
Safeguarding & Data Protection Policy for BRGA
Safeguarding Commitment
1. Safeguarding Commitment
At BRGA, the safety and wellbeing of everyone involved in our club activities is our top priority. We’re committed to ensuring that everyone, especially children, young people, and vulnerable adults, can participate in our activities with confidence, knowing that we take all appropriate measures to safeguard their welfare.
General Safeguarding Principles
• Safety First: We always aim to create a safe and supportive environment where everyone feels respected, protected, and valued.
• Respect and Dignity: Everyone involved in our club should be treated with dignity, respect, and kindness.
• Clear Reporting Channels: We ensure that everyone has access to clear channels to report safeguarding concerns.
• Open Communication: We encourage open communication about any issues, ensuring that all concerns are addressed.
Safeguarding for Children and Young People
Children under the age of 16 must always be accompanied by a parent or guardian during club activities.
We take extra care to protect their safety and wellbeing:
• Age Restrictions and Supervision: All children must be accompanied by a responsible adult. If the club organizes activities specifically for children, we ensure proper adult supervision throughout.
• Photography Consent: Before taking any photos or videos of children or vulnerable adults during events, we will seek consent from their parent or guardian. We will ensure that images are used respectfully and appropriately.
Safeguarding for Vulnerable Adults
We are equally committed to safeguarding vulnerable adults participating in our activities. Volunteers and members should:
• Treat all vulnerable adults with respect and dignity.
• Be mindful of their specific needs and ensure they are not exposed to unnecessary risks.
2. What to Do If You Have Concerns
If you have concerns about the welfare of a child, vulnerable adult, or any club member, please take immediate action:
• Speak to our designated safeguarding lead (DSL): They will assess the concern and take appropriate steps. If unsure, you can speak to any volunteer or committee member who will guide you.
• Immediate Actions: In case of immediate danger, contact local authorities or emergency services. Afterward, inform the safeguarding lead.
• Written Reports: For non-urgent concerns, please submit a written report via email, and the safeguarding lead will investigate the matter.
Contact Information for Safeguarding:
• Safeguarding Lead: Lillian Atkins
• Email: bognorgaming@yahoo.com
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3. Safeguarding Practices for Volunteers and Club Members
Volunteers and members must follow key practices to ensure everyone’s safety:
• Appropriate Behaviour: Volunteers should always maintain appropriate boundaries and avoid any behaviour that could make others feel uncomfortable.
• Supervision: Children and vulnerable adults should never be left unsupervised during activities.
• Preventing Bullying and Harassment: We do not tolerate bullying, harassment, or discriminatory behaviour. Any such behaviour should be reported immediately.
4. Safeguarding Children at Events
For events involving children, we implement specific safeguarding measures:
• Registration and Consent Forms: Parents or guardians must complete consent forms before their children can participate. These forms also include medical conditions or special needs information.
• Supervision Ratios: We ensure the appropriate number of adults are present to supervise children during activities.
5. Confidentiality and Handling of Safeguarding Information
Safeguarding concerns are treated with the utmost confidentiality:
• We ensure all safeguarding-related information is stored securely and shared only with those who need to know.
6. Periodic Review and Updates
We regularly review and update our safeguarding procedures to ensure a safe and protective environment for all involved in our club.
Data Protection and Privacy
1. Data Protection Commitment
At BRGA, we are committed to safeguarding the privacy and personal data of all our members, volunteers, and visitors. We comply with the Data Protection Act 2018 and the General Data Protection Regulation (GDPR) to ensure that personal information is used appropriately and protected against misuse.
This policy outlines how we collect, use, and protect personal information, and your rights regarding your data.
2. What Data We Collect
We collect and process personal information to facilitate our club activities and maintain our member relationships. The types of personal data we may collect include:
• Contact Information: Name, address, phone number, email address.
• Membership Details: Membership status, membership fees, renewal dates, attendance at events.
• Activity Participation: Record of participation in club events and activities.
• Health and Medical Information (where applicable): For the safety of children or vulnerable adults attending our events.
• Photographs or Videos: For use in promoting club activities, with consent.
3. How We Use Your Data
The personal data we collect is used for the following purposes:
• Managing Membership: To process membership applications, renewals, and fees.
• Communication: To inform you about upcoming events, activities, news, and updates related to the club.
• Event Organisation: To organise and communicate details about events and activities.
• Safeguarding: To ensure the safety and wellbeing of our members, especially children and vulnerable adults, in accordance with our safeguarding policy.
• Legal Compliance: To ensure that we meet legal and contractual obligations, including the provision of services and responding to inquiries.
We will never use your personal data for purposes other than those stated above, and you will not be contacted for unrelated matters.
4. Consent and Opt-Out
• Consent: By joining BRGA membership, you consent to us collecting and using your personal information as described in this policy.
For sensitive data, such as photographs or medical information, we will request explicit consent.
• Opting-Out: You have the right to opt out of communications (such as newsletters) at any time by following the instructions at the bottom of any email or by contacting us directly.
5. How We Protect Your Data
We take reasonable steps to ensure your personal data is kept safe and secure. This includes:
• Secure Storage: Personal data is stored securely, and access is restricted to authorised individuals only.
• Encryption: Where possible, sensitive data is encrypted and stored in accordance with GDPR guidelines.
• Third-Party Services: We may share your data with trusted third-party service providers (e.g., for payment processing, email distribution, etc.), but only to the extent necessary to deliver our services. These third parties are required to meet GDPR standards for data protection.
6. Sharing Your Data
We will not share your personal information with third parties without your consent, except in the following circumstances:
• Legal Compliance: If required by law (e.g., to comply with a legal obligation, a court order, or to protect the rights of others).
• Safeguarding: Where necessary to ensure the safety of children or vulnerable adults involved in our activities.
• Third-Party Providers: We may share your data with service providers such as email platforms, event management software, or payment processing services. These parties will only have access to the data they need to perform their services, and they are bound by confidentiality agreements to protect your information.
7. Data Retention
We will retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. If you wish to have your data removed or updated, please contact us.
• Member Records: Retained for as long as the membership is active, plus any legal or financial requirements.
• Event Participation: Retained for record-keeping and historical purposes but anonymised after a set period.
• Photos and Videos: Retained for promotional purposes until you request removal.
8. Your Rights
Under GDPR, you have several rights regarding your personal data:
• Access: You have the right to access the personal data we hold about you.
• Rectification: You have the right to request corrections to any inaccurate or incomplete information.
• Erasure: You have the right to request that we delete your personal data (subject to certain conditions).
• Restriction: You have the right to request a restriction on how we process your data (under certain conditions).
• Data Portability: You have the right to request a copy of your data in a machine-readable format to transfer to another service.
• Objection: You have the right to object to certain types of data processing, including marketing.
• Withdraw Consent: You can withdraw consent for data processing at any time, but this will not affect the lawfulness of any processing done prior to your withdrawal.
To exercise any of these rights, please contact us using the details below.
9. Photography and Video
• Photography Consent: We may take photographs or videos during club events for promotional and marketing purposes. If you do not wish to appear in any photographs or videos, please inform us beforehand.
• Consent for Children: If you bring a child or vulnerable adult to any club events, we will request explicit consent from the parent or guardian before taking any photos or videos.
10. Contacting Us
If you have any questions or concerns about how your data is being used or wish to exercise your rights, please contact our Data Protection Officer (DPO) at:
• Email: bognorgaming@yahoo.com
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We will respond to your request in a timely manner and in accordance with the law.
11. Changes to This Policy
We may update this policy from time to time to ensure we remain compliant with legal obligations and best practices. We will notify you of any significant changes to the policy via email or other appropriate communication channels.
This expanded section covers key aspects of data protection, privacy, and member rights. It reflects GDPR principles while making it clear that data protection is a priority for your club.