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VEO Policy

1. Purpose & Scope
Smiths Rugby uses the VEO powered video camera system to record matches and training. The recordings are intended for playback by club members and for sponsors, to support coaching, player development, and club promotion.

This policy applies to all recorded content captured using VEO at Smiths Rugby premises or during fixtures under the club’s control.

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2. Roles & Responsibilities
Smiths Rugby acts as the data controller, responsible for deciding why and how recordings are used.

VEO operates as a data processor, handling technical storage and processing in line with GDPR as detailed by VEO documentation.

The Club Administrator(s) will manage camera setup, uploading, privacy controls, and access rights.

Coaches, Managers, and authorised members may view and use recordings, respecting policy limits.

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3. Recording & Storage
VEO records using its AI-powered camera system, which follows game action across the field.

Once uploaded to the VEO Clubhouse, recordings are automatically deleted from the camera hardware 
The retention period depends on VEO subscription tier of 6-12 months.

The Club Administrator(s) will monitor expiry and notify relevant coaches if any recording is nearing deletion, so that key footage can be downloaded or archived.

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4. Privacy Settings & Access Control
VEO offers Public, Unlisted, and Private visibility settings for Clubs and recordings 
 

  • Private is the default: only approved members may view.

  • The club may optionally elevate to Unlisted, allowing access via a link without appearing in search.

  • Public visibility is not used for internal club or sponsor playback without further consent.
     

Club Admins manage access to live streams and recordings, including removing unauthorised followers.

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5. Data Protection & Consent
All persons captured (players, officials, spectators) will be deemed to have understood and complied with the clubs Privacy Policy and Photography and Video Policies.

Written or implied consent should be obtained where appropriate (e.g. for youth players, parental consent).

The club must meet its obligations under GDPR, including:

  • Publishing or making available a privacy notice explaining recording purposes, storage duration, access rights and how to request deletion.

  • Handling data subject rights—e.g. access or deletion requests—since Smiths Rugby controls the recordings.

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VEO’s own Privacy Policy and Terms apply at the technical level, but Smiths Rugby handles consent and data subject communication.

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6. Appropriate Use
Recordings are to be used for training, performance analysis, club promotion, and sponsor presentation.

They must not be used for non‑sport commercial activities, betting, or distributed externally without express consent.

Coaches, players, and members must respect sensitive content and not share recordings without authorisation.

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7. Safeguarding (especially for Youth)
If under‑18s are recorded, the policy must align with the club’s broader safeguarding policy and Mini & Junior Photography & Video Policy.

Precautions:

  • Restrict viewing access to approved personnel.

  • Avoid use of recordings outside the context of sport education or agreed promotional use.

  • Ensure no inappropriate distribution.

The safeguarding officer (or equivalent role) should be involved in oversight where youth are filmed.

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8. Archiving & Deletion
The club will ensure that important recordings (e.g. finals, milestone matches, sponsor highlights) are downloaded before automatic deletion.

Retained recordings must be stored securely, and access controlled.

Obsolete recordings will be deleted in line with retention schedules to minimise unnecessary storage.

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9. Responsibilities & Compliance
Club Administrators:

  • Manage VEO camera setup, privacy settings, and uploading.

  • Monitor retention and expiry notices.

Coaches & Managers:

  • Use recordings responsibly for training and development.

Members & Players:

  • Comply with policy when viewing or sharing content.

Club Safeguarding Officer:

  • Monitor compliance in youth contexts, verify consent, and enforce access rules.

 

Policy Last Reviewed: 05/08/2025

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