Your Coach 121 Limited is a multi-functional business within the sports industry, providing:
· Sports related courses
· First Aid courses
· Sports Massage Therapy
· Functional Mobility for older client’s & Injury Rehabilitation
· Personal Training in Kickboxing, Brazilian Jiu Jitsu/Wrestling, Strength & Fitness
· Combat Sports Gradings
· Business Advice for combat sports clubs
Director Amanda Kari has no direct employees; however, she utilizes other coaches and instructors on a self-employed consultation basis.
The companies head office is based in Cheddleton Staffordshire Moorlands ST13 7HR, this is also one of the locations where we use two training venues: The Community Centre, Hollow Lane, Cheddleton ST13 7HP & St Edward’s Centre, Hollow Lane, Cheddleton, ST13 7HP. Another training venue regularly used is at the Voodoo Combat Gym, Macclesfield, Cheshire, SK11 6DP. The company also travels to other gyms/clubs to deliver courses when required. Functional mobility clients and sports massage clients are eligible for home visits.
Amanda is responsible for all Policies and Procedures; she revisits them annually for any updates or immediately if there are any important changes required. They are:
· Health & Safety
· Privacy
· Safeguarding
· Social Media
· Messaging Groups
· Complaints
· Disciplinary
· Trademarks & Copyrights
Health and Safety
Part 1: Statement of intent
This is the Health and Safety policy of:
Your Coach 121 Ltd
This health and safety policy is to:
Prevent all accidents
Prevent cases of work-related illnesses
Manage health and safety risks at our venues and when mobile
Provide clear instruction and information and adequate training to ensure personnel are competent to do their work in a safe manner.
Provide personal protective equipment (PPE) where needed.
Consult with personnel on matters affecting their health and safety.
Carry out risk assessments in all venues.
Maintain safe health and working conditions.
Implement emergency procedures, including fire evacuations or other significant incidents.
Review and revise the policy regularly.
Signed: Amanda Kari
Date: 17 October 2024
Review Date: 16 October 2025
Part 2: Responsibilities for health and safety
1 Overall and final responsibility for health and safety:
Amanda Kari (Director)
2 Day-to-day responsibilities for ensuring this policy is put into practice:
Amanda Kari (Director)
3 To ensure health and safety standards are maintained/improved, the following person has responsibilities in all areas, including:
Amanda Kari – safety, risk assessments, consulting personnel, accidents, first aid, work-related ill health, monitoring, accident and ill health investigation, emergency procedures, fire and evacuation, maintaining equipment and training devices, information, instruction and supervision, training.
4 All personnel should:
· Co-operate with the director on health and safety matters.
· Take responsible care of their own health and safety.
· Report all health and safety concerns to the director.
Part 3: Arrangements for health and safety
Risk assessments
· Will be completed and any action taken.
· Will be reviewed when working habits or conditions change.
Training
· All personnel will have a health and safety induction.
· Any PPE for personnel will be provided.
· All coaches will be kept up to date with relevant courses, including first aid.
Consultation
All personnel will be consulted routinely on health and safety matters as they arise.
Evacuation
All escape routes will be well signed and always kept clear.
Evacuation plans are tested from time to time and updated when necessary.
Privacy
At Your Coach 121 Ltd we comply with the Data Protection Act 2018 (DPA) and the General Data Protection Regulation (GDPR).
Protecting your personal data:
We are committed to safeguarding your personal information and we comply with all data protection laws including:
• The Data Protection Act 2018.
• The General Data Protection Regulation (GDPR); and
• Any regulations made under or to supplement either of the above, relating to the personal information that we collect about you.
This policy applies to any personal data that we collect from you. When we refer to personal data or “information” within this policy this relates to any information which could be used to identify you, either directly or indirectly when combined with any other information we may hold about you.
Personal data collected by Your Coach 121 Ltd:
We hold the following personal information:
• Personal data you have provided to us when you inquire or become a client of us or hold any position with us; including name, address, contact details (email address and phone number).
• The name and contact details (including phone number) of your next of kin.
• Details of referrals, quotes and other contact and correspondence we may have had with you.
• Information obtained from customer surveys, promotions and competitions that you have entered or taken part in.
• Recordings of calls we receive or make.
• Notes and reports about your health and any training and care you have received and/or need, including about first aid administered.
• Feedback and coaching outcome information provided.
• Entered competitions and promotions that we have ran.
• Information about complaints and incidents.
• Information you give us when you make a payment to us, such as financial or credit card information.
• Completed our forms, or otherwise provided information to us, when accessing and/or using the products and services we make available, whether on our premises or otherwise.
Where you use any of our websites, we may automatically collect personal data about you including:
• Technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform,
• Information about your visit, including the full Uniform Resource Locators (URL), clickstream to, through and from our site (including date and time), products you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from the page.
Storage of Personal data we collect about you
We store personal data we collect about you while using our services and facilities.
These include:
• Class/session booking history
• Financial transaction information
• CCTV video and images
• Visit to our websites
• Inquiries about any of our services
• When registering to be a customer with us or book to receive any of our services
• Fill in a form or survey for us
• Carry out a transaction on our website
• Participate in a competition or promotion or other marketing activity
• Make online payments
• Contact us, for example by email, telephone or social media
• Participate in interactive features on any of our websites in the interests of training and continually improving our services, calls to us and our agents may be monitored or recorded.
• Personal data relating to children that we teach. We collect and process this data with the consent of a parent or holder of parental responsibility.
Reasons for collecting personal data
We collect and store your personal data to provide you with membership-related services, such as access to our facilities.
The legal basis for processing any personal information as part of this request is processed based on performance of a contract or to take necessary steps to enter a contract.
Examples includes:
• Registering you as a client.
• Managing your account and the products and/or services available to you through it.
• Collecting and managing your payment for services and, if you do not pay, for taking such steps as are necessary to arrange for you to make that payment; and
• To notify you about changes to our products or services.
and We also have legitimate interests for processing your personal data which include:
• CCTV that is used within the premises we use; and
• To contact customers to provide them with information about offers, products and services through email, SMS and post.
Who we share your personal data within the usual course of our business: we may disclose your personal data (to the extent necessary) to certain third-party organisations that we use to support the delivery of our services.
This may include the following:
• Business partners, suppliers and sub-contractors for the performance of any contract we enter with you,
• Organisations providing IT systems support and hosting in relation to the IT systems on which your information is stored,
• Third party debt collectors for the purposes of debt collection,
• Delivery companies for the purposes of transportation,
• Third party service providers for the purposes of storage of information and confidential destruction; and
• Third party marketing companies for the purpose of sending marketing emails, subject to obtaining appropriate consent.
Where a third-party data processor is used, we ensure that they operate under contractual restrictions regarding confidentiality and security, in addition to their obligations under Data Protection Laws.
We may also disclose your personal data to third parties if we sell or buy any business or assets, or where we are required by law to do so.
Receiving communications from Your Coach 121 Ltd and updating your preferences
If you are an existing customer and have not opted out of receiving marketing communication from us at the time you provided your personal details, we will contact you by email and SMS to inform you of our products and services we think may be of interest to you. You can update your marketing contact preferences at any time. For new customers, we may contact you to promote our products and services if you have provided your explicit consent for us to do so. You can change your marketing contact preferences at any time.
Right to object
You have the right to object to the processing of your personal data in certain circumstances. There is an absolute right to stop your personal data being used for direct marketing. If you wish to amend your marketing preferences or prevent your personal data being used for marketing purposes, please send your objection to yourcoach121@gmail.com
Retention of personal data
We retain personal data for as long as necessary and we will retain personal data provided to us in line with our retention schedule. Once the period has elapsed, we will securely destroy your personal data.
Security of personal data
We take the confidentiality, integrity and availability of your personal data seriously and have implemented technical and organisational measures to ensure that your information is kept secure. Personal data that we collect from you may be transferred to, and stored at, a destination outside the UK. It may also be processed by staff operating outside the UK who work for us or for one of our suppliers. Where we transfer your personal data outside the UK, we will ensure that there are adequate protections in place for your rights, in accordance with Data Protection Laws. By submitting your personal data, and in providing any personal data to us, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your information is treated securely and in accordance with this Privacy Policy. All information you provide to us is stored securely. Any payment transactions on our website will be processed securely by third party payment processors. Where we have given you (or where you have chosen) a password that enables you to access certain parts of our website, you are responsible for keeping that password confidential. We ask you not to share a password with anyone.
Personal data and your rights of access
You have the right to obtain a copy of your personal data held by us as well as other supplementary information. If you would like to request a copy of your personal data, the best way to make a request is by emailing us at yourcoach121@gmail.com. We will respond to your request without undue delay. We may also ask you to provide ID for us to confirm your identity.
We may ask for one of the following to verify your identity:
• Passport.
• Driving licence.
• Birth or marriage certificate; or
• Utility bill (from the past 3 months).
We will only request identification where appropriate. If so, we will contact you as soon as practicable to inform you further information is required to respond to your request.
Right of rectification
You have the right to have inaccurate personal data rectified. If you believe we are processing inaccurate or incomplete personal data about you, please submit your request to rectification at yourcoach121@gmail.com.
Right for erasure
It is your right to request the deletion of your data from our records, except (as explained above) if it is necessary for us to perform our legal obligations or contractual obligations to you or another third party. If you would like to submit a request for erasure of data, please send your request to yourcoach121@gmail.com.
If you have any data protection concerns or wish to exercise your rights under the GDPR, please contact:
Your Coach 121 Ltd 5 Fold Terrace Cheddleton Staffordshire Moorlands ST13 7HR UK, or at yourcoach121@gmail.com
Safeguarding
Your Coach 121 Ltd has a duty of care to safeguard anybody that takes part in our activities. Everybody has a right to protection; this includes disabled and others who may be particularly vulnerable. All personnel will be trained and checked in line with our policies and procedures.
Safeguarding officer:
The safeguarding Officer for Your Coach 121 Ltd is Amanda Kari.
Social media:
Your Coach 121 Ltd uses social media for advertising and promotions, we will not condone or interact with anyone under 16 years old using social media platforms.
Discrimination:
We will not discriminate based on: Disability, Gender, Sexual orientation, Skin colour, Race, National origin, Political persuasion, Religion, Age or Veteran status.
Safeguarding training:
Your Coach 121 Ltd is committed to ensuring that all personnel understand their safeguarding responsibilities to keep their knowledge up to date. They must complete an in-house safeguarding training package before taking a contract, and after that at 3-yearly intervals.
Learning and improving:
We are determined to keep improving our knowledge and understanding of how best to protect children and vulnerable adults. We will review our own practice regularly to check that we are placing the right emphasis on safeguarding in our work.
Protecting Children and vulnerable Adults:
At Your Coach 121 Ltd we will do our upmost to protect all children and vulnerable adults from all forms of abuse that include
· Physical abuse.
· Sexual abuse.
· Psychological abuse.
· Neglect.
· Bullying.
All personnel need to undergo a DBS check. Anyone refusing to undergo a DBS check will not be able to work for Your Coach 121 Ltd.
Any personnel found to be registered on the children's barred list (CBL) or the adults barred list (ABL) will be removed from the company, and will be reported to the independent safeguarding authority (ISA).
Good practise guidelines:
All personnel are encouraged to demonstrate exemplary behaviour in order to protect themselves from false allegations. Both adults and children have a responsibility to treat each other with respect, dignity, sensitivity and fairness regardless of age, gender, religion, disability, sexual orientation, background or culture.
We will promote and create a positive culture and climate by:
- Working in an open environment, avoiding private or unobserved situations and do not spend any time alone with children.
- Treating all young people the same.
- Putting the welfare of children and vulnerable adults first above all else, such as achieving goals.
- Maintaining an appropriate distance with as minimal physical contact as possible.
- Being an excellent role model.
- Not transporting children unless in an absolute emergency.
- Any disciplinary measures that you use must be non-aggressive and not humiliating.
Practises never to be sanctioned, we will never:
- Use or allow anyone else to use inappropriate language unchallenged.
- Upset someone or reduce a person to tears.
- fail to act upon and record any allegations made by a child or adult.
- do things of a personal nature for children or disabled adults, that they can do for themselves.
Sometimes it may be necessary particularly if you are teaching wrestling or Brazilian jiu jitsu, that you need to touch children or vulnerable adults, we will always make sure that a responsible adult is always present if the child is under 16 years old.
Incidents that we will report if we:
- Accidentally hurt someone, especially a child.
- If a child seems overly distressed.
- Have a situation where a student misunderstands or misinterprets something you have said or done that could lead to an allegation.
We will not use photographic equipment or filming during training unless previously agreed by all involved. It is our standard practice to gain consent from parents relating to the use of photographs or video footage off their children.
Responding to allegations or suspicions and the action to be taken:
It is not our responsibility to decide whether or not child abuse has taken place. However, there is a responsibility to act on any concerns relating to abuse and discrimination, or any offence or violent behaviour to the appropriate authorities.
When the complaint is reported there are three types of investigation:
Criminal - carried out by the local police.
Safeguarding - carried out by the local authority.
Disciplinary - carried out in-house
We will report any concerns about suspected abuse by contacting the appropriate authorities, these include, social services, the local area safeguarding unit, the police, the NSPCC child protection helpline on 0808 8005000 or ChildLine on 0800 1111.
We will make every effort to ensure that confidentiality is maintained for all concerned. Information will be handled and disseminated on a need-to-know basis only. This includes the following people.
- the parents of the person who is alleged to have been abused
- social services
- the police
- the alleged abuser
- the alleged abuser will not be approached without first seeking the advice of the local social services.
Any evidence or information will be stored in a secure place with limited access to designated people in line with data protection laws.
Local authority designated officer:
The Local Authority as a Designated Officer (LADO) to:
- provide advice and guidance to organisations.
- liaise with the police under their agencies.
- monitor the progress of cases to ensure that they are dealt with as quickly as possible, and consistently with a thorough and fair process.
Social Media
At Your Coach 121 Ltd, we value the safety, privacy, and respect of all our clients, both adults, and children. As such, we have implemented the following social media policy to ensure a positive and secure environment for everyone involved. This policy applies to all personnel, clients, customers and visitors, and anyone representing us on social media platforms.
1. Privacy and Confidentiality:
- We will respect the privacy of everyone, and will not share any personal information, including names, addresses, phone numbers, or images, without explicit consent.
2. Professionalism and Respect:
- We will always maintain a professional demeanour when representing Your Coach 121 Ltd on social media and will refrain from engaging in any disrespectful, offensive, or discriminatory behaviour, whether in posts, comments, or direct messages.
3. Content Guidelines:
- We will ensure that all content posted or shared on social media platforms, including text, images, videos, and links, is appropriate and aligns with the values of Your Coach 121 Ltd.
- We will not post content that promotes violence, aggression, or any behaviour contrary to the spirit of our business and will not condone others doing so.
4. Permission and Consent:
- We will obtain explicit permission from individuals, or their guardians in the case of minors, before posting their images, videos, or any other identifiable information on social media platforms and will respect an individual’s right to decline.
5. Cyberbullying and Harassment:
- Your Coach 121 Ltd has a zero-tolerance policy for cyberbullying, harassment, or any form of online misconduct. Any such behaviour will result in immediate disciplinary action.
6. Interaction with Minors:
- All personnel will maintain appropriate boundaries, avoid direct interaction with minors on social media platforms.
- We will not engage in private messaging or communication with minors outside of official business channels unless with the consent of their guardians.
7. Reporting Violations:
- If you witness or experience a violation of this social media policy, then you should report it immediately to Amanda Kari (Director).
- Amanda will investigate all reported violations promptly and take appropriate action in accordance with our policies and procedures.
8. Compliance:
- All personnel, clients, customers, and visitors are required to comply with this social media policy as a condition of their contract.
- Failure to comply with this policy may result in disciplinary action, up to, and including termination of training.
By adhering to this social media policy, we can maintain a positive and respectful online community that reflects the values of our business.
Messaging Groups
At Your Coach 121 Ltd, we mainly use WhatsApp for communication with both individuals and groups, but from time to time we also use other forms of communication. To ensure a positive and secure environment in our digital communications, we have established the following policy regarding the use of WhatsApp and other messaging groups. This policy applies to anyone representing the business in digital communications.
1. Purpose of Messaging Groups:
- WhatsApp and other messaging groups affiliated with this business are intended for communication related to training, courses, activities, scheduling, announcements, and other relevant information.
2. Client/Student Access:
- Participation in training-affiliated messaging groups is voluntary but highly encouraged.
- Access to messaging groups may be granted upon sign-up and participants are expected to abide by the guidelines outlined in this policy.
- participants leaving the course/training will be removed from any messaging groups.
3. Respect and Professionalism:
- Members must conduct themselves with respect and professionalism in all communications within messaging groups.
- They should avoid using derogatory language, engaging in personal attacks, or sharing inappropriate content that may offend or harm others.
4. Privacy and Confidentiality:
- Respect the privacy and confidentiality of all participants, especially minors. Do not share personal information, including contact details or addresses, without explicit consent.
- Refrain from sharing confidential business-related information or discussions outside of the messaging group.
5. Content Guidelines:
- Ensure that all content shared within messaging groups is relevant to course activities, training, events, or other approved topics.
- Do not share content that promotes violence, discrimination, or any behaviour contrary to the values of Your Coach 121 Ltd.
6. Interaction with Minors:
- Managers, staff, and adult clients should exercise caution and maintain appropriate boundaries when interacting with minors in messaging groups.
- Avoid engaging in private messaging or communication with minors outside of official business channels unless necessary for instructional purposes and with the consent of their guardians.
Complaints Procedure
If you feel you need to make a complaint, this must be done in writing via email (yourcoach121@gmail.com) or by post (Your Coach 121 Ltd, Head Office, 5 Fold Terrace, Cheddleton, Staffordshire Moorlands, ST13 7HR). You need to include your name & address, the nature of the complaint, and any evidence that you have, for example, messages, screenshots, witness statements etc.
You can make a complaint if you’re not happy:
· with the advice you’ve been given
· about how you’ve been treated
· with one of our Team Members’
Please say if you need any extra support when we contact you - for example, larger font size.
When we receive a complaint, we will take the following actions:
Respond quickly: Within 7 working days.
Listen: Let us know the full nature of your complaint, your concerns and what you want to achieve from this.
Investigate: We care about complaints to our business, so will take time (up to 28 working days) to investigate the issue thoroughly. This may include talking to both the complainant and defendant (if applicable) to gather facts to form a case.
Report: If the complaint cannot be dealt with in-house, then we will elevate it to the relevant authorities: The police, local council, association, governing body or relevant ombudsman.
Follow up: We will keep you informed of the process of your complaint.
Report outcome: We will inform you and all relevant parties of the outcome of your complaint.
Record: Any complaint will be kept on file for 6 years.
Your Coach 121 always appreciates constructive feedback
Disciplinary
Your Coach 121 Ltd director will decide on the appropriate action if disciplinary action is required for any personnel, sub-contractor or instructor whether at one of our training centres or within a combat gym that we use.
Misconduct
Any inappropriate behaviour, discriminatory behaviour and / or bullying, no matter in what form, through any form of communication, towards anyone including our customers and / or staff, either on or off our premises, will not be tolerated and will be considered gross misconduct.
Continuing disregard of our policies and procedures, terms and conditions, business rules and / or etiquette will be considered gross misconduct.
Any customers behaviour considered as gross misconduct by the Your Coach 121 Ltd may have their contract of business ceased without prior notice.
Trademarks and Copyrights
The logo we use is a registered trademark.
All Your Coach 121 Ltd logos, along with the name, whether in full, abbreviated or otherwise, must not be duplicated or used in any way for any reason without prior written agreement from Your Coach 121 Ltd and are subject to Trademark and / or Copyright law.
Any unauthorised use of ourtagline, mission statement, website, policies and procedures, literature, pictures, advertising materials, social media for personal, business and / or any other use will be infringing Trademark and / or Copyright law.
Ferenc David Kari on behalf of Your Coach 121 Ltd may choose to pursue legal recompense in relation to cases of unauthorised use.
These Policies and Procedures are reviewed annually by Amanda Kari: Your Coach 121 Ltd Director.
Signed: Amanda Kari
Date of last review: 17 October 2024
Next review Date 16 October 2025
