Whistleblowing Policy

Whistleblowing is about revealing and raising concerns over misconduct or malpractice within an organisation or within an independent structure associated with it.

Any adult or young person with concerns about a colleague within Teddington Athletic FC can use whistleblowing by calling 0800 169 1863 and asking for The FA’s safeguarding team, or via email on safeguarding@TheFA.com.

October 2018

Taking Photographs and Video Policy

Teddington Athletic FC follows the FA’s recommended guidelines regarding taking photographs and videos of children in football.  The FA encourages the taking of appropriate images of children in football as part of celebrating the game.

Teddington Athletic FC recognises that anyone is allowed to take appropriate photographs in a public place. On private land it recognises that the land or facility owner can decide whether or not photography and or videoing of football activities is permitted

Teddington Athletic FC will ensure the club has parental consent to use a player’s image if it is used in the public doman (eg, club website or newspaper article).  Photographs of Looked After Children and those in care proceedings will not be placed in the public domain by the club.

Photographs will focus on the activity rather than the individual and all children will be appropriately dressed in tops and shorts or tracksuits.

No photograph will be published with a child’s full name unless with the written consent of an adult with parental responsibility for the child.

No image will be used for something other than that which was initially agreed.

No images will be recorded in changing rooms or toilets.

Filming as a Coaching Aid

Teddington Athletic will follow the FA’s advice that coaches using videoing as a legitimate coaching aid need to make parents, carers and players aware that this will be part of the coaching programme and that care must be taken when storing any recordings.

Commissioning professional photographers/local media

If professional photographers or media cover a football activity, the following FA guidelines will be followed.

  • A clear brief will be provided about what is considered appropriate in terms of content and behaviour.
  • Professionals will be informed of the club’s commitment to safeguarding children and young people. Before any event it will be established who will hold the recorded images and what they are intended for (eg, website or sales).
  • A professional photographer must wear identification at all times

October 2018

Complaints Procedure

Complaints can be submitted to the Club Chairman or Club Welfare Officer.

Alternatively, where the issue relates to a technical aspect, the concern can also be submitted to the appropriate age group manager.

If the complaint relates to the CWO it should be sent directly to the Club Chairman.

All complaints must be submitted in writing.

An initial response from the Club will be made within 7 days.

If an individual is unhappy with the outcome of their original complaint they can appeal to the club management committee.

The outcome of an appeal to the club management committee is final.

Individuals have the right to seek guidance from the County FA where they feel they have been unfairly treated by the club’s management committee.

October 2018

Our codes of conduct

The Respect codes of conduct are in place to ensure that everyone involved within an FA Charter Standard club or league is playing their part to give the players a positive experience. Please feel free to download a copy from here or they can be obtained from the FA’s website by following this link

Social Media Policy

October 2018

Teddington Athletic FC is committed to managing its safeguarding responsibilities effectively and to ensure that players, coaches or referees are not subjected to improper online behaviour or improper allegations.

Teddington Athletic FC accepts the FA’s Guidance for Clubs and Leagues with respect to the use of social networking sites.  The FA suggests that, as a general principle, coaches and managers should avoid using social networking sites as the primary way of communicating with players.

Teddington Athletic FC policy is that, unless a child is a direct relation, coaches, managers, referees and club officials should not:


  • accept as a friend players or referees who are under 18 on social networking sites they are members of or share their own personal social networking sites with children or young people involved in youth football
  • make contact with children known through football outside of the football context on social networking sites
  • use internet or web based communication to send personal messages of a non-football nature to a child or young person.

Teddington Athletic FC advises children and young people to always tell an adult they trust about communications that make them feel uncomfortable or where they have been asked not to tell their parent about a communication.

Further details about the FA guidance for responsible use of social networking sites can be found at:


Health and Safety Policy

October 2018

Teddington Athletic FC is committed to providing a safe working, coaching, playing, watching and refereeing environment for all club players, coaches, volunteers, parents and any related third parties. Responsibility for health and safety ultimately lies with the Club Chairman. However, all club players, coaches, volunteers, parents and any related third parties have a legal responsibility, as stated under Section 7 of the Health and Safety at Work Act 1974, to do everything practicable to prevent an accident or injury to themselves and to fellow candidates and/or personnel.

Teddington Athletic FC aims to promote health and safety, so far as reasonably practicable, by ensuring:

  • the provision and maintenance of safe playing and coaching equipment that poses no risk to health
  • the provision of relevant information to club players, coaches, volunteers, parents and any related third parties, as is necessary to ensure health and safety
  • maintenance of safe playing and training environment, including a means of access in a condition that is safe and without risk to health
  • progressive identification and assessment of all risks, taking measures to eliminate or control them
  • compliance with statutory regulation on health and safety and welfare of vulnerable candidates is addressed through positive action
  • all required and appropriately qualified members of personnel are given training to identify and control potentially hazardous situations/environments
  • effective measures, are in place to deal with emergencies.

This list is not exhaustive and represents general principles followed by Teddington Athletic FC in respect of health and safety.

First Aid

The nominated/appointed individuals(s) are:


Matthew Morey (Club Secretary) and all trained qualified volunteers who have completed the FA Emergency First Aid course (one per team)

All appointed volunteers are appropriately qualified first-aiders, holding current first-aid certificates. Therefore, one of the first-aiders listed above must be contacted in the event of an incident occurring, to administer any first aid required. It is important that all issues where a first-aider has been involved are recorded in the necessary incident logbook(s) which accompany the first-aid box(es).

The first aid box(es) are located:

Each team is issued with its own first aid kit which is taken to all matches and filled with appropriate first-aid equipment.

 Risk Assessment Procedures

Annually, a risk assessment of the club and its coaching and playing operations are assesed by the club to understand risks, assign a level of severity then identify a mitigation that the club will aplly and the associated revised risk. Copie sof the annual rosk assessment are available upon application from the Club Secretary


Signature: Matthew Morey. Cert NEBOSH


             Position:  Club Secretary                                          Date: October 2018

Privacy Policy

Who we are

Our website address is: https://teddingtonathleticfc.com.

22 May 2018

Data Protection Policy

  1. About this Policy

1.1 This Policy is to help clubs, County Football Associations and football leagues deal with data protection

matters internally. This should be kept with other club / County Football Association / football league

policies and a copy should be given (or made available) to all staff members, volunteers and others

who come into contact with personal data during the course of their involvement with the club / County

Football Association / football league.

1.2 Teddington Athletic Football Club/affiliated to Middlesex FA (“we”, “our”, “us”) handle personal data

about current, former, and on occasion prospective players [and their parents or guardians],

employees, volunteers, committee members, other [Club/ County FA/League] members, referees,

coaches, managers, contractors, third parties, suppliers, and any other individuals that we

communicate with.

1.3 In your official capacity with the Club, you may process personal data on our behalf and we will

process personal data about you. We recognise the need to treat all personal data in an appropriate

and lawful manner, in accordance with the EU General Data Protection Regulation 2016/679 (GDPR).

1.4 Correct and lawful treatment of this data will maintain confidence in the Club, and protect the rights of

players and any other individuals associated with the Club. This Policy sets out our data protection

responsibilities and highlights the obligations of the Club which means the obligations of our

employees, committee, volunteers, members, and any other contractor or legal or natural individual or

organisation acting for or on behalf of the Club.

1.5 You are obliged to comply with this policy when processing personal data on behalf of the Club and

this policy will help you to understand how to handle personal data.

1.6 The Club management team will be responsible for ensuring compliance with this Policy. Any

questions about this Policy or data protection concerns should be referred to the committee.

1.7 We process employee, volunteer, member, referee, coach, manager, contractor, committee, supplier

and third party personal data for administrative and Club management purposes. Our purpose for

Bob Smith Chair 88 Broom Road Teddington TW11 9NY

Email: chair@teddingtonathleticfc.com

Affiliated to Middlesex County FA

holding this personal data is to be able to contact relevant individuals on Club and our legal basis for

processing your personal data in this way is the contractual relationship we have with you. We will

keep this data for 24 months after the end of your official relationship with the Club unless required

otherwise by law and / or regulatory requirements. If you do not provide your personal data for this

purpose, you will not be able to carry out your role or the obligations of your contract with the Club.

1.8 All the key definitions under GDPR can be found here.

  1. What we need from you

2.1 To assist with our compliance with GDPR we will need you to comply with the terms of this policy. We

have set out the key guidance in this section but please do read the full policy carefully.

2.2 Please help us to comply with the data protection principles (set out briefly in section 3 of this policy

and in further detail below):

2.2.1 please ensure that you only process data in accordance with our transparent processing as set

out in our Privacy notice;

2.2.2 please only process personal data for the purposes for which we have collected it (i.e. if you

want to do something different with it then please speak to the Club Chair (first);

2.2.3 please do not ask for further information about players and / or members and / or staff and / or

volunteers without first checking with the Club Chair;

2.2.4 if you are asked to correct an individual’s personal data, please make sure that you can identify

that individual and, where you have been able to identify them, make the relevant updates on

our records and systems;

2.2.5 please comply with our retention periods listed in our Privacy Notice and make sure that if you

still have information which falls outside of those dates, that you delete/destroy it securely;

2.2.6 please treat all personal data as confidential. If it is stored in electronic format then please

consider whether the documents themselves should be password protected or whether your

personal computer is password protected and whether you can limit the number of people who

have access to the information. Please also consider the security levels of any cloud storage

provider (and see below). If it is stored in hard copy format then please make sure it is locked

away safely and is not kept in a car overnight or disposed of in a public place;

2.2.7 if you are looking at using a new electronic system for the storage of information, please talk to

the Club Chair first so that we can decide whether such a system is appropriately secure and

complies with GDPR;

2.2.8 if you are planning on sharing personal data with anybody new or with a party outside the FA

structure then please speak to Club Chair before doing so who will be able to check that the

correct contractual provisions are in place and that we have a lawful basis to share the


2.2.9 if you receive a subject access request (or you think somebody is making a subject access

request for access to the information we hold on them) then please tell the Club Chair as soon

as possible because we have strict timelines in which to comply;

2.2.10 if you think there has been a data breach (for example you have lost personal data or a

personal device which contains personal data or you have been informed that a coach has

done so, or you have sent an email and open copied all contacts in) then please speak to the

Club Chair who will be able to help you to respond.

If you have any questions at any time then please just ask the Club Chair. We are here to help.

  1. Data protection principles

3.1 Anyone processing personal data must comply with the enforceable principles of data protection.

Personal data must be:

3.1.1 processed lawfully, fairly and in a transparent manner;

3.1.2 collected for only specified, explicit and legitimate purposes;

3.1.3 adequate, relevant and limited to what is necessary for the purpose(s) for which it is


3.1.4 accurate and, where necessary, kept up to date;

3.1.5 kept in a form which permits identification of individuals for no longer than is necessary for the

purpose(s) for which it is processed;

3.1.6 processed in a manner that ensures its security by appropriate technical and organisational

measures to protect against unauthorised or unlawful processing and against accidental loss,

destruction or damage;

3.2 We are responsible for and must be able to demonstrate compliance with the data protection principles

listed above.

  1. Fair and lawful processing

This Policy aims to ensure that our data processing is done fairly and without adversely affecting the

rights of the individual.

4.1 Lawful processing means data must be processed on one of the legal bases set out in the GDPR.

When special category personal data is being processed, additional conditions must be met.

  1. Processing for limited purposes

5.1 The Club collects and processes personal data. This is data we receive directly from an individual and

data we may receive from other sources.

5.2 We will only process personal data for the purposes of the Club as instructed by the committee, the

County FA or The FA, or as specifically permitted by the GDPR. We will let individuals know what

those purposes are when we first collect the data or as soon as possible thereafter.


One of the lawful bases on which we may be processing data is the individual’s consent.

An individual consents to us processing their personal data if they clearly indicate specific and informed

agreement, either by a statement or positive action.

Individuals must be easily able to withdraw their consent at any time and withdrawal must be promptly

honoured. Consents should be refreshed every season.

Explicit consent is usually required for automated decision-making and for cross-border data transfers, and for

processing special category personal data. Where children are involved then the consent must be in writing

from parent/guardian

Where consent is our legal basis for processing, we will need to keep records of when and how this consent

was captured.

Our Privacy Notice sets out the lawful bases on which we process data of our players and members.

  1. Notifying individuals

6.1 Where we collect personal data directly from individuals, we will inform them about:

6.1.1 the purpose(s) for which we intend to process that personal data;

6.1.2 the legal basis on which we are processing that personal data;

6.1.3 where that legal basis is a legitimate interest, what that legitimate interest is;

6.1.4 where that legal basis is statutory or contractual, any possible consequences of failing to

provide that personal data;

6.1.5 the types of third parties, if any, with which we will share that personal data, including any

international data transfers;

6.1.6 their rights as data subjects, and how they can limit our use of their personal data;

6.1.7 the period for which data will be stored and how that period is determined;

6.1.8 any automated decision-making processing of that data and whether the data may be used for

any further processing, and what that further processing is.

6.2 If we receive personal data about an individual from other sources, we will provide the above

information as soon as possible and let them know the source we received their personal data from;

6.3 We will also inform those whose personal data we process that we, the Clubare the data controller in

regard to that data, and which individual(s) in the Club are responsible for data protection.

7. Adequate, relevant and non-excessive processing

We will only collect personal data that is required for the specific purpose notified to the individual.

You may only process personal data if required to do so in your official capacity with the Club. You cannot

process personal data for any reason unrelated to your duties.

The Club must ensure that when personal data is no longer needed for specified purposes, it is deleted or


  1. Accurate data

We will ensure that personal data we hold is accurate and kept up to date. We will check the accuracy of any

personal data at the point of collection and at the start of each season. We will take all reasonable steps to

destroy or amend inaccurate or out-of-date data.

  1. Timely processing

We will not keep personal data longer than is necessary for the purpose(s) for which they were collected. We

will take all reasonable steps to destroy or delete data which is no longer required, as per our Privacy Notice.

  1. Processing in line with data subjects’ rights

10.1 As data subjects, all individuals have the right to:

10.1.1 be informed of what personal data is being processed;

10.1.2 request access to any data held about them by a data controller;

10.1.3 object to processing of their data for direct-marketing purposes (including profiling);

10.1.4 ask to have inaccurate or incomplete data rectified;

10.1.5 be forgotten (deletion or removal of personal data);

10.1.6 restrict processing;

10.1.7 data portability; and

10.1.8 not be subject to a decision which is based on automated processing.

10.2 The Club is aware that not all individuals’ rights are absolute, and any requests regarding the above

should be immediately reported to the committee, and if applicable escalated to the County FA for


  1. Data security

11.1 We will take appropriate security measures against unlawful or unauthorised processing of personal

data, and against the accidental loss of, or damage to, personal data.

11.2 We have proportionate procedures and technology to maintain the security of all personal data.

11.3 Personal data will only be transferred to another party to process on our behalf (a data processor)

where we have a GDPR-compliant written contract in place with that data processor.

11.4 We will maintain data security by protecting the confidentiality, integrity and availability of the personal


11.5 Our security procedures include:

11.5.1 Entry controls. Any stranger seen in entry-controlled areas should be reported.

11.5.2 Secure desks, cabinets and cupboards. Desks and cupboards should be locked if they hold

personal data.

11.5.3 Methods of disposal. Paper documents should be shredded. Digital storage devices should

be physically destroyed.

11.5.4 Equipment. Screens and monitors must not show personal data to passers-by, and should be

locked when unattended. Excel spreadsheets will be password protected.

11.5.5 Personal Devices. Anyone accessing or processing the Club’s personal data on their own

device, must have and operate a password only access or similar lock function, and should

have appropriate anti-virus protection. These devices must have the Club’s personal data

removed prior to being replaced by a new device or prior to such individual ceasing to work

with or support the Club.

  1. Disclosure and sharing of personal information

12.1 We share personal data with the County FA and the FA, and with applicable leagues using Whole

Game System.

12.2 We may share personal data with third parties or suppliers for the services they provide, and instruct

them to process our personal data on our behalf as data processors. Where we share data with third

parties, we will ensure we have a compliant written contract in place incorporating the minimum data

processer terms as set out in the GDPR, which may be in the form of a supplier’s terms of service.

12.3 We may share personal data we hold if we are under a duty to disclose or share an individual’s

personal data in order to comply with any legal obligation, or in order to enforce or apply any contract

with the individual or other agreements; or to protect our rights, property, or safety of our employees,

players, other individuals associated with the Club or others.

  1. Transferring personal data to a country outside the EEA

We may transfer any personal data we hold to a country outside the European Economic Area (EEA), provided

that one of the appropriate safeguards applies.

Reporting a personal data breach

In the case of a breach of personal data, we may need to notify the applicable regulatory body and the


If you know or suspect that a personal data breach has occurred, inform a member of the committee

immediately, who may need to escalate to the County FA as appropriate. You should preserve all

evidence relating to a potential personal data breach.

  1. Dealing with subject access requests

14.1 Individuals may make a formal request for information we hold about them. Anyone who receives such

a request should forward it to the board/committee immediately, and where necessary escalated to the

County FA for guidance. Nobody should feel bullied or pressured into disclosing personal information.

14.2 When receiving telephone enquiries, we will only disclose personal data if we have checked the caller’s

identity to make sure they are entitled to it.


The Club must implement appropriate technical and organisational measures to look after personal data, and is

responsible for, and must be able to demonstrate compliance with the data protection principles.

The Club] must have adequate resources and controls in place to ensure and to document GDPR compliance,

such as:

providing fair processing notice to individuals at all points of data capture;

training committee and volunteers on the GDPR, and this Data Protection Policy; and

reviewing the privacy measures implemented by the Club

  1. Changes to this policy

We reserve the right to change this policy at any time. Where appropriate, we will notify you by email.

Leopards crowned U9 IoW champions

The Leopards rounded off a fantastic season with a trophy after winning the Isle of Wight tournament.
They put in a series of stunning performances to see off opposition from Wales, Wiltshire, Berkshire. Middlesex, Surrey and the IoW.
They won all their four games on day 1, scoring 12 and conceding just one, as no team could defend against their free-flowing football. The team also enjoyed avenging a cup defeat to Oxshott, beating them 3-1.
They topped the group going into day 2, holding off their main group rival with their only draw of the tournament before putting their final two opponents to the sword: 6-0 and 2-0.
Their attacking football and team spirit had taken them to the final but it was their determination and mental strength which ultimately won them the title.
The Leopards scored early from the penalty spot, had a few chances on the break but, ultimately, defended superbly as a team until the final whistle.
Cue a pitch invasion by jubilant parents as well as some Stags players and parents who’d stayed on to support the Leopards in a fantastic display of TAFC unity.
Every Leopard deserves a special mention:
Keeper Luke Johnston made some brave saves and gave the team confidence from the back.
Last man defender Will Jenkinson tackled all day long and was an absolute rock.
Defensive midfielder Luke Ross never gave the opposition time to breathe as he hounded and hussled them throughout.
Danny Horne and Alfie Gales in midfield orchestrated the Leopards’ attacks with their pace, skill & passing – as well as scoring in key matches.
Oscar Prescott Brann showed his versatility scoring goals as a striker and pinging crosses in from the right wing.
And Olly Wilson finished as the team’s top scorer – with 9 goals in 8 games.
For those Leopards not able to make the IoW – this win reflects how you’ve all played this season.

Well Done!