Motspur Park Youth F.C.

Motspur Park FC Email Policy


Electronic email is pervasively used in almost all industry verticals and is often the primary communication and awareness method within an organization. At the same time, misuse of email can post many legal, privacy and security risks, thus it’s important for users to understand the appropriate use of electronic communications. 



The purpose of this email policy is to ensure the proper use of the Motspur Park FC email system and make users aware of what Motspur Park FC deems as acceptable and unacceptable use of its email system. This policy outlines the minimum requirements for use of email within Motspur Park FC Network. 



This policy covers appropriate use of any email sent from a Motspur Park FC email address and applies to all employees, volunteers and officials (hereby referred to as Club Officials) operating on behalf of Motspur Park FC.

Definitions and Terms

Club Official: Any individual (such as employee, volunteer, or coach) having official duties, as a representative of Motspur Park FC.

Mailing List: a list of the names and addresses of people to whom advertising matter, information, or other material may be mailed regularly.


  1. All use of email must be consistent with Motspur Park FC policies and procedures of ethical conduct, safety, compliance with applicable laws and club practices.

  2. Motspur Park FC email accounts should be used strictly for Motspur Park FC business-related purposes (This implicitly permits to contacting other Motspur Park FC officials and members as well as contacting officials representing other FA affiliated Clubs); personal communication is strictly prohibited, non-Motspur Park FC related commercial uses are also prohibited.

  3. All Motspur Park FC data contained within an email message or an attachment must be secured according to the Data Protection Policy.

  4. Any Email that is identified as communication between a Motspur Park FC official and a member shall be retained according to the Motspur Park FC Communication Policy. 

  5. Email should be retained only if it qualifies as of 4.4 (above) or is classed as a business record. An email is a Motspur Park FC business record if there exists a legitimate and ongoing business reason to preserve the information contained in the email. Emails not classed as a business record or required to be held under the communication policy should be deleted.

  6. The Motspur Park FC email system shall not to be used for the creation or distribution of any disruptive or offensive messages, including offensive comments about race, gender, hair color, disabilities, age, sexual orientation, pornography, religious beliefs and practice, political beliefs, or national origin. Employees who receive any emails with this content from any Motspur Park FC official should report the matter to the Club IT Administrator immediately.

  7. Users are prohibited from automatically forwarding Motspur Park FC email to a third party email system (noted in 4.8 below).  Individual messages which are forwarded by the user must not contain Motspur Park FC confidential or above information.

  8. Users are prohibited from using third-party email systems and storage servers such as Google, Yahoo, and MSN Hotmail etc. to conduct Motspur Park FC related business, or to store or retain email on behalf of Motspur Park FC.  Such communications and transactions should be conducted through proper channels using Motspur Park FC approved documentation. 

  9. Motspur Park FC resources are not to be used for personal, non-club related, emails.

  10. It is strictly prohibited for email users to subscribe to mailing lists, regardless of relatability to club matters, without prior consent from the Club Committee.

  11. Sending chain letters or joke emails from a Motspur Park FC email account is prohibited.

  12. Motspur Park FC email users shall have no expectation of privacy in anything they store, send or receive on the club’s email system. 
  13. Motspur Park FC may monitor messages without prior notice. Motspur Park FC is not obliged to monitor email messages.

  14. Motspur Park FC officials shall not abuse their position and the authorisation of email usage for personal gain. For example, emailing professional clubs with attempt to achieve a trial for your son/daughter.

  15. Motspur Park FC officials shall not change their provided password. All passwords will be reset to their default values to ensure the security of the email system.

Policy Compliance

1. Compliance Measurement

The Club Committee will verify compliance to this policy through various methods, including but not limited to, periodic monitoring, and feedback to the policy owner. 

2. Exceptions

Any exception to the policy must be approved by the Club Committee in advance. 

3. Non-Compliance

An official found to have violated this policy may be subject to disciplinary action, removal of email usage, up to and including termination of voluntary role.


Related Standards, Policies and Processes

  • Data Protection Standard
  • Motspur Park FC Communication Policy

Revision History

Date of Change


Summary of Change

January 2017

Daniel Hammocks

Updated Policy and Converted in to a New Format.



I, , have read and understood the Motspur Park FC Email Usage Policy and agree to comply with the policy. I also understand that should I breach any part of the policy I will be subject to statement 5.3 in regards to non-compliance.


Printed Name __________


Role at Club __________


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