4Life Triathlon Club Social Media and Photography Policy

This policy outlines the agreed rules which apply to the use of social media sites used and created by the club. The committee, club members, parents, coaches, and activators must agree to adhere to this policy when using social media accounts on behalf of the club. This policy governs how members must conduct themselves on the club’s social media accounts.

Why this policy exists?

Social media can benefit our club by raising our profile, advertise the achievements of our club members, and by help build relationships with and between current and potential members. However, a status update that has not been given due thought can generate ill feeling and lead to complaints about an individual or the club. We also have a duty to consider personal security and data protection issues. This policy covers how members can all use social media safely and effectively.

Policy Scope

This policy applies to all 4Life members, committee members, parents & guardians of junior members, coaches and activators (henceforth in this document these groups will be included in the term “members”) who use:

  • Social networks, such as Facebook and Twitter.
  • Online software such as Strava.
  • Photographic social networks, such as Instagram.


All members are responsible for upholding this policy. The following people have key responsibilities:

  • The Secretary holds ultimate responsibility for ensuring the club’s social media accounts are used safely, appropriately and in the line with the club’s objectives.
  • The Welfare Officer is responsible for ensuring requests for assistance and support made via social media are acted upon appropriately.
  • The Membership Officers are responsible for responding to requests for membership information made via social media.

Basic Social Media Guidance

  • Know your audience – Club members should be mindful about what they post on open social media sites. Be mindful that our club has junior members with access to the FaceBook page.
  • If you are unsure, do not post it – Members should err on the side of caution when posting to social media sites. If a member feels an update or message might cause complaint or offence, or be otherwise unsuitable they should not post it.
  • Be thoughtful and polite –Members should adopt the same level of courtesy used when communicating in person.
  • Do not escalate things – It is easy to post a quick response to a contentious status update and then regret it. Always take time to reflect before responding and do not espond if you have any doubts.

Use of the club’s social media accounts

This part of the social media policy covers use of social media accounts used by the club and by club members. Members must not:

  • Create or promote any material that might be considered offensive, defamatory or which may incur liability for the club.
  • Post messages, status updates or links to material or content that is inappropriate, including but not limited to pornography, racial or religious slurs, gender specific comments, information encouraging criminal skills or terrorism, or materials relating to cults, gambling or illegal drugs. This definition of inappropriate content or material also covers any text, images or other media that could reasonably offend someone on the basis of a characteristic protected by law.
  • Use social media to facilitate or promote any illegal or criminal activities.
  • Send offensive or harassing material to another individual.
  • Send or post messages or material that could damage 4Life Triathlon Clubs’ reputation, or cause alarm or distress to any of its members.
  • Use club social media or club activities to promote their business on social media, unless previously agreed by the committee.

Security and Data Protection

Club members should be aware of the security and data protection issues that can arise from using social networks. Please familiarise yourself with our GDPR policy. Members must not:

  • Share or link to any content or information owned by the club or members that could be considered confidential or sensitive.
  • Reveal or promote sensitive details / issues through the club’s social media networks.
  • Reveal the surnames of any child on an open Facebook page without permission from the parent / guardian.

Updated 16/11/2022