Vetting and Safeguarding

Proactively Managed

The National Vetting Bureau (Children and Vulnerable Persons) Acts 2012-2016 makes it mandatory for people who work with children and vulnerable people to be vetted, with the club's Child Welfare Officer having responsibility for tracking status and expiry.

How it works

SURPASSPORT identifies the Child Welfare Officer as principal Data Controller who enables coaches and mentors on the platform. Tracking vetting and training is a natural extension, with a number of direct positive benefits.

  1. Select the coach / mentor record to review the individual's training record. Mandatory certificates are evaluated and are highlighted using an alert indicator, when missing or expired.
  2. Add a certificate when available, including the date awarded, the training type and an expiry date if appropriate, automatically superseding a previous cert, as appropriate.
  3. When vetting approaches the expiry date, notifications are automatically issued to both the mentor and the Child welfare Officer, prompting action.

Each mentor / coach has access to their vetting status from the Certificates navigation option

If Vetting records are used, then SURPASSPORT automatically enforces restriction to Teams in Sections identified as Juvenile so that only mentors with an active Vetting record can access those records.

The data stored is subject to the Data Processor agreement and is held in the strictest trust, with only the designated Child Welfare Officer having access. They may add other trusted users to share the workload, especially in larger clubs, optionally delegating on a Section basis. This also allows for easy and controlled handover for when the appointed officers retire.

General Data Protection Regulation

The EU General Data Protection Regulation (GDPR) came into effect on 25th May 2018 and requires that all organisations treat data with due respect. This also applies to schools and sports clubs, with particular attention to information relating to juveniles.

The security and data access model core to SURPASSPORT can help the club executive and school management implement controls in a consistent manner across all teams and codes, going a long way towards GDPR compliance at a practical level. Vetting data, team sheets, parent contact numbers and medical information are no longer stored in emails, spreadsheets and printouts. Whoever needs access can be authorised in a controlled manner, for the role intended.

Athlete and mentor data is held on a legitimate interest basis, as an extension of their club membership or student registration, with the SURPASSPORT platform acting as Data Processor to the club's Data Controller.

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