Late Collection Policy
Late collection of children by parents presents I2I FOOTBALL ACADEMY and its coaches with a potentially difficult situation.
a) Guidelines for Parents:
It is the parent’s responsibility to ensure they have contact details for their child’s coach.
b) It is not the coach’s responsibility to transport children home on behalf of parents
who have been delayed.
c) Parents/carers MUST phone their child’s coach/school if there is any likelihood of late
d) Parents MUST provide, where possible, two alternative contact names and numbers
including the relationship to the child, for staff to use when they are not available on
their usual numbers.
2. Guidelines for Coaching Staff:
In the event of a parent/guardian failing to collect a child at the agreed session finish time.
a) the coach will wait with the child/young person at the sport facility, with other
staff/volunteers or parents present if at all possible.
b) Coaching staff will keep a record of all calls, times and outcomes.
d) The coach will then make all the necessary arrangements to attempt contact with
the parent/guardian using emergency contact numbers.
e) If all attempts fail, the coach will then contact the I2I Welfare Officer or his
line manager for further guidance. Where possible, this will be done in an open environment with another coach in attendance.
3 Coaching Staff will:
• Never take the child home or to any other location.
• Never send the child home with another person without permission from a parent or carer.
• Never ask a child to wait in a vehicle or sport facility with you alone.
• Never spend time alone with children away from others.
• Never transport a child to or from an event or activity.
• Never send a child away from the facility alone.
General Data Protection Regulation (GDPR)
This Privacy Notice has been written to inform participants of i2i Sports Ltd about what we do with your personal information.
Changes to this Privacy Notice
i2i Sports Ltd may amend this Privacy Notice from time to time. If we make any substantial changes in the way we use your personal information we will make that information available by amending this notice.
Who are we?
i2i Sports Ltd, for the purposes of the Data Protection Act 1998 and as defined by Article 4 (7) of GDPR, are registered as a ‘data controller’ for personal data processed by I2i Sports Ltd and other third parties contracted to process data for i2i Sports Ltd. This means that we determine the purposes for which, and the manner in which, your personal data is processed. We have a responsibility to you and your personal data and will only collect and use this in ways which are compliant with data protection legislation.
i2i Sports Ltd Data Protection registration can be viewed on the Information Commissioner’s website.
i2i Sports Ltd has appointed a Data Protection Officer (DPO). The role of the DPO is to ensure that the organisation is compliant with GDPR and to oversee data protection procedures. The DPOs contact details are:
Data Protection Officer
I2i Sports Ltd
Why do we process information?
i2i Sports Ltd process personal information to enable us to provide education and training to our customers and clients; to promote our services, to maintain our own accounts and records and to support and manage our employees.
What information do we collect?
i2i Sports Ltd generally collects data on behalf of a funding authority in order to meet our contractual obligations. The categories of information that we collect, hold and share include the following:
We may also process sensitive classes of information including:
We process personal information about:
I2i Sports Ltd does not knowingly solicit personal information from children under the age of 13 or send them requests for personal information.
Much of the information we process will be obtained directly from you. We will also process information received from:
Whilst the majority of information you provide to us is mandatory, some of it is provided to us on a voluntary basis. When we do process this additional information we will ensure that we ask for your consent to process this.
The information is collected and processed in accordance with Article 6(e) and Article 9(2)(g) of GDPR as part of the official authority vested in us as Data Controller and for reasons of substantial public interest.
Where i2i Sports Ltd shares data with a third party who undertakes work for i2i Sports Ltd, i2i Sports Ltd requires that the sharing is undertaken under contract and is subject to a data sharing agreement, specifying the secure management of the data.
Data might also be shared with other bodies, for the purposes of those organisations fulfilling their own statutory purposes. Such sharing is undertaken using a standard data sharing agreement for specified legitimate and restricted purposes.
In the event that a Further Education college or other training provider is unable to continue the delivery of training funded by i2i Sports Ltd (for example, where a training provider is a limited company that is dissolved, i2i Sports Ltd will endeavour to make arrangements for secure transfer of information, including the personal data, from the former training provider to another training provider to support continued learning.
Where necessary or required we may also share information with:
We will not share any information about you outside the organisation without your consent unless we have a lawful basis for doing so.
The security of the i2i Sports Ltd’s systems which process and store data are regularly reviewed in accordance with legislative and funding requirements, and assessments and checks promoted by the Information Commissioner's Office. Data is securely deleted when it is no longer required for the purposes collected.
How long do we keep your personal data for?
i2i Sports Ltd will keep your data in line with our Document Retention Policy. Most of the information we process about you will be retained as determined by statutory obligations. Any personal information which we are not required by law to retain will only be kept for as long as is necessary to fulfil our organisational needs.
What rights do you have over your data?
Under GDPR you have the following rights in relation to the processing of their personal data:
If you have any concerns about the way we have handled your personal data or would like any further information, then please contact our DPO on the address provided above.
If we cannot resolve your concerns you may also complain to the Information Commissioner’s Office (the Data Protection Regulator) about the way in which the organisation has handled your personal data. You can do so by going to the ICOs website: https://ico.org.uk/for-the-public/raising-concerns/
SOCIAL MEDIA POLICY
1. I2I FOOTBALL ACADEMY
This policy is intended to help staff make appropriate decisions about the use of social media such as social networking websites, podcasts, forums, message boards, or comments on web-articles, such as Twitter, Facebook and outlines the standards we require staff to observe when using social media, the circumstances in which we will monitor your use of social media and the action we will take in respect of breaches of this policy.
This policy does not form part of any contract of employment and it may be amended at any time.
2. Who is covered by the policy
This policy covers all individuals working at I2I FOOTBALL ACADEMY and including third party contractors/partners covering all levels including Managers, officers, coaches and volunteers
3.Breach of this policy may be dealt with under our the I2I FOOTBALL ACADEMY Disciplinary Procedure and, in serious cases, may be treated as gross misconduct leading to summary dismissal.
4. Responsibility for implementation of the policy
4.i. The Director of sport has overall responsibility for the effective operation of this policy.
4.ii. The Director of sport is responsible for monitoring and reviewing the operation of this policy and making recommendations for changes to minimise risks to our operations.
4.iii. All staff are responsible for their own compliance with this policy and for ensuring that it is consistently applied. All staff should ensure that they take the time to read and understand it. Any breach of this policy should be reported to Director of sport
4.iiii. Questions regarding the content or application of this policy should be directed to Director of sport
5.Only the Official social media administers are permitted to post material on a social
media website which refers to I2I FOOTBALL ACADEMY. Any breach of this restriction will amount to gross misconduct.
6. Using work-related social media
I2I FOOTBALL ACADEMY recognise the importance of the internet in shaping public thinking about I2I FOOTBALL ACADEMY and our services, employees, partners and customers. We also recognise the importance of our staff joining in conversation and direction through interaction in social media.
Before using work-related social media you must
have read and understood this policy and have sought and gained prior written approval to do so from Director of sport
9. Rules for use of social media
Whenever you are permitted to use social media in accordance with this policy, you must adhere to the following general rules:
Do not upload, post, forward or post a link to any abusive, obscene, discriminatory, harassing, derogatory or defamatory content.
Any member of staff who feels that they have been harassed or bullied, or are offended by material posted or uploaded by a colleague onto a social media website should inform the I2I Welfare Officer
Never disclose commercially sensitive, anti-competitive, private or confidential information. If you are unsure whether the information you wish to share falls within one of these categories, you should discuss this with the Director of sport
Do not upload post or forward any content belonging to a third party unless you have that third party's consent.
Do not post, upload, forward or post a link to chain mail, junk mail, cartoons, jokes or gossip.
Be honest and open, but be mindful of the impact your contribution might make to people’s perceptions of us as a company. If you make a mistake in a contribution, be prompt in admitting and correcting it.
You are personally responsible for content you publish into social media tools – be aware that what you publish will be public for many years.
Don't escalate heated discussions, try to be conciliatory, respectful and quote facts to
Lower the temperature and correct misrepresentations. Never contribute to a discussion if you are angry or upset, return to it later when you can contribute in a calm and rational manner.
Don’t discuss colleagues, competitors, customers or suppliers without their prior approval.
Always consider others’ privacy and avoid discussing topics that may be inflammatory e.g. politics and religion.
Avoid publishing your contact details where they can be accessed and used widely by people you did not intend to see them, and never publish anyone else's contact details.
All comments should be made in first person terms, clearly stating that the comments are your own and not the comments of I2I FOOTBALL ACADEMY
Comments relating to the business performance of I2I FOOTBALL ACADEMY business or on field performance of I2I FOOTBALL ACADEMY are not permitted
If you notice any content posted on social media about us (whether complementary or critical) please report it to Director of sport
10. Monitoring use of social media websites
Staff should be aware that any use of social media websites (whether or not accessed for work purposes) may be monitored and, where breaches of this policy are found, action may be taken under our I2I FOOTBALL ACADEMY Disciplinary Procedure.
10.i. I2I FOOTBALL ACADEMY reserve the right to restrict or prevent access to certain social media websites if we consider personal use to be excessive.
Any use of social media using I2I FOOTBALL ACADEMY provided equipment ( PC ,Laptops, Tablets ) does not grant the user privacy as the equipment remains the property of I2I FOOTBALL ACADEMY as does the conjoined communications system. Please be aware of this when using social media
10.iii Misuse of social media websites can, in certain circumstances, constitute a criminal offence or otherwise give rise to legal liability against you and us. It may also cause embarrassment to I2I FOOTBALL ACADEMY and our brand.
In particular uploading, posting forwarding or posting a link to any of the following types of material on a social media website, whether in a professional or personal capacity, will amount to gross misconduct (this list is not exhaustive):
(a) pornographic material (that is, writing, pictures, films and video clips of a sexually explicit or arousing nature);
(b) a false and defamatory statement about any person or organisation;
(c) material which is offensive, obscene, criminal discriminatory, derogatory or may cause embarrassment to I2I FOOTBALL ACADEMY , our sponsors or our staff;
(d) confidential information about us or any of our staff or sponsors
(e) any other statement which is likely to create any liability or material in breach of copyright or other intellectual property rights, or which invades the privacy of any person.
(f) On termination of I2I FOOTBALL ACADEMY contract all social media communication relating to I2I FOOTBALL ACADEMY shall become unnavigable for a time period defined by the Director of sport
Any such action will be addressed under the I2I FOOTBALL ACADEMY Disciplinary Procedure is likely to result in summary dismissal.
If you notice any use of social media by other members of staff in breach of this policy please report it to I2I Director of sport
11. Monitoring and review of this policy
The Director of sport shall be responsible for reviewing this policy to ensure that it meets legal requirements and reflects best practice.
I2i Football Academy – Safe guarding children policy
1. I2I FOOTBALL ACADEMY - acknowledges its responsibility to safeguard the
welfare of every child and who has been entrusted to its care and is committed to working to provide a safe environment for all members. A child 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.
2. 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 their parents/carers is essential.
We acknowledge that every child 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
I2I Football Academy recognises that this is the responsibility of every member of staff involved in our club.
3. I2I FOOTBALL ACADEMY has a role to play in safeguarding the welfare of all children 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.
4. 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 2 references uponappointing someone
• Require an FA DBS Unit Enhanced Disclosure where appropriate in line with FA guidelines.
All current I2I FOOTBALL ACADEMY staff who are regularly caring for, supervising,training or being in sole charge of children will be required to complete a DBS Enhanced Disclosure via The FA DBS Unit.
If there are concerns regarding the appropriateness of an individual who is already involved or who has approached us to become part of I2I FOOTBALL ACADEMY, 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 FA DBS Unit
Enhanced Disclosure and that all decisions will be made 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 and the opportunity to influence policies or practice with children. This is to prevent direct sexual or physical harm to children and to minimize the risk of ‘grooming’ within football.
5. I2I FOOTBALL ACADEMY supports The FA’s Whistle blowing Policy. Any child or young person with concerns about a colleague can ‘whistle blow’ by contacting The FA Safeguarding Team on 0207 745 4787, by writing to The FA Case Manager at The Football Association, 25 Soho Square, W1D 4FA or alternatively by going direct to the Police, Children’s Services or the NSPCC. YCITC encourages everyone to know about it and utilise
it if necessary.
6. I2I FOOTBALL ACADEMY has appointed a 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 Welfare Officer is the first point
of contact for all Foundation staff regarding concerns about the welfare of any child or young person.The 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 staff members.
7. 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 e dealt with promptly. Incidents need to be reported to the Welfare Officer in cases of serious bullying the CFA Welfare Officer may be contacted.
8. Respect codes of conduct for Players, Parents/Spectators, Officials and Coaches have been implemented by I2I Football Academy. 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.
9. 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.
i. If you are worried about a child then you need to report your concerns to the Welfare Officer.
ii. If the issue is one of poor practice the Welfare Officer will either:
• deal with the matter themselves or
• seek advice from the CFA Welfare Officer
iii. 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 Services
iv. 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 Welfare Officer know what action you have taken, they in turn will inform the CFA Welfare Officer.
v. If at any time you are not able to contact your Welfare Officer or the matter is clearly serious then you can either:
• contact your CFA Welfare Officer directly
• contact the Police or Children’s Services
• call The FA/NSPCC 24 hour Helpline for advice
on 0808 800 5000 or Deaf users text phone
0800 056 0566
NB – The FA’s Safeguarding Children Policy and Procedures
are available via www.TheFA.com/Footballsafe – click on the ‘downloads’ under Policy and Procedures. The policy outlines in detail what to do if you are concerned about the welfare of a child and includes flow diagrams which describe
this process. How to make a referral is also covered in the Safeguarding Children workshop. Participants are given the opportunity to discuss how this feels and how best they can prepare themselves to deal with such a situation.
10. Further advice on Safeguarding Children matters can be obtained from:
NRCFA County Welfare Officer
Tel: (01642) 717778/07702 736701
• Emailing – Footballsafe@TheFA.com
• The FA Safeguarding Children general enquiry
line 0845 210 8080