Richmond Water Polo Club

SOCIAL MEDIA POLICY

Updated August 2026

Summary of Do’s and Don’ts

Richmond Water Polo Club encourages positive, respectful and responsible use of social media. We want members to celebrate achievements, build our community and enjoy being part of Club while protecting the privacy, safety and reputation of everyone involved.

Be respectful and supportive of others at all times.
Use Social Media to celebrate positive Club achievements. Examples: posting team photos from a tournament, congratulating a teammate or sharing an official Club announcement.
Ensure images are respectful, relevant to Club’s activities and support positive stories.
Ensure you have consent from a parent or guardian before posting images of children.
Follow the rules of the social media platform you are using and applicable laws.
Report concerns to Club.

Post content which may be harmful, threatening, obscene, abusive, offensive or illegal. Example: posting screenshots from a private Club WhatsApp group without permission.
Post any material that might otherwise cause damage to a Stakeholder or Club’s reputation. Examples: arguing publicly or negatively commenting about referees, athletes, coaches or volunteers.
Disclose information about another Stakeholder, Club or its operations that is confidential, private or likely to cause harm to any of them. Example: sharing athlete training attendance from the Coaches Log on a team chat.
Share unnecessary personal information about yourself or others (e.g., residential addresses).

Remember

Online comments can remain accessible long after they are posted.

Even when posting in a personal capacity, others may associate your posts with Richmond Water Polo Club.

When in doubt, don’t post.

1. What is this Policy about?

1.1

Richmond Water Polo Club (Club) recognises that Social Media and digital communications are a valuable tool to communicate, engage and connect with members, athletes, coaches, team managers and other volunteers, supporters (including parents and guardians), sponsors, administrators and other key stakeholders (Stakeholders).

1.2

Social Media means any website, messaging service, online platform, application or digital communication channel that enables users to create, share, receive or comment on content. Examples include Facebook, Instagram, WhatsApp, X, TikTok, Discord, YouTube, SMS, the Richmond Team Hub and similar platforms.

1.3

The rapid growth and evolution of Social Media requires an overarching Club policy (Policy) that:

(a)

ensures Stakeholders engaging in Social Media have an understanding about appropriate guidelines and usage; and

(b)

supports a culture of openness, trust, inclusion and integrity in activities surrounding Social Media and the internet, in conjunction with education and training.

1.4

Even when using Social Media in a personal capacity, others may associate a Stakeholder’s comments or conduct with Club. Stakeholders should therefore ensure their online conduct is consistent with Club’s values and policies.

2. What is the purpose of this Policy?

2.1

The purpose of this Policy is to set out Club’s rules for the appropriate use of Social Media by Stakeholders, whether for or on behalf of Club, engaging with Club, or personally whilst a Stakeholder of Club.

2.2

The aim of this Policy is to:

(a)

promote and encourage appropriate and positive use of Social Media by Stakeholders;

(b)

ensure that Stakeholders understand Club’s approach to Social Media, and its expectations for the personal and professional use of online communication;

(c)

govern the terms of use by Stakeholders of Club-controlled, administered or related Social Media; and

(d)

to protect the intellectual property, confidential information, brand, reputation and viability of Club as well as the rights and interests of Stakeholders.

3. Who does this Policy apply to?

3.1

This Policy has been adopted and approved by the Committee and applies to Stakeholders. This Policy may be updated by Club’s Committee from time to time.

3.2

While this Policy does not form part of any contract of employment, it forms part of Club’s rules and procedures governing members’ conduct. Failure to comply with this Policy may result in disciplinary action by Club.

3.3

Stakeholders should be aware that communications made through Social Media have the potential to impact on Club and other Stakeholders. Potential damage may be caused in certain circumstances, whether or not the Stakeholder is identified as having an affiliation with Club.

3.4

This Policy applies to all communications including posts, images and comments published by a Stakeholder (including Authorised Users, defined below) on Social Media.

4. Who is allowed to use Social Media for Club Business?

Official Club Communications

4.1(a)

Only Authorised Users are authorised to comment or publish information on official Social Media (such as Club’s website, Richmond Team Hub or WhatsApp Community announcement group) for or on behalf of Club.

(b)

Only designated Committee members may respond publicly regarding:

media enquiries;
legal disputes;
serious incidents;
safeguarding matters.

4.2

To become an Authorised User of specific Social Media, a Stakeholder must obtain the approval of Club’s Committee in writing.

Obligations of Authorised Users

4.3

In addition to any other requirements set out in this Policy, Authorised Users must:

disclose that they are an Authorised User;
use authorised Club accounts;
only disclose or comment on information that is already publicly available;
ensure content is accurate and complies with all relevant Club policies and other relevant requirements;
stay within their area of expertise and authority;
be respectful and supportive;
comply with the rules of the Social Media platform; and
ensure that administrative access and posting privileges are removed as soon as reasonably practicable when a person ceases to hold the relevant role.

WhatsApp Community and Groups

4.4

Club has created a WhatsApp Community. All Stakeholders must comply with the rules for using WhatsApp set out in Appendix A of this Policy.

5. What other matters should Stakeholders consider?

5.1

The use of Social Media by a Stakeholder in connection with Club must reflect Club’s policies and procedures, including Club’s Rules (Rules), Water Polo Victoria’s Code of Conduct and the Think Act Play Policy as adopted by Club, as amended from time to time.

5.2

Stakeholders are encouraged to:

(a)

“share” posts that are created and shared by Authorised Users; and

(b)

use Social Media as a place of encouragement and thanks for other Stakeholders, especially athletes, coaches and team managers.

5.3

Stakeholders must think carefully before using Social Media. Avoid Social Media use that may breach any of Club’s policies or has the potential to damage:

(a)

the Stakeholder’s professional or personal reputation;

(b)

the reputation of Club, the sport of water polo or any events; or

(c)

the Stakeholder’s ability to work with other Stakeholders.

5.4

In summary, when using Social Media, Stakeholders must, and must not, do the following:

Stakeholders must

Be respectful and supportive of others at all times.
Ensure images and videos are respectful, relevant to Club activities and promote positive stories.
Think carefully before posting, remembering that online content can remain accessible long after it is published.
Respect the privacy of others and obtain any parent or guardian consent required under Club’s policies before posting images or videos of children.
Adhere to the terms of use of the relevant social media platform.
Comply with all applicable laws, including those relating to discrimination, harassment, bullying, privacy, online safety, intellectual property and defamation.
Consider whether your post reflects Club’s values before publishing it.
Report content that may breach this Policy to the President or Member Protection Officer.

Stakeholders must not

Publish anything that is harmful, threatening, obscene, abusive, offensive or illegal.
Post material that damages, or is likely to damage, the reputation of Club, another Stakeholder, the sport of water polo or any water polo event, or brings any of them into disrepute.
Disclose confidential information about another Stakeholder, Club or Club’s operations, or any information likely to cause harm to them.
Share unnecessary personal information about yourself or others, including residential addresses or other sensitive information.
Share or forward messages, images or screenshots from private Club communications without permission, unless the information is already public.
Use or reproduce Club’s intellectual property, including logos, branding or other official materials, without the written approval of the Committee.
Represent personal views as those of Club unless authorised to do so.
Publish or present AI-generated or materially altered content as authentic Club communications, or as representing the views or actions of Club or another Stakeholder, without clearly disclosing that it has been generated or materially altered.

6. Does Club Monitor the use of Social Media?

6.1

Monitoring. Club may record any information posted to its Social Media and may use that information for the purposes of ensuring compliance with this Policy and administering such Social Media or any other purpose consistent with Club’s Privacy Policy. If information gathered through Social Media monitoring is used to make decisions about a person’s participation in Club, Club will provide a fair opportunity for that person to review and respond to relevant information.

6.2

Privacy. Club strongly recommends that all Stakeholders protect their own personal privacy by not including unnecessary personal information (for example, business email addresses and residential addresses) in Social Media communications.

7. What are the consequences for non-compliance with this Policy?

7.1

All Stakeholders have a responsibility to ensure that their actions in relation to the use of Social Media comply with this Policy.

7.2

If a Stakeholder becomes aware of inappropriate or unlawful content, or content that may otherwise be in breach of this Policy, relating to Club, they should report the circumstances to the President or Member Protection Officer of Club immediately (and, where the content involves a child or is of a seriously harmful nature, also to the eSafety Commissioner at esafety.gov.au) and maintain appropriate confidentiality about the matter before, during and after any resolution of the matter.

7.3

The Committee, President, Member Protection Officer or a person authorised by the Committee may direct a Stakeholder to remove, rectify and/or publish a correction about, any material published on Social Media that, in the view of Club, breaches this Policy or otherwise brings or is likely to bring, Club, or any other Stakeholder, into disrepute or harm.

7.4

A Stakeholder who breaches this Policy may be responsible for any loss suffered by Club, or any other Stakeholder.

7.5

Before disciplinary action is taken under this Policy, Club will:

provide the Stakeholder with written notice explaining any concerns;
give the Stakeholder a genuine opportunity to be heard; and
take reasonable steps to ensure that the matter is considered fairly.

In practical terms, this means Club will give members a fair opportunity to respond before disciplinary action is taken.

If a claim that Social Media has been used improperly is substantiated, the level of disciplinary action will depend on all the circumstances. Examples include:

(a)

a formal apology;

(b)

a warning;

(c)

suspension or termination of membership, or membership benefits; or

(d)

termination of appointment (with or without notice).

7.6

Where a dispute between Stakeholders arises out of or in connection with the use of Social Media, including Club’s WhatsApp Community, and that dispute cannot be resolved informally, Stakeholders who are members of Club may invoke Club’s grievance procedure under Club’s Rules. Club will endeavour to resolve such disputes as soon as is reasonably practicable.

Appendix A

Use of WhatsApp for Club-related activities

Quick summary

✅ Team Managers, Coaches and Committee members may manage official Club WhatsApp groups.

✅ Parents and guardians may request removal of their child from a group at any time.

✅ Junior team groups must be supervised in accordance with the Social Media Policy and Privacy Policy.

❌ Do not create unofficial groups that appear to speak on behalf of Club.

❌ Do not use WhatsApp as the official record of athlete attendance.

Why does Club use WhatsApp?

Club uses WhatsApp Community and groups to support efficient communication with members, athletes, coaches, parents, guardians and volunteers. This Appendix explains how WhatsApp may be used for Club-related activities and the safeguards that apply to its use.

Do the Social Media Policy rules apply to WhatsApp?

Yes. WhatsApp messages, images, videos and other communications are subject to this Policy in the same way as other forms of Social Media. This Appendix A forms part of the Policy.

Stakeholders must remain respectful, avoid sharing confidential information and comply with all other requirements of this Policy.

Who may create a WhatsApp group?

Only Committee members may: (a) create a WhatsApp group or establish and administer a WhatsApp Community (including any sub-group or announcement group within that Community) as “admin” to communicate with any Stakeholders in relation to Club business; and (b) post to the announcement group of any WhatsApp Community operated by or on behalf of Club.

After a WhatsApp group has been created, Team Managers and Coaches may be designated as an additional “admin” to enable efficient operation of the WhatsApp group. For example, so that the Team Manager may add and remove other members in the group from time to time on a need-to-know basis.

At least one current Committee member or Club-appointed administrator must retain administrator access to any Club-operated WhatsApp Community.

Can parents create their own WhatsApp groups?

Yes. Parents and guardians may create their own private WhatsApp groups.

However, those groups must not present themselves as official Club communications channels or appear to speak on behalf of Club or deal with Club-related activities.

Who may be added to a WhatsApp group?

Individuals aged 16 years and younger may not be added to WhatsApp groups (subject to the further guidance provided below).

Where a WhatsApp group or WhatsApp Community sub-group is created in accordance with this Policy for any junior age group (Flippa Ball, U12s, U14s, U16s and U18s), that group or sub-group must include:

at least 2 individuals who are 18 years or more of age who hold a current Working With Children Check (e.g., team manager and coach) as admins of the group or sub-group;
an individual who is a member of Club’s Committee;
the following words in the “group description”: “Let’s use this chat to share updates for the team in accordance with Club’s Social Media Policy”; and
settings such that the “admin” must approve and add new individuals to the group.

Can I ask to be removed from a WhatsApp group?

Yes. Stakeholders may request removal from a Club WhatsApp group or WhatsApp Community at any time.

Parents and guardians may also request removal of their child from a Club WhatsApp group or Community. Club will endeavour to action removal requests as soon as reasonably practicable and, where a request relates to a child participating in a junior team group under this Policy, within 48 hours of receiving the request.

Can I share or forward messages from a Club WhatsApp group?

Stakeholders should not share, forward or publish messages, images or screenshots from Club WhatsApp groups outside the group unless they have permission from the relevant participants or the information is already public.

How does Club record attendance of athletes and coaches?

Attendance must be recorded in Club’s Coaches Log, which is the designated system for recording athlete attendance at training, details of new athletes attending training, and coaching hours. WhatsApp communications are not a substitute for the Coaches Log.

WhatsApp groups, WhatsApp Communities and the Richmond Team Hub must not be used as the primary or sole record of athlete attendance at training or games.

Can coaches share information on WhatsApp?

No. Coaches must not share, post or forward information recorded in the Coaches Log (including athlete attendance data and coaching hours) via Social Media. Such information must be treated as confidential Club operational information and is subject to clause 5.4(c) of this Policy.

How is Richmond Team Hub different to WhatsApp?

The Richmond Team Hub is not a team communication channel.

The Hub is a read-only information channel for members.

Stakeholders must not attempt to post, submit or circulate content through the Team Hub other than through the administrative systems designated by Club for that purpose.

Should WhatsApp be used to report urgent welfare, safeguarding or safety concerns?

No. Urgent safeguarding, welfare or safety concerns should be reported directly to the appropriate Club officer or emergency services where appropriate.

WhatsApp is not an emergency reporting channel.

Are there any special considerations for individuals who are members of junior teams?

Subject to compliance with the provisions of this Policy, athletes who are members of teams designated as U18 teams:

may be added by the admin of a WhatsApp group at the discretion of the Team Manager in consultation with the Coach;
must be removed by the admin from the WhatsApp group or sub-group and, if applicable, from the WhatsApp Community, within 48 hours of receiving a request to do so from that athlete’s parent or guardian; and
where athletes who are members of a junior team are included in a WhatsApp Community, the Community admin must ensure those athletes are not added to the Community-wide announcement group unless a parent or guardian of the athlete has provided written consent.

Document information

Status:

Approved

Date approved:

August 2026

Approved by:

Richmond Water Polo Club Committee

Next scheduled review:

To be confirmed by Committee