Photography Video Social Media and WhatsApp Policy

Version 1 Policy Document

Status: Version 1 for committee adoption and use by the South Galway Stormers Basketball Club. This document should be reviewed against current Basketball Ireland, Sport Ireland and legal requirements before adoption and during each review cycle.

• Document owner: Club Committee / Main club email (sgstormersbc@gmail.com) / Club Children's Officer (cco.sgsbc@gmail.com)

• Version: Version 1

• Prepared for: South Galway Stormers Basketball Club

• Version date: 14 July 2026

• Review cycle: Annual or sooner if Basketball Ireland/Sport Ireland guidance changes

1. Purpose

This policy sets out how South Galway Stormers Basketball Club manages photography, video, livestreaming, social media, WhatsApp, team messaging and digital communication in a way that protects children, respects privacy and promotes the Club positively. Every coach, committee member and club volunteer must read and acknowledge this policy before using club communication channels.

2. Scope

This policy applies to club officials, coaches, assistant coaches, team managers, committee members, volunteers, parents/guardians, supporters and players where relevant. Rules involving underage players apply to all juvenile teams, training sessions, matches, camps, events and club-related communication.

3. General Principles

• Images, videos and posts should be used to celebrate participation and promote basketball in a positive way.

• WhatsApp and team messaging may only be used for club-related communications.

• Communication must be respectful, inclusive and safeguarding-compliant.

• Group chats must have a clear purpose and be moderated by designated administrators.

• The safety, privacy and dignity of children must come first.

• Consent should be obtained and respected.

• No image, video, post or message should embarrass, shame, exploit, criticise or place a child at risk.

• Club social media and group communication channels should be controlled by authorised adults.

• WhatsApp must not be used to share personal information unless it is necessary, proportionate and appropriate for a club or safety purpose.

• WhatsApp must not be used for disciplinary discussions or matters outside the Club purpose.

4. Consent

Parents/guardians should be asked to provide or withhold consent for club photography and video as part of registration or specific events. Consent can be withdrawn, but withdrawal may not remove material already lawfully published unless practicable.

5. Photography and Video Rules

• No photography or video in changing rooms, toilets or private areas.

• Avoid publishing personal details such as home address, school, phone number or exact routine.

• Use group photos and action photos where possible.

• Do not tag children in posts from club accounts.

• Respect any player who does not wish to be photographed.

• Do not publish images of injured or distressed players.

• Obtain extra consent for promotional campaigns, sponsor features or media requests.

6. Video for Coaching Purposes

Video may be used for coaching and team development where appropriate. It should be shared only with relevant coaches, players and parents/guardians through approved club channels and deleted when no longer required.

7. Social Media Conduct

• Club accounts should be positive, factual and respectful.

• Posts should not criticise referees, opponents, children, parents or other clubs.

• Only authorised adults may post on official club channels.

• Comments and messages should be monitored where possible.

• Any inappropriate comment should be hidden, removed or escalated as appropriate.

8. WhatsApp and Team Messaging Channels

WhatsApp and similar group messaging tools may be used where approved by the Club for practical team and club communication. They are not a substitute for formal records, safeguarding reporting or committee decision-making.

• Coaches and volunteers may only communicate with underage players through approved group-level club channels, and only where the channel has appropriate adult oversight.

• Coaches and volunteers must not have direct one-to-one contact with underage players by private message, personal social media, phone, email or any other channel.

• For juvenile team WhatsApp groups, the normal approach is to include parents/guardians rather than underage players.

• In an emergency, adults should contact a parent/guardian, emergency services or another appropriate club officer, and the matter should be recorded afterwards.

9. Group Setup and Management

• Groups should be created and managed by a club official, coach or other authorised adult.

• Each group must have at least two adult administrators where practicable.

• One administrator should normally be a lead coach, team manager, Club Children's Officer, welfare officer or other approved club official.

• Each group should have a clear purpose, such as a team, training group, committee activity, event or club announcement channel.

• Group membership should be reviewed when players, parents, coaches or volunteers leave a team or role.

• Admins must remove members or report concerns if behaviour is inappropriate or breaches safeguarding rules.

10. Appropriate Use of WhatsApp

WhatsApp may be used for:

• Sharing match and training updates.

• Scheduling changes.

• Travel arrangements.

• Last-minute notices such as weather cancellations or venue changes.

• Using WhatsApp polls to plan attendance for training sessions, matches or club events.

• Club event announcements.

WhatsApp must not be used for:

• One-to-one communication between adults and underage players.

• Sharing offensive, inappropriate, personal, confidential or non-basketball-related content.

• Publicly criticising players, referees, coaches, parents, volunteers or other clubs.

• Disciplinary discussions, complaints handling or safeguarding investigations.

• Sharing sensitive personal information except where necessary for safety, welfare or club administration and handled appropriately.

11. Use of WhatsApp Polls

• Coaches and admins may use polls to plan and confirm attendance for training sessions, matches or other events.

• Polls should be created with clear options and realistic deadlines for responses.

• Participants are expected to respond promptly to help with planning.

• Poll results must not be used to criticise or single out players or parents/guardians for non-response or lack of availability.

12. Safeguarding and Conduct in Messaging

• Messages should be respectful, concise and limited to club purposes.

• Excessive messaging should be avoided, especially late at night or early in the morning.

• Any safeguarding concern must be reported promptly to the Club Children's Officer (cco.sgsbc@gmail.com) or Designated Liaison Person (dlp.sgsbc@gmail.com).

• Concerns about bullying, inappropriate images, abusive messages or misconduct must be escalated through the Club safeguarding, anti-bullying or complaints procedures as appropriate.

13. Record Keeping

• WhatsApp and similar messaging tools should not be considered formal communication archives.

• Critical club decisions must be recorded by email, committee minutes or another approved club record.

• Safeguarding, injury, incident or complaints records must be kept through the correct Club process, not only in a messaging thread.

14. Media Requests

Requests from press, sponsors or external parties to photograph, interview or feature players must be approved by the Club and parents/guardians where children are involved. General media or website queries should be sent to the main club email / General Manager (sgstormersbc@gmail.com).

15. Breaches

Breaches may result in removal of content, restriction from club channels, removal from WhatsApp groups, disciplinary action, referral under safeguarding procedures, referral to Basketball Ireland or statutory authorities where required, or other action in line with Club policies. Serious or significant breaches may result in a person being removed from a role or asked to leave the Club.

16. Acknowledgement

I have read and understood this policy and agree to comply with it.

• Name

• Role

• Date

• Signed

Reference Points Used for Version 1

This Version 1 document has been prepared as a club-level document using Basketball Ireland, Sport Ireland and the Club WhatsApp Policy as reference points. The club should adopt official Basketball Ireland documents where required and update this document whenever national guidance changes.

• South Galway Stormers Basketball Club WhatsApp Policy.

• Basketball Ireland Safeguarding Guidelines on Videoing and Photography Permission: https://ireland.basketball/downloads

• Basketball Ireland Safeguarding / Child Welfare: https://ireland.basketball/childprotection

• Basketball Ireland Garda E-Vetting: https://ireland.basketball/e-vetting

• Basketball Ireland Coach Licensing: https://ireland.basketball/coach-licencing

• Basketball Ireland Coaching Minimum Standards: https://ireland.basketball/coaching-minimum-standards

• Sport Ireland Safeguarding Sport: https://www.sportireland.ie/ethics/safeguarding-sport

• Sport Ireland Garda Vetting: https://www.sportireland.ie/ethics/garda-vetting

Committee Review Record

• Date: Reviewed by Decision / Changes Next review

• [Insert details]: [Insert details] [Insert details] [Insert details]