AI can be a useful tool for administration, communication and planning. However, it must never be used in a way that compromises safeguarding, privacy, dignity, trust or the wellbeing of anyone associated with our club.
1. Safeguarding and protection of players
- Personal, sensitive or identifiable information about children must not be entered into AI tools without appropriate authorisation and proper consideration of data protection requirements.
- AI must never be used to create, manipulate or distribute inappropriate, abusive, misleading or harmful images, videos, recordings or messages involving players.
- AI must not be used to impersonate players, coaches, parents or club members, or to facilitate bullying, harassment, intimidation, grooming or abuse.
- All safeguarding concerns must be reported through the appropriate club procedures and handled by responsible individuals.Images or videos that can be
2. Protection and respect for volunteers
- All volunteers, coaches, managers and committee members must be treated fairly and respectfully.
- AI must never be deliberately misused to create or spread false allegations, impersonations, threatening communications or harmful content intended to intimidate, humiliate or damage someone's reputation.
- Private conversations, photographs and internal club communications must be handled responsibly, with appropriate permission and respect for confidentiality.
- No volunteer should be subjected to harassment, retaliation or reputational harm through the misuse of AI.
3. Responsible use of AI
AI may be used for appropriate club activities, provided that its outputs are checked and used responsibly. It must never replace human judgement, safeguarding responsibilities or established club policies. All relevant FA, league, club safeguarding and data protection requirements must continue to be followed.
4. Zero-tolerance expectations
Cottingham Rangers AFC adopts a clear and consistent zero-tolerance approach to the deliberate misuse of AI to abuse, threaten, harass, intimidate, impersonate or otherwise cause harm to players, volunteers or any other club member.
Any suspected incident must be taken seriously, documented appropriately and referred to the relevant safeguarding lead or authority where necessary. Concerns must be investigated fairly, confidentially and proportionately, with appropriate protection against retaliation.
Zero tolerance means that harmful behaviour is never ignored, excused or normalised, regardless of the individual's role, status or standing within the club.
5. Policy, accountability and enforcement
Cottingham Rangers AFC expects all players, parents, coaches, managers, volunteers, committee members and anyone acting on behalf of the club to comply with this policy.
The club will:
- Promote awareness of the responsible and appropriate use of AI across all areas of club activity.
- Ensure that concerns relating to AI misuse are reported to and considered by the appropriate club officials, including the Club Welfare Officer where safeguarding is involved.
- Assess reported incidents fairly, confidentially and proportionately, taking account of the nature and seriousness of the behaviour, the impact on those affected and any relevant circumstances.
- Take appropriate action where this policy has been breached, in accordance with club rules, safeguarding procedures and applicable FA, league and legal requirements. This may include removing access to club systems, referring matters to the relevant authorities or taking disciplinary action where appropriate.
- Cooperate with the FA, league, statutory agencies and other relevant authorities where necessary.
No individual should investigate a safeguarding concern beyond their role or attempt to resolve a serious matter informally where formal reporting is required. Evidence should be preserved appropriately, and concerns must not be shared more widely than necessary.
This policy applies regardless of whether AI misuse takes place during club activities, online, in private messaging or outside the club environment where it affects the safety, wellbeing, dignity or reputation of club members.
The club will review this policy periodically and following any significant incident, changes to relevant guidance or changes in the use of AI. Any updates will be communicated to relevant members.
All members of Cottingham Rangers AFC share responsibility for helping to maintain a safe, respectful and inclusive environment. The use of AI must never be an excuse for behaviour that undermines these standards.
