Energize Gymnastics – Codes of Conduct

At Energize Gymnastics we aim to inspire young people through gymnastics and to ensure that it is both fun and challenging but also most importantly safe. We therefore propose the following codes of conduct:

Safeguarding

We will ensure the highest standard of care for your child by:

  1. Adopting the British Gymnastics Safeguarding and Protecting Children Policy;
  2. Adopting the British Gymnastics Health and Safety Policies;
  3. Ensuring that all staff are suitably screened via enhanced DBS clearance to ensure their suitability for their roles;
  4. The appointment of a Welfare Officer to whom grievances and complaints can be made confidentially and ensuring that such grievances and complaints are dealt with promptly and to the satisfaction of the gymnast;
  5. Ensuring that we follow the best coaching practice guidelines at all times;
  6. Ensuring protection against the inappropriate taking and use of photographs and video footage by other parents and/or members of the public.

 

Parents Code of Conduct

  1. In this context “parents” means those with parental responsibility or with responsibility for the gymnast delegated to them by those with parental responsibility.
  2. Please be supportive but without pressurising your child over progress – each child will progress at their own pace.
  3. Please do not offer your version of coaching advice.
  4. Please ensure that your child arrives and is collected on time. Our duty of care starts at the beginning of the class so please do not drop your child off outside – bring them into the building and only leave once the session begins. Our duty of care ends at the end of the class so please ensure that you are there to collect them before the class ends. If you decide that your child can go home without you then you will be taking full responsibility for their safety and we would ask that you notify us in writing so that it can be recorded on your child’s details and the session coach is aware of it.
  5. If your child has any sort of injury, is ill in any way, or is on any sort of medication then please advise the coach of this prior to the session. The coach’s decision as to whether your child can participate will be made on the basis of health and safety concerns for both your child and the other participants and their decision is final.
  6. For safeguarding and health and safety reasons, we cannot allow parents within the exercise area during the classes and photographing or video recording on any sort of device is strictly forbidden. Parents can obviously remain within the building – just not in the exercise area.
  7. Please ensure that your child is dressed appropriately with long hair tied back and loose fitting or sharp jewellery removed. Gymnasts should wear appropriate fitness clothing including leotards, shorts/T shirts, tracksuit bottoms, leggings – no jeans, zipped or buttoned clothing, dresses or skirts please. Gymnasts should participate in bare feet with socks used in the event of a verruca.
  8. We appreciate the parents can be very enthusiastic regarding their child’s participation and progression, but this must not extend to aggression, intimidation or abuse towards coaches, volunteers, other parents or building staff. In such an event we reserve the rights to remove the child from the class and to report such incidents to the police for further action.

 

Gymnasts Code of Conduct

  1. Please arrive properly dressed and ready for the class at least 5 minutes and no more than 15 minutes before the start of the session. You should leave no longer than 15 minutes after the end of the session to avoid changing room congestion.
  2. You should wear appropriate fitness clothing including leotards, shorts/T shirts, tracksuit bottoms, leggings – no jeans, zipped or buttoned clothing, dresses or skirts please. You should participate in bare feet with socks used in the event of a verruca.
  3. If you are disruptive, refuse to follow instructions or exhibit aggressive, abusive or bullying behaviour towards coaches, other gymnasts or building staff then you will be given a verbal warning by the coach. If the behaviour re-occurs you will be suspended from the class and will not be allowed to participate in further classes without assurances from your parents regarding your behaviour. If, even after such assurances, the behaviour persists then you will be simply excluded from Energize Gymnastics.
  4. You must concentrate on the instructions given by the coach – it can be dangerous for both you and other gymnasts for you not to follow instructions.
  5. You are not permitted on any apparatus without the supervision of the coach.
  6. You must not leave the exercise area under any circumstances without the approval of the coach. If you need the toilet and your parent or guardian is not on site then you will be taken to the toilet by a member of staff. If your parent or guardian is on site then it will be their responsibility to take you to the toilet.
  7. No mobile phones, personal audio equipment or any other distraction is permitted in the exercise area during classes. You should either leave such items with your parents before the class or not bring them at all. We cannot accept any responsibility for loss or damage to such items or any other valuables if you do bring them with you.
  8. At all times the use of any photographic, video or audio recording device during the class is strictly forbidden on privacy and safeguarding grounds.

 

Anti-Bullying & Harassment Code of Conduct

What is harassment?

We define harassment as any situation where a worker is subject to uninvited conduct that — as an intended or unintended consequence — violates their dignity in connection with a “protected characteristic”. Protected characteristics are:

  • age;
  • race (which includes colour and ethnic/national origin);
  • disability;
  • religion or belief;
  • sex;
  • gender reassignment;
  • pregnancy or maternity;
  • sexual orientation; and
  • marital or civil partnership status.

 

We also define harassment as behaviour that creates a hostile, humiliating, degrading or similarly offensive environment in relation to a protected characteristic. Name calling, lewd comments, excluding colleagues, making insensitive jokes, and displaying pornographic material are all examples of harassment.

Physical, verbal and non-verbal conduct can all amount to harassment.  So can things you say or do online, especially on social media.  This policy covers isolated or ongoing incidents of offensive behaviour. When someone treats another person less favourably because they either submit to such behaviour or refuse to do so, we also see that as harassment.

The impact on the victim is very important. People’s behaviour can amount to bullying or harassment even if they had no idea it would be perceived that way.

What is bullying?

We define bullying as any behaviour that leaves the victim feeling threatened, intimidated, humiliated, vulnerable or otherwise upset. There is no need to demonstrate a connection with a “protected characteristic” to establish a bullying allegation.

As with harassment, physical, verbal and non-verbal conduct can all amount to bullying.  It can take various forms, from extreme behaviour involving violence and intimidation, through to subtle actions such as deliberate exclusion from the group:

  • Emotional bullying – being unfriendly, excluding, tormenting, (e.g. hiding belongings, threatening gestures, name-calling, sarcasm, spreading rumours, teasing or taunting, graffiti in public places;
  • Physical bullying – pushing, kicking, hitting, punching or any use of aggressive physical interference with another person’s body;
  • Sexual bullying – unwanted physical contact of a sexual nature, sexually offensive comments, revenge porn;
  • Cyber bullying – bullying via email, social media, misuse of internet chat rooms, threats via text messaging or mobile phone messaging, misuse of mobile phone technology such as photographs or video footage.

 

Energize Gymnastics will not tolerate any form of harassment or bullying by anyone associated with our business or classes and will take any appropriate action to protect victims and to deal with the perpetrators including reporting it to the police. Specifically, we will:

  1. Ensure adequate supervision at all times;
  2. Encourage openness and ensure that gymnasts know that they will be supported if they report harassment or bullying;
  3. Take any indications of bullying and harassment seriously;
  4. Encourage an understanding that the feelings and views of other must be respected and that our differences are what makes each of us special and should be valued.

If we become aware of any bullying and harassment, then we will:

  1. Give reassurance and support to the victim and ensure that the victim’s parents are aware of what is happening;
  2. Impose sanctions and take disciplinary action towards the perpetrator(s) and inform their parents of what has happened;
  3. Try to deal with this appropriately and in the first instance seek an apology and an undertaking as to their future behaviour from the perpetrator(s) and their parents;
  4. Explain to both the victim and the perpetrator(s) and their parents that we may need to involve other authorities including the police;
  5. We will always support the victim and ensure that they can continue with their classes free from unwanted behaviour towards them.
  6. If the perpetrator(s) are excluded then this will be without refund of any fees paid.

 

Privacy Notice – Gymnastics Classes

This Privacy Notice deals with how we collect, handle and use your data within our business. We aim to comply with the General Data Protection Regulation 2016 (GDPR) and the Data Protection Act 2018 in all respects including in the spirit of the need to treat your personal data with respect and to keep it safe. We will only collect and use your personal data in the ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

1. Who We Are.

Business name:

Jack L trading as Energize Gymnastics

Registered address:

 

M20, Adress will be given upon request.

Trading address if different:

Seashell Trust, SK8 6RQ.

Registered number and where registered:

 

Contact phone:

07858 147484

2. Definitions.

Data subject or “you” or “your”:

A data subject is an “identifiable natural living person who can be directly or indirectly identified in particular by reference to an identifier”. “Identifier” covers almost any information that we might have that could identify you as an individual. It also means that data subjects include employees/associates/ individual customers or individuals within customer organisations – any individual that our organisation holds personal data on. This will include the gymnasts who will be aged from 4 to 16 and the parent(s)/guardian(s) of the gymnasts.

Personal Data:

This is any information or data relating to a data subject that can be used to identify them or is information relating to them which makes that data personal to the data subject. So, this will include names, addresses, other contact details, date of birth, driver’s license, financial information e.g. credit cards, CCTV, emails, online identifiers (provided by their devices, applications andtools such as IP addresses, cookie identifiers etc.).

Sensitive Personal Data:

This includes race or ethnic origin, religion, philosophical or political opinions, health information, genetic or biometric data, sexual orientation or sex life and trade union membership. Because of the nature of Sensitive Personal Data there are special rules for lawful processing.

Data Controller:

A data controller determines the purposes and means of how your personal data is processed.

Data Processor:

A data processor is any person other than an employee of the data controller who processes the data on behalf of the data controller.

Data Processing:

Data processing covers just about anything that we do with your personal data including both automated electronic processing and manual processing within a structured filling system including collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

3. What Does This Notice Cover?

This Privacy Notice explains how we, as the Data Controller/Data Processor, use your personal data, sensitive personal data (or special category data) and how it is collected, how it is held, how it is processed. Please note that we may at times use a third party to process your data, but they will be also bound under the rules of the GDPR that protect your personal data. This notice also explains your rights under the law relating to your personal data.

4. Where Do We Collect Data From?

We can collect data in the following ways from customers who purchase fromus, suppliers who we deal with and from others who interact with us via:

a) Face to face contact;

b) Email/text/hard copy forms/telephone;

c) Information from 3rd parties. This will require your consent with the 3rd party;

d) Our website. Data maybe collected in 2 ways:

i. Information that you input into forms or in other ways;

ii. Automated data collection via “cookie technology” in order to understand how our website is being used and to provide you with a personalised service when you visit the website. Cookies may gather information about you including details of your operating system, the type of device you are using, browser version, domain name and IP address. It may also include usage and statistics about your interaction with our website. We may then take that information and use 3rd party analytical software or services to analyse it. Cookies identify your browser and other basic information, but they do not identify you as an individual as they are not linked to any personally identifiable information that you submit. You can control the use of cookies at the individual browser level but if you choose to disable them it may limit your usage of our website and full access to some of its functions. For further information on cookies and their use please refer to our cookies policy.

e) Social media. We may gather information about you from social media sites. Such information will be that which you have willingly shared on the public domain and as such will be outside of the scope of GDPR. However, we will still treat such information as we would any other personal data covered by GDPR.

5. What Personal Data do we Process?

We may process the following Personal Data regarding you:

a) Personal Data:

i. Clients or potential clients who are consumers. This will include both the parents/guardians and the participating children (gymnasts aged from 4 to 16) of the parents/guardians:

o Your name;

o Your contact details including email, phone, address, other contact means that you wish to use such as skype, social media etc;

o Financial information relating to payment for products/services;

o We will also keep records of any bullying/harassment incidents that we become aware of which may contain data on what has been said or done together with the names of those involved and the action that is proposed or has been taken. Such records may be made available to interested authorities including the police.

ii. Customers or potential customers who are businesses:

o Names and contact details of contacts within the business involved in the negotiation of and the performance of any contracts.

iii. Suppliers and/or other 3rd parties who are not consumers:

o Names and contact details of contacts within the organisation involved in the negotiation of and the performance of any contracts.

b) Sensitive Personal Data: We will not normally process any Sensitive Personal (or Special Category) Data about the gymnast unless required to do so by as part of a contract. However, given the nature of our services we may require some health information in order to assist us in providing a safe environment for gymnasts. If this is the case, we will require your explicit consent for us to process such data. Please refer to our gymnast information form for more details.

6. Data Protection Principles:

The GDPR sets out 6 principles governing how we must process your personal data – it must be:

a) Processed lawfully, fairly and in a transparent way.

b) Only collected for specific legitimate purposes and processed for those purposes only.

c) Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.

d) Accurate and kept up to date.

e) Not kept for longer than necessary for its purpose.

f) Processed securely and confidentially to ensure it is not lost or damaged or destroyed.

7. What Are Your Rights Concerning Personal Data?

Under the GDPR, you have the following rights, which we will always aim to uphold:

a) The right to be informed about how we collect and use your personal data – this Privacy Notice should tell you everything that you need to know but if you have any further questions then please contact us using the contact details below;

b) The right of access to your personal data and the right to verify the lawfulness of the processing;

c) The right to have your personal data rectified to correct inaccurate information or to have it completed if it is incomplete – please contact us using the contact details below;

d) The right to erasure of your personal data – sometimes known as “the right to be forgotten”. That is the right to have us delete or otherwise dispose of any of your personal data – please contact us using the contact details below;

e) The right to restrict the processing of your personal data;

f) The right to data portability so that they can take and use their personal data for their own purposes across different services;

g) The right to object to use processing your data on for a particular purpose or purposes;

h) Rights concerning automated decision making and profiling. Please note that [We do not use your personal data in this way] OR [Section 9 explains more about how we use your personal data, including [automated decision-making] and/or [profiling]]

You can obtain further information about your rights from the Information Commissioner’s Office. If you have any cause for complaint about our use of your personal data, you also have the right to lodge a complaint with the Information Commissioner’s Office.

8. What Are The Lawful Justifications for Processing Personal Data?

The GDPR requires us to have a lawful justification to process data. Thefollowing is a summary of the possible lawful justifications:

a) Consent of the data subject. Consent under the GDPR requires it to be:

a. Freely given;

b. Specific;

c. Informed;

d. Unambiguous.

b) Processing the data is necessary for the performance of a contract between us and the data subject . This allows the lawful processing of your personal data:

a. To fulfil our contractual obligations to you: or

b. Because you have asked us to do something before entering into a contract e.g. providing a quotation for goods or services.

c) Processing the data is necessary for compliance with a legal obligation . This requires that the legal obligation must be laid down by either UK or EU law.

d) Processing the data is necessary for the purposes of our “legitimate interests” or those of a 3rd party including wider benefits to society . This requires us to review our legitimate interests and to ensure that they do not conflict with the fundamental rights and freedoms of the data subject.

e) Processing the data is necessary to protect the vital interests of the data subject or someone else . This is used where we would need to process your personal data to protect either your or another person’s life or wellbeing.

f) Processing the data is in the public interest .

9. What Are The Additional Justifications For Processing Sensitive Personal Data?

In addition to the justifications given in section 8 for ordinary personal data the GDPR lays down more stringent requirements regarding the processing of your personal sensitive data. In this regard we will only process your sensitive personal data if:

a) You have freely given us your explicit consent;

b) Processing is necessary to comply with any legal obligations that we may have;

c) Processing is necessary to protect your vital interests or those of another living person where you are physically or legally incapable of giving consent;

d) Processing relates to sensitive personal data which has been manifestly made public by you e.g. posting it on social media;

e) Processing is necessary for the purposes of preventative or occupationalmedicine, medical diagnosis or the provision of health and social care.

10. What Justification Do We Have For Processing Your Personal Data?

Under the GDPR, we must always have a lawful justification for using personal data. Your personal data will be used for the following purposes:

  • Providing and managing your account.
  • Supplying our services to the gymnast. The personal details of both the gymnast and their parent(s)/guardian(s) are required in order for us to enter into a contract to supply the services.
  • Personalising and tailoring our services for the gymnast.
  • Communicating with both the gymnast and their parent(s)/guardian(s). This may include responding to emails, text messages or phone calls.
  • Supplying parent(s)/guardian(s) with information by email AND/OR post that they have opted-in to (they may unsubscribe or opt-out at any time). We will not direct any personal direct marketing at any gymnasts under the age of 18 who have not given their consent.

In order to do this, we justify such processing of ordinary personal data on the basis of:

a) The consent of the parent(s)/guardian(s)for any marketing communications which they can withdraw at any time.

b) It is necessary for the performance of a contract between us and the parent(s)/ guardian(s).

c) Because it is in our legitimate interests to process it.

d) In the event of bullying/harassment allegations we will process any associated personal data, including but not limited to opinions, in order to comply with any legal obligations regarding the matter.

In the event that we are required to process Special Category Data such as health information, then we will only do so on the basis of the justifications given above together with the additional justifications:

a) It is necessary to protect the vital interests of the gymnast.

b) The parent(s)/guardian(s) have given their explicit consent which shall only be given after they have discussed and explained the nature and reason for the data processing with the gymnast.

If you require further information on these justifications, then please contact us using the contact details below.

With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email AND/OR telephone AND/OR text message AND/OR post with information, news, and offers on our products AND/OR services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications Regulations 2003, and you will always have the opportunity to opt-out.

11. How Long Will We Keep Your Personal Data?

We will not keep your personal data for any longer than is necessary for the purposes for which it was initially collected. In line with the Statute of Limitations regarding contracts this will normally be at least 6 years.

12. How and Where Do We Store or Transfer Your Personal Data?

We will only store your personal data in the UK or the European Economic Area which means that your data will be fully protected under the GDPR or the equivalent jurisdictional law.

13. Sharing Your Personal Data

We will not share any of your personal data with any third parties for any purposes unless:

a) We are required to do so by law;

b) We may contract with the following third parties to supply products AND/OR services to you on our behalf. In some cases, those third parties may require access to some or all of your personal data that we hold.

i. All our website financial transactions are handled through our payment services provider, GoCardless. You can review their privacy policy at https://gocardless.com/legal/privacy/ . We will share information with GoCardless only to the extent necessary for the purposes of processing payments you make via our website, refunding such payments and dealing with complaints and queries relating to such payments and refunds.

If any of your personal data that we acquire is required by a third party, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the GDPR.

14. Accessing Your Personal Data?

In accordance with the GDPR you are entitled to know:

a) If we have any personal data concerning you; and if so

b) What data we hold.

Accessing such data or finding out if we have any data concerning you is known as a “subject access request” (SAR). SARs should be made in writing and sent via either email or post to the contact details given below. We have a standard Subject Access Request form for you to use which can help in making the request clear. However, you do not have to use this form if you do not wish to.

There is normally no charge for a subject access request. However, the law allows us to make a reasonable charge to cover our administrative costs if your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests).

We will respond to your subject access request within 1 calendar month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

15. Contact Information

If you wish to contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details:

For the attention of: Jack L

Email address: info@energizesportscoaching.co.uk

Telephone number: 07858 147484

Postal Address: Postal address will be given once requested

16. Changes to this Privacy Notice

We may change this Privacy Notice from time to time to accommodate changes in the law or if we change the way we do business in a way that affects personal data protection.