Club governance & safety

Club
documentation.

Our working policies, rules and governance documents for safe, inclusive coastal rowing.

Read before joining

Clear responsibilities.
One shared standard.

Select a card to read the document here. These are self-contained demo drafts and do not send visitors to another website.

Demo document control

These drafts illustrate the proposed content and layout. A club officer and suitable legal, safeguarding and safety advisers should approve final wording, contacts and review dates before launch.

Member guidance · Draft

Your responsibilities

The club will plan and lead organised sessions with reasonable care. Every participant also has an active part to play in keeping themselves, their crew and other water users safe.

Before taking part

  • Tell the session leader about any health condition, injury or medication that may affect safe participation.
  • Only join activity that is appropriate to your current fitness, competence and confidence.
  • Check the booking, weather, tide, route, clothing and required safety equipment.
  • Follow the coach, cox or session leader's briefing and ask when anything is unclear.

During club activity

  • Wear the required buoyancy aid or personal flotation device and use equipment as instructed.
  • Act considerately, report hazards promptly and do not place another person under avoidable pressure.
  • Accept that the session leader may change or cancel an outing when conditions, crew or equipment are unsuitable.

Independent activity

Anyone using their own craft or arranging activity outside an approved club session remains responsible for their planning, equipment, insurance, maintenance and decision to launch. Club membership does not make an independent outing a club-led session.
Personal data · Draft

Data protection statement

We collect only the information needed to administer membership, safeguard participants and run club activity.

Information we hold

This may include contact details, date of birth where relevant, membership number and dates, membership level, emergency-contact details, roles, bookings, attendance, coaching requests and payment status. We may also record necessary health or accessibility information supplied for safe participation.

How it is used

  • To assess applications and manage membership.
  • To organise boats, crews, coaches, training and safety cover.
  • To contact members about bookings, renewals, safety matters and club administration.
  • To maintain financial and operational records and meet legal obligations.

Access and retention

Access is limited by role. Administrators may manage member records; coaches receive only information needed for their duties. Data is kept only as long as required for membership, safety, accounting or legal purposes, then securely deleted or anonymised.

Your choices

You may ask to see or correct your information and, where the law permits, request restriction, deletion or a portable copy. A final version will name the data controller and provide a dedicated contact route.
Governance · Outline draft

Articles of Association

This outline describes the intended constitutional framework. It is not a filed company document and must be replaced by formally adopted articles before use.

Purpose

The club exists to advance inclusive participation in coastal rowing, develop skills, support recreation and competition, and contribute positively to its coastal community.

Company and assets

The proposed organisation is a company limited by guarantee. Member liability would be limited to the guarantee stated in the adopted articles. An asset lock would ensure that club property and any surplus are used for the club's community purpose, with permitted transfers only to an eligible asset-locked body.

Directors and decisions

Directors are responsible for strategy, compliance, finance and safeguarding the club's purpose. The adopted articles should set appointment terms, conflicts of interest, quorum, voting, written decisions and delegated authority.

Members

The board may admit eligible members under the club rules. The formal articles must define voting rights, resignation, termination, appeals, general meetings, notice, proxies and resolutions.

Records and winding up

The club will maintain appropriate registers, minutes, accounts and statutory filings. On winding up, remaining assets would pass in accordance with the adopted asset-lock provisions rather than being distributed to members.
Membership · Draft

Club Rules

These rules set a shared standard for fair, safe and welcoming participation.

Membership

Applications are reviewed by an authorised administrator. Membership begins when accepted and any required subscription is confirmed. The available membership levels, charges, benefits and duration will be shown on the joining page and may be updated by the club.

Conduct and inclusion

  • Treat members, visitors, officials and the public with respect.
  • Do not discriminate, bully, harass or behave in a way that risks safety or damages the club's reputation.
  • Follow safeguarding requirements for children and adults at risk.
  • Use club boats, premises, systems and personal information responsibly.

Bookings and subscriptions

Members must book through the club system, provide accurate crew information, follow cancellation terms and pay charges when due. A booking is not guaranteed until accepted where approval is required.

Governance

The committee or board appoints officers and may delegate day-to-day responsibilities. Only the administrator assigns the single Head Coach role. Conflicts of interest must be declared, decisions recorded and member information handled confidentially.

Concerns and discipline

Concerns should be raised promptly through the club's published route. Serious or repeated breaches may lead to restrictions, suspension or termination, following a fair process with an opportunity to respond and appeal.
On-water safety · Draft

Safety Policy

No outing is compulsory. The designated session leader has authority to delay, alter or cancel activity and their no-row decision is final.

Planning

  • Check forecast, wind, sea state, tide, visibility, daylight and local hazards.
  • Confirm a suitable leader, competent crew, working boat and agreed route with alternatives.
  • Record the outing, crew, launch time and expected return using the club system.
  • Carry an appropriate communication method and know the launch point, refuges and emergency access.

Equipment

Boats and equipment must receive recorded checks and planned maintenance. Required kit may include suitable flotation, first-aid provision, tow line, exposure protection and a charged waterproof phone or marine radio. Defects must be reported and unsafe equipment taken out of service.

People

Leaders must work within their competence and club authorisation. Members must attend briefings, follow instructions, disclose relevant limitations and maintain the swimming confidence and training required for their activity.

Incidents

Protect life first, summon help early and avoid creating additional casualties. All incidents, near misses and significant equipment faults must be recorded and reviewed so that lessons and actions are shared.

Before publication: insert verified base address, what3words location, defibrillator position, key telephone numbers and named safety responsibilities.
Website data · Draft

Privacy Policy

This website supports applications, member accounts, bookings, coaching, club messages and payment records. This draft explains the intended handling of that information.

What the service processes

Account and membership information, emergency contacts, boat and training bookings, coach availability and assignment, attendance, session charges, payment status, credits and administrative messages may be stored. Passwords must be held only as secure hashes.

Payments

Administrators or coaches may mark sessions as paid and manage credits. If online card payment is introduced, payment-card details should be handled by an approved payment provider rather than stored by the club website.

Cookies and external services

Essential cookies may keep a member securely signed in. Optional analytics, maps, weather, webcam or embedded media should not load until any required consent is obtained. External providers may process technical information under their own terms.

Security and sharing

We use role-based access, secure connections, tested backups and proportionate operational controls. Information is shared only with authorised club personnel and service providers who need it, or where required for safety or by law.

Your rights

Contact the club to request access, correction or another data-protection right. The published policy must identify the controller, lawful bases, retention periods, processors, complaint route and contact information.