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CLUB MEMBERSHIP.

Come join the club!

FANCY JOINING THE CLUB?

The mission of Annan Rugby Club is to develop and nurture local rugby talent which is, of course, heavily dependent on the contribution made by our many loyal members

As Annan Rugby is a community club, if you are experiencing hardship issues and would struggle to meet the membership costs, please see our Hardship Policy – link below.

A membership year runs from the 1st August to the 31st July

HOW TO PAY YOUR MEMBERSHIP

Going forward, we will be using the platform Spond to manage our club memberships.

To download app/register with Spond, click:

If you do not have an iPhone or Android phone, you can request an administrator to add you manually with your email. You will unfortunately not get events and notifications to your phone.

If you need this option please email memberships@annanrfc.com.

JOINING AS A PLAYING MEMBER (SENIOR, STUDENT, YOUTH, WALKING)

When you join as a playing member, your team manager will give you a code to join the group for your specific team.

You will then be sent a registration form via Spond (you will be sent a notification) – please complete this form as soon as possible so that we can keep our membership database up to date and send out the appropriate payment request for your membership fees.

The groups will be used to send invites to training, games and events, keep track of membership payments and share useful information / exciting news.

JOINING AS AN ASSOCIATE MEMBER

For Associate Members, once you have registered in Spond click this link – https://spond.com/invite/ZENRC. 

The invite code is ZENRC

MEMBERSHIP FEES FOR SEASON 2026-27

Membership Fees for the 2026/27 season are as follows:
  • FULL SENIOR PLAYER with gym membership included: £208 or £20.80 over 10 months / Family Discount*: £166.40 or £16.64 over 10 months
  • STUDENT PLAYER on production of a valid ID: £104 or £10.40 over 10 months / Family Discount*: £83.20 or £8.32 over 10 months
  • YOUTH PLAYER: £78 or £7.80 over 10 months / Family Discount *: £62.40 or £6.24 over 10 months
  • WALKING RUGBY PLAYER £40 or £4 over 10 months / Family Discount*: £32 or £3.20 over 10 months
  • ASSOCIATE MEMBER: £23

*20% FAMILY DISCOUNT: For adults residing at the same address as a U18 playing member(s) or for households with more than one U18 playing member residing at the same address (e.g. siblings).

FLEXIBLE OPTION: There is an option to spread these fees over 10 months by selecting the flexible option

NEED MORE INFO OR ANY PROBLEMS?

Email memberships@AnnanRFC.com and someone will get back to you.

POLICIES AND PROCEDURES

Click on a Policy or Procedure below for more information

CHILD PROTECTION & SAFEGUARDING POLICY 2026

Commitment to Safeguarding

Annan Rugby is fully committed to ensuring the safety and wellbeing of all children and young people involved in our club activities. We acknowledge our responsibility to promote and protect their welfare from all forms of harm, abuse, and poor practice. We believe every child has the right to enjoy rugby union in a safe, inclusive, supportive, and positive environment, free from abuse, discrimination or harm.

Policy Adoption and Alignment

Annan Rugby adheres to the Scottish Rugby Union’s (SRU) Child Protection & Safeguarding Policy, procedures, and guidance, including any future updates or successor documents

This policy is publicly available at: www.scottishrugby.org/safeguarding

Safeguarding Officer (formally known as Child Protection Officer)

Annan Rugby has appointed a Safeguarding Officer (SO) to act as the key point of contact for safeguarding and child protection concerns within the club.

SO Details: Gary Coupland

Email: SO@AnnanRFC.com

Phone: 07711 720900

  • The SO has completed appropriate safeguarding training as required by Scottish Rugby.
  • Their contact details will be publicly displayed in the clubhouse and on the club website.
  • Any child protection or welfare concerns should be directed to the SO in the first instance.

Reporting Concerns

Annan Rugby is committed to ensuring that any allegations, concerns, or suspicions of abuse, neglect, harm, or poor practice are taken seriously and acted upon promptly, fairly, and in line with SRU procedures.

If there is a concern about a child’s wellbeing:

  • Complete a Safeguarding Concern Form and submit it to the Club SO and the SRU Lead Safeguarding Officer.
  • Contact SRU Safeguarding: safeguarding@sru.org.uk

Download Safeguarding Concern Form via www.scottishrugby.org/safeguarding

Safer Recruitment and PVG Scheme

Annan Rugby ensures that all individuals undertaking regulated work with children are safely recruited, appropriately vetted, and registered with the Protecting Vulnerable Groups (PVG) Scheme.

  • PVG checks are coordinated by the Club’s PVG Administrator (see below).
  • Updates and renewals are managed as required under Disclosure Scotland guidelines.
  • Annan Rugby recognises and complies with the Disclosure Scotland referral process if there are concerns about the suitability of an individual to work with children.

PVG Administrator: Gary Coupland

Email: PVG@AnnanRFC.com

Phone: 07711 720900

More on PVG Scheme: www.mygov.scot/pvg-scheme

Tours and Events

All overnight trips, tours (domestic and international), and away fixtures involving children and young people will fully comply with Scottish Rugby Regulations and Guidance on tours and safeguarding procedures, including obtaining parental consent and having appropriate supervision ratios.

Rights and Responsibilities

  • Children and young people have the right to be heard, respected, and protected at all times.
  • All adults involved in the club (coaches, volunteers, parents, supporters) have a responsibility to act on concerns and to follow the club’s safeguarding procedures.
  • All club members will be made aware of the safeguarding policy and their role in keeping children safe.

Review and Training

This policy will be reviewed annually or in response to changes in legislation, guidance, or following a safeguarding incident.

All individuals in regulated roles must:

  • Complete Child Wellbeing & Protection in Sport (CWPS) training
  • Undertake regular refreshers as advised by Scottish Rugby

Annan Rugby Coaches’ Code of Conduct

As a coach at Annan Rugby Football Club, you are entrusted with the responsibility of fostering the development, enjoyment, and safety of all players. Your actions and attitudes significantly influence the club’s culture and the players’ experiences. This Code of Conduct outlines the standards and behaviours expected from all coaches.

1. Respect and Integrity

  • Treat all players, officials, spectators, and fellow coaches with respect and dignity, regardless of background, ability, or role.
  • Promote fair play and uphold the spirit of the game, both in victory and defeat.

2. Player Development and Welfare

  • Prioritise the safety, well-being, and holistic development of every player.
  • Encourage enjoyment, teamwork, and skill development over a win-at-all-costs mentality.
  • Be attentive to players’ needs, including their physical and emotional well-being, and act upon any concerns appropriately.

3. Professionalism and Role Modelling

  • Exhibit exemplary behaviour at all times, serving as a positive role model on and off the field.
  • Maintain appropriate boundaries with players and avoid any behaviour that could be misinterpreted.
  • Refrain from any form of abusive, threatening, or intimidating behaviour.

4. Coaching Standards and Development

  • Commit to continuous improvement by seeking opportunities for personal and professional development.
  • Stay informed about the latest coaching techniques, rules, and best practices.
  • Encourage a healthy environment where enjoyment and teamwork are the priority.

5. Communication and Collaboration

  • Foster open, honest, and respectful communication with players, parents, officials, and fellow coaches.
  • Encourage feedback and be receptive to constructive criticism.
  • Collaborate with club members to create a positive and welcoming environment.

6. Compliance with Policies and Regulations

  • Adhere to all club policies, procedures, and guidelines, including those related to safeguarding, child protection and GDPR.
  • Ensure that all activities are conducted within the laws and spirit of the game.
  • Take ownership in ensuring that you are up to date with all club rules, policies, and procedures, and are in keeping with the values of the club.
  • Complete all necessary administrative duties to include:o Injury reporting on SCRUMS within 24 hours of the incident occurring
    • Submission of team sheets to both the referee and opposition, 30 minutes prior to kick off for all senior fixtures
    • Submission of team sheets on SCRUMS within 24 hours for all aged 12+ fixtures
    • Submission of team sheets for youth competitions, where required within the timeframe specified.

7. Commitment to Inclusivity

  • Promote an inclusive environment where diversity is valued, and discrimination is not tolerated.
  • Challenge and report any discriminatory or inappropriate behaviour.

8. Conflict Resolution

  • Address conflicts or issues promptly, fairly, and transparently, seeking support from club management when necessary.

9. Representation of the Club

  • Represent Annan Rugby Football Club positively in all interactions, both within and outside the rugby community.
  • Uphold the club’s reputation through actions that reflect its values and standards.

10. Commitment to Core Values

  • Embrace and promote the core values of rugby: teamwork, respect, enjoyment, discipline, and sportsmanship.

Annan Rugby Code of Conduct – Players

As a player representing Annan Rugby Club, I agree to uphold the values of respect,

integrity and sportsmanship, both on and off the field. I understand that my behaviour

reflects on my teammates, coaches, and the club as a whole.

1. Respect for Others

  • I will treat all teammates, opponents, coaches and match officials, and spectators with respect and courtesy.
  • I will listen to and follow the instructions of coaches and referees without argument.
  • I will avoid foul language, taunting or unsportsmanlike conduct.

2. Commitment and Effort

  • I will attend all training sessions and matches unless I have a valid reason and inform my coach in advance.
  • I will give my best effort during practices and games and support my teammates at all times.
  • I will arrive on time, and prepared, with the appropriate kit where required.

3. Teamwork and inclusion

  • I will support an inclusive and welcoming environment for all players, regardless of background, ability or identity.
  • I will encourage and help new players to integrate them into the team.
  • I will resolve any conflicts respectfully and seek help from a coach or club official if needed.
  • I will support an inclusive and welcoming environment for all players, regardless of background, ability or identity.
  • I will encourage and help new players to integrate them into the team.
  • I will resolve any conflicts respectfully and seek help from a coach or club official if needed.

4. Health and Safety

  • I will play within the laws of the game and promote safe play at all times.
  • I will report any injuries or concerns to the coaching staff immediately.
  • I will not engage in or tolerate bullying, harassment or discrimination,

5. Off-field Behaviour

  • I understand that I represent the club at all times, including outside of rugby activities.
  • I will act responsibly and avoid behaviour that may damage the club’s reputation.
  • I will use social media respectfully and never post content that could bring the club into disrepute.

6. Commitment to Growth

  • I will seek feedback and strive to improve as a player and teammate.
  • I will uphold the spirit of rugby and act as a positive role model for younger players.

7. Adherence to Membership Policy

  • I will adhere to the club’s official membership policy, including the payment of any membership fees, participation requirements and any other guidelines set out by the club.
  • I will provide accurate and up to date contact and medical information as required by the club.
  • I understand that my membership may be suspended or terminated if I fail to comply with the club’s policies and procedures.
  • I will ensure that my conduct, both on and off the field, reflects the values and expectations outlined in the membership policy.

Breaches in this Code of Conduct may result in disciplinary action, including suspension or removal from the team.

By signing below, I agree to abide by this Code of Conduct.

Player Name:_______________________________________

Signature: _______________________________________

Date: _______________________

Annan Rugby Code of Conduct – Volunteers & Supporters

Purpose

This Code of Conduct outlines the expected standards of behaviour for all volunteers and supporters at Annan Rugby Club. It aims to ensure a positive, respectful, and inclusive environment for players, officials, visitors, and the wider community.

Scope

This Code applies to all non-playing individuals representing or supporting the club in any capacity, including but not limited to:

  • Coaches and team managers
  • Committee members and club officials
  • Parents, carers, and supporters
  • Event and match-day volunteers

Conduct Expectations

All volunteers and supporters are expected to:

1. Promote Fair Play & Respect

  • Encourage and model sportsmanship, honesty, and respect for players, referees, and opposition teams.
  • Never engage in abusive, aggressive, or discriminatory language or behaviour.

2. Support Safe Participation

  • Follow all club safeguarding, health and safety, and welfare guidelines.
  • Immediately report concerns about a child, vulnerable adult, or another member’s wellbeing to the Club Welfare Officer.

3. Communicate Constructively

  • Address issues constructively and through appropriate channels (not during or immediately after matches or training).
  • Respect the decisions of match officials and coaching staff.

4. Act in the Club’s Best Interest

  • Represent the club positively in public, on social media, and at events.
  • Refrain from behaviours that could damage the club’s reputation or cause division among members.

5. Abide by Club Policies

  • Follow the Membership Policy, Disciplinary Procedure, and any specific club rules or instructions provided by the board or coaching staff.

Breach of Code

Breaches of this Code may result in:

  • A verbal or written warning
  • Suspension from matches, events, or roles
  • Removal from volunteer position or restriction from club premises

Repeated or serious breaches may result in expulsion, following the club’s disciplinary procedure.

Commitment to Fair Work First

At  Annan Rugby we are fully committed to advancing the Fair Work First criteria as part of our core values and operational practices. We recognise that fair work is central to creating a stronger, more inclusive, and productive workforce.

We are dedicated to:

  • Providing appropriate channels for effective voice, such as through regular staff engagement and consultation.

  • Investing in workforce development, including training, skills development, and progression opportunities.

  • Not using zero-hour contracts inappropriately, ensuring security of employment and income.

  • Taking action to tackle the gender pay gap and create a diverse and inclusive workplace.

  • Offering flexible and family-friendly working practices.

  • Opposing the use of fire and rehire practices.

  • Paying at least the real Living Wage to all employees and encouraging our suppliers and partners to do the same.

Our approach reflects our belief that fair work not only benefits our staff, but also enhances the quality and sustainability of our services. We will continue to embed these principles into everything we do, ensuring dignity, respect, and opportunity for all.

Annan Rugby Complaints Procedure

Purpose

The Club encourages feedback and treats complaints as an opportunity to improve advice and support for all members – including players, coaches, volunteers, and parents – regarding any concerns. The Club aims to:

  • Provide a fair complaints procedure which is clear and easy to understand.
  • Be open about how we deal with complaints.
  • Ensure that all complaints are investigated fairly and in a timely way.
  • Gather information for ARFC to improve.

Definition of a Complaint

For these procedures, a complaint is any verbal or written expression of dissatisfaction about any aspect of Annan Rugby Club.

Types of Complaint

All complaints will be addressed with due seriousness; however, some matters may require greater attention than others based on their severity. It is also recommended that all issues should be addressed at the earliest opportunity so that they may be resolved as amicably as possible. It is important that all parties communicate regularly and honestly.

a) Examples of Minor Issues

  • Poor communication from coaches to other coaches/players/parents.
  • Coaches failing to advise that he/she is unable to attend that week.
  • Parents consistently dropping off or picking up players late.

b) Examples of Major Issues

  • Repeated Minor Issues.
  • The safety of Club activities.
  • Discrimination, harassment or bullying.
  • Child abuse and child welfare.
  • Poor standard of equipment used for Club activities.
  • Failure to comply with the Club’s Code of Conduct or Safeguarding Policies.
  • Damaging the reputation or operations of the Club.

Who Can Make a Complaint?

Anyone associated with the Club (whether a member or visitor) can make a complaint.

How to Make a Complaint

  • The complaint can be either verbal or written.
  • Verbal complaints may be suitable for one-off minor issues and addressed informally by a team captain or club official. If resolved, no formal record is kept.
  • Written complaints will be required for all serious issues or for repetition of minor issues after a verbal complaint has not rectified the matter. These should be addressed to a member of the Board of Trustees and include all relevant details such as names, dates, and a clear description of the facts.
  • Any issues regarding Child Protection, Safeguarding or Bullying should be immediately reported to the Club Safeguarding Officer (CSO) who will also inform a member of the Board of Trustees.
  • If the allegations are about the CSO then the matter should be reported immediately to a member of the Board of Trustees.

Club Reaction to a Written Complaint

  • The time taken to respond will depend on the nature of the allegation and the investigation process followed. Acknowledgement of receipt will be provided within seven days, and all parties will be notified of the outcome in writing within 30 days.
  • If the complaint is justified, the Board of Trustees will decide on the appropriate action to be taken. This may include following the Club’s Disciplinary Procedure.

Annan Rugby Disciplinary Procedure

Purpose

To provide a fair, transparent process for addressing complaints or concerns about member conduct that may breach the club’s values, bring the club into disrepute, or otherwise harm the functioning of the organisation.

Grounds for Disciplinary Action

The club may investigate and take action if a member:

  • Engages in abusive, threatening, or discriminatory behaviour
  • Fails to comply with the club’s code of conduct or safeguarding policies
  • Damages the reputation or operations of the club
  • Repeatedly fails to meet membership obligations (e.g. fees, conduct)

Procedure

Step 1: Investigation

  • In the first instance, a Disciplinary Panel comprising three Board members will be formed. Ideally, the Appeal Panel should also be identified in advance. Board members may excuse themselves due to conflicts of interest or unavailability (e.g., holidays). If additional Panel members are needed, they can be selected from the General Management Committee or other Club Officials. If the issue involves a minor, the Club Safeguarding Officer should join the initial Panel provided there is no conflict of interest, and they are available.
  • The member will be formally notified of the allegations and disciplinary procedure. This includes providing them with sufficient information to prepare their case. They will be given the opportunity to respond in writing or attend a meeting.
  • It will be at the discretion of the Disciplinary Panel to decide whether a response in writing or a face- to-face meeting is required.
  • Witnesses may be consulted, and evidence gathered.
  • The member will have the right to be accompanied at a disciplinary hearing with the Panel needing to be informed beforehand who the companion will be.

Step 2: Outcome

After carefully considering all evidence before reaching a decision, the panel may:

  • Dismiss the complaint
  • Issue a verbal or written warning
  • Suspend the member for a fixed period
  • Expel the member from the club
  • Where appropriate, the member may be reported to Scottish Rugby

Decisions will be confirmed in writing within 7 days of the hearing.

Right of Appeal

  • The member may appeal the decision in writing within 7 days.
  • Appeals will be reviewed by Board members who were not part of the original Disciplinary Panel Hearing, as identified in Step 1.
  • The appeal decision is final

Confidentiality

  • All proceedings are conducted confidentially.
  • Records are stored securely and are only accessible to relevant Board members and those involved in the process from the GMC/CSO/Club Officials.

 Annan Rugby Hardship Policy

Purpose

Annan Rugby is committed to ensuring that financial hardship is not a barrier to participation in club activities. This policy outlines how the club supports individuals unable to pay full membership fees due to financial difficulty.

Eligibility for Support

A member or prospective member may apply for hardship consideration if they are experiencing temporary or ongoing financial hardship due to circumstances such as:

  • Loss of income or employment
  • Disability or illness
  • Family or caregiving responsibilities
  • Other unexpected financial pressure

Application Procedure

1. Submit a Hardship Request

  • Applicants must submit a request (either verbal or in writing) to their Team Manager, Team Coach or the Club Development Officer.
  • The request should include:
    • A brief outline of financial difficulty
    • The type of support requested (e.g. reduced fees, payment deferral)
    • Any supporting information (optional)

2. Assessment

  • The request will be reviewed confidentially by a sub-committee of two board members and the Club Treasurer.
  • Applicants will not be required to disclose sensitive personal financial data unless voluntarily provided.

3. Outcome & Support Options

  • Support may include:
    • Fee reduction
    • Deferred or extended payment plans
    • Temporary waiver of fees
    • Provision of free of charge training kit
  • Decisions will be communicated within 14 days of submission.

Confidentiality

  • All hardship applications will be treated in the strictest confidence.
  • Only the initial point of contact and assessment panel will have access to the request.
  • No details will be shared with other members.

Review

  • Decisions are reviewed annually or upon request if the applicant’s circumstances change.

Annan Rugby Club – Membership Policy

Effective From: 1st August

Membership Year: 1st August – 31st July

Membership Classes

Membership is open to all individuals regardless of age, gender, gender identity, background, ability, religion, race, or financial circumstances. The following categories of membership are available:

1. Senior Player

Adults aged 18 and over actively participating in training and matches.

2. Student

Adults over 18 in full-time education. Proof of student status will be required.

3. Youth Player

Members under 18 participating in junior rugby training and games.

4. Walking Rugby

Members over 18 participating in walking rugby training and games.

5. Non-Playing Member

Supporters and parents not participating in playing activities.

6. Volunteer Member

Coaches, officials and volunteers not participating in playing activities, awarded at

the discretion of the board.

7. Honorary Life Member

Awarded at the discretion of the board for outstanding service. No fees apply.

Membership Fees & Payment Terms

  • Membership fees will be set annually by the Board and passed at an Annual General Meeting.
  • Membership may be paid:
    • In full at the start of the membership year, or
    • In monthly instalments (at no additional cost).
  • Individuals paying monthly who miss two consecutive payments will be deemed to have lapsed membership and will be ineligible to participate in training, matches, or club-related activities.
  • Members joining:
    • Within the first three months of the membership year must pay the full annual fee.
    • With less than nine months remaining will pay a monthly pro-rata fee either in full or instalments.
    • Are liable for membership fees from the date they first participate in training or club events.
  • Members who cancel their membership within the first three months (and have paid in full) may receive a 50% refund.

Monthly-paying members who cancel are not entitled to any reimbursement.

  • Anyone applying for membership must submit full payment or confirmation of payment plan with their application.
  • No one will be refused membership based on their ability to pay.

The club operates aHardship Policy—please contact the club secretary in confidence for more details.

  • Family discounts are applied for senior players who have children playing at the club.

These discounts are set annually as above.

  • Similarly, family discounts are applied where more than one member from the same household plays at the club, where one of those players is under the age of 18 as at 1st September. Again, these discounts are set annually as above.

Application, Approval & Refusal

  • • All membership applications are subject to approval by the Club Board.
  • • The Board reserves the right to refuse membership.
  • • Applicants who are unsuccessful in their application will be notified within 14 days of submission.
  • • Individuals whose applications are refused have the right to appeal, which may be heard at the next Board meeting or Annual General Meeting (AGM).
  • • If an appeal is successful, membership will be deemed active from the date of the decision.

Guest & Social Use Policy

  • Non members attending club social events or using facilities must be accompanied by a current member.
  • Guests must sign in, providing their name and address upon each visit.
  • The hosting member must countersign the guest record.

Conduct, Discipline & Termination

  • Membership is non-transferable and expires upon death.
  • Members must act in a manner that reflects the values of the club.
  • Members may be subject to disciplinary action, including expulsion, if:
    • They bring the club into disrepute,
    • Their conduct is detrimental to club operations,
    • They act in conflict with the club’s mission or values.
  • In this event, the member will be:
    • Notified of the intent to expel,
    • Invited to present a response at a meeting of members or board,
    • Informed of the decision following this process.

Voting Rights & Eligibility

  • Only members aged 18 or over are eligible to vote at the AGM or other members’ meetings.
  • Team captains, officers, and officials must be current members to be eligible for election or appointment to their roles.

Register of Members

The board is required to maintain a register of members, setting out the following details: for each current member:

  • his/her full name and address; and
  • the date on which he/she was registered as a member of the organisation;

For each former member – for at least six years from the date on he/she ceased to be a member:

  • his/her name; and• the date on which he/she ceased to be a member.

If a member or charity trustee requests a copy of the register of members, the board must ensure that a copy is supplied to him/her within 28 days, providing the request is reasonable; if the request is made by a member (rather than a charity trustee), the board may provide a copy which has the addresses redacted.

Annan Rugby – Privacy Notice (Effective 2025)

Annan Rugby is committed to protecting and respecting your privacy. This Privacy Notice outlines how we collect, use, store, and protect your personal information.

For the purposes of applicable data protection law, Annan Rugby is the Data Controller ofyour personal data and is responsible for ensuring that it is processed lawfully, fairly, transparently, and securely.

What Personal Data We Collect

You may provide personal data when:

  • Completing a membership form (online or in person)
  • Contacting us by phone, email, or post
  • Participating in club activities or events

This data may include:

  • Name, date of birth, postal address, email address, telephone number
  • Emergency contact details
  • Relevant health, disability, or medical information (special category data)
  • Club role or playing position
  • Payment details (for membership processing)

Why We Need Your Personal Data

We collect and process personal data to:

  • Administer your membership
  • Deliver training and match opportunities
  • Communicate with you about club activities and services
  • Meet the regulatory requirements of governing bodies (e.g., SRU)

Our lawful basis for processing most of your personal data is contractual obligation – to provide the services and membership benefits you’ve registered for.

We may also rely on:

  • Consent (for health data and communications beyond essential club updates)
  • Legal obligation (e.g. safeguarding requirements)
  • Legitimate interests (e.g. managing our club efficiently)

How We Use Your Personal Data

For training, events and competition:

  • Share with coaches and officials to run sessions safely
  • Share with team managers for entry into matches or tournaments
  • Share with leagues, regional bodies (e.g., SRU), and venues for access and compliance

For club operations and administration:• Manage your membership application and payments

  • Share updates on club activity, renewals, or social events
  • Publish team sheets or match results (only where necessary and appropriate)

For funding and insight:

  • Provide anonymised data to funding partners (e.g. local authorities)
  • Analyse anonymised membership trends
  • Issue surveys to improve club experiences

For communications and marketing (where consent is given):

  • Provide updates on events, fundraising, and club merchandise

Special Category Health Data

We may collect limited health information to:

  • Support safe participation in physical activity
  • Help coaches adapt training for medical needs
  • Complete SCRUMS reporting in the event of a serious injury

We will only process this data with your explicit consent, which will be obtained at the time of data collection. You may withdraw consent at any time.

Non-Member Data

We may collect limited personal data from non-members (e.g. at taster sessions or open events). This data will be held for one week after the event, then securely deleted. This is processed only with your explicit consent.

Social Media

Annan Rugby operates official pages on platforms such as Facebook and Twitter. These are subject to the privacy policies of the platform providers. We are not responsible for third- party privacy practices. Please review their policies before submitting data on those platforms.

Who We Share Your Data With

  • When you join as a playing member or renew, your data will be shared with the Scottish Rugby Union (SRU) via their registration system SCRUMS.
  • We do not share your personal data with third parties for marketing or other non- essential purposes.
  • Your data will never be sold or transferred outside the UK without appropriate safeguards.

Data Retention

  • Your personal data is retained while you are an active member.
  • If you leave the club or your membership lapses, your data will be retained for six years of inactivity, then deleted or anonymised unless otherwise required by law (e.g. safeguarding records).
  • Annual updates ensure the accuracy of your information.

Your Rights Under UK GDPR

As a data subject, you have the right to:

  • Access your data (Subject Access Request)
  • Rectify inaccurate or incomplete data
  • Request erasure (“Right to be forgotten”)
  • Restrict or object to processing in certain circumstances
  • Data portability (if applicable)
  • Withdraw consent (where consent is the basis for processing)
  • Lodge a complaint with the Information Commissioner’s Office (ICO)

Consequences of Not Providing Data

You are not legally required to provide personal data to us. However, without certain essential information, we may not be able to process your membership or allow you to participate in club activities.

Contact Us

If you have any questions, wish to exercise your rights, or have a concern about data use please contact:

Data Protection Lead

Annan Rugby Club

17 Bank St

Annan

DG12 6AA

Annan Rugby Safeguarding Policy for Vulnerable Adults – 2025

Commitment to Safeguarding Adults at Risk

Annan Rugby is committed to promoting the rights, wellbeing, and safety of vulnerable adults involved in any aspect of club activity. We aim to ensure that all adults, regardless of age, disability, gender, race, religion, sexual orientation, or social background, can enjoy rugby in a safe and supportive environment.

We recognise our duty to respond appropriately to any concerns regarding potential abuse, exploitation, or neglect of vulnerable adults and to take all concerns seriously.

Definition of a Vulnerable Adult

A “vulnerable adult” (also referred to as an “adult at risk”) is defined under the Adult Support and Protection (Scotland) Act 2007 as someone aged 16 or over who:

  • Is unable to safeguard their own well-being, property, rights, or other interests,
  • Is at risk of harm, and
  • Because they are affected by disability, mental disorder, illness, or physical or mental infirmity, is more vulnerable to being harmed than adults who are not so affected.

Policy Adoption and Framework

Annan Rugby adopts and adheres to Scottish Rugby’s Safeguarding Adults Policy, its procedures, guidance, and training requirements. We follow the principles of:

  • Empowerment – supporting informed decision-making.
  • Prevention – taking action before harm occurs.
  • Proportionality – responding appropriately to the level of risk.
  • Protection – offering support to those in greatest need.
  • Partnership – working with others to protect.
  • Accountability – transparency in safeguarding practice.

Scottish Rugby Safeguarding Information: www.scottishrugby.org/safeguarding

Club Safeguarding Officer (Adult Protection Lead)

The club’s designated safeguarding lead for adults is:

Gary Coupland

Email: CPO@AnnanRFC.com

Phone: 07711 720900

Their details will be displayed at the clubhouse and on the club website.

Recognising and Responding to Concerns

Annan Rugby recognises that abuse of adults may include:

  • Physical, emotional or psychological abuse
  • Financial or material exploitation
  • Sexual abuse
  • Neglect or acts of omission
  • Discriminatory or institutional abuse
  • Self-neglect

Anyone involved with the club who suspects abuse or poor practice involving a vulnerable adult must:

  • Report the concern to the Club Safeguarding Officer
  • Complete a Safeguarding Concern Form
  • Refer serious cases to Police Scotland or Social Work if someone is at immediate risk

Email for external reporting: safeguarding@sru.org.uk

Safer Recruitment and PVG

All individuals engaged in regulated work with vulnerable adults (e.g. certain coaching, supervising or supporting roles) must:

  • Be a member of the Protecting Vulnerable Groups (PVG) Scheme for working with protected adults
  • Be safely recruited and vetted in accordance with Disclosure Scotland guidance

PVG Administrator: Gary Coupland / PVG@AnnanRFC.com

More on PVG Scheme at mygov.scot/pvg-scheme

Confidentiality and Consent

Wherever possible, consent will be obtained from the adult before sharing safeguarding concerns. However, if an individual lacks capacity or is at immediate risk of harm, the club may share concerns without consent in line with the Adult Support and Protection Act 2007.

All information will be handled sensitively, and only shared on a need-to-know basis.

Training and Awareness

All individuals involved in working with adults at risk will be required to complete:

  • Scottish Rugby’s Safeguarding Adults Training or equivalent recognised programme
  • Regular refresher training as advised by the SRU or Annan Rugby Safeguarding Officer

Reporting and Referrals

Annan Rugby will ensure:

  • All concerns are recorded and stored securely
  • Referrals are made to external agencies if necessary
  • The adult is involved in decisions as far as they are able
  • Actions are documented and followed upReview and Monitoring

This policy will be:

  • Reviewed annually or following a safeguarding incident
  • Updated to comply with changes in legislation, guidance, or Scottish Rugby requirements

PDF COPIES

Click on a link for a downloadable PDF copy.

Child Protection & Safeguarding

Code of Conduct Coaches 

Code of Conduct Players 

Code of Conduct Volunteers and Supporters 

Commitment to Fair Work First

Complaints Procedure

Disciplinary Procedure 

Hardship Policy 

Membership Policy 

Privacy Notice 

Safeguarding Policy for Vulnerable Adults

Terms & Conditions

When signing up for a membership at Annan Rugby Club, you agree to abide by all of the relevant policies and codes of conduct, which are available by clicking on the links above.
 

Photography & Video Consent (under 18s)

When signing up for a membership at Annan Rugby Club, you and your child give consent to Annan Rugby representatives to photograph or video their involvement in club activities for the purpose of publicising and promoting the club or sport, or as a coaching aid.

Annan Rugby Club will take all possible steps to ensure any images and videos taken are used solely for the purposes they are intended. If you become aware that these images are being used inappropriately, please inform the club immediately.

If you or your child DO NOT wish for them to be photographed or videoed as described above, please let your Team Manager know as soon as possible so that appropriate steps can be taken.