The following information is designed to provide parents, guardians and carers with information regarding about The Hockey Coaching Academies Terms and Conditions, our Safeguarding policies and other general information about our hockey camps.
The safety and security of every child is given the highest priority during our camps and all children are supervised at all times including, where and when applicable, break and lunch times. We have a detailed booking system and upon arrival each child is registered and then checked out upon departure. We also ensure that there is always at least one First Aid trained member of staff on site.
1. Medical Information.
At the time that you book your child onto our courses and camps we will request information regarding your child’s health. It is important that you disclose information regarding any relevant medical, physical or behavioural issues, that you inform us of any activities that they may not be able to take part in and that we are made fully aware of any health challenges such as allergies, diabetes or epilepsy. It is vital that we are made aware if your child suffers from any allergies and/or carries an Epi-pen. In all such instances children must bring their own Epi-pen with them. If an incident arises we will always call 999 after Epi-pen use, (even if the child recovers quickly), as they will still need to be checked by medical staff. Following any such incident we will always inform the parent/carer. All information given will be kept completely confidential.
In some instances we may require you to complete additional forms and provide further information. When booking your child onto our courses and camps you understand and accept that a First Aid trained member of the team may administer medical treatment or seek emergency medical advice should they need to. Parent/Guardians/Carers will be informed immediately in the event that emergency medical treatment or advice is required.
2. Food - Lunch and Snacks.
All attendees on our courses and camps should bring with them sufficient food and snacks to meet their dietary and energy requirements for the duration of the course or camp. Where this covers a lunch time, they should also bring with them a packed lunch.
3. Hydration.
Participation in sport and physical activity, (especially during warm weather), means that there is a higher risk of dehydration. Children and coaches will need to drink more than they would normally. Sufficient drinks and snacks should be provided by parents/guardians/carers for their children throughout the duration of the course or camp and all attendees should have a refillable water bottle with them, which they should take with them to the pitch for use during activity and at breaktimes. Regular water breaks are be scheduled based on the weather conditions and the hotter it is the more breaks will be scheduled. If children require, or request, extra water breaks they will be allowed to take them.
Children will not be exposed to excessive periods in the sun. However, as hockey is an outdoor activity then the children will be exposed, to some degree, to the sun. It is important that parents and players take reasonable precautions to ensure that the effect of the sun is limited, (for example by wearing appropriate clothing, regularly applying sun cream and by staying in the shade where possible during drinks breaks). Hockey Coaching Academy Staff will not apply sun cream under any circumstance, but they will encourage children to apply it themselves at appropriate points in the day.
4. Protective Equipment - Mouthguards and Shinpads.
Mouthguards and Shinpads must be worn at all times during training and match play. It is also strongly recommended that players wear a protective glove on their left hand.
5. Photography.
As part of our booking and consent form, we will ask you to provide permission for your child to be photographed and/or videoed for promotional material and to aid player development. You have the right to withhold such permission.
6. Booking and Payment Policy.
Responsibility for all booking details lies with the parents/guardians/carers when making the initial booking. The Hockey Coaching Academy reserves the right to cancel, or amend, courses and camps in exceptional circumstances. Payment for any course or camp with The Hockey Coaching Academy must be made at the time of booking.
7. Cancellation Policy.
You may cancel for any reason up to one week in advance of the starting date of your course or camp booking in order to receive a full refund. Cancellations made after this date due to illness or injury will be booked at sympathetically depending upon circumstances, although a small charge may still be levied. In the event that we are forced to cancel any courses or camps due to bad weather or coach illness then we guarantee to refund your money in full.
8. Insurance.
For the avoidance of doubt The Hockey Coaching Academies individual coaches are personally insured through England Hockey.
9. Complaints Procedure.
The Hockey Coaching Academy is committed to ensuring your child has an outstanding experience on our courses and camps. If you are not satisfied with the service we provide, then we want to know. If your child is still on the course or camp we can usually resolve any problem. If we hear of a problem after the course or camp then we will take great care to look into the matter but are unable to provide compensation. Please talk to a member of the coaching team promptly if you have any concerns. Your complaint will be taken very seriously and dealt with swiftly.
10. Data Protection - The Hockey Coaching Academy Data Protection Policy (October 2022).
General.
In order for The Hockey Coaching Academy to carry out its work we must collect and process personal data, (as defined below), relating to players, parents/guardians/carers and coaches. The Hockey Coaching Academy takes the confidentiality of all personal data very seriously and takes all reasonable steps to comply with the principles of the General Data Protection Regulation, (GDPR). It is our objective to only collect personal data that is necessary to meet and deliver our coaching service to the highest quality and to retain that information no longer than is necessary.
We are the data controller, responsible for the processing and management of any personal data you share with us. Questions, comments and requests regarding this Data Protection Policy are welcomed and should be addressed to david@hockeycoachingacademy.co.uk.
Definitions.
Personal Data: Any information that relates to an individual who can be identified from that information, whether directly or indirectly.
Processing: Any operation performed on personal data, including collecting, using, storing, amending, disclosing or destroying it.
This policy will apply to information regardless of the way it is collected, used, recorded, stored and destroyed, irrespective of whether it is held in paper files or electronically.
All coaches and administrators involved in collecting, processing and disclosure of personal data will be aware of their duties and responsibilities by adhering to these guidelines.
The Hockey Coaching Academy will keep personal data up to date: by storing and destroying it securely; by not collecting and retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure; and by ensuring the appropriate technical measures are in place to protect personal data.
Data Protection Principles.
The Hockey Coaching Academy processes personal data in accordance with the following data protection principles:
The Hockey Coaching Academy collects personal data only for specified, explicit and legitimate purposes, and data is not then processed in a manner which is incompatible with those purposes.
Personal data processed by The Hockey Coaching Academy is adequate, relevant and limited to what is necessary for the purposes of processing.
The Hockey Coaching Academy takes all reasonable steps to ensure that inaccurate personal data is rectified or deleted without delay.
The Hockey Coaching Academy keeps personal data for no longer than is necessary.
The Hockey Coaching Academy adopts appropriate measures to make sure that personal data is secure, and protected against unauthorised or unlawful processing, and accidental loss, destruction or damage.
What Information Do We Collect?
Players: Name, Parents/guardians/carers email, Date of Birth, Medical history/conditions, Photos and recordings, Emergency contact details of parent/guardian.
Coaches: Name, Address, Contact numbers, Email, Emergency contact details, Photos and Recordings, DBS details.
How Long Do We Keep Your Personal Information?
We will hold your personal data on our system for a minimum of six months and a maximum of twelve months with the exception of our mailing list. You can unsubscribe to mailing list at any point by emailing us at David@hockeycoachingacademy.co.uk.
When we no longer need your personal data it will only be retained in order to comply with future legal obligations such as compliance with tax requirements, and the establishment, exercise or defence of legal claims
We will securely destroy all personal data and financial information once we no longer need it.
Sharing Personal Data.
The Hockey Coaching Academy will never sell your personal data.
All personal data will be treated as strictly confidential and will only be shared with other members of the Hockey Coaching Academy team where appropriate.
We never share your information with any third parties for their own marketing purposes.
Personal Data Will Be Used For The Following Purposes:
To share, where appropriate, with the coaching team so as to ensure best practise and the safety of the players and coaches, (i.e. medical information).
To enable us to contact you in the case of a medical emergency, or to discuss your booking.
Disclosure and Barring Service checks, where appropriate.
To communicate with you regard to news, events and activities at the Hockey Coaching Academy.
To use on promotional material, (such as the Hockey Coaching Academy website, Twitter, Facebook, Instagram and other such mediums).
To aid player development and maximise their improvement.
To manage our own accounts and records.
Protecting Your Personal Data.
We have implemented generally acceptable standards of technology and operational security in order to protect personal data from loss, misuse or unauthorised alteration or destruction.
You will be notified promptly in the case of any breach of personal data which might expose you to serious risk.
Payment.
No financial information, (bank details, credit card information etc.), are held by the Hockey Coaching Academy.
We may ask for your bank account details in order to process any refunds you may have requested. We will endeavour not to keep any emails from you containing your bank details any longer than necessary.
Your Rights.
Under the GDPR, you have the following rights in respect of your personal data:
To access your personal data held by the Hockey Coaching Academy.
To be provided with information about how your personal data is processed by the Hockey Coaching Academy.
To have your personal data corrected by the Hockey Coaching Academy.
To have your personal data erased in certain circumstances by the Hockey Coaching Academy.
To object or restrict how your personal data is processed by the Hockey Coaching Academy.
To lodge a complaint with the Information Commissioners Office https://ico.org.uk
Review Of Policy.
We reserve the right to amend this Data Protection Policy from time to time without prior notice. You are advised to check our website www.hockeycoachingacademy.co.uk regularly for any amendments.
11. Feedback.
If you wish to find out more information or have a question regarding the content within this guide then please do not hesitate to contact us. We also value any feedback on our courses, camps and coaches that you wish to give us. The service that we provide is constantly being reviewed and developed and if you have any suggestions on how we can further enhance our services then please contact us on the email address David@hockeycoachingacademy.co.uk.