For the attention of parents/carers of junior members (U18s)

At Whitchurch Tennis Club (Whitchurch TC), we strive to ensure that everyone is kept safe from harm and specifically that children, young people (U18s) and adults at risk are safeguarded from abuse and therefore more likely to have an enjoyable tennis experience. As part of our safeguarding practices, we have adopted a range of LTA policies, procedures as well as guidance and customised them to meet the needs of members and visitors to the club. Our policies apply to coaches, volunteers, players, parents/carers and any other individuals associated with Whitchurch TC. Further information regarding our safeguarding policies can be found here.  It is essential that all parents/carers of children under 18 give consent/confirmation/permission and provide relevant information with regard to the following SAFETOPLAY forms:

• Photography and Filming Consent.
• Acceptable use Statement for Internet and Social Media use (confirmation).
• Emergency Contact Details and Permission (including important information that we may need to know to meet your child’s needs).
• Transport Consent

Further information is given below including links for downloading the forms associated with the four areas above. We have adapted the forms to reduce the bureaucratic burden; parents/carers can complete one form for their family. The information included on the forms will only be shared on a strictly need to know basis  i.e., in order to meet the needs of your child. You can either, complete the forms digitally, send a photo or scan the completed forms and return them to the confidential email address: safetoplay.whitchurch.tennis@gmail.com

1. Photography and filming consent

The purpose of the Photography and Filming Policy is to:

• protect children who take part in Whitchurch TC activities and events, specifically those where photographs and videos may be taken.
• set out the overarching principles that guide our approach to photographs/videos being taken of children during our events and activities.
• ensure that we operate in line with our values and within the law when creating, using and sharing photographs/videos of children.

If you become aware that any images are being used inappropriately you should inform Whitchurch TC via the confidential mailbox: welfare@whitchurchtenniscardiff.co.uk

The Photography and Filming Consent form can be downloaded here. Please return your completed form to:  safetoplay.whitchurch.tennis@gmail.com

This completed form will be reviewed annually to ensure that it still applies. You can submit a request to withdraw consent via:  safetoplay.whitchurch.tennis@gmail.com

If consent is withdrawn, we will take all reasonable steps to remove any photographs of the child /young person from public view.

2. Acceptable use statement for internet and social media use

Our Online Safety and Communication Policy sets out how Whitchurch TC uses the internet and social media, and the procedures for doing so. It also outlines expectations for online behaviour and communication with children. The Acceptable Use Statement  form can be downloaded here. We ask that parents/carers spend a few minutes to read through and discuss this Acceptable Use Statement with their child/children and then sign and return to: safetoplay.whitchurch.tennis@gmail.com

3. Emergency contact details and permission

Should it be necessary to contact parents/carers, it is important that we have relevant details and permissions in the event of an emergency. Additionally, in order to meet your child’s needs, It is important that we have relevant information regarding any important access, faith, medical and /or additional needs e.g., allergies and medical conditions such as  asthma and epilepsy. The Emergency Contact form can be downloaded here. Please return your completed form to: safetoplay.whitchurch.tennis@gmail.com

4. Communication via WhatsApp and transport consent

The following information applies to  Junior Players who participate in

•  Friday Junior Tennis/Matches.
• Adult practice sessions and are eligible to be selected for team matches.

At Whitchurch TC, we are fortunate and delighted to have junior players who participate in the above activities. Whilst we are keen to provide this experience for our young players, we do need to ensure their safety. In this respect, in accordance with our safeguarding policies we have implemented the following practices:

Communicating tennis-related matters to our junior players e.g., start time of practice sessions, travel arrangements for away matches: Our aim is to implement control measures that reduce any risks, do not feel oppressive especially for our Junior players and ensure the ongoing enjoyment of tennis for everyone. The following measures are informed by  LTA Policies and advice from Tennis Wales:

• at Whitchurch TC, we have WhatsApp groups for parents / carers as well as 16+ Juniors if they want to be included following agreement between the young person, the parents / carers and the relevant captain.
• the Communication must relate solely to tennis-related matters e.g., start time of practice sessions, travel arrangements for away matches etc., Emojis, kisses etc., should not be included. Adults must not communicate with U18s directly on an individual WhatsApp chat, email, phone call etc.,

Transportation of junior players eligible to play in team matches: In accordance with our Safeguarding Policy and Procedures, Whitchurch TC adopts the LTA advice that parents, in the first instance are responsible for transporting their children  to or from tennis venues and events.  It is reasonable to place responsibility on parents for ensuring appropriate transport arrangements are made (Private Arrangements).  Coaches/volunteers are not responsible for transporting children to and from the venue or other locations (except if it is an emergency). Sometimes, however,  it may be necessary for Whitchurch TC team captains/other players to transport Junior players to away matches in which case we implement necessary  measures to ensure safe practice and compliance with the LTA Policy and legal requirements. If your child is eligible to play in team matches, please download the Transport of Junior Players Consent form here.  Please return your completed form to:  safetoplay.whitchurch.tennis@gmail.com

Should you have any queries or concerns regarding the above forms please contact Jackie Garland or Aled Evans, our Welfare Officers via welfare@whitchurchtenniscardiff.co.uk