Digital Communication & Social Media Policy
Llandudno Karate recognises that digital communication and social media are important parts of modern club life.
We use digital platforms to communicate training information, competition details, squad requirements, club news and achievements, and to support the development of our athletes.
All digital communication connected with Llandudno Karate must be appropriate, professional and consistent with the standards expected within the dojo.
This policy applies to coaches, volunteers, participants and parents/carers when communicating in connection with Llandudno Karate.
1. Official Club Communication
Spond is the official communication platform for Llandudno Karate.
Club announcements, session information, bookings, competition information, deadlines and reminders may be communicated through Spond.
Participants and parents/carers are responsible for checking Spond regularly and responding to requests, bookings and deadlines where required.
Where information has been appropriately communicated through Spond, coaches are not expected to individually chase participants or parents/carers.
Other communication methods may be used where appropriate, but important club information should wherever reasonably possible remain accessible through official club channels.
2. Communication With Children and Young People
Communication between coaches and junior participants must:
Have a legitimate coaching or club-related purpose.
Be appropriate in its language, tone and content.
Maintain appropriate professional boundaries.
Avoid unnecessary secrecy or private communication.
Take place through appropriate communication channels.
Be capable of being explained or shared with a parent/carer or Club Welfare Officer if required.
Coaches should never use digital communication to develop inappropriate personal relationships with junior participants.
Where appropriate, parents/carers should be included in or have visibility of communication involving younger participants.
3. Direct Messages
There may be legitimate circumstances where direct communication between a coach and an athlete is necessary, particularly for competition, squad or performance-related matters.
Any direct communication with a junior athlete must remain professional and relate to legitimate coaching or club activity.
Coaches should consider whether:
The communication needs to be private.
A parent/carer should be included.
The information would be better communicated through Spond or a group.
The timing and content of the message are appropriate.
Private messaging must never be used to conceal communication from parents/carers or the club.
4. Group Chats
Group chats may be used where they serve a legitimate club, squad, competition or coaching purpose.
Participants must treat others respectfully within group communications.
The following are unacceptable:
Bullying or harassment.
Offensive, discriminatory or threatening language.
Deliberately excluding or targeting another participant.
Sharing inappropriate images or content.
Using club groups for sustained unrelated or inappropriate conversation.
Sharing another person's private information without permission.
Concerns about behaviour within a group should be reported to a coach or the Club Welfare Officer where appropriate.
5. Appropriate Times for Communication
Coaches, participants and parents/carers should respect reasonable boundaries around communication.
Messages do not require an immediate response unless there is a genuine urgent matter.
Non-urgent communication should, wherever reasonably possible, take place at appropriate times.
Participants and parents should not expect coaches to be continuously available through messaging platforms.
6. Social Media
Llandudno Karate uses social media to promote the club, celebrate achievements and communicate information about our activities.
Content published through official club accounts should:
Be appropriate and respectful.
Protect the welfare of participants.
Follow the club's Photography, Filming & Images Policy.
Avoid unnecessarily publishing personal information.
Reflect the standards and values of Llandudno Karate.
7. Coaches and Personal Social Media
Coaches and volunteers must maintain appropriate professional boundaries online as well as in person.
Personal social-media accounts should not be used to develop inappropriate relationships with junior participants.
Coaches should consider how interactions with participants through personal accounts could reasonably be perceived by the participant, their parent/carer, the club or others.
Private or disappearing-message features must not be used to conceal inappropriate communication.
Where possible, club-related communication should take place through official or transparent channels.
8. Participants' Social Media
Participants are entitled to use social media personally, but where their online behaviour involves other club members or directly affects the club environment, the club's Codes of Conduct continue to apply.
Participants must not use digital platforms to:
Bully, threaten or harass another person.
Make discriminatory or abusive comments.
Deliberately humiliate another participant.
Share inappropriate photographs or videos of another person.
Impersonate another participant, coach or the club.
Publish another person's private information without permission.
Online behaviour that affects the safety or welfare of a participant may be addressed by the club even where it occurs outside normal training hours.
9. Parents and Carers
Parents and carers are expected to communicate respectfully with coaches, volunteers, other parents and participants through digital channels.
Concerns or disagreements should be raised through appropriate club channels rather than through public criticism, abusive messaging or disputes on social media.
Parents/carers should also support children in using club communication channels and social media responsibly.
10. Photography and Video
Photographs and video shared digitally must comply with the club's Photography, Filming & Images Policy.
Images or recordings must not be used to embarrass, bully, exploit or otherwise harm another participant.
Concerns about inappropriate images or recordings involving children should be reported to the Club Welfare Officer.
11. Safeguarding Concerns
Any digital communication that causes concern about the welfare of a child or young person should be treated seriously.
This can include:
Sexual or inappropriate messages.
Requests for secrecy.
Excessive or unexplained private communication.
Grooming behaviour.
Inappropriate images.
Threatening or abusive communication.
Attempts to move conversations onto secretive or disappearing platforms.
Online bullying or harassment.
Communication that breaches appropriate adult/child boundaries.
Safeguarding concerns should be reported in accordance with the club's Safeguarding & Child Protection Policy.
Where appropriate, messages, screenshots or other relevant evidence should be preserved.
12. Participants Aged 18 and Over
Participants aged 18 and over are legally adults and may communicate directly with coaches.
However, where an athlete remains part of a junior or mixed-age squad environment, coaches should continue to maintain appropriate professional boundaries and use appropriate club communication channels.
13. Reporting Inappropriate Communication
Concerns about digital communication or social-media behaviour can be raised with:
A coach.
The Head Coach.
The Club Welfare Officer.
Where the concern involves a coach or the Head Coach and relates to safeguarding, it should be reported directly to the Club Welfare Officer or through the appropriate governing-body safeguarding route.
14. Breaches of This Policy
Minor concerns may be addressed through advice or a reminder of expected standards.
More serious or repeated breaches may result in action under the club's Codes of Conduct or Complaints & Disciplinary Procedure.
Where a breach raises a safeguarding concern, it will be dealt with under the club's Safeguarding & Child Protection Policy.
Serious concerns may be referred to the appropriate governing body, safeguarding organisation or statutory authority.
15. Related Policies
This policy should be read alongside:
Safeguarding & Child Protection Policy.
Rules, Dojo Kun & Codes of Conduct.
Anti-Bullying Policy.
Photography, Filming & Images Policy.
Complaints & Disciplinary Procedure.
Privacy & Data Protection Policy.
Policy last reviewed: October 2026
Next scheduled review: October 2027