect Codes of Conduct and Hereford Lads Club Codes of Conduct. Decisions made by the committee(s) will reflect these codes. These processes are designed to ensure safeguarding, welfare, fairness, consistency, and compliance within our organisational standards. Hereford Lads Club hold the right to review and adapt policies and any time.

Hereford Lads Club follows guidance around the safer recruitment of volunteers. As part of football’s commitment to provide safe and enjoyable environments, safer recruitment and selection procedures are essential. Hereford Lads Club will take all reasonable steps to ensure unsuitable people are prevented from working with children and young people both in youth football within the club. Hereford Lads Club committee will follow the FA’s eight steps to safer recruitment of volunteers and use an adapted version of the FA’s volunteer application form to ensure fair and safer recruitment.

At the monthly meetings Welfare Officers will present a brief overview of Welfare and Discipline matters that are currently being assessed to the committee(s) and review of policies will be conducted. Chris Price, Hereford Lads Club Chairman will be kept abreast of welfare, safeguarding and disciplinary issues as they occur.

Reporting a Safeguarding and Welfare Concern - Areas of Responsibility

Hereford Lads Club Team Officials, Volunteers and Committee Members

All team officials, committee members and volunteers have responsibilities as set out in the FA Code of Conduct as well as the clubs own code of conduct. Team officials are initially responsible for dealing with welfare, safeguarding concerns and disciplinary matters within their own team. Welfare Officers must then be contacted via email using the incident report form who will then take the necessary action and follow the steps outlined below. Reference: FA Respect Code of Conduct Coaches, Managers and Club Officials

Parents and Spectators.

Parents and spectators have responsibilities as set out in the FA Code of Conduct for Spectators and Parents as well as the Clubs own code of conduct. If parents and spectators wish to raise issues within these codes of conduct or want to report a welfare or safeguarding concern, they must make these known to the Team Officials in the first instance and then to the club’s welfare officers via Email using the incident report form who will then take the necessary action and follow the steps outlined below. Reference: FA Respect Code of Conduct Spectators and Parents, Lads Club Parent/Carers Code of Conduct.

Outline of Hereford Lads Club disciplinary process and recording of welfare concerns

1. Policy Frameworks- All policies and procedures can be found on Hereford Lads Club Website.

Hereford Lads Club and the FA Code of Conduct: Clearly defines procedures, rules and standards regarding welfare/behaviour. It sets out guidelines designed to promote respect, fair play, and positive behaviour with football. It applies to players, coaches, match officials, spectators and parents.

Safeguarding policies ensures the safety and welfare of all participants, particularly children. It outlines the responsibilities of everyone involved in the organisation in maintaining a safe environment.

Confidentiality Policy outlines how sensitive information is handled to prevent unauthorised access or disclosure. GDPR governs how the organisation manages personal data and aims to protect individuals’ privacy and gives them rights. Privacy policy explains how the organisation collects, uses, protects personal data and informs users of their rights. Data Protection Policy outlines how the organisation handles personal data and includes rules for collecting, storing, processing and sharing information lawfully.

Awareness:

Team officials, committee members, and volunteers will be made aware of the Code of Conduct as part the volunteer agreement that they sign and adhere to before taking on any volunteering role. Players and parents will be informed and a contract will be signed via the initial online signing on process.

2.Identifying and Reporting Issues

• Incident Identification: The issue is identified (e.g., safeguarding, welfare issues, or unsafe practices).

3.Reporting

An incident report form is submitted to a HLC Club Welfare Officers This form is sent directly to the club’s welfare email address.

Link to the incident reporting form Incident Report Form.

Lead Welfare Officer- Katrina Williams, 07774322156, welfare.herefordladsclub@gmail.com

Club Welfare Officer Katherine Rolfe 07900302645 welfare.herefordladsclub@gmail.com

Club Welfare Officer Dorothy Draper 07470051673 welfare.herefordladsclub@gmail.com

The committee will establish a 24-hour window for the reporting of match incidents or where there are Safeguarding and welfare issues.

4. Initial Assessment

• Preliminary Investigation: Once the complaint or incident form has been received a review will be conducted by CWOs to determine if the complaint requires further action.

If someone in the welfare and disciplinary team is involved in the incident, another committee member will take on the roles involved in the steps of the process. The replacement person will be agreed by initially the Lead Welfare Officer and the HLC Chairman or Vice Chairman in his absence. This so that no bias can be perceived, the process is fair and impartial decisions can be made.

5. Formal Investigations

• Assign Investigator(s): CWOs will conduct a primary investigation, gather evidence and statements.
• Gathering Evidence: Includes interviews, meeting minutes, documentation, CCTV footage, emails, or witness statements. The list is not exhaustive.

6. Interim Measures:

Temporary adjustments (e.g., suspension pending investigation, support) may be made to protect all parties during the initial investigation stage. Regardless of waiting for organisational outcomes outside of HLC, HLC will be within their remit to administer temporary suspensions to anyone, if the HLC feels that it is or could be a safeguarding or welfare issue.

Advice maybe sort from Hereford Football Association regarding welfare and safeguarding matters.

Welfare Consideration: Outside multiagency services are recommended to offer support to all parties (e.g., counselling, mental health services)

7. Hearing Process

• Notification: From the initial reporting incident, the committee will have 7 working days from the initial investigation to gather evidence and send the accused notification of a hearing if necessary. The 7 day time frame maybe extended if the necessary information isn’t available at the time of collating evidence.

The accused are informed of the hearing date, reasons for the hearing, code of conduct, evidence that has been provided by witnesses, any relevant documents and their right to representation.

Consent should be given by witnesses to share information or evidence that they have provided as part of a disciplinary process. See consent document for sharing information.

All Confidentiality Agreements, Privacy Policies, Data Protection Policies are applicable to all players, coaches, volunteers, parents and spectators and should be adhered to. If a breach is found sanctions maybe imposed.

• Hearing Panel: A neutral panel consisting of two committee members will review evidence, hear testimonies, and consider mitigating factors.

8. Outcome and Actions

• Findings: The committee will determine whether the accusation is upheld or dismissed. A letter will be sent to the accused informing them of the next step of the process and of any disciplinary action. This will be done no later that 7 working days after the hearing.

9. Breaches of Conduct and Sanctions

breach of conduct includes, but is not limited to:

1. Failure to comply with all Hereford Lads Club policies and procedures.
2. Engaging in offensive, abusive, discriminatory, or unprofessional behaviour.
3. Repeated failure to fulfil agreed-upon responsibilities without valid reason or communication.
4. Confidentiality Breach: Sharing or misusing confidential or sensitive information. See policies before signing.
5. Safeguarding Breaches: Failing to prioritise player welfare or follow safeguarding procedures.
6. Engaging in illegal activity, harassment, violence, or actions that damage the club’s reputation.

Sanctions for Breaches- Process and procedures from disciplinary matters are outline in the Welfare and Disciplinary process document.

Depending on the severity of the breach, the following actions may be taken but limited to:

1. Verbal Warning: For minor or first-time breaches, a verbal warning will be issued with clear guidance for improvement.
2. Written Warning: For repeated or more serious breaches, a formal written warning will be issued, outlining the breach and expectations moving forward.
3. Additional Training: The volunteer may be required to complete specific training (e.g., safeguarding or conduct-related courses).
4. Suspension: Temporary suspension pending investigation of a serious breach and further sanctions maybe imposed such as match and training bans.
5. Role Termination: Immediate termination of the agreement and removal of membership.
6. Referral to Authorities: In cases of illegal or safeguarding violations, the club will report the issue to the relevant authorities, including the FA, police.

10. Appeals Process

• The accused has the right to appeal the decision within 14 days. This should be done in writing and emailed to

11. Follow-Up

• Monitoring: Ensuring that the outcomes are implemented and the environment remains safe and supportive.

The Code of Conduct and policies are adhered to.

• Support: Providing ongoing welfare support for those affected by the process.

Key Considerations

• Fairness and Impartiality: Ensure the process is unbiased and adheres to the Code of conduct and standards.
• Confidentiality: Protect the privacy of all individuals involved.
• Compliance: Align the process with policies, and welfare regulations.

Outcomes

The committee accepts that not all outcomes and eventualities can be determined by the processes outlined above.

The Committee and Lads Club aim is to establish Best Practice in Welfare and Disciplinary Matters and we reserve the right to amend the process where necessary.

The Committee recognise that where matters need to be reported outside of the club to governing bodies such as the HFA or Police then the Lead CWO must be consulted and copied in along with the respective Chairmen and Secretaries for the respective sections.

The committee do not sit to consider red or yellow cards given to players by officials during a match. However, the committee reserve the right to review such offences and may consider additional internal disciplinary measures. Examples would be where the offence has been proven as racist or where violent conduct has occurred.

Welfare and Disciplinary committee details

Lead Welfare Officer- Katrina Williams- 07774322156 welfare.herefordladsclub@gmail.com

HLC CWO’S- Kathrine Rolfe- 07900302645 welfare.herefordladsclub@gmail.com

Dorothy Draper 07470051673 welfare.herefordladsclub@gmail.com

Chairman- Chris Price- 07919545780 chairman.herefordladsclub@gmail.com

Oliver Williams- 07435662286 vicechairman.herefordladsclub@gmail.com

Hereford Lads Club acknowledges its responsibility to safeguard the welfare of every child and young person who has been entrusted to its care and is committed to working to provide a safe environment for all members. A child or young person is anyone under the age of 18 engaged in any club football activity.

We subscribe to The Football Association’s (The FA) Safeguarding Children – Policy and Procedures and endorse and adopt the Policy Statement contained in that document.

The key principles of The FA Safeguarding Children Policy 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, race, sexual orientation, faith or belief
• 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/carers is essential.

We acknowledge that every child or young person who plays or participates in football should be able to take part in an enjoyable and safe environment and be protected from poor practice and abuse. Hereford Lads Club recognises that this is the responsibility of every adult involved in our club.

Hereford Lads Club has a role to play in safeguarding the welfare of all children and young people by protecting them from physical, sexual or emotional harm and from neglect or bullying. It is noted and accepted that The Football Association’s Safeguarding Children Regulations (see The FA Handbook) applies to everyone in football whether in a paid or voluntary capacity. This means whether you are a volunteer, match official, helper on club tours, football coach, club official or medical staff.

We endorse and adopt The FA’s Responsible Recruitment guidelines for recruiting volunteers and we will:

• Specify what the role is and what tasks it involves
• Request identification documents
• As a minimum meet and chat with the applicant(s) and where possible interview people before appointing them
• Ask for and follow up with references before appointing someone
• Where eligible require an FA accepted Enhanced Criminal Record Check (CRC) with Barring List Check in line with current FA policy and regulations.

All current Football Club members working in eligible roles, with children and young people - such as managers and coaches are required to hold an in-date FA accepted Enhanced CRC with Barring List check as part of responsible recruitment practice

If there are concerns regarding the appropriateness of an individual who is already involved or who has approached us to become part of Football Club guidance will be sought from The Football Association. It is noted and accepted that The FA will consider the relevance and significance of the information obtained via the CRC Process and that all suitability decisions will be made in accordance with legislation and in the best interests of children and young people. It is accepted that The FA aims to prevent people with a history of relevant and significant offending from having contact with children or young people and the opportunity to influence policies or practice with children or young people. This is to prevent direct sexual or physical harm to children and to minimise the risk of ‘grooming’ within football.

Hereford Lads Club supports The FA’s Whistle Blowing Policy.

Any adult or young person with concerns about a adult in a position of trust with football can ‘whistle blow’ by contacting:

The FA Safeguarding Team on 0800 169 1863

Post- to The FA Case Manager at The Football Association, Wembley Stadium, PO Box 1966, London SW1P 9EQ

Email- Safeguarding@TheFA.com

Alternatively by going direct to the Police, Children’s Social Care or the NSPCC. Football Club encourages everyone to know about The FA’s Whistle Blowing Policy and to utilise it if necessary.

Reporting your concerns about the welfare of a child or young person. Safeguarding is everyone’s responsibility if you are worried about a child it is important that you report your concerns – no action is not an option.

If you are worried about a child then you need to report your concerns to the Club Welfare Officer. If the issue is one of poor practice the Club Welfare Officer will either:

Hereford Lads Club has appointed a Club Welfare Officer in line with The FA’s role profile and required completion of the Safeguarding Children and Welfare Officers Workshop. The post holder will be involved with Welfare Officer training provided by The FA and/or County FA. The Club Welfare Officer is the first point of contact for all club members regarding concerns about the welfare of any child or young person. The Club Welfare Officer will liaise directly with the County FA (CFA) Welfare Officer and will be familiar with the procedures for referring any concerns. They will also play a proactive role in increasing awareness of Respect, poor practice and abuse amongst club members.

We acknowledge and endorse The FA’s identification of bullying as a category of abuse. Bullying of any kind is not acceptable at our club. If bullying does occur, all players or parents/carers should be able to tell and know that incidents will be dealt with promptly. Incidents need to be reported to the Club Welfare Officer in cases of serious bullying the CFA Welfare Officer may be contacted.

Respect codes of conduct for Players, Parents/ Spectators, Officials and Coaches have been implemented by Hereford Lads Club. In order to validate these Respect codes of conduct the club has clear actions it will take regarding repeated or serious misconduct at club level and acknowledges the possibility of potential sanctions which may be implemented by the County FA in more serious circumstances.

Reporting your concerns about the welfare of a child or young person. Safeguarding is everyone’s responsibility if you are worried about a child it is important that you report your concerns – no action is not an option.

If you are worried about a child then you need to report your concerns to the Club Welfare Officer.

If the issue is one of poor practice the Club Welfare Officer will either: deal with the matter themselves or seek advice from the CFA Welfare Officer

If the concern is more serious – possible child abuse, where possible, contact the CFA Welfare Officer first, then immediately contact the Police or Children’s Social Care.

If the child needs immediate medical treatment take them to a hospital or call an ambulance and tell them this is a child protection concern. Let your Club Welfare Officer know what action you have taken, they in turn will inform the CFA Welfare Officer.

If at any time you are not able to contact your Club Welfare Officer or the matter is clearly serious then you can either: • contact your CFA Welfare Officer directly • contact The FA Safeguarding Team on 0800 169 1863 or Safeguarding@TheFA.com • contact the Police or Children’s Social Care • call the NSPCC 24 hour Helpline for advice on 0808 800 5000 or text 88858 or email help@nspcc.org.uk

Contact Information

Further advice on child protection matters can be obtained from:

Hereford Lads Club Lead Welfare Officer (CWO): Katrina Williams 07774322156 welfare.herefordladsclub@gmail.com

Hereford Lads Club Welfare Officer (CWO): Katherine Rolfe 07900302645 welfare.herefordladsclub@gmail.com

Hereford Lads Club Welfare Officer (CWO): Dorothy Draper 07470051673 welfare.herefordladsclub@gmail.com

County Designated Safeguarding Officer: ​Danielle Harris

​​07555 754314 safeguarding@herefordshirefa.com

Hereford Lads Club Lead Welfare Officer: Katrina Williams welfare.herefordladsclub@gmail.com

Kathrine Rolfe- Welfare Officer- welfare.herefordladsclub@gmail.com

Dorothy Draper 07470051673 welfare.herefordladsclub@gmail.com

Chris Price- Chairman - chairman.herefordladsclub@gmail.com

County Designated Safeguarding Officer: Danielle Harris safeguarding@herefordshirefa.com

Non-immediate risk of harm, or concerns of poor practice can be reported to the Club Welfare Officer or County Designated Welfare Officer.

Any urgent concern where there may be an immediate risk of harm to a child must be reported to the Police or Children’s Social Care:

Herefordshire Multi-Agency Safeguarding Hub – 01432 260800

Police – 101

The NSPCC also has a 24hr helpline which can offer further advice if Club or County Welfare staff are unavailable, NSPCC – 0808 800 5000.

If the Club or County Welfare Staff are not dealing with concerns adequately, The FA can be contacted directly: The FA Safeguarding – safeguarding@thefa.com

If there are concerns that someone may be behaving inappropriately or seeking to groom a child in an online environment, these can be reported to the Child Exploitation and Online Protection: Child Exploitation and Online Protection – www.ceop.police.uk/safety-centre

If a child or young person is in immediate danger, call 999 and ask for the Police Whistleblowing In a safeguarding context, whistleblowing means revealing and raising concerns over misconduct or malpractice within an organisation, or within an independent structure associate with it. It can be used as an early warning system or when it’s recognised that appropriate actions have not been taken. The above contact details can be used to report any concerns about a young person’s safety or welfare.

HEALTH AND SAFETY POLICY STATEMENT:

Hereford Lads Club is strongly committed to encouraging our members to take part, but the health, well-being and safety of each individual is always our paramount concern. We recommend levels of training dependent on age and ability, and expect our junior athletes to participate within these boundaries.”

HEALTH AND SAFETY POLICY:

To support our Health and Safety policy statement we are committed to the following duties:

Undertake regular, recorded risk assessment of the club premises and all activities undertaken by the club.

Create a safe environment by putting health and safety measures in place as identified by the assessment.

Ensure that all members are given the appropriate level of training and competition by regularly assessing individual ability dependant on age, maturity and development.

Ensure that all members are aware of, understand and follow the club’s health and safety policy.

Appoint a competent club member to assist with health and safety responsibilities.

Ensure that normal operating procedures and emergency operating procedures are in place and known by all members.

Provide access to adequate first aid facilities, telephone and qualified first aider at all times.

Report any injuries or accidents sustained during any club activity or whilst on the club premises.

Ensure that the implementation of the policy is reviewed regularly and monitored for effectiveness.

AS A CLUB MEMBER YOU HAVE A DUTY TO:

Take reasonable care for your own health and safety and that of others who may be affected by what you do or not do.

Co-operate with the club on health and safety issues.

Correctly use all equipment provided by the club.

Not interfere with or misuse anything provided for your health, safety or welfare.

Reporting an accident- Please use the online accident report form or alternatively there is a logbook located behind Hereford Lads club bar.

CLUB HEALTH AND SAFETY OFFICER: Chris Price

FIRST AID: First aid Kit located behind the bar

QUALIFIED FIRST AIDERS:

Chris Price

Oliver Williams

DEFIBRILLATOR LOCATION-

Front of Hereford Lads Club building

Hereford Lads Club is responsible for setting standards and values to apply throughout the club at every level. Football belongs to and should be enjoyed by anyone who wants to participate in it.

Hereford Lads Club in all its activities will not discriminate or in any way, treat anyone less favourably on grounds of age, gender, gender reassignment, sexual orientation, marital status, race, nationality, ethnic origin, colour, religion or belief, ability or disability. The club will ensure it treats people fairly and with respect and that it will provide access and opportunities for all members of the community to take part in and enjoy its activities.

Hereford Lads Club will not tolerate harassment, bullying, abuse or victimisation of an individual, which for the purposes of this policy and the actions and sanction applicable is regarded as discrimination.

This includes sexual or racially based harassment or other discriminatory behaviour, whether physical or verbal. The club will work to ensure that such behaviour is met with appropriate action in whatever context it occurs.

This policy is fully supported by the Club Officers who are responsible for the implementation of this policy.

Hereford Lads Club is committed to taking positive action where inequalities exist and to the development of a programme of ongoing training and awareness raising events and activities in order to promote the eradication of discrimination and promote equality in football.

Hereford Lads Club is committed to a policy of equal treatment of all members and requires all members to abide and adhere to these policies and the requirements of the Equality Act 2010.

Hereford Lads Club commits itself to the immediate investigation of any claims when brought to its attention, of discrimination on the above grounds and where such is found to be the case, a requirement that the practice stop and sanctions are imposes as appropriate.

OUR COMMITMENT is to confront and eliminate discrimination whether by reason of age, gender, gender reassignment, sexual orientation, marital status, race, nationality, ethnic origin, colour, religion or belief, ability or disability and to encourage equal opportunities

Reporting:

Any concerns or complaints about breaches of this policy should be reported to the Club Welfare Officers. All concerns will be taken seriously and handled sensitively.

Hereford Lads Club Lead Welfare Officer (CWO): Katrina Williams 07774322156 welfare.herefordladsclub@gmail.com

Hereford Lads Club Welfare Officer (CWO): Katerine Rolfe 07900302645 welfare.herefordladsclub@gmail.com

Hereford Lads Club Welfare Officer (CWO): Dorothy Draper 07470051673 welfare.herefordladsclub@gmail.com

Review:

This policy will be reviewed annually or as required to reflect changes in legislation, guidance, or club activities.

By working together, Hereford Lads Club aims to create an environment where everyone feels valued, respected, and empowered to participate fully.

Purpose:

Hereford Lads Club is committed to protecting the privacy and security of personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy outlines how the club collects, processes, stores, and protects personal data, ensuring the rights and privacy of all individuals are upheld.

Scope:

This policy applies to:

• Hereford Lads Club
• All staff, volunteers, parents of Hereford Lads Club

This policy applies to all personal data processed by Hereford Lads Club, including data relating to members, players, parents, guardians, staff, volunteers, and any other individuals associated with the club.

It applies to all data that the company holds relating to identifiable individuals, even if that information technically falls outside of the Data Protection Act 1998. This can include:

• Names of individuals
• Postal addresses
• Email addresses
• Telephone numbers
• Plus any other information relating to individuals

Data protection law

The Data Protection Act 1998 describes how organisations — including HLC — must collect, handle and store personal information.

These rules apply regardless of whether data is stored electronically, on paper or on other materials.

To comply with the law, personal information must be collected and used fairly, stored safely and not disclosed unlawfully.

The Data Protection Act is underpinned by eight important principles.

These say that personal data must:

Be processed fairly and lawfully

Be obtained only for specific, lawful purposes

Be adequate, relevant and not excessive

Be accurate and kept up to date

Not be held for any longer than necessary

Processed in accordance with the rights of data subjects

Be protected in appropriate ways

Not be transferred outside the European Economic Area (EEA), unless that country or territory also ensures an adequate level of protection

People, Risks and Responsibilities

Data protection risks

This policy helps to protect HLC from some very real data security risks, including:

Breaches of confidentiality. For instance, information being given out inappropriately.

Failing to offer choice. For instance, all individuals should be free to choose how the company uses data relating to them.

Reputational damage. For instance, the company could suffer if hackers successfully gained access to sensitive data.

In the event of a data breach, the club will:

Investigate the breach immediately.

Take steps to mitigate any potential harm.

Depending on the severity of the breach disciplinary action may be taken in line with HLC Code of Conduct and the Welfare and Disciplinary process.

Notify the ICO and affected individuals, if required, in accordance with legal obligations.

Any suspected or actual breach must be reported to the Data Protection Officer or Club Welfare Officers. Swift reporting ensures appropriate action can be taken to minimise harm and comply with legal obligations.

Responsibilities

Data Controller: Hereford Lads Club is the Data Controller responsible for determining the purposes and means of processing personal data.

Data Protection Officer (DPO): The club’s appointed DPO oversees compliance with data protection laws, provides guidance, and addresses queries related to this policy.

Committee Members, Volunteers and Parents: All individuals handling personal data must comply with this policy.

These people have key areas of responsibility:

• The Chairman Chris Price is ultimately responsible for ensuring that HLC meets its legal obligations and is responsible for:

Keeping volunteers updated about data protection responsibilities, risks and issues.

Reviewing all data protection procedures and related policies, in line with an agreed schedule.

Arranging data protection advice for the people covered by this policy.

Handling data protection questions from volunteers and anyone else covered by this policy.

Dealing with requests from individuals to see the data HLC holds about them (also called ‘subject access requests’).

Checking and approving any contracts or agreements with third parties that may handle the company’s sensitive data.

Ensuring all systems, services and equipment used for storing data meet acceptable security standards.

Performing regular checks and scans to ensure security hardware and software is functioning properly.

Evaluating any third-party services the company is considering using to store or process data. For instance, cloud computing services.

Approving any data protection statements attached to communications such as emails and letters.

Addressing any data protection queries from journalists or media outlets like newspapers.

Where necessary, working with other volunteers to ensure any initiatives abide by data protection principles.

Committee Members, Volunteers and Parents

The only people able to access data covered by this policy should be those who need it for their work.

Data should not be shared informally. When access to confidential information is required, it can be requested from the Chairman

All data should be kept secure, by taking sensible precautions and following the guidelines below.

Personal data should not be disclosed to unauthorised people.

Data should be regularly reviewed and updated if it is found to be out of date. If no longer required, it should be deleted and disposed of.

Any data that forms part of a disciplinary process must not be disclosed to unauthorised people.

Help from the Chairman should be obtained if they are unsure about any aspect of data protection.

Collection and Use of Data

Hereford Lads Club collects personal data such as names, contact information, health details (for safeguarding purposes), and emergency contact details. The data is used for:

• Managing club membership and participation.
• Safeguarding and welfare purposes.
• Communication with members, parents, and guardians.
• Compliance with legal and regulatory requirements

Data accuracy

The law requires HLC to take reasonable steps to ensure data is kept accurate and up to date.

The more important it is that the personal data is accurate, the greater the effort HLC should put into ensuring its accuracy.

It is the responsibility of all employees who work with data to take reasonable steps to ensure it is kept as accurate and up to date as possible.

Data will be held in as few places as necessary.

Volunteers should take every opportunity to ensure data is updated.

Data should be updated as inaccuracies are discovered.

Data Storage

These rules describe how and where data should be safely stored.

When data is stored on paper, it should be kept in a secure place where unauthorised people cannot see it.

These guidelines also apply to data that is usually stored electronically but has been printed out for some reason:

When not required, the paper or files should be kept in a locked drawer or filing cabinet.

Volunteers should make sure paper and printouts are not left where unauthorised people could see them.

Data printouts should be shredded and disposed of securely when no longer required.

When data is stored electronically, it must be protected from unauthorised access, accidental deletion and malicious hacking attempts:

Data should be protected by strong passwords that are changed regularly and never shared between employees.

If data is stored on removable media (like a CD or DVD), these should be kept locked away securely when not being used.

Data should only be stored on designated drives and servers, and should only be uploaded to an approved cloud computing services.

Servers containing personal data should be sited in a secure location, away from general office space.

Data should be backed up frequently. Those backups should be tested regularly, in line with the company’s standard backup procedures.

Data should never be saved directly to laptops or other mobile devices like tablets or smart phones.

All servers and computers containing data should be protected by approved security software and a firewall.

Personal data will be retained only for as long as necessary for the purpose for which it was collected. Once no longer needed, data will be securely deleted or anonymized.

Disclosing data for other reasons

In certain circumstances, the Data Protection Act allows personal data to be disclosed to law enforcement agencies without the consent of the data subject.

Under these circumstances, HLC will disclose requested data. However, HLC will ensure the request is legitimate, seeking assistance from the local FA.

Rights of Individuals

Individuals have the following rights under data protection laws:

Access: The right to access their personal data and obtain information about how it is processed.

Rectification: The right to have inaccurate or incomplete data corrected.

Erasure: The right to request the deletion of personal data in certain circumstances.

Restriction: The right to restrict processing of personal data in specific situations.

Portability: The right to receive their data in a structured, commonly used, and machine-readable format.

Objection: The right to object to processing based on legitimate interests or direct marketing.

Complaints: The right to lodge a complaint with the Information Commissioner’s Office (ICO).

Subject Access Requests

All individuals who are the subject of personal data held by HLC are entitled to:

Ask what information the organisation holds about them and why.

Ask how to gain access to it.

Be informed how to keep it up to date.

Be informed how the company is meeting its data protection obligations.

If an individual contacts the organisation requesting this information, this is called a subject access request.

Subject access requests

Subject access requests from individuals should be made by email, addressed to the Chairman.

HLC will aim to provide the relevant data within 28 days.

HLC will always verify the identity of anyone making a subject access request before handing over any information.

Review and Updates:

This policy will be reviewed annually or as required to reflect changes in data protection laws, guidance, or club practices.

By adhering to this policy, Hereford Lads Club ensures the privacy and trust of all individuals associated with the club are respected and protected.

Chris Price- Chairman- chairman.herefordladsclub@gmail.com

Oliver Williams- Data Protection Officer/ Vice Chairman- vicechairman.herefordladsclub@gmail.com

Katrina Williams- Lead Welfare Officer- welfare.herefordladsclub@gmail.com

Purpose

Hereford Lads Club is committed to providing an inclusive, respectful, and welcoming environment for everyone. This policy outlines our zero-tolerance approach to discrimination and our commitment to equality, diversity, and respect across all aspects of the club’s activities. As the governing body of the game, the Football Association is responsible for setting standards and values to apply throughout the game at every level. Hereford Lads Club FC is responsible for setting standards, values and is committed confront and eliminate discrimination whether by reason of gender, sexual orientation, race, nationality, ethnic origin, colour, religion or disability.

Scope

This policy applies to all individuals involved with Hereford Lads Club, including:

• Players (all age groups).
• Coaches and staff members.
• Parents/guardians and visitors.
• Volunteers and committee members.

It covers behaviour occurring:

• On club premises, training grounds, or match locations.
• During official club activities or events.
• Online or through digital communication platforms if it affects the club or its members.

What is Discrimination?

Discrimination is any unfair treatment or harassment based on an individual’s personal characteristics. It includes, but is not limited to:

Direct Discrimination: Treating someone unfairly due to their race, gender, age, disability, religion, sexual orientation, or any other protected characteristic.

Indirect Discrimination: Policies or practices that apply to everyone but disadvantage certain groups.

Harassment: Unwanted behaviour that creates a hostile, intimidating, or offensive environment.

Victimization: Retaliating against someone for raising concerns or making a complaint about discrimination.

Protected Characteristics

In line with UK Equality laws, discrimination against the following characteristics is strictly prohibited:

• Age
• Disability
• Gender reassignment
• Marriage and civil partnership
• Pregnancy and maternity
• Race (including colour, nationality, and ethnic or national origins)
• Religion or belief
• Sex
• Sexual orientation

Responsibilities

Club Leadership and Management:

Promote awareness and understanding of this policy.

Ensure all practices, policies, and activities are free from discrimination.

Investigate reports of discrimination promptly and impartially.

Provide training and guidance to staff, coaches, and volunteers on equality and diversity.

Coaches and Staff:

• Act as role models by treating everyone with respect and fairness.
• Address discriminatory behaviour immediately and report it to the relevant authority.
• Foster an inclusive and supportive environment for all players and participants.

Players, Parents, and Community Members:

• Show respect for all individuals, regardless of their background or characteristics.
• Refrain from discriminatory behaviour or language.
• Report concerns about discrimination to a coach or the club’s designated safeguarding officer.

Reporting and Investigation

Reports of discrimination can be made to the Club’s Welfare Officers via email or by filling out the online Incident Report Form. Reports will be handled confidentially, with respect for all parties involved. A thorough investigation will be conducted within 7 working days, and all parties will be informed of the outcome.

Lead Welfare Officer- Katrina Williams- 07774322156 welfare.herefordladsclub@gmail.com

Club Welfare Officer- Kathrine Rolfe- 07900302645 welfare.herefordladsclub@gmail.com

Club Welfare Officer Dorothy Draper 07470051673 welfare.herefordladsclub@gmail.com

Consequences of Discrimination

If discrimination is confirmed, the club will take appropriate action, which may include:

• Verbal or written warnings.
• Mandatory education or training sessions.
• Suspension or expulsion from the club.
• Reporting incidents to relevant authorities, where applicable.

Support and Training

• The club will provide resources and training on equality and anti-discrimination to staff, coaches, and volunteers.
• Individuals affected by discrimination will have access to support services, such as counselling or mediation.

ANTI-BULLYING POLICY STATEMENT OF INTENT

We are committed to providing a caring, friendly and safe environment for all our members, so they can participate in football in a relaxed and secure atmosphere. Bullying of any kind is unacceptable at Hereford Lads Club. If bullying does occur, all club members and parents/carers should be able to tell their club about this and know that incidents will be dealt with promptly and effectively by the club. We are a TELLING club. This means that anyone who knows that bullying is happening is expected to tell the Club Welfare Officer Katrina Williams, Katherine Rolfe or any committee member. Hereford Lads Club is committed to playing its part to teach players to treat each other with respect.

WHAT IS BULLYING?

Bullying is the repetitive, intentional hurting of one person or group by another person or group, where the relationship involves an imbalance of power. It can happen face-to-face or through cyberspace, and comes in many different forms:

Verbal: Name calling, persistent teasing, mocking, taunting and threats.

Physical: Any form of physical violence, intimidating behaviour, theft or the intentional damage of possessions. This includes hitting, kicking and pushing.

Emotional: Excluding, tormenting, ridiculing, humiliation, setting people up and spreading rumours.

Cyberbullying: The misuse of digital technologies or communications to bully a person or a group, typically through messages or actions that are threatening and/or intended to cause offence, anxiety or humiliation. Examples of cyberbullying include:

• Abusive comments, rumours, gossip and threats made using digital communications and/ or technologies - this includes internet trolling.
• Sharing pictures, videos or personal information without the consent of the owner and with the intent to cause harm or humiliation.

Hacking into someone's email, phone or online profiles to extract and share personal information, or to send hurtful content while posing as that person.

• Creating dedicated websites that intend to harm, make fun of someone or spread malicious rumours.
• Pressurising someone to do something they do not want to such as sending a sexually explicit image.

Hereford Lads Club commits to ensures any online bullying will be dealt with swiftly and appropriately in line with procedures detailed in this policy. People can be targeted for any reason, but people who bully others often target 'difference' and bullying can be a form of wider discrimination. For example, bullying behaviour may be:

• Racist: Targeted at ethnicity, skin colour, and language, religious or cultural practices.
• Homophobic, biphobic and/or transphobic: Targeted at actual or perceived sexuality and/or gender.
• Sexual and/or sexist: Sexual and/or sexist behaviour that is intended to cause offence, humiliation or intimidation.
• Disablist: Targeted at an impairment or special educational need.
• Targeting any 'difference': Bullying behaviour can also be targeted at 'looks', weight and height, colour of hair, wearing glasses or braces, acne, psoriasis and eczema, scars, marks or conditions of the face or body, body odour, poverty, gifts and talents or family situation (e.g. divorce, bereavement, homelessness).

Everybody has the right to be treated with respect and no one deserves to be a victim of bullying. Individuals who are bullying need to learn different ways of behaving. Hereford Lads Club recognises its responsibility to respond promptly and effectively to issues of bullying

PROCEDURES

1. Report bullying incidents to the Club Welfare Officer or a member of the club’s committee.
2. In cases of serious bullying, the incidents will be referred to the County FA Designated Safeguarding Officer for advice and possibly to The FA Case Management Team.
3. Parents/carers should be informed and will be asked to come into a meeting to discuss the problem.
4. If necessary and appropriate, the police will be consulted.
5. The bullying behaviour or threats of bullying must be investigated and the bullying stopped quickly.
6. An attempt will be made to help the bully (bullies) change their behaviour.
7. If mediation fails and the bullying is seen to continue the club will initiate disciplinary action under the club constitution.

RECOMMENDED CLUB ACTION

If the club decides it is appropriate for them to deal with the situation, they should follow the procedure outlined below:

1. Reconciliation by getting the parties together. It may be that a genuine apology solves the problem.
2. If this fails/is not appropriate, a small panel (composed from the Chairperson, Club Welfare Officer, Secretary, committee members) should meet with the parent/carer and child alleging bullying to get details of the allegation. Minutes should be taken for clarity, which should be agreed by all as a true account.
3. The same three persons should meet with the alleged bully and parent/carer and put the incident raised to them to answer and give their view of the allegation. Minutes should again be taken and agreed.
4. If bullying has in their view taken place, the individual should be warned and put on notice of further action i.e. temporary or permanent suspension if the bullying continues. Consideration should be given as to whether a reconciliation meeting between parties is appropriate at this time. 5. In some cases the parent/carer of the bully or bullied player can be asked to attend training sessions, if they are able to do so, and if appropriate. The club committee should monitor the situation for a given period to ensure the bullying is not being repeated.
5. All coaches involved with both individuals should be made aware of the concerns and outcome of the process i.e. the warning.

In the case of adults reported to be bullying anyone within the club under 18

1. The County Designated Safeguarding Officer must be informed and will advise on action to be taken where appropriate. This may include action by The FA Safeguarding Team.
2. It is anticipated that in most cases where the allegation is made regarding a team manager, official or coach, The FA’s Safeguarding Children Education Programme may be recommended.
3. More serious cases may be referred to the Police and/or Children’s Social Care.

PREVENTION

• The club will have a written constitution, which includes what is acceptable and proper behaviour for all members, of which the Anti-Bullying Policy is one part.
• All club members and parents/carers will sign to accept the constitution upon joining the club.
• The Club Welfare Officer will raise awareness about bullying and why it matters, and if issues of bullying arise in the club, will consider meeting with members to discuss the issue openly and constructively

Points of Contact

Katrina Williams- Lead Welfare and Disciplinary Officer- welfare.herefordladsclub@gmail.com

Kathrine Rolfe- Welfare Officer- welfare.herefordladsclub@gmail.com

Dorothy Draper- Welfare Officer-welfare.herefordladsclub@gmail.com

Chris Price- Chairman- chairman.herefordladsclub@gmail.com