Privacy Policy

RUGBY BOOST PRIVACY POLICY

At Rugby Boost, we respect the privacy of the children, coaches, and teachers we work with, as well as the privacy of the children's parents or carers. The personal information that we collect is used only to provide appropriate services, maintain our high-quality service to you, and communicate with you effectively.

Our legal basis for processing personal information relating to you and/or your child is so we can fulfill our contract with you.

Any information that you provide is kept secure. Data that is no longer required* is erased. We will use the contact details you give us to contact you via phone, email, social media, and post, so that we can send you information about your child, our business, and other relevant news, and so we can contact you about payment of fees.

We will only share personal information about you or your child with another organization if we:

• Have a safeguarding concern about your child
• Are required to by government bodies or law enforcement agencies
• Have obtained your prior permission

You have the right to see the data we have about yourself or your child, and to ask for any errors to be corrected. We will respond to all queries within 1 month. You can also ask for data to be deleted, but note that:

• We will not be able to continue to care for your child if we do not have sufficient information about them.
• Even after your child has left our care, we have a statutory duty to retain some types of data for specific periods of time* so we can’t delete everything immediately.

By engaging our services or using this website, you agree that you have read this privacy policy and that you give us permission to contact you regarding relevant matters.

*We do need to retain certain types of data for set periods of time after you and/or your child has engaged with Rugby Boost, but we delete as much personal data as possible as soon as we can and do not share it with any other third parties.

SAFEGUARDING POLICY

Rugby Boost believes that children have the right to be completely secure from both the fear and reality of abuse, and we are committed to safeguarding all the children in our care from harm.

Rugby Boost will endeavour to safeguard children’s welfare by:

• Being familiar with child protection guidelines and the procedures outlined in ‘What to do if you’re worried that a child is being abused’.
• Making sure that children and parents are informed of the policy and procedures and regularly review them.
• Taking all allegations of abuse seriously

Recognising Child Abuse and Neglect

Child abuse manifests itself in a variety of different ways, some overt and others much less so. A person may abuse or neglect a child by inflicting harm, or by failing to act to prevent harm. Children and young people may be abused in a family or in an institution or community setting; by those known to them or, more rarely by a stranger.

Physical Abuse: This involves hitting, shaking, throwing, burning, suffocating or any other physical harm. Deliberately causing a child’s ill health also constitutes physical abuse.

Sexual Abuse: This involves forcing or enticing a child to take part in sexual activities, whether or not the child is aware of what is happening. The activities may involve physical contact, including penetrative or non-penetrative acts. Showing children pornographic materials, sexual activities, or encouraging children to behave in sexually inappropriate ways also constitutes sexual abuse.

Emotional abuse: Varying degrees of emotional abuse is present in virtually all child protection incidents, but can also constitute abuse in its own right. Emotional abuse involves persistent or severe emotional ill treatment or torture causing, or likely to cause, severe adverse effects on the emotional stability of a child. Such behaviour may involve conveying to a child that they are worthless, unloved, or inadequate, or making them feel unnecessarily frightened or vulnerable.

Neglect: Neglect is the persistent failure to meet a child’s basic physical, emotional or psychological needs, such as is likely to have a severe impact on their health, development or emotional stability. Neglect may involve failing to provide adequate food, shelter or clothing for a child, or failing to adequately protect them from physical harm or ill health Neglect can also manifest itself in a failure to meet the basic emotional needs of child.

Child Protection Officer

At Rugby Boost the Child Protection Officer is Peter Talbot. The role of the child protection officer is to:

• Attend appropriate training as identified by The Rugby Football Union (RFU)
• Share Information with staff
• Access information and liaise with outside agencies to ensure information is up-to-date
• Collate information where there are concerns regarding a child
• Refer to the appropriate authorities i.e. School, Club, Ofsted, Social care

What to do if a child discloses

Where a child makes a disclosure to a staff member, they must:

• Listen Carefully
• Take it seriously
• Reassure the child that they are right to tell
• Not ask leading questions
• Explain what will happen next

At no point will a staff member make promises to the child that they can not keep such as, I won’t tell anyone.

The staff member must record the conversation in the child’s words making sure they include:

• Date of the disclosure/concern.
• Date and time of the record being made.
• Name and date of birth of the child/ren.
• Gender
• The child’s address
• A factual report of what happened- recorded in the words of the child, as told.
• A note of any other people involved.
• Printed name of the person making the record and job title.
• Signature.

The Designated Child Protection Officer should be informed and given the record. They will then decide if they need to contact Social Care and/or the police, or make a referral.

The designated Child Protection Officer will also inform the school and Ofsted as soon as conveniently possible.

All records will be treated as highly confidential and they will be stored in a locked cupboard with access only for the Child Protection Officer.

Not all child protection information results in a referral, but small pieces of information may be significant on their own to create a wider picture.

Rugby Boost's main intention is always to work with the parents/carers and seek consent for information to be shared unless doing so places the child at increased risk of significant harm.

If staff feel that the incident has not been adequately followed up, they have a right to call Social Care themselves.

When abuse at home is suspected, Rugby Boost will continue to welcome the child and the family while investigations proceed.

The organisation recognises that staff members involved in Safeguarding issues will find it distressing and therefore, will offer appropriate support and guidance.

Allegations against staff members and volunteers

If a staff member is concerned over a colleague’s/volunteer’s behaviour towards a children they have a duty to report this to the designated Child Protection Officer.

The designated Child Protection Officer will listen to the member of staff and record the allegations.

If an allegation of any form of child abuse is made by a child against a member of staff or volunteer the designated Child Protection Officer will record the allegation and contact the parents/ carers.

If an allegation is made against a staff member of the site the same procedures will be carried out.

The designated Child Protection Officer will report the allegation to the Local Authority Designated Officer (LADO) and Ofsted. The LADO will advise if other external/internal agencies (e.g. police) should be informed, and we will act upon the advice given to ensure that any investigation is not jeopardised.

A full investigation into the allegations will be carried out to include:

• How the allegations were followed up and resolved
• Any actions taken
• Decision reached

A copy of this investigation will be given to the accused staff member and a copy will be stored on file.

If an allegation is made against a member of staff, it will be factually recorded in the Incident Book stating the actions taken. All witnesses to the incident should sign and date the entry to confirm it.

If an allegation made by a child is deemed to be false the designated Child Protection Officer will still refer the matter to the Children’s Safeguarding and Social Care services as the child concerned may be abused by someone else.

If the allegation by child or member of staff is found to be deliberately invented or malicious then disciplinary action will be taken and in some cases the police will be informed.

Staff Support and Training

Rugby Boost is committed to ensuring that it meets its responsibilities in respect of child protection through the provision of support and training to staff. Therefore, Rugby Boost will ensure that:

• All staff have child protection training and will be vigilant to signs and evidence of physical, sexual and emotional abuse or neglect.
• All staff, students and volunteers are carefully recruited, have verified references and have full and up to date enhanced Criminal Record Bureau checks.
• All staff and volunteers are given a copy of the Child Protection policy during their induction, and have its implications explained to them.
• All staff are aware of the main indicators of child abuse.
• All staff are aware of their statutory requirements in respect of the disclosure or discovery of child abuse and the procedure for doing so. All students and volunteers are instructed to report the disclosure or discovery of abuse to the Head Coach.
• Rugby Boost will take appropriate action in relation to the findings of any investigation into allegations of abuse, consistent with its duties to protect the safety of children and uphold fair processes for staff, students and volunteers.

Safe Caring

All staff understand Rugby Boost’s child protection procedures and have attended appropriate training courses.

• Every effort will be made to avoid or minimise time when members of staff, students or volunteers are left alone with a child. If staff are left alone with a child, the door of the room should be kept open and another member of staff should be informed.
• Staff will never carry out a personal task for children that they can do for themselves. Where this is essential, staff will help a child whilst being accompanied by a colleague. Unless a child has a particular need, staff should not accompany children into the toilet.
• Staff will be mindful of how and where they touch children, given their age and emotional understanding. Unnecessary or potentially inappropriate physical contact will be avoided at all times.

TERMS & CONDITIONS

Definition

Activity - Refers to any programme, Activity, Course, Camp or Event organised and delivered through any member of Rugby Boost Ltd.

Terms and Conditions - Refers to the terms enclosed in this document and any other document referred to within it.

Bookings

Bookings are subject to these Terms and Conditions together with our website terms and conditions which are hereby integrated.

For safety reasons we can only guarantee a place on ANY Activity to those booking in advance. Those that arrive on the day will not be guaranteed a place on the activity.

Bookings are accepted on a first come first served basis and may be subject to minimum and maximum numbers. For safety reasons, all booking forms must be completed in full and returned in advance of the activity commencing. Where forms have not been correctly completed Rugby Boost Ltd will not be held liable.

Before booking please ensure your child is able to attend the activity and meets the conditions for such activity as listed on our website. We will not be liable for a child's inability to complete an activity if they are not physically capable and suited to the demands of the activity.

Rugby Boost Ltd is not VAT registered and therefore does not charge VAT.

Refund policy

All bookings and payments are subject to the right to cancel* in writing beyond seven (7) calendar days from the date of the activity or programme block. If you cancel beyond this period, your full payment will be returned.

Within this seven (7) day period all bookings are final and non-refundable.

If you want to change the booking please notify us as soon as possible giving full reasons why. Rugby Boost Ltd will at its discretion try and accommodate any request to change a date or venue, please note any change will be subject to an administrative fee.

Rugby Boost Ltd reserves the right to temporarily or permanently exclude participants who are disruptive or continuously disruptive when attending any of our courses or activities. No refund will be paid in the event of such an exclusion taking place.

Rugby Boost Ltd will not issue refunds on the basis of participants not being able to grasp or develop the specific skills taught on any of our courses/activities, nor will we issue refunds to participants who no longer wish to attend a course/activity for any reason.

There is no automatic right of refund due to cancellation under our policy to include;

• cancellation or rearrangement due to any issues relating to acts of nature, extreme weather conditions, travel bans, or government acts, regulations such as a ban on public or social gatherings, school closures or any form of travel restrictions.

Please note this is not an exhaustive break down or list.

Film & Photography

Rugby Boost Ltd may from time to time take photographs/film of any Rugby Boost Ltd activity, the use of this data is solely for the purpose of promoting and publicising Rugby Boost Ltd activities through our literature, website, social media, press and TV.

Parents/guardians that do not wish for their child to be photographed/filmed must make Rugby Boost aware of this at the time of booking or in writing before the Activity starts (where possible we will inform parents/guardians at the start of an Activity).

Rugby Boost Ltd will hold all personal data in accordance with its Privacy Policy.

Promotions

Rugby Boost Ltd may from time to time offer promotions, in the event that you have been issued with a promotional code, this code must be redeemed and used in accordance with both the terms and conditions of that promotion and these Terms and Conditions.

Medical information

Any medical conditions that any participant may have must be fully disclosed at the time of booking in writing to Rugby Boost Ltd at registration and to the lead coach on the activity or at the venue.

Safeguarding

All Rugby Boost Ltd coaches hold current child protection and DBS certification. In the event that a child makes a disclosure or a member of staff believes that the child is suffering from abuse we will act in accordance with our safeguarding policy, a copy of which is available on request.

Health & Safety

A full risk assessment will be carried out before any activity takes place at a new venue. Rugby Boost Ltd head coaches hold a current emergency aid certificate issued by an appropriate body.

By agreeing to these terms and conditions you are providing consent for Rugby Boost Ltd coaches, or physios to administer any and all necessary first aid to your child as required at any time.

For safety reasons it is compulsory for all attendees to wear protective safety equipment when instructed to do by a Rugby Boost Ltd coach. Rugby Boost Ltd will not be liable for injuries or accidents caused by participants failing to follow clear instructions to wear appropriate protective equipment.

Rugby Boost Ltd reserves the right to refuse permission to participate for any child not wearing protective equipment.

It is the parent/guardian's responsibility to ensure appropriate clothing is worn and/or available for their child for the Activity being undertaken and weather conditions.

All Health & Safety will be undertaken in accordance with our Health & Safety policy.

Leaving an Activity

Any child that normally walks home unaccompanied from any activity will only be allowed to leave unaccompanied if a parent or guardian has provided written consent prior to the commencement of the Activity.

Complaints

In the unlikely event that you or your child are dissatisfied with the service we provide then please in the first instance raise it with the senior coach at the activity. He/she will deal will the problem in accordance with our policies and procedures.

If the problem is not resolved to your satisfaction then please write to our Director of Rugby via our Contact page within 7 days of child's attendance on the activity.

We take your views and complaints very seriously and will endeavour to resolve your complaint as quickly as possible. Refunds will only be issued if Rugby Boost is proven to be in breach of these Terms & Conditions.

Personal Property

Rugby Boost cannot be held responsible for any loss or damage to any personal belongings whilst attending a Rugby Boost Ltd activity. Please ensure that no valuables are taken to any venue by your children.

Liability

Rugby Boost Ltd has Public Liability insurance. Other than in relation to death or personal injury where Rugby Boost Ltd or its staff is proven to be negligent, Rugby Boost Ltd liability to you is limited to the booking fee paid by you.

Website access

Access to our site is permitted on a short-term basis and we reserve the right to remove or modify the services we provide without notice. We will not be liable if for any reason our site is unavailable at any time or for any period.

Intellectual Property Rights

You must not use any part of the materials on our site for business-related purposes without gaining a licence to do so from us.

Website content & our liability

The material exhibited on our site is provided without any assurances, conditions or guarantees as to its accuracy. Whilst every effort is made to update the content enclosed on this website, neither us nor any third party or provider make any representations or guarantees, and we shall not be bound by any information contained on our site.

Hacking & Viruses

We will not be liable for any loss or damage caused by a virus or other technically damaging material that may corrupt your computer equipment or other material due to your use of our site or to your downloading of any material displayed on it, or on any website linked to it.

You must not endeavour to gain unlawful access to our site, the server on which our site is stored or any server, computer or database linked to our site. You must not misuse our site by intentionally introducing viruses or other material that is malevolent or technically damaging.

Links from our site

Links to other sites and resources provided by third parties are provided for your information only. We have no control over the contents of those sites or resources and accept no responsibility for them or for any loss or damage that may arise from your use of them.

Information

These Terms and Conditions form the entire agreement between you and Rugby Boost Ltd.

By opting in when booking an activity with Rugby Boost Ltd you are acknowledging your full acceptance of these Terms and Conditions and confirm that you have not relied on any other representation other than those contained within these Terms and Conditions.

Copyright

All aspects of this website are copyright of Rugby Boost Ltd.

HEALTH & SAFETY POLICY

Rugby Boost takes the maintenance of health and safety extremely seriously as a matter of both legal and moral importance. The staff will always strive to go beyond the minimum statutory standards to ensure that health and safety remains the first priority.

Rugby Boost aims to ensure the health, safety, and welfare of all staff, children, visitors, and other individuals. The Health and Safety at Work Act 1974 and the Workplace (Health, Safety, and Welfare) Regulations 1992 and their associated Approved Code of Practice (ACoP) and guidance will be complied with at all times. It is vital to ensure that all members of staff and other persons who are affected by the Club’s activities take health and safety matters seriously. Staff who have been found to have blatantly disregarded safety instructions or recognized safe practices will be subject to the procedures laid out in the Staff Disciplinary Procedures policy.

Staff are responsible for ensuring that the provisions of the Health and Safety policy are adhered to at all times. As such, they are required to:

• Take reasonable care for their own health and safety as well as of other persons who may be affected by their acts.
• Report any accidents, incidents, or dangerous occurrences that have led to, or may in the future be likely to lead to, injury or damage, and assist in the investigation of any such events.
• Undergo relevant health and safety training when instructed to do so by their employer.
• Maintain an environment that is safe and without risk to health.

The Registered Person holds ultimate responsibility and liability for ensuring that Rugby Boost operates in a safe and hazard-free manner. The Registered Person will ensure that adequate arrangements exist for the following:

• The organization will identify and designate a trained health and safety officer.