VEO Usage Policy

Guidelines for Responsible and Effective Use of VEO Technology at Brownhills Community Colts

VEO technology, an advanced video capture and analysis tool for football, offers grassroots clubs like Brownhills Community Colts an invaluable resource for coaching, player development, match analysis, and community engagement. However, the use of VEO also entails responsibilities regarding privacy, consent, data protection, and the spirit of grassroots sport. This policy sets out the club’s official position on the acquisition, operation, safeguarding, and sharing of VEO footage to ensure that all stakeholders; players, parents, coaches, and club officials understand their rights and responsibilities.

Policy Purpose

This document aims to:

  • Provide clear guidelines for the safe and responsible use of VEO equipment and footage within Brownhills Community Colts.

  • Protect individual privacy and comply with all relevant data protection legislation.

  • Set standards for the ethical use of video content for coaching, promotion, and community purposes.

  • Reinforce the club’s commitment to safeguarding and positive football values.

This policy applies to:

  • All members of Brownhills Community Colts, including players, coaches, volunteers, and club officials.

  • Parents, guardians, and carers of club members under 18.

  • Any visiting teams or individuals participating in activities where VEO is used.

  • All uses and sharing of footage captured using VEO cameras and technology, whether for internal or external purposes.

Principles of VEO Use

  • Respect: Video technology should be used to enhance learning, enjoyment, and engagement, never to intimidate or embarrass participant

  • Transparency: All relevant parties must be informed when VEO is in use, and clear signage or verbal notification should be provided at matches and training sessions.rents/guardians

  • Consent: Recording will only proceed with explicit consent from participants or, for those under 18, their parents

  • Safeguarding: Footage must be handled and stored securely, with access strictly limited to authorised persons.

  • Data Protection: The club will adhere to UK GDPR and the Data Protection Act 2018 regarding the storage and sharing of personal data captured by VEO.

Consent and Notification

  • Before the start of each season, all parents/guardians and adult players will be asked to provide written consent for the use of VEO at matches and training.

  • Consent forms will detail the nature and purpose of video capture, how footage will be used, and the procedures for revoking consent.

  • If a player, parent, or guardian does not grant consent, reasonable steps will be taken to avoid capturing that individual. If this is not possible, the individual will be informed so they can make alternative arrangements.

  • Visiting teams will be notified in advance, and a protocol for obtaining consent from opposition players and staff will be followed in line with FA recommendations.

Acceptable and Unacceptable Uses of VEO Footage

Acceptable Uses

  • Coaching and player development (e.g., reviewing matches, analysing team play, individual feedback).

  • Highlighting achievements and promoting the club’s activities on official platforms, subject to consent.

  • Player recruitment and talent identification, with appropriate permissions.

  • Supporting referee and coaching education.

  • Safeguarding reviews, where necessary.

Unacceptable Uses

  • Sharing footage on personal or unauthorised third-party social media accounts.

  • Using video to ridicule, single out, or otherwise harm the reputation or wellbeing of any individual.

  • Editing footage to misrepresent events, behaviours, or actions.

  • Commercial use or sharing footage with organisations outside of football without explicit club committee approval and participant consent.

Data Storage, Access, and Security

  • All video files will be securely stored using password-protected systems and cloud services that comply with UK data protection standards.

  • Access is restricted to coaches, team managers, and specified club officials. Parents and players may request access to footage that features them or their child.

  • Footage will be retained for no longer than is necessary. Standard retention is 12 months unless required for ongoing coaching, disciplinary, or safeguarding processes, after which footage will be permanently deleted.

  • All users will be given training on safe data handling and cyber security as part of the club’s annual safeguarding programme.

Sharing and Publication of Video Content

  • Any footage intended for public viewing (e.g., on the club’s official website or social media) must be reviewed and approved by the club’s safeguarding officer and communications team.

  • Written consent must be obtained and retained for any identifiable participants featured in publicly shared content, especially minors.

  • Footage must not include sensitive personal data, such as medical information or incidents of injury, unless absolutely necessary for safeguarding and only with the express permission of those involved.

  • Third-party requests for footage, such as from local press or educational institutions, will be considered on a case-by-case basis by the club committee and always with appropriate consent.

Safeguarding and Child Protection

  • The welfare and safety of young people is paramount. The club committee will oversee all aspects of VEO use to ensure compliance with FA safeguarding standards.

  • Footage will never be used as a substitute for formal safeguarding investigations or procedures, but may be provided to relevant authorities if required by law.

  • Children and parents will be involved in ongoing discussions about the use and benefits of VEO, with regular reviews of consent and comfort levels.

Breaches and Complaints

  • Any breach of this policy will be taken seriously. Club members must report suspected misuse or unauthorised sharing of VEO footage to the safeguarding officer or club committee immediately.

  • The club will investigate all complaints and take disciplinary action if necessary, up to and including suspension or removal from the club.

  • Individuals whose rights or privacy have been infringed may seek recourse via the club’s established complaint procedures, and—if necessary—external authorities such as the FA or Information Commissioner’s Office.

Training and Awareness

  • All coaches, volunteers, and officials will receive annual training on this policy, VEO operation, data protection, and safeguarding requirements.

  • Parents and players will be informed about the benefits and risks of VEO use and will have opportunities to ask questions or raise concerns in regular club meetings.

Policy Review and Updates

  • This policy will be reviewed annually by the club committee, or sooner if changes in legislation, technology, or FA guidance require it.

  • Feedback from club members, parents, and wider stakeholders will be used to ensure the policy remains relevant and effective.

Contact Information

For questions or concerns regarding this policy, or to withdraw consent, contact the Brownhills Community Colts Club Secretary via the official club website

Brownhills Community Colts expects all members to uphold these values and practices in the spirit of respect, development, and community. By working together, we can use VEO to create a positive, safe, and inspiring football environment for everyone.