Club Admin


This statement explains how Aylesford Bulls RFC Ltd (ABRFC) handles and uses the personal details which it collects about its Members, Associated Clubs, Individual Associates, Corporate Associates and officials of ABRFC in any capacity (hereinafter collectively called Members) and players of the game of Rugby Union Football (the Game). Retention of this information regarding Members and players enables ABRFC to keep in touch with them in order to keep them advised of KCRFU activities, and to enable ABRFC to discharge its responsibilities and to pursue its legitimate interests as a County Governing Body of a National Sport, i.e. the Game. Data may be shared with the Rugby Football Union (RFU) which may use such data to regulate, develop and manage the Game. ABRFC is committed to protecting all personal information and being open about the nature of the information which it holds. In the event that ABRFC or RFU rely upon an individual’s consent for holding such data, such consent may be withdrawn at any time.

The extent of this Policy:

This policy describes how ABRFC will make use of the data which it handles in pursuit of its legitimate interests, including its use of the Game Management System (GMS) provided by RFU, and also describes the RFU’s use of data on GMS. It also describes Members’ data protection rights, including a right to object to some processing which ABRFC may carry out.

Personal Data Collected and Held:

The personal information held by ABRFC will primarily be that provided by Members and players (or, in the case of minors, by their parents) in correspondence from Members by post, telephone, email or otherwise. On occasion, details regarding Members and players may be received from other clubs, rugby bodies or RFU.

The records may contain:

  • Contact details as supplied and periodically updated by Members and players.
  • The name, gender, and date of birth of individuals.
  • An individual’s RFU ID (as assigned in GMS).
  • Passport and/or NI details.
  • Club affiliations and details of membership, offices, and positions held within the Game.
  • Bank account details when provided for payment of membership or other fees or to enable ABRFC to make payments.
  • Personal data supplied by Members and players for specific purposes (e.g. injuries, medical conditions and disability requirements).
  • Any qualifications or work experience supplied by an individual

Some information will be generated as part of an individual’s involvement with ABRFC, including development, training, performance, involvement in particular matches, details of disciplinary issues, and health and safety records.

Information received from third parties:

ABRFC may receive information from third parties, e.g. information regarding a minor supplied by parents. ABRFC may also receive information relating to existing registrations with other clubs or rugby bodies, or disciplinary history from RFU through GMS, and, especially in the case of those working with children, information from the Disclosure and Barring Service and RFU.

Use of Personal Data by ABRFC:

Members’ Personal Data is used by ABRFC for:

  • Sending to Members and players details of its activities and inviting them to attend events.
  • Collecting subscriptions and other payments which may be due.
  • Discharging its responsibilities as an affiliated Rugby Club as prescribed by RFU.
  • Internal record-keeping.
  • Administrative purposes.
  • Purposes required by law, e.g. maintenance of accounting and health an safety records, compliance with the requirements of government and law enforcement authorities.

     Use of Personal Data by RFU:

The RFU provides GMS but makes its own use of the following information:

  • The name, date of birth and gender of individuals
  • An individual’s RFU ID (as assigned in GMS)
  • Contact details
  • Involvement in ABRFC teams and administration.

The RFU uses this information as follows:

To conduct its business and to pursue its legitimate interests, in particular:

  1. Communicating with or about individuals where necessary to administer the Game in England, including responding to valid questions sent to the RFU about GMS.
  2. Administering and ensuring the eligibility of players, match officials, and others involved in the Game in England, which may involve the receipt of limited amounts of sensitive data in relation to disabled players where they are registered for a disabled league or team, or in relation to anti-doping matters.
  3. Maintaining records of the Game, in particular, maintaining details of discipline and misconduct.
  4. Monitoring use of GMS and using this to help it, monitor, improve and protect its content and services and investigate any complaints received about GMS.
  5. Maintaining statistics and conducting analysis on the make-up of the Game’s participants.
  6. Ensuring compliance with all current RFU Rules and Regulations.
  7. Communicating to seek opinions on RFU initiatives.
  8. For purposes required by law, e.g. to ensure that those working with children have undergone, with their consent, an appropriate DBS check, providing information to government or law enforcement agencies carrying out an investigation.

Direct Marketing:

ABRFC will not use personal data for any direct marketing purposes whatsoever.

Sharing of Data:

ABRFC may share some limited information with other stakeholders in the Game, such as other Constituent Bodies, clubs, schools, academies, recognised development organisations with whom ABRFC deals for legitimate purposes, referee societies, league organisers, in order that they may maintain appropriate records, and assist in organising matches, administering the Game and developing players.

Personal data may be shared with government authorities and/or law enforcement agencies if mandated by law, or if required for the legal protection of the legitimate interests of ABRFC and RFU in compliance with applicable laws.

Personal data may also be shared with third-party service providers who will process it on behalf of ABRFC.

Members’ and Players’ Rights:

Members and players have the right to:

  • Ask ABRFC or RFU for access to, or rectification or erasure of, their individual data Provided that ABRFC and RFU will not delete information which it is required to keep by law, or to comply with RFU Rules and Regulations.
  • Restrict the data provided, subject to the proviso above.
  • Object to the receipt of communications by any specific method.
  • Request the transfer of their individual data to a third party.

Members have the right to lodge a complaint with the Information Commissioner’s Office at

Retention of Data:

Members’ and players’ personal data will be processed for as long as they retain their membership or active involvement with ABRFC and for up to six years thereafter. ABRFC will retain information to maintain statutory records in line with appropriate statutory requirements or guidance. The RFU will maintain records of individuals registered on GMS, records of DBS checks, and the resulting outcomes and other disciplinary matters for such period as is set out in the RFU’s privacy notice on  Records of an individual’s involvement in a particular match, on team sheets, on results pages or in match reports may be held indefinitely by ABRFC and RFU in order to maintain a record of the game.

Further Information:

The legal basis for processing your personal data for the purposes set out above is that it is necessary for the pursuit of ABRFC’s legitimate interests. ABRFC always handles personal data securely and minimises its use, and there is no overriding prejudice to Members and players by using their personal information for these purposes. However, there is no statutory or contractual requirement for Members and players to provide ABRFC with any personal data.

Those who have concerns or questions about the information contained in this statement, or who do not want ABRFC to process their personal data for specific purposes, should contact The Data Protection Officer, Aylesford Bulls RFC Ltd, Jack Williams Ground, Hall Road, Aylesford, Kent  ME20 7DS, Tel: +44 (0) 1622 790380, email:

Where Members or players have specific requests relating to the management of their personal data, ABRFC will endeavour to resolve these but there may be circumstances where it is unable to comply with a specific request. Anyone who has any concerns about how the RFU processes their data should get in touch at or write to The Data Protection Officer, Rugby Football Union, Twickenham Stadium, 200 Whitton Road, Twickenham, TW2 7BA.

Youth and Mini Concussion Protocol/Procedure 2019 /2020

  • Suspected concussion
  • Comply with Headcase protocol
  • Regardless of outcome, Derek Cuff, the club’s Headcase Single Point of Contact (SPOC) MUST be informed ASAP. Contact Derek on email:
  • With following details -Name of player contact details of parents brief description
  • SPOC will then email a form and within 24 hours the Head Coach must email SPOC with full details as per form
  • SPOC will follow up with Parents / Guardians / School / other Rugby facilities connected to player
  • If concussion has occurred the Head Coach will discuss Graduated Return to Play (GRTP) and implement as per guidelines
  • SPOC will monitor and record all Headcase incidents. SPOC will continue liaison with Parents / Guardians / School / others
  • Head Coaches must monitor all persons under their care and notify Parents / Guardians and SPOC of any concerns around head / neck injuries

Aylesford Bulls RFC Code of Conduct

Mini and Youth

The RFU has developed Codes of Conduct to help ensure that all adults clearly understand the acceptable standard of behaviour towards children and young people within the rugby setting.

Aylesford Bulls RFC Minis and Youth sections expect coaches, officials and young players within the club, together with parents and spectators to adhere to the following standards:

  1. Coaches code of conduct
  2. Players code of conduct
  3. Parents code of conduct
  4. Spectators code of conduct
  5. Officials code of conduct

These codes of conduct are set out on the following pages and are available on-line and the club reserves the right to impose sanctions in respect of breaches of these codes.


1. Players code of conduct

In Rugby Union coaches of young players must:

  • Provide experiences that are matched to the young players’ age and ability, as well as their physical and mental development.
  • Ensure that all young players are coached in a safe environment, with adequate first aid readily to hand.
  • Avoid the overplaying of the best players by using a squad system, which gives everybody a satisfactory amount of playing time.
  • Never allow a player to train or play when injured.
  • Ensure that there is appropriate supervision of young players, both on and off the field.
  • Recognise that young players should never be exposed to extremes of heat, cold, or unacceptable risk of injury.
  • Develop an awareness of nutrition as part of an overall education in lifestyle management.
  • Recognise that it is illegal for young players under 18 to drink alcohol.
  • Ensure that their knowledge and coaching strategies are up to date and in line with RFU philosophy and expectations.
  • Be aware of, and abide by, the RFU recommended procedures for taking young people on residential tours at home and abroad.
  • Be aware of and abide by, the policies and procedures outlined in the RFU Child Protection policy (in particular with regard to prohibited practices, described in section 2 of that policy).

In Rugby Union coaches should:

  • Recognise the importance of fun and enjoyment when coaching young players, and understand that most learning is achieved through doing.
  • Appreciate the needs of the players before the needs of the sport.
  • Be a positive role model.
  • Keep winning and losing in perspective and encourage young players to behave with dignity in all circumstances.
  • Respect all referees and the decisions they make (remember it could be you refereeing next week) and ensure that the players recognise that they must do the same.
  • Provide positive verbal feedback in a constructive and encouraging manner, to all young players both during coaching sessions and games.


2. Players code of conduct

In Rugby Union young players should:

  • Play because they want to do so, not to please coaches or parents.
  • Remember skill development, fun and enjoyment are the most important parts of the game.
  • Be attentive at all training and coaching sessions.
  • Work equally hard for themselves and their team and both will then benefit.
  • Recognise good play by ALL players on their team and by their opponents.
  • Be a good sportsman – win or lose.
  • Play to the laws of the game and accept, without question, all the referee’s decisions.
  • Control their emotions. Verbal or physical abuse of team-mates, opponents, or match officials is not acceptable.
  • Treat all players, as they would like to be treated. Do not interfere with, bully or take unfair advantage of any player

In Rugby Union young players are encouraged to:

  • Recognise and appreciate the efforts made by coaches, parents, match officials and administrators in providing them with the opportunity to play the game and enjoy the rugby environment.
  • Understand the values of loyalty and commitment to adults and team mates.
  • Recognise that every young player has a right to expect their involvement in rugby to be safe and free from all types of abuse.
  • Understand that if an individual or group of young players feel that they are not being treated in a manner that is acceptable, then they have a right to tell an adult either at the rugby club or outside of the game.


3. Parents code of conduct

In Rugby Union parents of young players should:

  • Remember that young people play rugby for their own enjoyment not that of their parents.
  • Encourage young people to play, do not force them.
  • Focus on the young players’ efforts rather than winning or losing.
  • Be realistic about the young players’ ability, do not push them towards a level that they are not capable of achieving.
  • Provide positive verbal feedback both in training and during the game. Remember that persistent, negative messages will adversely affect the players’ and referee’s performance and attitude.
  • Always support the rugby club in their efforts to eradicate loud, coarse and abusive behaviour from the game.
  • Remember young people learn much by example.
  • Always show appreciation of good play by all young players both from your own club and the opposition.
  • Respect decisions made by the match officials and encourage the young players to do likewise

In Rugby Union parents of young players are encouraged to:

  • Be familiar with the coaching and training programme in order that they can ensure that their child is fully involved and the coaches are aware of their availability.
  • Be familiar with the teaching and coaching methods used by observing the sessions in which their child participates.
  • Be aware that the club has a duty of care and therefore, where appropriate, assist coaches with the supervision of the young players, particularly where numbers are large and there is a need to transport youngsters to away games.
  • Be involved with club activities and share their expertise.
  • Share concerns, if you have them, with club officials.
  • Be familiar with the Coaches code of conduct and in particular that coaches should recognise the importance of fun and enjoyment when coaching young players.
  • Ensure coaches keep winning and losing in perspective, encouraging young players to behave with dignity in all circumstances.


4. Spectators code of conduct

Young rugby players are impressionable and their behaviour will often reflect that of adults around them. In Rugby Union we welcome spectators on our touchlines who embrace the ethos of the game as one of fun, enjoyment and skill development.

In Rugby Union spectators should:

  • Remember that children play sport for their enjoyment not yours.
  • Acknowledge good individual and team performance from all youngsters irrespective of which team they play for.
  • Respect match official’s decisions. Remember that they are volunteers providing an opportunity for youngsters to play rugby.
  • Never verbally abuse young players, match officials, fellow spectators or coaches. Such behaviour can create a negative environment for young players and their behaviour will often reflect this.
  • Acknowledge effort and good performance rather than the “win at all costs” ethic.
  • Verbally encourage all youngsters in a positive way. If you do want to shout make sure it is ‘for’, not ‘at’, the players.
  • Condemn bad language, rude behaviour and violence.
  • Encourage all youngsters irrespective of their ability and never ridicule any individual player, regardless of the team they play for.

In Rugby Union spectators of young players are encouraged to:

  • Act as positive role models to all young players.
  • Be familiar with, and abide by, the RFU child protection Guidance in relation to verbal and emotional abuse.*
  • Respect the rugby club policy with regard to spectator behaviour.

* Emotional abuse may occur when coaches, volunteers or parents:

  • Provide repeated negative feedback.
  • Repeatedly ignore a young player’s efforts to progress.
  • Repeatedly demand performance levels above the young player’s capability.
  • Over-emphasise the winning ethic.


5. Officials code of conduct

Match officials are an integral part of the development of young players. They have a responsibility to ensure that games are managed in such a way as to ensure both the safety and enjoyment of all players. Equally, match officials should gain respect from players, coaches and spectators through the quality of their officiating.

In Rugby Union match officials must:

  • Recognise that the safety of young players is paramount.
  • Explain decisions – all young players are still learning.
  • Always penalise foul play.
  • Play advantage whenever possible in order to let the game flow.
  • Show empathy for the age and ability of young players.
  • Be consistent and objective.
  • Ensure that verbal abuse from players, coaches or spectators is not tolerated and is dealt with by club officials immediately.
  • Be aware of, and abide by, the RFU Child Protection Guidance policies and procedures.

In Rugby Union match officials should:

  • Recognise the importance of fun and enjoyment when officiating young players.
  • Provide positive verbal feedback in a constructive and encouraging manner during games.
  • Emphasise the spirit of the game.
  • Appreciate the needs of the young players before the needs of the sport.
  • Understand the physical, social and psychological development of young players.
  • Be a positive role model. You set an example and, as such, comments you receive should be positive and supportive.
  • Look to self-improvement, e.g. Participation in Mini/Midi or National 15-a-side courses.

Aylesford Bulls RFC Constitution

The Aylesford Bulls RFC Constitution is currently being updated.

Aylesford Bulls RFC Tour Policy

The following policy relates to all tours when representing Aylesford Bulls RFC and came in effect on 23 August 2014.

The following tour policies should be followed:

  • Tour plans must be submitted to the Club Secretary for Board approval at least eight weeks in advance of the Tour especially if you intend to go abroad as RFU Permissions are required.
  • The Tour must conform to RFU guidelines which can be found here: RFU Managing Rugby Tours
    and if touring with children extra resources can be found here: RFU Managing Rugby Tours – Resources & Forms

For your convenience, we have placed the following documents at the bottom this page.

RFU Tour Guidelines – These guidelines have been designed to support clubs taking young people away on tour. The guidelines focus on a step-by-step process of planning ensuring that the young people have a positive and safe experience when on tour.

A Safeguarding Guide – This guide’s aim is to ensure that no players or staff come to any harm or become ill unnecessarily.

  • All Playing tourists must be paid-up Members of the club at the time of the tour and it should be noted that the club’s insurance will not cover Non-Members.
  • A Tour Manager should be appointed.
  • All tours must be self-funding.
  • Full travel and sports injury insurance is mandatory. The RFU recommends Marsh Insurance although cover by another company is permissible. Insurance must be applied for at least six weeks in advance of the travel date particularly in the case of foreign tours as the RFU permission to tour form requires the insurance policy number. The club RFU Marsh Insurance will cover serious injury as normal if touring in the Home Nations.
  • Tours must be as inclusive as possible, regardless of player’s financial situation.
  • If playing full contact rugby all tours including incoming must occur within the season (September to April) and overseas tours must occur within the host nation’s season.
  • Sponsorship can be organised by any section or age group with the monies being used solely for the reduction of tour costs for that section or age group.
  • Medical forms must be filled in by all players (senior) or parent/guardian for juniors to alert Tour Managers and first aiders of any pre-existing medical conditions and to give their permission for medical treatment to be provided in case of emergency.
  • At least one qualified first aider must be on tour and attend all training sessions and games. The first aider must be equipped with a first aid kit and fill in accident reports if necessary in line with club policy.
  • A full list of tourists contact details must be provided prior to departure and held by the Tour Manager during the tour. A copy of these details must be lodged with the Club Secretary in case of emergency.
  • If touring outside of the Home Nations RFU permission must be obtained. The RFU Notification of Proposed Overseas Tour form must be completed and signed off by the Club Secretary at least six weeks before the departure date. For your convenience, we have placed on the website an Application form if you wish to Tour Overseas.
  • A European Health Insurance Card (EHIC) is mandatory for all tourists when touring within Europe. These should be acquired at least three weeks before departure.
  • If you arrange any incoming tours please ensure you have notified the Board, obtained permission to host the tour from the RFU, and booked pitches, referees and the Clubhouse
  • A tour report should be submitted to the Board on return. For overseas tours an RFU Tour Report form should be completed and given to a Board member for forwarding to the RFU.
  • All tourists must abide by the Code of Rugby whilst on tour. 18. Finally, all tourists must understand that they are representing the Club, County and Country (when travelling overseas) and as such should behave responsibly and respectfully in particular to the opposition players, supporters and officials.

Additional requirements for Junior Tours

  • All tourists having a supervisory role on junior tours must hold a current DBS (Disclosure and Barring Service – formerly CRB) check .
  • One person should be appointed to oversee and advise on safeguarding issues.
  • At least one coach per age group must be qualified to at least RFU Level 1.
  • Tour plans must be approved by the Board at least six weeks prior to departure.
  • Parents and siblings should be encouraged to attend however unaccompanied children are permitted to tour providing a nominated guardian has been appointed. A consent form is available from the club.

Aylesford Bulls RFC Safeguarding Policy

Aylesford Bulls RFC acknowledges its responsibility to safeguard the welfare of all children involved at Aylesford  from harm.

Aylesford Bulls RFC confirms that it adheres to the Rugby Football Union’s Safeguarding Policy and the procedures, practices and guidelines and endorses and adopts the Policy Statement contained in that document.

A child is anyone under the age of 18 engaged in any rugby union activity. However, where a 17-year-old male player is playing in the adult game it is essential that every reasonable precaution is taken to ensure that his safety and wellbeing are protected.

The Key Principles of the RFU Safeguarding Children Policy are that:

  • The welfare of the child is paramount.
  • All participants regardless of age, gender, ability or disability, race, faith, size, language or sexual identity have the right to protection from abuse or harm.
  • All allegations or suspicions of abuse, neglect, harm and poor practice will be taken seriously and responded to swiftly, fairly and appropriately.
  • Working in partnership with other organisations, statutory agencies, parents, carers, children and young people is essential for the welfare, health and development of children and young people.

Children have the right to expect support and personal and social development delivered by an appropriately recruited, vetted and managed individual and that support and development should relate to their participation in rugby union whether as players, volunteers or officials in the community or professional areas of the sport.

Aylesford Bulls RFC recognises that all children have the right to participate in sport in a safe, positive and enjoyable environment whilst at the same time being protected from abuse, neglect, harm and poor practice. Aylesford Bulls RFC recognises that this is the responsibility of everyone involved, in whatever capacity, at the club.

Aylesford Bulls RFC will implement and comply with the RFU Code of Conduct and the Codes of Conduct for Coaches, Spectators and Officials as appropriate. Aylesford Bulls RFC will ensure its spectators, parents, members and officials are all aware of and have accepted the club Photographic Policy as set out on the Club Policies pages of the club website.

Aylesford Bulls RFC will endeavour to comply with the RFU Cyber guidance recommendations.

The Club Safeguarding Officer is: John Fleming, direct contact can be made by e mail using, telephone number 07905 267 016    

If you witness or are aware of an incident where the welfare of a child has been put at risk you must in the first instance inform the Club Safeguarding Officer. They will then inform the CB Safeguarding Manager and the RFU National Safeguarding Team.

If an incident involves the Club Safeguarding Officer you should inform the Club Secretary, Jayne Ashdown-Denney email:  telephone number 07842962825 and either the CB Safeguarding Manager or the RFU National Safeguarding Team.

All members of Aylesford Bulls RFC who have a regular supervisory contact with children or a management responsibility for those working with children must apply for a Disclosure and Barring Service Clearance.

Aylesford Bulls  RFC will ensure that all its members, whether they are coaches, parents, players or officials will comply with the Best Practice Guidance as issued by the RFU. In summary, the following are NOT acceptable and will be treated seriously by the club and may result in disciplinary action being taken by the club, the CB or the RFU:

  • Working alone with a child or children.
  • Consuming excessive alcohol whilst responsible for children.
  • Providing alcohol to children or allowing its supply.
  • Smoking in the presence of children.
  • Humiliating children.
  • Inappropriate or unnecessary physical contact with a child.
  • Participating in, or allowing, contact or physical games with children.
  • Having an intimate or sexual relationship with any child developed as a result of being in a ‘position of trust.’
  • Making sexually explicit comments or sharing sexually explicit material.

Aylesford Bulls RFC manages the changing facilities and arranges for them to be supervised by two adults (RFU DBS checked) of the appropriate gender for the players using the facilities. Aylesford Bulls RFC ensures that all its coaches, parents, officials and spectators are aware that adults must not change at the same time, using the same facilities as children.

Aylesford Bulls RFC will ensure that its coaches and team managers will receive the support and training considered appropriate to their position and role. The RFU “Managing Challenging Behaviour” Policy has been adopted and circulated amongst the club workforce both, voluntary and paid and is appended hereto.

Any events held on Aylesford Bulls RFC premises must comply with this Policy and if appropriate a Safeguarding Plan should be discussed and circulated to those affected.

© 2021 Aylesford Bulls RFC Limited