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Online safety and social media policy

Notts Women Runners reserves the right to add to or amend the terms of this policy at any time without notice; therefore the latest version of this document should always be reviewed for the most up to date terms, as its rules will supersede any previous versions.

This guidance applies to all club members including athletes, coaches, officials  and volunteers

This policy has been developed to inform our club members about using social media (Facebook, Twitter, Tik Tok, Instagram and all other social networking sites and forums) so people feel enabled to participate, while being mindful of their responsibilities and obligations. In particular, this policy provides practical guidance allowing all parties to benefit from the use of social media, while minimising potential risks and protecting those involved.

Whilst Committee members may operate private social media accounts, any Club related business or queries are to be dealt with through the contact details found at Any complaints, concerns, or breaches of this policy, or other NWR rules and Codes of Conduct should be raised as per our Complaints Policy. 

Online behaviours

The code of conducts state the expected behavioural standards, this includes behaviour on social media.  Here is some specific dos and don’ts to consider before posting on social media:

  • Pause and think about what you are saying and the impact it might have
  • Be careful, respectful and positive. You are personally responsible for what you post. If in doubt, don’t post it.
  • Think about your image – ‘what do I want people to think about me or my club?’
  • Consider who you are interacting with – you will likely come into contact online with under 18s. Familiarise yourself with safeguarding regulations in relation to engaging with under 18s.
  • Remember many different audiences will see your posts including Club members, potential members, children, member’s relatives, and friends.
  • Be smart about protecting yourself, your privacy, and confidential information. What you publish is widely accessible and will be around for a long time, so consider the content carefully and your privacy settings.
  • Don’t post content that discriminates against individuals or groups on the basis of age, disability, gender reassignment, marriage & civil partnership, pregnancy & maternity, race, religion or belief, sex, sexual orientation. 
  • Don’t write anything on social media channels that you wouldn’t feel comfortable seeing in a newspaper or hearing on TV. Everything you write is treated as a direct quote i.e. ‘Don’t tweet what you wouldn’t say to your mum/gran’ or ‘Think before you tweet’ or ‘Would I say this face to face with someone? 
  • Don’t speak negatively about other club members, competitors, officials or governing bodies. Never use slurs, personal insults or obscenity. Be professional and respectful.
  • Be in the right state of mind when you make a post. Don’t post when you’re angry, upset, or your judgement is impaired in any way. Be very careful what you say, do and post because once it’s on a social media channel, it can go viral very quickly.
  • Don’t engage in on-line disputes and don’t allow family or friends to argue on your behalf. 

Any communications that club members, including volunteers, make in a personal capacity through social media must not:

• bring the club into disrepute, for example, by:

– making defamatory comments about individuals or other organisations or groups;

– posting images that are inappropriate or links to inappropriate content;

– being seen to support (for example by ‘liking’ on Facebook or retweeting on Twitter) a

comment or post that would fall into any of the above categories (note: a comment may be retweeted purely to make people aware of it but this may be misconstrued as showing support for the statement retweeted).

• breach confidentiality, for example by:

– giving away information about an individual (such as a fellow volunteer or athlete) or


– revealing information held by the club where there would be reasonable expectation of

– post pictures of under 18s that are not your own children.

• breach copyright, for example by:

– using someone else’s images or written content without permission; or failing to give acknowledgement where permission has been given to reproduce something;

• do anything that could be considered discriminatory against, or bullying or harassment of, any individual, for example by:

– making offensive or derogatory comments relating to sex, gender reassignment, race

(including nationality), disability, sexual orientation, religion or belief or age;

– using social media to bully another individual; or

  • posting images that are discriminatory or offensive.

What we expect of club members

  • members should be aware of this online safety and social media policy and the behaviours set out
  • we expect members behaviour online to be consistent with the guidelines set out in the code of conducts and anti bullying statement
  • members should take the necessary steps to protect themselves online. 

What we expect from our club volunteers

  • volunteers should be aware of this policy and behave in accordance with it
  • volunteers should seek the advice of the designated welfare officer if they have any concerns about the use of the internet or social media
  • volunteers should make sure any content posted on public personal accounts is accurate and appropriate as club members may ‘follow’ them on social media
  • emails or messages should maintain the clubs tone and be written in a professional manner, e.g. in the same way you would communicate in a professional setting, avoiding kisses (X’s) or using slang or inappropriate language
  • volunteers should not delete any messages or communications sent to or from club accounts
  • volunteers should undertake all online safety training offered and gain a basic knowledge of the platforms and how to report or remove inappropriate content online
  • any concerns reported through social media should be dealt with in the same way as a face-to-face disclosure, according to our safeguarding procedure
  • club members must not engage in ‘sexting’ or send pictures to anyone that are obscene
  • ensure that the club ethos is promoted and adhered to.
  • take the necessary steps to protect themselves online

NWR Social Media


Notts Women Runners’ (NWR) Facebook presence is an active member’s area where our runners can get to know one another and share support and advice. It also allows new members to sample the inclusive, diverse and supportive community as per our ethos. It is the main channel (aside from emails and website updates) through which important updates and messages are shared with our members relating to advertising races, general communication of Club activity and any safety and wellbeing notices.

All members who wish to join will be asked to confirm they have read, understood and will adhere to the Online safety and social media policy. Failure to conform to this request will prevent a user from joining the group. This must also be confirmed when joining a NWR subgroup Facebook page. Group Administrators are responsible for approving joining requests. These will be the current Committee members, and assigned after any changes in Committee posts

Any posts by members to the main NWR Group “Notts Women Runners Group Page” shall first be subject to approval by one of the page administrators.. In the event of a declined post, an administrator will message the member to explain why it was not approved. A member may appeal this decision by contacting Chair/Secretary/Welfare. The findings of this appeal by the Committee are final.

Subgroup Facebook Pages.

Members are subject to the same rules and Codes of Conduct outlined above for NWR main page, and throughout this policy.

Sub-Groups are subject to inferred copyright belonging to Notts Women Runners

Sub-Groups will contain “NWR” in their names, and feature the Club logo in their icons.

In order to join a subgroup the member will have joined Notts Women Runners Page.
Administrators will be the relevant active Run Leaders, and Mental Health Champions. Sub-Group pages needs to be linked to the Notts Women Runners Profile as this allows Committee members automatic administration rights.
Members wishing to advertise their fundraising activities for may do so within their Sub-Group only, and on a Friday as a comment on a “Fundraising Friday” post

Instagram and Twitter
These social media channels are the responsibility of the Social Media Officer to maintain, update and generate posts. Members and volunteers commenting, liking or sharing should adhere to the guidance above.

Managing online presence

Our online presence through our website or social media platforms will adhere to the following guidelines:

  • all social media accounts will be password-protected, and at least 2 members of the club will have access to each account and password
  • the account will be monitored by at least two designated volunteers in order to provide transparency, who will have been appointed by the organisations committee
  • the designated volunteers managing our online presence will seek advice from our designated welfare officer to advise on safeguarding requirements
  • designated volunteers (admins) will remove inappropriate posts by club members, explaining why, and informing anyone who may be affected
  • we’ll make sure all club members are aware of who manages our social media accounts and who to contact if they have any concerns about something that’s happened online
  • our account, page and event settings will be set to ‘private’ so that only invited members can see their content
  • identifying details such as a club members home address, telephone number shouldn’t be posted on social media platforms
  • any posts or correspondence will be consistent with our aims and tone as a club
  • permission for photographs or videos should be given before posting on social media

Policy breach

Club members who breach this policy (and other related policies) will face a warning in the first instance, persistent breaches will be dealt with through the clubs grievance and disciplinary policy.  

Depending on what actions are deemed necessary, the club may:

• notify the Communications officer to remove comments or posts and/or ban users from club social media/online channels

report individual users to the appropriate social media provider, following the reporting

procedures of these organisations/companies

  • initiate club disciplinary procedures
  • report misconduct to other external bodies if this is deemed necessary. These bodies may then take their own action as they deem appropriate

Any breaches of a safeguarding nature will be addressed through the clubs safeguarding policy and procedure and where appropriate will be reported to UK Athletics. 

Whilst the club will try to moderate social media posts, if you do have any concerns or would like to make a complaint please contact the club welfare officer or club social media officer.

Related policies and procedures