Policies & Procedures

At Pronto Rugby, we operate in line with the core values: Teamwork, Respect, Enjoyment, Discipline and Sportsmanship. We are committed to developing a culture that lives and breathes the core values, is free of abuse, discrimination and harm, and where everyone feels safe and able to raise any concerns they have. 

We are committed to developing an inclusive culture where it is safe and acceptable for everyone involved in rugby to raise concerns about any unacceptable practice, behaviour, wrongdoing or misconduct. This Code of Conduct and our policies and procedures, and the terms and conditions of any volunteer or employment agreement with the club, provide a framework in which clubs and participants can be empowered to create safe, respectful and enjoyable environments. Everyone who is involved in rugby, whether as a player, coach, parent, spectator, or volunteer, is expected to uphold the Core Values. 

THE CODE 

This Code has been adopted by Pronto Rugby (referred to in this Code as the “club”), to ensure we can operate fairly, appropriately and in the best interests of everyone at the club, including its children and young people. This Code sets out the behavioural standards that members and other participants of the Club must meet. 

This Code is a key part of our process for dealing with complaints of poor conduct. It sets the level of expectations when determining any need for formal or informal disciplinary procedures. 

RIGHTS OF INDIVIDUALS

Everyone who participates in activities with the club has the right: 

1. To enjoy safe participation in rugby, without fear of abuse or harm 
2. To always be treated with respect and dignity 
3. Not to be pressured into training, competing, or participating against their will 
4. To be treated in line with the Core Values, as well as the expected values of the club 
5. Not to be discriminated against based on their age, disability, sex, race, religion or belief, gender reassignment, sexual orientation, marriage and civil partnership, and pregnancy or maternity 
6. To challenge poor conduct and discrimination, both when witnessed and experienced 
7. To make a complaint and/or raise a concern, and for it to be taken seriously and acted upon under this Code of Conduct 

CONDUCT 

Respectful conduct in rugby is paramount in creating a safe and inclusive culture where children and adults can develop in the sport. Inappropriate behaviour has a detrimental impact on the enjoyment and development of participants, and as such we expect the Core Values to be demonstrated by everyone. 

The conduct described in this Code extends to conduct on the touchline, in and around the Club, and on all online platforms, including messaging and social media platforms. Good conduct on the touchline is expected at the Club from all participants. 

To help the participants at the Club understand what is expected of them when they’re taking part in rugby activities, we have outlined a list of good conduct, which is encouraged, and poor conduct, which is unacceptable, and contravene the Core Values. 

This list is not exhaustive, and we would encourage all participants to familiarise themselves with these behaviours. 

BEHAVIOUR WE ENCOURAGE AT THE CLUB 

Members of the club and any other participants are expected and encouraged to always: 

Treatment of others

• Treat others with respect and dignity, including all officials, spectators, coaches and players, whether from the club or the opposition 
• Treat each other fairly, and never discriminate, or show preferential treatment towards people, based on their characteristics 
• Be magnanimous in victory and gracious in defeat 
• Be welcoming to everyone, whether they be children or adults
• Make sure feedback is positive and constructive and avoid negative criticism 
• Accept responsibility for their actions and conduct Challenging and reporting 
• Never tolerate abusive, threatening or intimidating behaviour towards yourself or others. All instances of harassment and abusive or threatening behaviour should be challenged and reported to the club. This includes conduct on match days and non-match days. 
• Work together to create a positive and welcoming club environment, where people feel confident in reporting and challenging poor conduct, and take responsibility for acting as role models and demonstrating best practice behaviours 
• Never tolerate cheating, manipulation of competition, use of prohibited substances or methods, or unsportsmanlike conduct and take responsibility for setting good examples to players regarding these issues 
• Encourage a healthy environment, where skill development, enjoyment and teamwork are promoted 

Here, “characteristics” refer to the protected characteristics listed in the Rights of Individuals section, point 5. 

BEHAVIOUR WE ENCOURAGE AT THE CLUB 

Members of the club and any other participants are expected and encouraged to always: 

Working with children and adults at risk 

• Be friendly, professional and positive role models to children and young people. For example, they should not be smoking/vaping or consuming alcohol when coaching and/or working with children or young people or engaging in any other behaviour that would be considered inappropriate 
• Ensure that participants of the club are aware of their responsibilities to safeguard children and young people, and conduct themselves appropriately with other affiliates of the club 
• Remember that children and young people get a wide range of benefits from taking part in rugby, and participation should not be centred around winning games but enjoying the sport and developing skills and fitness 
• Take ownership in ensuring that they are up to date with all club rules, policies and procedures, and are always in keeping with the values of the club 

UNACCEPTABLE BEHAVIOUR AT THE CLUB 

Members of the club and any other participants must never: Treatment of others 

• Engage in any abusive, threatening or bullying behaviour towards anyone at the club, or allow this behaviour to go unchecked and unreported 
• Use inappropriate language towards participants of the club, including, but not limited to; sexually suggestive behaviour/language, unwanted/unnecessary physical contact and language or conduct intending to intimidate or threaten individuals 
• Challenge, or encourage others to challenge, the decision of any match official 
• Enter the field of play, unless instructed otherwise by the match officials 
• Use any form of physical force or punishment towards players, spectators or anyone else 
• Engage in any form of behaviour that may bring the club, or the RFU, into disrepute. This includes any form of behaviour that is not in line with the Core Values 

Challenging and reporting 

• Attempt to silence, intimidate or disregard, anyone who wishes to raise a concern regarding safeguarding, welfare, discipline, cheating or poor conduct 

Working with children and adults at risk 

• Allow allegations or comments made by a child or adult at risk regarding either safeguarding or welfare concerns to be disregarded or go unrecorded 
• Allow children or young people to engage in inappropriate behaviour amongst one another, including but not limited to; bullying behaviour, sexually suggesting behaviour or language, intimidating or violent behaviour or discriminatory behaviour/language 
• Allow children to carry out rugby activities unsupervised while at the club 
• Use their position or influence to form inappropriate relationships with any child or adult at risk 
• Use any type of physical or corporal punishment to discipline a child or adult at risk 

WHO THE CODE APPLIES TO 

This Code applies to all individuals who participate at the club, referred to throughout the document as “participants”, including anyone who: 

• holds a role with the club, whether that is paid or unpaid; or 
• is responsible for the care and supervision of a child or adult at risk who attends the club; or 
• is involved with the club through a social aspect, such as a customer, member or spectator; or 
• attends any club activity, whether that be on club premises or not, including spectating home and away matches. 

The Code applies to participants whether or not club activity is taking place on club property, including away games and tours. 

REPORTING AND DISCIPLINARY ACTION 

Report any behaviour you see, witness, or experience, that upsets you, or makes you feel uncomfortable or unsafe, to either the Club Safeguarding Officer, the Club Disciplinary Officer, the club Committee or the RFU.

Any breach of this Code may be dealt with in accordance with the club’s own disciplinary process.

Any conduct which is also a breach of RFU or other Regulations may also be reported to the club’s Constituent Body and/or to the RFU. If you wish to raise any concerns with the RFU, you can also email speakup@rfu.com or visit the Speak Up page on the RFU website. 

At Pronto Rugby we aim to create a safe and secure sporting environment where individuals treat each other with respect and understanding. Bullying will not be tolerated at all in our Club. Bullying will be taken seriously, responded to promptly, and procedures followed to deal with the situation. It is the responsibility of every adult working in Rugby Union whether professional or volunteer, to ensure that all young people can enjoy the sport in a safe enjoyable environment. 

AIMS 

• To create a positive ethos within the Club based on mutual respect and trust. 

• To recognise what bullying is and to provide effective measures to address bullying. 

WHAT IS BULLYING? 

A child may indicate by signs or behaviour that he or she is being bullied. 

Children and Young People have described bullying as: 

• Being called names 

• Being teased 

• Being hit, pushed, pulled, pinched, or kicked. 

• Having their bag, mobile or other possessions taken 

• Receiving abusive text or social media messages 

• Being forced to hand over money. 

• Being forced to do things they do not want to do. 

• Being ignored or left out. 

• Being victimised or attacked because of religion, gender, sexuality,   disability, appearance or ethnic or racial origin 

Bullying is deliberately hurtful behaviour, which results in the victim feeling distressed. 

Bullying occurs when this behaviour is exercised using power rather than an 

exchange between equals. This power may be due to greater physical or psychological strength or greater numbers. Bullying cannot be ignored; it won’t just go away. Bullying can affect both adults and children. 3

ESTABLISHING A POSITIVE CLUB ETHOS 

Pronto Rugby will combat bullying by the creation of a positive and inclusive Club ethos. This begins with how everyone in the Club treats each other, with respect and understanding, even in difficult situations. When concerns are expressed by any member of the club, they are always listened to carefully and taken seriously. 

We promote and follow the RFU Code of Conduct, and everyone involved in rugby whether as a player, coach, referee, administrator, parent, or spectator who are expected to uphold the Core Values of our sport: 

Teamwork Respect Enjoyment 

Discipline Sportsmanship 

Pronto Rugby believes: 

• Rugby is about taking part, having fun, and keeping active. 

• Win with dignity, lose with grace. 

• Observe the Laws and regulations of the game. 

• Respect opponents, referees, and all participants 

• Reject cheating, racism, violence, and drugs. 

• Value volunteers and paid officials alike 

• Enjoy the game. 

We aim to be constantly promoting and reinforcing positive behaviour and developing all children’s self-esteem through celebration of achievement. In this way, by aiming to ‘include’ everyone in the Club community, it is much less likely anyone will become a focus for bullying, or that others may resort to bullying. 

We encourage everyone to report any suspected instances of bullying to one of the management group/committee or to the Club Safeguarding Officer. Children need to be assured not to keep worries to themselves, but to tell their parent and/or a Coach. The whole Club community needs to be assured that all instances are taken very seriously and investigated thoroughly. 

It is essential that the first adult involved in the situation reassures the victim and informs the Club Safeguarding Officer. Support should be provided both for the victim and the perpetrator. 

Parents of all children involved should be informed at the earliest opportunity, so that their support can be encouraged. 

Everyone including parents are encouraged to: 

• Listen carefully to the problem and tell them that action will be taken. 

• Stay calm whatever the concerns. 

• Discuss issues with the Club at the earliest opportunity, and review   actions regularly. 

• Give the Club time to address the issues. 

• In the case of a Looked After Child, it is essential that their Social   Worker be involved at the earliest opportunity. 

Continuation of Bullying 

If anyone involved with Pronto Rugby continues to bully others, then it will be necessary to initiate further action. Further parental involvement would be essential if you are dealing with a child. If all these strategies were tried and failed, then ultimately this can lead to permanent exclusion from the Club. 

It is essential that all Executive Committee members, Coaches, Volunteers, parents, and children are aware of this policy. When the policy is revised, it should be discussed with all Coaches & Volunteers involved with children. New Coaches & Volunteers should be made aware of the policy as part of their Induction process. At the start of each Club year, the key points of the policy should be discussed. 

Review Yearly – next review due August 2024

Rugby’s values of Teamwork, Respect, Enjoyment, Discipline and Sportsmanship are what makes the game special for those who enjoy the environment and culture they create.

They define the game and define England Rugby.

TEAMWORK

Teamwork is essential to our sport. We welcome all new team members and include all because working as a team enriches our lives. We play selflessly: working for the team, not for ourselves alone, both on and off the field. We take pride in our team, rely on one another and understand that each player has a part to play. We speak out if our team or sport is threatened by inappropriate words or actions.

RESPECT

Mutual respect forms the basis of our sport. We hold in high esteem our sport, its values and traditions and earn the respect of others in the way we behave. We respect our match officials and accept their decisions. We respect opposition players and supporters. We value our coaches and those who run our clubs and treat clubhouses with consideration.

ENJOYMENT

Enjoyment is the reason we play and support rugby union. We encourage players to enjoy training and playing. We use our sport to adopt a healthy lifestyle and build life skills. We safeguard our young players and help them have fun. We enjoy being part of a team and part of the rugby family.

DISCIPLINE

Strong discipline underpins our sport. We ensure that our sport is one of controlled physical endeavour and that we are honest and fair. We obey the laws of the game which ensure an inclusive and exciting global sport. We support our disciplinary system, which protects our sport and upholds its values. We observe the sport’s laws and regulations and report serious breaches.

SPORTSMANSHIP

Sportsmanship is the foundation upon which rugby union is built. We uphold the rugby tradition of camaraderie with teammates and opposition. We observe fair play both on and off the pitch and are generous in victory and dignified in defeat. We play to win but not at all costs and recognise both endeavour and achievement. We ensure that the wellbeing and development of individual players is central to all rugby activity.

The RFU is committed to developing a culture where it is safe and acceptable for everyone involved in rugby union to raise concerns about any unacceptable practice, behaviour, wrongdoing or misconduct.

Recognising that, through loyalty or fear of repercussion, people may be reluctant to voice worries, this policy has been created to encourage members of the game to speak up, knowing that they will be supported and their concerns will be handled sensitively.

Speaking up will enable concerns to be investigated and dealt with for the benefit of all involved and for that of the wider game.

Anyone making a disclosure can be confident that the matter will be handled appropriately and with an appropriate level of confidentiality.

SCOPE OF THE POLICY

This is a game-wide policy open to everyone in the professional and community game in England.

It enables anyone to raise concerns through channels that they are comfortable with and gives all parties the opportunity to resolve a concern and for any necessary action to be taken.

This policy should NOT be used for any matters presenting an immediate threat to life or property.

For emergency assistance, please contact your local authorities or call the relevant emergency phone number.

Neither should it be used for:

• Grievances or whistleblowing relating to your employment ordinarily dealt with under your employer’s grievance or whistleblowing policies. The RFU’s policies are available to its employees on the RFU intranet. If you are not an RFU employee, please refer to your employer’s policies.
• Contractual or personal disputes, including contractual disputes with agents and clubs.
• Issues relating to club memberships or other internal club disputes, which should be raised with and managed by the club.

HOW TO SPEAK UP

Hopefully, you can raise concerns with your coach, line manager or someone in your club.

However, where a matter is more serious, you feel that your concerns have not been addressed, or you prefer not to raise it with your coach, line manager, or club then different alternatives exist, depending on your involvement and role within the game.

You can submit your concerns via the SPEAK UP REPORTING FORM

You can also report your concerns by email to SpeakUp@RFU.com

Pronto Rugby Data Protection Policy 

Summary of how we and the RFU use your data

• Pronto Rugby uses your personal data to manage and administer your membership and your involvement with its teams and club, and to keep in contact with you for these purposes.

• Some data is shared with the RFU, who use your data to regulate, develop and manage the game.

• Where we or the RFU rely on your consent, such as any consent we seek for email marketing, you can withdraw this consent at any time.

• Amongst the data we collect from you may be medical (including injury) information. We will hold this where you (or your parent) have given consent, so that we can ensure we are aware of your condition and can that you are supported appropriately.

• Where you work in a particular role within the game, you may be required to undergo a Disclosure & Barring Service check using the RFU’s eDBS system. The result of this check will be input into your Game Management Service (GMS) record.

What does this policy cover?

This policy describes how Pronto Rugby (also referred to as “the Club”, “we” or “us”) will make use of the data we handle in relation to our members and players, including our use of the Game Management System (“GMS”) provided by the Rugby Football Union (“RFU”). The policy also describes the RFU’s use of data on GMS.

It also describes your data protection rights, including a right to object to some of the processing which we carry out. More information about your rights, and how to exercise them, is set out in the “What rights do I have?” section.

What information do we collect?

We collect and process personal data from you or your parent when you join and when we carry out annual renewals of your membership. This includes:

• your name

• your gender,

• your date of birth,

• your RFU ID (as assigned in GMS)

• your home address, email address and phone number;

• your passport and NI details, where we have to check your eligibility or ability to work for us;

• your type of membership and involvement in particular teams, or any key role you may have been allocated, such as Chair, Safeguarding Lead, Membership Secretary etc.;

• your payment and/or bank account details, where you provide these to pay for membership;

• your marketing preferences, including any consents you have given us;

• your medical conditions or disability, where you provide this to us with your consent (or your parent’s consent) to ensure we are aware of any support we may need to provide to you.

Some information will be generated as part of your involvement with us, in particular data about your performance, involvement in particular matches in match reports and details of any disciplinary issues or incidents you may be involved in on and off the pitch, such as within health and safety records.

What information do we receive from third parties?

Sometimes, we receive information about you from third parties. For example, if you are a child, we may be given information about you by your parents.

We may receive information relating to your existing registrations with other clubs or rugby bodies or disciplinary history from the RFU through GMS. Additionally, for certain role holders or those working with children, we may receive information from the Disclosure and Barring Service and RFU on the status of any DBS check you have been required to take.

How do we use this information, and what is the legal basis for this use?

We process this personal data for the following purposes:

• To fulfil a contract, or take steps linked to a contract: this is relevant where you make a payment for your membership and any merchandise, or enter a competition. This includes:

o taking payments;

o communicatingwithyou;

o providingandarrangingthedeliveryorotherprovisionofproducts,prizesor services;

• As required by the Club to conduct our business and pursue our legitimate interests, in particular:

• We will use your information to manage and administer your membership and your involvement with its teams and club, and to keep in contact with you for these purposes;
• We will also use data to maintain records of our performances and history, including match reports, score lines and team sheets;
• We may choose to send you promotional materials and offers by post or by phone, or by email where we want to send you offers relating to similar products and services that you have already bought
• We use data of some individuals to invite them to take part in market research

• Where you give us consent:
• We will send you direct marketing or promotional material by email;
• We may handle medical or disability information you or your parent provides to us, to ensure we support you appropriately;
• On other occasions where we ask you for consent, we will use the data for the purpose which we explain at that time.

• For purposes which are required by law:
• We maintain records such as health and safety records and accounting records in order to meet specific legal requirements;
• We ensure, where you will work with children, that you have undergone an appropriate DBS check – this is also carried out with your consent.
• Where you hold a role at the Club requiring us to check your right to work,we may process information to meet our statutory duties;
• We may respond to requests by government or law enforcement authorities conducting an investigation.

Withdrawing consent or otherwise objecting to direct marketing

Wherever we rely on your consent, you will always be able to withdraw that consent, although we may have other legal grounds for processing your data for other purposes, such as those set out above. In some cases, we are able to send you direct marketing without your consent, where we rely on our legitimate interests. You have an absolute right to opt- out of direct marketing, or profiling we carry out for direct marketing, at any time. You can do this by following the instructions in the communication where this is an electronic message, or by contacting us using the details set out below in the “How do I get in touch with you or the RFU?” section.

Who will we share this data with, where and when?

Some limited information may be shared with other stakeholders in rugby, such as other clubs, Constituent Bodies, referee societies, league organisers, so that they can maintain appropriate records and assist us in organising matches and administering the game.

Personal data may be shared with government authorities and/or law enforcement officials if required for the purposes above, if mandated by law or if required for the legal protection of our or the RFU’s legitimate interests in compliance with applicable laws.

Personal data will also be shared with third party service providers, who will process it on our behalf for the purposes identified above. Such third parties include the RFU as the provider of GMS and providers of website hosting (eg Pitchero).

Where information is transferred outside the EEA, and where this is to a stakeholder or vendor in a country that is not subject to an adequacy decision by the EU Commission, data is adequately protected by EU Commission approved standard contractual clauses, an appropriate Privacy Shield certification or a vendor’s Processor Binding Corporate Rules. A copy of the relevant mechanism can be provided for your review on request.

What rights do I have?

You have the right to ask us for a copy of your personal data; to correct, delete or restrict (stop any active) processing of your personal data; and to obtain the personal data you provide to us for a contract or with your consent in a structured, machine readable format.

In addition, you can object to the processing of your personal data in some circumstances (in particular, where we don’t have to process the data to meet a contractual or other legal requirement, or where we are using the data for direct marketing).

These rights may be limited, for example if fulfilling your request would reveal personal data about another person, or if you ask us to delete information which we are required by law to keep or have compelling legitimate interests in keeping.

You have the same rights for data held by the RFU for its own purposes on GMS.

To exercise any of these rights, you can get in touch with us– or, as appropriate, the RFU or its data protection officer – using the details set out below. If you have unresolved concerns, you have the right to complain to the Information Commissioner’s Office.

Much of the information listed above must be provided on a mandatory basis so that we can make the appropriate legal checks and register you as required by RFU Rules and Regulations. We will inform you which information is mandatory when it is collected. Some information is optional, particularly information such as your medical information. If this is not provided, we may not be able to provide you with appropriate assistance, services or support.

How do I get in touch with you or the RFU?

We hope that we can satisfy queries you may have about the way we process your data. If you have any concerns about how we process your data, or would like to opt out of direct marketing, you can get in touch at clubhouse@cliftonrugby.co.uk or by writing to Data Protection Officer, Clifton RFC, Station Road, Cribbs Causeway, Bristol BS10 7TT

If you have any concerns about how the RFU process your data, you can get in touch at legal@rfu.com or by writing to The Data Protection Officer, Rugby Football Union, Twickenham Stadium, 200 Whitton Road, Twickenham TW2 7BA.

How long will you retain my data?

We process the majority of your data for as long as you are an active member and for 5 years after this.

Where we process personal data for marketing purposes or with your consent, we process the data for 5 years unless you ask us to stop, when we will only process the data for a short period after this (to allow us to implement your requests). We also keep a record of the fact that you have asked us not to send you direct marketing or to process your data indefinitely so that we can respect your request in future.

Where we process personal data in connection with performing a contract or for a competition, we keep the data for 6 years from your last interaction with us.

We will retain information held to maintain statutory records in line with appropriate statutory requirements or guidance.

The RFU will maintain records of individuals who have registered on GMS, records of DBS checks and the resulting outcomes and other disciplinary matters for such period as is set out in the RFU’s privacy notice to be set out on www.englandrugby.com.

Records of your involvement in a particular match, on team sheets, on results pages or in match reports may be held indefinitely both by us and the RFU in order to maintain a record of the game.

Pronto Rugby is committed to providing high quality charitable services to everyone we come into contact with.  In order to do this to the best of our ability, we need you to give us feedback on our services and communications and to tell us when things go wrong.  We treat all complaints seriously, respond to them promptly and learn from them so we can continually offer the best service possible.

Complaints should be in writing setting out as much detail as possible and advising how to we can make contact.

Complaints should be raised as soon as possible after the perceived concern as delay in bringing a complaint may inhibit any potential investigation.

In most cases (unless there is a formal time scale under another policy or by law) we will endeavor to respond to a complaint within 14 days and the response will also address any issue of confidentiality.

E-mail: info@prontorugby.co.uk

If you would prefer to speak with someone please use one of the numbers below:-

Telephone: 07932 023488 (James) or 07824 444505 (Charlie)

Thank you on behalf of the Pronto Rugby team.

All players, parents, coaches and volunteers are subject to the rules and regulations of the RFU and Pronto Rugby (“the Club”). All Club rules, regulations and policies are available on the Club’s website.

The Club is run by a committee/management group made up of the 5 directors along with 4 other members (“the Committee”). The Committee meets every two months and more frequently should the need arise. The Committee is responsible for, amongst other things, handling any complaints, queries or disciplinary matters relating to the Club.

Any player, parent, member or spectator that has a grievance should initially speak to a member of the management Committee whom will look to resolve the issue in consultation with other club officers. Subsequently should the party feel that their grievance has not been resolved satisfactorily they can, through a member of the management Committee request the matter is brought before the full Committee. The grievance should be put in writing so the matter can be discussed at the next Committee meeting or any specially convened meeting following which a written response will be sent to the complainant. 

The Committee should be informed if any player, receives a yellow or red card.

A coach, referee, player, parent or member of the Club can invoke a disciplinary procedure and the Disciplinary Committee will be called. In addition, the Disciplinary Committee shall be called in the event of:

• A Pronto Rugby player being sent off (red card)
• An intention to cite an opposition player
• A written complaint by any RFU association, whether it be local, regional or national.
• Unacceptable behaviour by a member of the Club towards any other Club’s officials, players or spectators as well as any unacceptable behaviour by a member of the Club towards other Club members, officials, players or spectators
• A complaint being raised by another Club

The Disciplinary Committee shall consist of any three of the five directors listed below:

• James Smith
• Charlie Mason
• Greg Beers
• Paul Green
• Lee Traynor