Special Needs Statement

 

HR Sports Academy (HRSA) CIC will support children and young people with special needs and will commit to working with parents and other agencies to help support their needs. Staff members have attended special needs training and are willing to help in any way possible. Any child attending one of the schools HRSA CIC is providing a service for may attend our Club and appropriate support will be put in place for any child with special needs. All children will be included in all our activities and encouraged to achieve their personal best.

 

Equal Opportunities

 

We recognise that certain groups and individuals in our society are discriminated against because of their race, colour, ethnic or national origin, gender, physical, sensory or mental disability. Accordingly, we are strongly committed to positive action to remove and/or counter discrimination in all aspects of our work with children, schools, families and the community. Language or behaviour designed to be offensive to individuals or groups of people is unacceptable and will not be tolerated.

 

Code of Conduct

 

Children are asked to comply with the HRSA CIC code of conduct. This is available from coaches and explains what unacceptable behaviour is. Children who act inappropriately will be disciplined by talking to them so that they can understand why their behaviour is unacceptable. To ensure the safely of all the children and staff incidents of bad behaviour will be recorded and parents/guardians advised. Three incidents of inappropriate behaviour is likely to result in the termination of membership. Serious incidents involving danger to others will result in immediate termination of membership.

 

We will not tolerate any of the following behaviours:

• Aggressive behaviour towards other children or staff,

• Leaving the site unsupervised,

• Physical or verbal bullying,

• Swearing, and

• All forms of discrimination

 

Registration and Bookings

 

Bookings can be made either by:

• Online

• E-mail,

• Mail,

• Telephone, or

• In person.

 

Application/booking forms must be filled out and returned to a member of staff before the commencement of a club/service. Application/booking forms are available on request via email, telephone or in person from a member of HRSA or school staff.You will be notified if your booking cannot be accepted for any reason.

 

Maximum Numbers

 

The number of children permitted to attend HRSA clubs/services is restricted by the facilities available and number of staff employed. Where the number of children requiring club places exceeds the authorised limit the allocation of placements will be made on a first come first served basis.

 

Payment

 

All fees must be paid in advance and are non refundable.

PPA cover, lunchtime, before and after school sessions etc must be paid monthly by cheque or cash a week in advance. Holiday and weekend club payments must be given in full at the beginning of service or by prior agreement i.e. weekly.

 

All cheques must be made out to HR SPORTS ACADEMY CIC and contain the booking form.

 

Any reduced costs on services due to a special offer will expire on a given date and revert to the standard service fee. We cannot offer the reduced price after the set expiry date.

 

Cancellations

 

HRSA CIC reserves the right to cancel or postpone any session for any reason. In the event of which an alternative session will be offered in lieu or a full refund will be issued.

 

If a child is no longer able to participate in a HRSA service due to illness or injury a refund may be issued at HRSA's discretion upon receipt of GP/hospital letter confirming injury. Refunds will not be issued to:

• Parents or children who decide that they no longer want to participate in the service,

• Those who have a holiday scheduled.

 

If schools need to cancel or amend a booking, HRSA require notice in writing up to 5 working days prior to the course commencing. Refunds may be issued at HRSA's discretion. No refunds will be made after this time for cancellations, amendments, or missed days.

 

Punctuality

 

We ask that children are dropped off and picked up punctually by an authorised adult. HRSA must be informed in writing, if a different adult is collecting a child other than those on the original enrolment form. Identification will be required. If the person collecting the child/children is UNAVOIDABLY DELAYED they must inform the HRSA on the telephone number supplied. If a child has not been collected by the specified time parents/guardians will be charged £5 per 15 mintues, per child. Should the child still not have been collected by 1 hours later (and parent/guardians still have not been in touch with HRSA staff) the matter will be brought to the attention of the Police.

 

Security

 

When a child is collected the adult will sign the attendance register to say they have collected the child and at what time. The adult must be one of the adults on the enrolment form unless previously informed in writing by the parent/guardian of the child. If this is the case the security code needs to be quoted when collecting the child.

 

If a child cannot be located a thorough search of the premises will be carried out with all children asked to sit on the floor until completed. The register will be checked to ensure the parent has not collected the child, and the person on register duty and other members of staff will be questioned. It will be checked that the member of staff has not forgotten to mark the child as absent. If, when all the checks have been completed, the child has not been located the parents will be contacted and the police will be informed.

 

Marketing

 

HRSA can provide the promotional material for advertising the sport clubs in your school. Charges will be applied to schools when necessary.

 

Feedback

 

If children, parents/guardians or school staff have any comments or suggestions about our services, please contact us. If necessary a meeting will be arranged to discuss/resolve the matter.

 

Health and Safety

 

It is our policy to encourage ways of working that will create a safe and healthy environment for children, employees and all other persons which enter the premises during our hours of operation. The Managing Director is responsible for making sure that matters of concern brought to the attention of HRSA staff are dealt with by the owners of the relevant premises.

 

All persons coming on to the premises have a responsibility to conduct themselves in such a matter that they will ensure the health and safely of themselves and others they come into contact with. All staff are responsible for working in such a way to ensure their own safety, the safety of the children and others that they come into contact with. If a child becomes sick during their time with us we may, if appropriate, call NHS Direct for advice.

 

Child Protection

 

HRSA CIC respects confidentiality. However, as child carers we have a clear responsibility to work together with other agencies to safeguard and promote the welfare of children. As a result, if concerns are raised with HRSA, we cannot guarantee confidentiality and concerns may have to be reported to Social Services. All HRSA CIC coaches are approved and police checked through the Disclosure and Barring Service (DBS).

 

Photography

 

Photographs of children may be taken and used to promote HRSA. No unauthorised photography is allowed. We will not permit photographs of children to be used without the consent of parents or guardians of the child.

 

Liability

 

HRSA does not accept responsibility or liability for any loss or damage to personal property.

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Privacy Notice

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HR Sports Academy (HRSA) ("we", "our", "us") take your privacy very seriously.

 

This Privacy Notice sets out how we use and look after the personal information we collect from you. We are the data controller, responsible for the processing of any personal data you give us. We take reasonable care to keep your information secure and to prevent any unauthorised access to or use of it.

 

What personal data we hold on you

Personal data means any information about an individual from which that individual can be identified.

 

We collect, use, store and transfer some personal data of our participants, (and their parents or guardians), and other HRSA members/users.

 

You provide information about yourself when you register with HRSA, and by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise.

 

The information you give us may include your name, date of birth, address, e-mail address, phone number, gender, the contact details of a third party in the case of emergency and your marketing preferences, including any consents you have given us. We may also ask for relevant health information, which is classed as special category personal data, for the purposes of your health, wellbeing, welfare and safeguarding. Where we hold this data it will be with the explicit consent of the participant or, if applicable, the participant’s parent or guardian.

 

Where we need to collect personal data to fulfil our responsibilities and you do not provide that data, we may not be able honour or administer your membership.

 

Some information will be generated as part of your involvement with us, in particular data about your performance, involvement in particular sessions in reports and details of any disciplinary issues or incidents you may be involved in, such as within health and safety records.

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Why we need your personal data

We will only use personal data for any purpose for which it has been specifically provided.

 

The reason we need participants’ and members’ personal data is to be able to run the various services offered by HRSA, to arrange sessions, to administer memberships, and provide the services you are signing up to when you register with HRSA. Our lawful basis for processing your personal data is that we have a contractual obligation to you as a participant or member to provide the services you are registering for.

 

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

 

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Who we share your personal data with

When you become a member of HRSA, your information, if you are a coach or volunteer will be or if you are another participant may be (depending upon which league(s) your team plays in) entered onto the Whole Game System database, which is administered by the FA and the Basketball England online database, which is administered by the Basketball England. We also pass your information to the relevant Governing Body’s and leagues to register participants and the team for matches, tournaments or other events, and for affiliation purposes.

 

We may share your personal data with selected third parties, suppliers and sub-contractors such as referees, coaches or match organisers. Third-party service providers will only process your personal data for specified purposes and in accordance with our instructions.

 

We may disclose your personal information to third parties to comply with a legal obligation; or to protect the rights, property, or safety of our participants, members or affiliates, or others.

 

Protection of your personal data

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

 

How long we hold your personal data

We keep personal data on our participants and members while they continue to be a participant or member or are otherwise actively involved with HRSA. We will delete this data 12 months after a participant or member has left or otherwise ended their membership or affiliation, or sooner if specifically requested and we are able to do so. We may need to retain some personal data for longer for legal or regulatory purposes. The personal data that is stored on Whole Game System and Basketball England’s online database is subject to their privacy policy so we advise you review that policy together with this notice. If you would like your personal data to be deleted from Whole Game System or Basketball England then please contact them.

 

Your rights regarding your personal data

As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.

 

As a data subject you are not obliged to share your personal data with HRSA. If you choose not to share your personal data with us we may not be able to register or administer your membership.

 

We may update this Privacy Notice from time to time, and will inform you to any changes in how we handle your personal data.

 

If you have any questions about this Privacy Notice then please contact info@hrsportsacademy.co.uk.

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Data usage links to external websites

 

Our website may contain links to enable you to visit other websites of interest easily. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, HRSA cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

 

HRSA CIC reserves the right to make changes to our site and policies at any time, such changes becoming effective immediately upon posting to the website and by continuing to use the website and our services, you will be deemed to accept any such variations.

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