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Irish Sailing has received a number of queries relating to the use of messaging apps for communicating with members, organising events and managing sailing activities.  

WhatsApp remains a very common tool but there are some drawbacks to using open or public group links that should be considered. When anyone can join, members’ phone numbers are exposed, contact details can be copied or retained indefinitely, and admins become responsible for removing people who should no longer be there. Setting up a group is the easy part, actively managing it, keeping lists accurate and content relevant can be challenging and deserves careful attention. Irish Sailing’s guidance is that WhatsApp should not be used for official club communications, for reasons laid out in the WhatsApp Guide 2024 

When choosing a messaging service to communicate with members, organisations should look at some key questions before deciding. Consider the choice from a safeguarding perspective with questions such as:  

• Are young people’s phone numbers available to everyone in the group? This is something we look to avoid in an effort to prevent one to one communication from adults to young people. 

• Are we mixing adults and under eighteens in the same group? Boundaries can be blurred as to what is appropriate content. 

• Does everyone in the group understand the organisations Code of Conduct? Messaging services can be fast, reactionary and leave room for misunderstanding tone, meaning and intention.  

Data protection also requires consideration. Holding member contact details in third‑party apps would count as processing personal data and organisations should be able to explain why they use a particular platform, how they manage access, and how members can opt out. 

Aside from WhatsApp, there are several alternatives such as Telegram, Signal, Heja, and Klubraum. Each has their own strengths and weaknesses so answering some of the questions above may help you in your decision making. 

A good next step is to review your club’s communication practices against safeguarding and data protection guidance, and to make small, practical adjustments. Whilst WhatsApp may be an easy, universal process to use, there may be better alternatives for your organisation to adopt. With a little time spent in the setup phase, you may find your members data, and young people’s safety and wellbeing, are better protected.  

Irish Sailing’s WhatsApp Guide: Safeguarding 

Irish Sailing’s Safeguarding Policy: Safeguarding