Social Media & Messaging Guidelines for Club Swimmers

The club only uses WhatsApp groups that are operated under the Elmbridge Phoenix Club Umbrella account.

Any squad WhatsApp groups created independently by parents are not monitored by the club, and the club accepts no responsibility for the content shared within those groups.

To support swimmers who are of the appropriate age to use social media, the club has put together Social Media & Messaging Guidelines for Club Swimmers to help them use online platforms safely and responsibly.

General Principles (Apply to All Apps)

  1. Minimum Age Requirements Must Be Respected

    • Snapchat: 13+
    • Instagram: 13+
    • WhatsApp: 16+ in many regions (check local laws)
    • Swimmers below these ages must not be asked or encouraged to join these platforms, even for club communication.
    • Clubs should not require any swimmer to create a social-media account.

  2. Parent/Guardian Involvement

    • Parents must be included in any communication with swimmers under 18.
    • Where communication is essential (e.g., emergency updates), parents should be the primary contact, not the swimmer directly.

  3. Safeguarding First

    • Coaches and club staff must never use private messaging with swimmers.
    • All communication should be group-based, transparent, and relevant to swimming.

  4. Respect & Behaviour

    • Treat others online the same as in the club: respectful, inclusive, and safe.
    • No sharing of offensive content, bullying, or gossip.
    • No posting images or videos of anyone without permission.

Platform-Specific Guidelines

Snapchat (13+)

Snapchat is not recommended for club communication because messages disappear.

Allowed

  • Swimmers may use Snapchat privately among friends if they meet the age requirement.

Not Allowed

  • Coaches or staff must not communicate with swimmers on Snapchat.
  • No club groups or team communication on Snapchat.
  • No sharing swim-related images taken in changing rooms or poolside.
  • Younger swimmers (<13) should not have Snapchat accounts; the club must not ask them to join or follow anything.

Instagram (13+)

Instagram may be used for official club announcements, photos from meets, and engagement with the wider swimming community.

Guidelines for the Club

  • Use a public or monitored club account only — no coach personal accounts for communication.
  • All comments should be moderated.
  • No tagging of swimmers under 18 without parental consent.

Guidelines for Swimmers

  • Keep accounts private.
  • Do not share images of other swimmers without permission.
  • Avoid posting in swimwear unless appropriate and safe (e.g., race photos with parental consent).
  • No direct messaging between coaches and swimmers.

Under-13 Swimmers

  • The club must not encourage them to follow or engage on Instagram.
  • Parents may choose to follow the club on their own accounts.

WhatsApp (16+ by platform rules in many regions)

WhatsApp is often used for urgent logistics (e.g., meet times, cancellations), but it should be set up safely.

Club Use

  • Clubs should ideally create parent-only WhatsApp groups for:

    • Training updates
    • Competition information
    • Transport or emergency notices

  • Swimmers under 16 should not be added to WhatsApp groups.

If swimmers aged 16–17 are included

  • A minimum of two DBS-checked adults/coaches must be in every group.
  • All messages must be:

    • Group-only
    • Related to training or events
    • Time-appropriate

Not Allowed

  • One-to-one WhatsApp messaging between coaches and swimmers.
  • Using WhatsApp for social or non-club-related chat.
  • Adding underage swimmers (<16).

Guidelines Specifically for Swimmers Not Old Enough to Join the Platforms

  1. They must not be asked to join any club-related social-media or messaging app.
  2. Parents should be the main communication channel until swimmers are old enough.
  3. The club should provide alternative, age-appropriate communication, such as:

    • Email to parents
    • Printed information
    • Club website updates

  4. Young swimmers should be encouraged to:

    • Focus on safe, offline communication
    • Avoid sharing personal details or photos online

  5. Coaches must never contact children directly on platforms they are not legally allowed to use.

Safeguarding Summary

To protect young athletes:

  • All contact with swimmers must be transparent, appropriate, and recorded.
  • Coaches cannot “friend,” “follow,” or privately message swimmers on any platform.
  • Parents must be included when communicating with anyone under 18.
  • Clubs must follow child protection policies of Swim England, national governing bodies, and local laws.