Collect the right data, the first time. Design custom forms, capture parent/guardian consent, run venue, match and session risk assessments, and record accident reports — all in one GDPR-first workflow that keeps your people safe and your compliance clear.
Clubnest • Safeguarding
Consent
Active
Risk state
Moderate
Reports
0 Open
Sensitive fields visible to authorised roles only
Safeguarding is about people, not paperwork — but good records keep people safe. Paper forms get lost, photos of forms are hard to read, and emailing spreadsheets around creates risk. Clubnest centralises everything: registration and consent, venue and session risk assessments, and a consistent accident log. Your welfare officer gets clarity; coaches get the details they need; parents get confidence that their child’s information is handled professionally and minimally.
The whole system follows a GDPR-first approach: collect only what you need, show as little as you can at the point of use, and keep a full audit trail. Access is role-based so a coach can read emergency information for their session without seeing club-wide personal data. Versioning ensures you can see what changed and when, and retention rules keep old data from lingering indefinitely.
Clubnest grew from junior programmes, club fixtures and coaching courses. The safeguarding tools reflect that reality: guardian flows, medical notes, emergency contacts, photo consent, risk libraries you can reuse, and the little details that matter by the water — icy banks, deep margins, heavy gear, hooks and weather.
Build registration and consent forms that reflect your club. Drag-and-drop field types, add validation and conditional logic, and save templates you can reuse across memberships, coaching sessions, courses and match entries. Capture exactly what you need — no more, no less.
Submissions link straight to the participant record, so coaches see relevant medical notes and emergency contacts for their session without digging through inboxes. Guardians can manage data for multiple children, and returning families can renew in a few taps.
GDPR-first: collect the minimum, restrict access by role, and apply retention schedules.
Create a static baseline for venues and activities (your standing hazards and mitigations), then add dynamic assessments on the day — weather, water level, access changes, visibility, attendance mix. Each entry records a risk description, cause, severity, mitigation and a “new severity” after actions, all time-stamped and attributed to the submitter.
Build a venue library with route in/out, bankside conditions, deep margins, slips/trips, livestock, public footpaths, parking and lighting. Reuse hazards at fixtures and sessions with one click.
Peg spacing, weigh-in routes, scales placement and crowd movement. Add dynamic notes for icy banks or late-daylight finishes, then export a single PDF for the landowner if needed.
Ratios, supervision zones, kit layout and rotating activities. For courses, track how risk changes week-to-week as daylight and weather shift.
Save common hazards and mitigations to your library and pull them into any activity. Every change is versioned and time-stamped, so committees can evidence due diligence later.
Produce a combined PDF (static + dynamic) signed by the responsible coach/officer. Share with fishery owners, insurers or governing bodies as required.
If the unexpected happens, the priority is care — and then a clear record. Clubnest guides you through a consistent report: what happened, where, when, who was involved, severity, first aid given and who was informed. Add attachments, witness details, weather, equipment involved and any follow-up actions.
Centralised records help you learn: spot patterns (e.g., slips after rain on a particular bank), improve briefings and layouts, and evidence the steps you take to make sessions safer.
The format keeps reports quick in the moment and complete for later review.
Minimal data collection with lawful basis; consent toggles where appropriate; retention schedules; export tooling for Subject Access Requests; deletion & anonymisation workflows.
Limit sensitive fields (medical notes, incidents) to specific roles. Coaches see what they need for their session; admins retain oversight without oversharing.
Every submission and edit is time-stamped and attributed. Export assessments and accident logs to PDF for insurers, landowners or governing bodies.
Forms, risk assessments and accidents are linked to venues, fixtures, coaching sessions and multi-week courses. From one place, your welfare officer can review the venue baseline, see dynamic notes for today’s session and check that incidents were closed out properly — with version history if questions arise.
Import existing forms and risk templates from spreadsheets, or start from our templates and customise. We’ll help you map legacy records and set sensible retention so you begin clean and compliant.
Launch with a single form or roll out a full workflow across venues, matches, sessions and courses. We’ll help you set it up the right way — compliant, consistent and easy to use for volunteers and families.