Policies and Procedures

Protection of Vulnerable Groups Policy

Haddington Table Tennis Club acknowledges the duty of care to safeguard and promote the welfare of children and vulnerable adults and is committed to ensuring safeguarding practice reflects statutory responsibilities, government guidance and complies with best practice and Table Tennis Scotland requirements.

We accept our responsibility to take reasonable and appropriate steps to ensure that regardless of age, gender, religion or beliefs, ethnicity, disability, sexual orientation or socio-economic background, all members of such groups have a positive and enjoyable experience at our Club, and in coaching sessions that we hold in other establishments, in a safe environment and are protected from abuse whilst participating in table tennis.

As part of implementing our safeguarding policy we will:

  • promote and prioritise the safety and wellbeing of children, young people and vulnerable adults.
  • not allow children to depart from coaching sessions without an accompanying responsible adult.
  • ensure all officials and coaches understand their roles and responsibilities in respect of safeguardingand have appropriate safeguarding training to recognise, identify and respond to signs of abuse,neglect and other safeguarding concerns relating to children and young people
  • ensure that we maintain or have appropriate access to accurate records of contact and medicalcondition details for all young / disabled participants in our coaching sessions.
  • ensure appropriate action is taken in the event of incidents/concerns of abuse and support providedto the individual/s who raise or disclose the concern
  • ensure that confidential, detailed and accurate records of all safeguarding concerns are maintainedand securely stored
  • prevent the membership/deployment of unsuitable individuals. All coaches will have PVG clearance.
  • at all junior and vulnerable adult coaching sessions a responsible coach will have been through theDisclosure Scotland process satisfactorily and at times during the sessions at least one other responsible adult will be present.This policy will be widely promoted and is mandatory practice for everyone involved in Haddington Table Tennis Club and Table Tennis East Lothian. Failure to comply with the policy and procedures will be addressed without delay and may ultimately result in exclusion from the Club.Behaviour towards vulnerable person(s) that:
  • causes harm either physical or emotional
  • places anyone at risk of such harm – including by failing to observe the club’s Health & Safety policies
  • engages in inappropriate sexual or pornographic conduct
  • provides inappropriate medical treatment
  • involves threatening, coercive or demeaning language or conductare grounds for referral to Disclosure Scotland and the club has a statutory responsibility to make such a referral.


The policy and all coach PVG certificates will be reviewed every three years, or in the following circumstances:

  • changes in legislation and/or government guidance
  • as required by Table Tennis Scotland
  • as a result of any other significant change or event.All matters relating to PVG should be referred to Roger Thomas the Club officer responsible for this policy.

Health and Safety Policy

Our Health & Safety policy sets out how we take reasonable care to ensure the safety, security and well-being of our members and those attending our coaching sessions.

Our policy is to:

  • Undertake regular, recorded risk assessments of the club premises and all activities undertaken by the club.
  • Create a safe environment by putting health and safety measures in place as identified by the assessment.
  • Ensure that all members are aware of, understand and follow this policy.
  • Appoint a competent club member to be responsible for with health and safety and first aid.
  • Ensure that normal operating procedures and emergency operating procedures are in place and known by all members.
  • Provide access to adequate first aid facilities, telephone contact of a qualified first aider at all times. All coaches will undertake first aid training.
  • Report any injuries or accidents sustained during any club activity or whilst on the club premises.
  • Ensure that the implementation of the policy is reviewed regularly and monitored for effectiveness.


  • Take reasonable care for your own health and safety and that of others who may be affected by what you do or not do.
  • Co-operate with the club on health and safety issues.
  • Correctly use all equipment provided by the club.
  • Not interfere with or misuse anything provided for your health, safety or welfare.

Bring any potential risks to the attention of the person in charge of the session.

Elise Hayman, Jamie Gentil, Martin Hayman, Roger Thomas

Gordon Aien

Gordon Aien, Peter Lugton, Martin Hayman, Pam Cunningham, Neil MacKinnon, Roger Thomas

Location of first aid facilities:

Data Protection Policy

Our data protection policy sets out how we collect, store, use and protect personal data. We collect the following personal data about our members:

Name, age, contact details (including those of parents/guardians where appropriate), significant medical conditions, fees and records Coaching and PVG certificates. These data are used to maintain our membership list and to provide purely statistical evidence of success to comply with the terms of various grants that we have been awarded.

Our policy is to:

  • Meet our legal obligations as laid down by the General Data Protection Regulation.
  • Ensure that data are collected and used fairly and lawfully
  • Process personal data only in order to meet our operational needs or fulfill legal requirements; we will not make personal details available to third parties without the consent of the individual concerned other than to comply with legislation.
  • Maintain personal data up to date and accurate and stored securely on DropBox.
  • Seek positive agreement from members to add them to Club mailing lists.
  • Set appropriate retention periods for personal data e.g. removing details of ex-members after one year.
  • Ensure that data subjects’ rights can be appropriately exercised. On request members may see the data we hold about them and be assured of the use we make of them.
  • Provide adequate security measures to protect personal data. These data are accessed only by the officers of the Club.
  • Nominate the Chairman as our data protection officer responsible for data protection compliance and providing a point of contact for all data protection issues.
  • Ensure that all club officers are made aware of good practice in data protection
  • Regularly review data protection procedures and guidelines within the club

The Act requires that members are informed of how their personal information will be used. We will share appropriate information with Table Tennis Scotland (TTS) and/or Edinburgh and District TT League for the purposes of registration for competitions/tournaments. For the protection of vulnerable groups the club may also share with Table Tennis Scotland relevant information about coaches and volunteers undertaking regulated work where the club has been alerted to circumstances that might affect their status as a member of the PVG scheme. In the event of such sharing, it will normally be done between the Child Protection Office and TTS. 

Guidance for Coaches, Officials and Supporters

Our guidance is aimed at ensuring a thriving and well-respected club that embodies the right balance of personal development, competition, fair play and enjoyment for all our members, supporters and participants.

We expect all of our people in positions of responsibility to:

  • Consider the well-being and safety of participants before the development of performance.
  • Develop an appropriate working relationship with participants, based on mutual trust and respect.
  • Make sure all activities are appropriate to the age, ability and experience of those taking part.
  • Encourage and guide participants to accept responsibility for their own performance and behaviour.
  • Encourage participants to value their performances and not just results.
  • Promote the positive aspects of table tennis, in particular:

    o fairplay
    o understanding and abiding by the rules of the game as laid down by ITTF

    (International Table Tennis Federation) o respect for opponents and officials.

  • Display consistently high standards of behaviour and appearance and to expect the same of participants.
  • Hold appropriate valid qualifications and insurance cover.
  • Avoid any potential (real or perceived) conflicts of interest in personal roles within the club.
  • Never condone rule violations, rough play or the use of prohibited substances.
  • Follow all guidelines and policies issued by Table Tennis Scotland and the Club.

Haddington Table Tennis Club

Aubigny Sports Centre
Mill Wynd
East Lothian
EH41 4DB

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