TWA Digital Communications Policy

The Walsingham Association | Digital Communications & WhatsApp Community

The Walsingham Association's digital communication platforms help members, Trustees, Group Leaders and friends of the Association remain connected with the life and work of the Association, wherever they may be.

Through the website, email communications, social media and WhatsApp Community, members can share in the mission of the Association, keep informed about events and activities, and remain connected with Walsingham throughout the year.

These guidelines are intended to support effective communication, encourage fellowship, and protect the integrity and reputation of The Walsingham Association.

1. Purpose

The Association’s digital communication platforms exist to support the mission of The Walsingham Association, promote pilgrimage and events, strengthen communication between members, and help people remain connected with Walsingham throughout the year.

2. Authority and Oversight

The Trustees of The Walsingham Association retain ultimate responsibility for official digital communications.

Day-to-day administration may be delegated to authorised administrators.

Administrators act on behalf of The Walsingham Association and not in a purely personal capacity.

Where possible, administration should be shared to ensure continuity.

3. Classification of Digital Platforms

The Association's digital communication channels fall into three broad categories:

A. Public Platforms

Visible to the general public, including:

The Walsingham Association website
Facebook
Instagram
Other public-facing communication channels

These platforms communicate the work, mission and activities of The Walsingham Association.

B. Community Platforms

Structured spaces for members and supporters, including:

WhatsApp Community
Member communication groups

These platforms provide opportunities for communication, fellowship and sharing information.

C. Operational or Restricted Groups

Private groups established for specific purposes, including:

Trustees
Officers
Working groups
Event or project teams
Local Association Groups

Access to these groups should be limited to those who require it for their role or participation.

4. Official Association Platforms

The Walsingham Association maintains a number of official digital communication platforms approved by the Trustees or their delegated administrators.

Only digital platforms, social media accounts, websites, messaging groups and online communities established or authorised by The Walsingham Association should be regarded as official channels of communication.

From time to time, individuals or local Groups may establish their own WhatsApp groups, Facebook pages, social media accounts or other online communities associated with Walsingham or the Association. Unless these have been expressly authorised by The Walsingham Association, they are independent initiatives and do not represent the views, decisions or official communications of the Association.

Important: The Walsingham Association accepts no responsibility or liability for the content, administration or operation of unofficial digital platforms established by third parties, even where they use the Association's name or relate to its activities.

Members are encouraged to verify that any digital platform claiming to represent The Walsingham Association is linked from, or referenced by, the Association's official website or other recognised official communication channels.

5. WhatsApp Community Structure

📢 WA Announcements

The official announcement channel of The Walsingham Association. Only authorised administrators will post messages relating to the following:

Association news

Pilgrimage and retreat information

AGM and event reminders

Membership updates

Prayer and devotional resources

💬 WA Members Chat

A space for members to share news, experiences, encouragement and fellowship connected with the life of The Walsingham Association.

🔒 WA Trustees

A private group for Trustees and authorised officers to communicate regarding the governance and administration of the Association.

👥 Group Leaders Forum

A space for recognised Walsingham Association Group Leaders to share information, ideas and good practice, and to maintain communication with the wider Association.

6. Community Guidelines

All participants are asked to engage in a spirit of Christian charity, courtesy and respect.

Keep discussions appropriate to the purpose of each group.

Treat others with kindness and respect.

Avoid personal disputes becoming public discussions.

Do not share misleading or unverified information.

Do not post commercial advertising without approval.

Respect the privacy of other members.

7. Privacy and Data Protection

Members' contact details should not be shared without consent.

Private conversations should not be forwarded without permission.

Digital platforms should not be used for confidential matters requiring formal support.

8. Safeguarding and Vulnerable Persons

The Walsingham Association is committed to ensuring that its activities and communications provide a safe and welcoming environment for all members, particularly children and vulnerable adults.

Digital communication platforms must not be used as a substitute for appropriate safeguarding procedures or pastoral support.

Any safeguarding concern should be reported through the appropriate safeguarding channels and not discussed within WhatsApp groups or other public digital spaces.

Where digital communication involves children or young people, appropriate safeguarding guidance must be followed, including ensuring suitable adult oversight.

Images or personal information relating to children or vulnerable adults should only be shared with appropriate consent and in accordance with relevant safeguarding guidance.

Administrators should remain mindful that some members may be vulnerable and should exercise appropriate care, respect and discretion in all digital communication.

9. Governance

The WhatsApp Community and other social media support communication and engagement but do not replace the Association’s formal governance processes.

Constitutional matters, elections, voting procedures and official decisions must continue to follow the established procedures of The Walsingham Association.

10. Administration

The Association reserves the right to manage, restructure or close groups where necessary to ensure they continue to serve their intended purpose.

Remove inappropriate content

Remove individuals from the Association's digital platforms

Restrict posting privileges

Review or restructure digital communications where concerns arise

"Be Part of Walsingham every day."