IMPORTANT DOCUMENTS AND POLICIES
Below you will find all the necessary documentation you will need to accompany your paper copy of your joining instructions. Please ensure you read and understand these documents BEFORE you sign the paper copy, and before you take part in any of our Martial Arts Bristol Classes.
Below are the documents you are required to read and understand before commencing any training. Please take your time to read them fully and should you have any questions, please feel free to get in touch.
ASSUMPTION OF RISK
VORTEX MARTIAL ARTS HAVE ADOPTED A ONE STRIKE RULE. This means that if you are injured during training, you will not be permitted to continue training, and will be encouraged to seek advice from a medical professional.
Martial arts, as with all sports, carry an inherent risk of injury or harm and it is essential that you are fully aware of these dangers before taking part in our class. Please read carefully the following document and sign if happy to proceed.
Martial Arts carry inherent risks. Whilst your instructor will always do what is possible to minimise these risks and mitigate the possibility of harm occurring, there are certain dangers that are unavoidable.
Because of the nature of martial arts, and unarmed combat training, combined with martial arts based fitness training, you will be exposed to many potential risks throughout your training with VORTEX.
These include, but are not limited to, slips, trips, sprains, falls, cuts, abrasions, contusions, swelling and in some more uncommon cases, breaks and other injuries.
Whilst TEAM VORTEX have an exemplary safety record, its important to us that you understand the nature of what you are about to participate in, and that you are happy to assume all risks having been made aware in advance of what these might be.
We train in the unarmed combat discipline – Kickboxing. We also combine fitness drills into all of our training, with some key martial arts based fitness and martial arts based conditioning.
You always have the right to stop training at any point should you not feel comfortable performing any set of techniques or exercises, and you are under no pressure to complete any drill, technique or exercise if you do not wish to.
If you do continue with this class and any subsequent classes, we ask that you take a moment to consider the nature of an intense combat class and what that might entail, including the above possible risks as identified, and any other potential injuries, such as contact during sparring, concussion and others. These are very uncommon, but they can occur.
Please ensure you are happy to assume the inherent risks that come with training in martial arts. You are welcome and encouraged to speak to your instructor if you are not completely at ease with the risks being assumed, or not completely confident about what our classes entail.
Thank you.
WRITTEN: 01/10/2020
REVIEWED: 01/10/2021 (with no changes)
REVIEWED: 01/10/2022 (with no changes)
REVIEWED: 01/10/2023 (with no changes)
REVIEWED: 01/08/2024 (with INCLUSION OF THE ONE STRIKE RULE)
DRESS CODE
ALL BELTS MUST BE WORN WITHOUT EXCEPTION.
VORTEX T-shirts are to be worn at all times in the dojo, these are provided free with either a FULL or SILVER membership. Additional VORTEX T-shirts may be purchased at an additional price.
We ask that you wear plain black training/comfy trousers/shorts. They will need to not restrict any movement due to the nature of kickboxing. We ask that you do not wear trousers/shorts with logos or offensive messages on them. We do however understand that a small logo may be unavoidable. We do supply kickboxing trousers at an additional cost.
Footwear must be comfy and tightly fitted. Please ensure any logos are kept to a minimum.
No hats, baseball caps, sombrero’s or other head wear to be worn unless strictly for religious purposes.
Any jewellery that poses a risk of injury to the wearer, or other students, must be removed or covered. It is your responsibility to ensure any removed jewellery is kept safe.
Whilst we understand and respect that some students may wear makeup, please ensure this is kept to a minimum.
If you have any questions on our dress code, please feel free to ask.
WRITTEN: 01/10/2020
REVIEWED: 01/10/2021 (with no changes)
REVIEWED: 01/10/2022 (Removal of Covid Restrictions)
REVIEWED: 01/10/2023 (with no changes)
REVIEWED: 01/08/2024 (with no changes)
CLUB CHARTER
To create a legacy of martial arts proficiency within the local community that will enable people to feel safe, be confident and improve their fitness levels.
To work with the local community to create a club that is fully inclusive and representative of those within the community it supports.
To offer support and guidance to students on all matters self-protection to enable more people to make sensible and smart decisions on staying safe.
To create a culture of care, discipline and respect that will enable the club’s members to enjoy the benefits martial arts bring, in and out of the dojo.
To work hard as a club to continue monitoring and improving our internal standards to continue offering the very best levels of care and training for our students.
WRITTEN: 01/10/2020
REVIEWED: 01/10/2021 (with no changes)
REVIEWED: 01/10/2022 (with no changes)
REVIEWED: 01/10/2023 (with no changes)
REVIEWED: 01/08/2024 (with no changes)
CLUB RULES
FOR STUDENTS
Everyone has the right to be treated with dignity, respect and consideration. Any person found not to be doing so will be asked to leave.
Safety is our number one concern. If you have any concerns over your safety or the safety of any other person in the class, you should alert your instructor immediately.
Never attempt to do any exercise, technique or movement that you are not confident and comfortable completing.
You should only train at your own pace and if you find the class is moving too fast, or if you should not understand the technique being demonstrated and/or you find yourself becoming exhausted, please let an instructor know straight away.
The techniques taught in our club must only be used in the defence of life and personal safety.
It is your responsibility to ensure you turn up to class fit and ready to take part, with a suitable amount of time prior to the lessons scheduled start time.
Ensure any changes in your medical history, including any injuries sustained away from VORTEX Martial Arts, are brought to your instructors attention prior to the class starting.
If you develop any injury during class, you should let the instructor know so they may complete an injury record and administer first aid accordingly.
Swearing, smoking, drinking alcohol or any other form of abusive or anti-social behaviour will not be tolerated.
The instructor(s) has the ultimate say as to whether they feel you are fit to train or whether a rule has been broken.
WRITTEN: 01/10/2020
REVIEWED: 01/10/2021 (with no changes)
REVIEWED: 01/10/2022 (with no changes)
REVIEWED: 01/10/2023 (with no changes)
REVIEWED: 01/08/2024 (with no changes)
FOR PARENTS
You are required to read, fully understand, sign and follow, all policies and documents found on this page. (A hard copy is always available at reception)
Please ensure noise is kept to a minimum during class times.
Do not enter the training area. If there is a safety concern, please alert the instructor(s) immediately.
Do not shout to your child whilst they are on the training area. If you feel there is an issue that needs to be addressed, please get the attention of one of the reception staff, who will alert the instructors and they will ensure that any issue is dealt with professionally and quickly.
Please ensure that any children, including those who are not in the dojo to train, are kept under strict control at all times. This includes, but is not limited to:
- Do not enter the training area at any time if you are not in the dojo to train.
- If you are in the dojo to train, do not enter the training area unless you are invited to do so by the instructor(s).
- No running around in the viewing area
- Noise levels must be kept to a minimum
- Keep all walkways, entrances and exits, clear at all times
The above conditions are set to ensure the highest level of safety for anyone using the training facilities, and to ensure the best possible instruction can be delivered to those who are training.
Please ensure any changes in your child’s medical history, including any injuries sustained away from VORTEX Martial Arts, are brought to the instructors attention prior to the class starting.
The instructor(s) have the ultimate say as to whether they feel any rule has been broken, and strictly reserve the right to refuse service and ask you to leave the premises should they believe it necessary.
WRITTEN: 01/10/2020
REVIEWED: 01/10/2021 (with no changes)
REVIEWED: 01/10/2022 (with no changes)
REVIEWED: 01/10/2023 (with no changes)
REVIEWED: 01/08/2024 (with no changes)
CODE OF CONDUCT FOR STAFF
VORTEX Martial Arts have a very strict code of conduct in place, that all instructors acting on behalf of VORTEX have to follow, without exception.
ALL OF OUR STAFF ARE REQUIRED TO:
Implement all of our rules, policies and procedures.
Listen to any concerns from parents / students / other instructors, and report any concerns through the necessary channels.
Respect their position of trust, and follow our safeguarding policies to the letter.
Keep any and all relevant documentation up to date.
Put the safety of the students above all else.
Ensure all equipment is safe and fit for purpose.
Keep personal opinions outside the training environment, and to treat everyone as individuals on their own merits
A professionally planned stretching routine will follow all warm-ups in order to aid the prevention of injury during the class that day.
Stop the training session should an injury render the area unsafe to continue.
Lead by example and promote good sportsmanship and commitment to kickboxing.
Permission will always be sought from the student before any physical contact. With the exception of, where physical contact is required, as a matter of safety to the student or instructor, and the instructor has deemed that seeking permission first, would lead to increasing the likelihood and degree of injury.
VORTEX Martial Arts recognise the essential quality of human nature, and even more so for a Martial Artist, namely the desire to help somebody else, and no policy or training should be aimed at eliminating that desire.
Always ensure to be respectful and to not prolong any physical contact, made as a necessity for the teaching technique, and/or for the safety and well-being of the student.
Make our club a friendly and welcoming environment, for all parents and students.
WRITTEN: 01/10/2020
REVIEWED: 01/10/2021 (with no changes)
REVIEWED: 01/10/2022 (with no changes)
REVIEWED: 01/10/2023 (with no changes)
REVIEWED: 01/08/2024 (with no changes)
POLICIES
DESIGNATED SAFEGUARDING LEAD
SENSEI ZAK STENNARD (LEAD INSTRUCTOR and DSL)
EMAIL: info@vortexmartialarts.co.uk
CONTACT NUMBER: 07889848447
LOCAL AUTHORITY DESIGNATED OFFICER (LADO)
NICOLA LAIRD (LADO)
EMAIL: Nicola.laird@bristol.gov.uk
CONTACT NUMBER:
0117 903 7795 (Land Line)
07795091020 (Mobile)
SAFEGUARDING POLICY STATEMENT
This safeguarding policy applies to all instructors, coaches, officials, referees, trustees, secretaries, students, parents, volunteers and other members or associated members of VORTEX MARTIAL ARTS AND FITNESS.
WRITTEN: 01/10/20
REVIEWED: 01/10/21 (with no changes)
REVIEWED: 01/10/22 (with no changes)
REVIEWED: 01/10/23 (complete review and rewrite based on latest legislation)
REVIEWED: 01/08/24 (Safeguarding statement reviewed and revised)
THE PURPOSE OF THIS POLICY IS TO:
Protect EVERYONE who receives instruction, classes or martial arts lessons through VORTEX MARTIAL ARTS AND FITNESS.
To provide our instructors and other members of the club’s support team with the principles that guides our approach to safeguarding and child protection.
STATEMENT
“VORTEX Martial Arts understand the importance and duty of care to safeguard and promote the welfare of all their students, and are committed to ensuring our safeguarding practice reflect statutory responsibilities, government guidelines and complies with the best practices set by both VORTEX Martial Arts and our governing body, BMABA.
Regardless of Age, ability or disability, gender, race, religion, sexual orientation or background, VORTEX Martial Art will do all in our power to:
Protect our students from abuse, both inside and outside the dojo.
Ensure all students have a safe and enjoyable experience of Martial Arts.”
VORTEX MARTIAL ARTS AND FITNESS recognise that:
The welfare of a child is paramount, as enshrined by the Children Act 1989.
All Students, regardless of age, disability, gender, racial heritage, religious belief, sexual orientation or identity, have a right to equal protection from all types of abuse.
Some students are additionally vulnerable because of the impact of previous experiences, their level of dependency, communication needs or other issues.
Working in partnership with children, young people, their parents, carers and other agencies, is essential in promoting young people’s welfare.
VORTEX MARTIAL ARTS AND FITNESS seek to keep our students safe by:
Valuing, listening to and respecting them.
Appointing a designated safeguarding Lead (DSL).
Adopting child protection and safeguarding practices through procedures and a code of conduct for staff and volunteers.
Developing and implementing an effective e-safety policy and related procedures.
Providing effective management for staff and volunteers through supervision, support, training and quality assurance measures.
Recruiting staff and volunteers safely, ensuring all necessary checks are made.
Recording and storing information, professionally, securely and sharing information about safeguarding and good practices with our students , their families, staff and volunteers via leaflets, posters and one-to-one discussions.
Using our safeguarding procedures to share concerns and relevant information with agencies who need to know, and involving children, young people, parents, families and carers appropriately.
Creating and maintaining an anti-bullying environment and ensuring that we have a policy and procedure to help us deal effectively with any bullying that may arise.
Ensuring that we have effective complaints and whistleblowing measures in place.
Ensuring that we provide a safe physical environment for our students, staff and volunteers, by applying health and safety measures in accordance with the law and regulatory guidance.
SAFEGUARDING POLICY FOR CHILDREN
INTRODUCTION
OUR SAFEGUARDING POLICY
This safeguarding policy applies to all instructors, coaches, officials, referees, trustees, secretaries, students, parents, volunteers and other members or associated members of VORTEX MARTIAL ARTS AND FITNESS.
THE PURPOSE OF THIS POLICY IS TO:
Protect children, young people, Adults and Adults at risk, who receive instruction, classes or martial arts lessons through VORTEX MARTIAL ARTS AND FITNESS.
To provide our instructors and other members of the club’s support team with the principles and legislation that guide our approach to safeguarding and Adult protection.
COMMITMENT TO SAFEGUARDING
At VORTEX MARTIAL ARTS AND FITNESS we are committed to safeguarding children and young people under the age of eighteen and we expect everyone who works in our school to share this commitment. Adults in our school/club take all welfare concerns seriously and encourage children and young people to talk to us about anything that worries them. We will always act in the best interest of the child.
PRINCIPLES
VORTEX MARTIAL ARTS AND FITNESS acknowledges the duty of care to safeguard and promote the welfare of children and is committed to ensuring safeguarding practice reflects statutory responsibilities, government guidance Working Together to Safeguard Children 2018 and complies with best practice of our regulatory body, British Martial arts and Boxing Association’s requirements.
The policy recognizes that the welfare and interests of children are paramount in all circumstances. It aims to ensure that regardless of age, ability or disability, gender reassignment, race, religion or belief, sex or sexual orientation, socio-economic background, all children:
Have a positive and enjoyable experience in a safe and child centered environment.
Are protected from abuse whilst participating in activity organized within VORTEX MARTIAL ARTS AND FITNESSpremises or outside.
VORTEX MARTIAL ARTS AND FITNESS acknowledges that some children, including disabled children and young people or those from ethnic minority communities, can be particularly vulnerable to abuse and we accept the responsibility to take reasonable and appropriate steps to ensure their welfare.
As part of our safeguarding policy VORTEX MARTIAL ARTS AND FITNESSwill:
Promote and prioritise the safety and wellbeing of children and young people.
Ensure everyone understands their roles and responsibilities in respect of safeguarding and is provided with appropriate learning opportunities to recognise, identify and respond to signs of abuse, neglect and other safeguarding concerns relating to children and young people.
Ensure appropriate action is taken in the event of incidents/concerns of abuse and support provided to the individual/s who raise or disclose the concern.
Ensure that confidential, detailed and accurate records of all safeguarding concerns are maintained and securely stored.
Prevent the employment/deployment of unsuitable individuals.
Ensure robust safeguarding arrangements and procedures are in operation.
The policy and procedures will be widely promoted and are mandatory for everyone involved in VORTEX MARTIAL ARTS AND FITNESS. Failure to comply with the policy and procedures will be addressed without delay and may ultimately result in dismissal/exclusion from the organisation.
LEGISLATION AND STATUTORY GUIDANCE
Human Rights Act 1998
Children Act 1989
Children Act 2004
Working Together to Safeguard Children 2018
Keeping Children Safe in Education 2018
Sexual Offences Act 2003
Data Protection Act 2018
DEFINITIONS
In England, Northern Ireland and Wales a child is someone under the age of 18, whether living with their families, in state care, or living independently (Working Together to Safeguard Children 2018).
This generally applies in Scotland but in some cases, for example for parts of the Scottish Child Protection Process it will be 16.
TYPES OF ABUSE AND NEGLECT
(According to Keeping Children Safe in Education 2018)
All school/club staff and volunteers should be aware that abuse, neglect and safeguarding issues are rarely standalone events that can be covered by one definition or label. In most cases, multiple issues will overlap with one another.
ABUSE
A form of maltreatment of a child. Somebody may abuse or neglect a child by inflicting harm or by failing to act to prevent harm. Children may be abused in a family or in an institutional or community setting by those known to them or, more rarely, by others. Abuse can take place wholly online, or technology may be used to facilitate offline abuse. They may be abused by an adult or adults or by another child or children.
PHYSICAL ABUSE
A form of abuse which may involve hitting, shaking, throwing, poisoning, burning or scalding, drowning, suffocating or otherwise causing physical harm to a child. Physical harm may also be caused when a parent or carer fabricates the symptoms of, or deliberately induces, illness in a child.
EMOTIONAL ABUSE
The persistent emotional maltreatment of a child such as to cause severe and adverse effects on the child’s emotional development. It may involve conveying to a child that they are worthless or unloved, inadequate, or valued only insofar as they meet the needs of another person. It may include not giving the child opportunities to express their views, deliberately silencing them or ‘making fun’ of what they say or how they communicate. It may feature age or developmentally inappropriate expectations being imposed on children. These may include interactions that are beyond a child’s developmental capability as well as overprotection and limitation of exploration and learning or preventing the child from participating in normal social interaction. It may involve seeing or hearing the ill-treatment of another. It may involve serious bullying (including cyberbullying), causing children frequently to feel frightened or in danger, or the exploitation or corruption of children. Some level of emotional abuse is involved in all types of maltreatment of a child, although it may occur alone.
SEXUAL ABUSE
Involves forcing or enticing a child or young person to take part in sexual activities, not necessarily involving a high level of violence, whether or not the child is aware of what is happening. The activities may involve physical contact, including assault by penetration (for example rape or oral sex) or non-penetrative acts such as masturbation, kissing, rubbing and touching outside of clothing. They may also include non-contact activities, such as involving children in looking at, or in the production of, sexual images, watching sexual activities, encouraging children to behave in sexually inappropriate ways, or grooming a child in preparation for abuse. Sexual abuse can take place online, and technology can be used to facilitate offline abuse. Sexual abuse is not solely perpetrated by adult males. Women can also commit acts of sexual abuse, as can other children. The sexual abuse of children by other children is a specific safeguarding issue.
RELATED ISSUES
In addition to the above categories, there are other forms of harm or abuse that should involve the police and other organisations working together to protect children. These include:
Bullying
Child Sexual Exploitation
Hate crimes
Abuse in domestic settings
Honour based violence
Forced marriage
Human trafficking
Exploitation by radicalisers who promote violence
Membership of gangs inclined to use violence.
Many of these areas are addressed in local multi-agency child or vulnerable adult safeguarding procedures. You may feel that these situations are so unlikely to arise that you would never be required to respond. However, it is as well to be aware of these other related areas, just in case your suspicions are raised.
POOR PRACTICE
Sometimes, your concerns may relate to poor practice, where an adult or another young person’s behaviour is inappropriate and may be causing distress to a child or young person. In the application of this policy, poor practice includes any behaviour which contravenes the principles of this document or the relevant Club/School/Academy/NGB Code of Conduct or brings Martial Arts into disrepute, or which infringes an individual’s rights. Where poor practice is serious or repeated this could also constitute abuse and should be reported immediately. Examples of poor practice towards students, which should never to be sanctioned include:
Use of excessive, physical or humiliating punishments;
Failure to act when you witness possible abuse or bullying;
Being unaware of, or breaching, any relevant policy such as the Code of Ethics and Conduct;
Spending excessive amounts of time alone with young people away from others;
Inviting or allowing young people into your home where they will be alone with you;
Engaging in rough, physical or sexually provocative activity;
Allowing young people to use inappropriate language unchallenged;
Making sexually suggestive comments even in fun;
Reducing a person to tears as a form of control;
Allowing allegations made by a young person to go unchallenged, unrecorded or not acted upon;
Doing things of a personal nature for young people that they can do for themselves; sharing a bedroom with a young person you are not related to, even with parental permission.
Some participants may require assistance with personal care due to being very young or disabled. If a young person needs this level of support, it should be made clear to their parent/s that this can only be carried out by a designated carer and not by the instructor. Even if the instructor is trained in carrying out personal care tasks, this compromises their role as trainer and places them and the child in a vulnerable position. These support arrangements should clearly be in place and agreed to by all parties prior to the activities commencing.
SIGNS AND INDICATORS OF ABUSE AND NEGLECT
Indicators that a young person may be being abused may include the following:
Unexplained or suspicious injuries such as bruising, cuts or burns, particularly if situated on a part of the body not normally prone to such injuries;
An injury for which the explanation seems inconsistent;
The young person describes what appears to be an abusive act involving him/her;
Someone else (a young person or adult) expresses concern about the welfare of another;
Unexplained changes in behaviour (e.g. becoming very quiet, withdrawn or displaying sudden outbursts of temper);
Inappropriate sexual awareness;
Engaging in sexually explicit behaviour;
Sudden or unusual distrust of adults, particularly those with whom a close relationship would normally be expected;
Having difficulty in making friends;
Being prevented from socialising with other young people;
Displaying variations in eating patterns including overeating or loss of appetite;
Or a sudden weight change;
Becoming increasingly dirty or unkempt.
It should be recognised that this list is not exhaustive and the presence of one or more of the indicators is not proof that abuse is actually taking place. A good working relationship with parent/guardians will help to identify any other concerns that a young person may be experiencing. For example, a family bereavement which could cause some of the changes listed above.
Remember it is not the responsibility of VORTEX MARTIAL ARTS AND FITNESS to decide if child abuse is occurring but it is their responsibility to act on any concerns by reporting them.
WHAT TO DO IF YOU HAVE A CONCERN OR SOMEONE RAISES CONCERNS WITH YOU.
VORTEX MARTIAL ARTS AND FITNESS recognises ‘everyone who works with children has a responsibility for keeping them safe. No single practitioner can have a full picture of a child’s needs and circumstances and, if children and families are to receive the right help at the right time, everyone who comes into contact with them has a role to play in identifying concerns, sharing information and taking prompt action’ (page 11 para 16 Working Together to Safeguard Children 2018).
Whilst accepting this duty it is recognised VORTEX MARTIAL ARTS AND FITNESS is not responsible for deciding if abuse has occurred. It does however have a duty to respond and report concerns.
VORTEX MARTIAL ARTS AND FITNESS will have an appropriately trained Designated Safeguarding Lead.
All safeguarding concerns and poor practice occurrences, except if the issue concerns those individuals, must be reported to the DSL. This includes issues raised concerning the activities of instructors or volunteers or, where there are concerns outside of VORTEX MARTIAL ARTS AND FITNESS (for example at home, school or in the wider community). Where there is an allegation against an instructor or volunteer who works with children at VORTEX MARTIAL ARTS AND FITNESS the DSL must report the matter to the Local Authority Designated Officer.
Instructors and volunteers must also report the following to the DSL and make a written record of what they have done, seen or heard:
They have accidentally hurt a child;
A child seems distressed in any manner;
A child appears to be sexually aroused by their actions;
A child misunderstands or misinterprets something they have said or done.
If you think a child is in immediate danger or requires medical attention,you should call the emergency services on 999. You can also ring the NSPCC helpline on 0808 800 5000 to report immediate risks. This is an immediate responsibility and will take priority over informing the Designated Safeguard Lead.
HOW TO RESPOND TO A CONCERN
It is always difficult to hear about or witness harm or abuse experienced by a child or young person. The following points will be helpful for both you and the child should they choose to disclose abuse to you:
Stay calm.
Listen carefully to what is said and try not to interrupt.
Find an appropriate point early on to explain that it is likely that the information will need to be shared with others – do not promise to keep secrets.
Allow them to continue at their own pace.
Ask questions for clarification only and avoid asking questions that suggest an answer (leading questions).
Reassure them that they are not to blame and have done the right thing in telling you. If the concern is serious explain that you will need to get support from other trained people to help keep the child safe. This must be shared even if the child doesn’t want you to tell anyone else.
Tell them what you will do next and with whom the information will be shared. If they are adamant that they do not wish the information to be shared, explain that you will have to tell your Designated Safeguarding Lead and that it will be discussed further with them.
Be aware of the possibility of forensic evidence if the disclosure relates to a recent incident of physical harm or injury and try to protect any supporting materials e.g. bedding or clothing.
Contact your Designated Safeguarding Lead.
Where you are unable to contact your Designated Person, advice can be sought from statutory agencies or the NSPCC Helpline.
All serious concerns must be referred to statutory agencies.
Where the concern or allegation is about a member of staff or a volunteer, this must like all other concerns be reported to the Designated Safeguarding Lead (DSL). The DSL if they consider the concern to be serious, for example potentially child abuse or a crime they must report the incident to the Local Authority Designated Officer or the Police.
When a safeguarding concern or poor practice has been identified concerning a specific child the parents/guardians/carers of that child should be notified. Where the DSL/Deputy has reported the incident to the statutory authorities, advice should be sought from them regarding this duty before notifying the parents/guardians/carers.
SAFEGUARDING CHILDREN FLOWCHART
RECORDING INFORMATION
Should a child make a disclosure a record in writing must be made as soon as possible, using their words as closely as possible and where relevant, using the school/club report form, Note the date, time, any names mentioned, names and addresses to whom the information was given and who else is aware of the allegation. Note or describe clearly any visible injury.
Take care to distinguish between fact, observation, allegation and opinion. It is important that the information you have is accurate.
Recording of any incident, including possible abuse or poor practice incidents, should also follow this procedure. In all situations, including those in which the cause of concern arises either from a disclosure of abuse or from suspicion of abuse, it is vitally important to record the details, regardless of whether they are shared with a statutory agency, as soon as possible using the Incident Referral Form
The record should be clear and factual as it may be needed by child or adult protection agencies and may, in the future, be used as evidence in court. Records should be kept securely and shared only with those who need to know about the incident.
Throughout the process of any safeguarding cases, accurate records should be made and maintained.
CODES OF CONDUCT AND ETHICS
The codes of conduct and ethics for all those involved at VORTEX MARTIAL ARTS AND FITNESS can be found as a separate guidance sheet. It is essential these are followed in so the highest possible standards of behaviour and conduct in Martial Arts activities are maintained. The principles must be adhered to at all times so that Martial Arts can be enjoyed by all. All those involved at VORTEX MARTIAL ARTS AND FITNESS will show their understanding and commitment to the codes of conduct and ethics by signing a copy of the relevant guidance sheet.
SAFER RECRUITING
At the VORTEX MARTIAL ARTS AND FITNESS we take all reasonable steps to ensure unsuitable people are prevented from working with children. Whilst there may be some reservations that volunteers could be put off by having to go through a recruitment process, it is important to ensure reasonable steps have been taken to identify unsuitable individuals. A guidance sheet can be obtained which outlines safer recruiting in further detail.
SUPERVISION, SUPPORT AND TRAINING
Once recruited, all staff and volunteers at VORTEX MARTIAL ARTS AND FITNESS will be well informed, trained, supervised and supported to ensure that they effectively safeguard children and know how to respond to any concerns.
VORTEX MARTIAL ARTS AND FITNESS will ensure that training and resources are available to encourage the development of staff and volunteers. This will include:
An induction to the work and the school/club
A trial period in which to develop skills whilst supervised
Ongoing support and monitoring
There are currently no formal qualifications specifically for safeguarding and protecting children in sport. However, training developed by sports and other organisations is available to strengthen the skills and knowledge of the sporting children’s workforce to safeguard children and young people. Training plays an important role in equipping staff and volunteers to do their job safely and effectively. Different safeguarding training is available depending on the person’s role.
WHISTLEBLOWING
It’s important that people within VORTEX MARTIAL ARTS AND FITNESS have the confidence to come forward to speak or act if they’re unhappy with anything.
Whistleblowing occurs when a person raises a concern about dangerous or illegal activity, or any wrongdoing within their sports organisation. The NSPCC has a whistleblowing advice line to support professionals who have concerns about how child protection issues are being handled in their own or another organisation.
COMPLAINTS
In order to ensure we develop an open culture where children and staff feel able to express any concerns, we have a procedure for dealing with complaints from a child, worker, volunteer, parent or carer.
This should be linked to the organisation’s complaints procedures, ensuring the provision of support and advocacy for the people involved.
Please See Our Complaints Procedure Linked Via
USEFUL CONTACTS
VORTEX MARTIAL ARTS AND FITNESS Welfare Officer/ Designated Safeguarding Lead
- Name: Zak Stennard
- Email: vortexmartialartsandfitness@gmail.com
- Telephone: 07889848447
LOCAL AUTHORITY SAFEGUARDING LEAD
- Name: Nicola Laird
- Email: https://bristolsafeguarding.org/
- Telephone: 0117 9037795
NSPCC
- 0808 800 5000
- help@nspcc.org.uk
WRITTEN: 01/10/2020
REVIEWED: 01/10/2021 (with no changes)
REVIEWED: 01/10/2022 (with no changes)
REVIEWED: 01/10/2023 (with no changes)
REVIEWED: 01/08/2024 (with changes to our safeguarding statement)
PREVENTING ABUSE IN A POSITION OF TRUST
PREVENTING ABUSE IN POSITIONS OF TRUST IN SPORT
We all have a responsibility to promote responsible relationships within sport and to do all in our power to help prevent the manipulation and exploitation of young people.
THE LAW IN ENGLAND
Those in a position of trust in sports organisations cannot legally have a sexual relationship with you people they look after, under 18 years old.
DEFINITIONS
SPORT(S) –
a) Any game in which physical skill is the predominant factor, and
b) Any form of physical recreation, which is also engaged in for the purposes of competition or display
It is not the case that both (a) and (b) must be met to meet the definition – either one is sufficient.
POSITION OF TRUST –
Someone in a position of authority or responsibility, over another person.
WHAT VORTEX DO TO PREVENT ABUSE IN A POSITION OF TRUST
Define a clear code of conduct (linked here) outlining that ANY abuse of trust is unacceptable behaviour, which could result in prosecution and or immediate dismissal.
Clearly State, within our Code Of Conduct, with guidance from the law, that any sexual relationships / activity between adults in a position of trust and anyone under the age of 18, constitutes an offence.
Include a safeguarding course, either in house or from a third party, which clearly covers the issue of abuse of trust in sport between adults and young people.
Ensure all staff, acting on behalf of VORTEX Martial Arts, read, understand and comply with our code of conduct.
Ensure that all staff, acting on behalf of VORTEX Martial Arts, immediately bring to the attention of the club, any young person’s behaviour that indicates they are seeking to develop or engage in an inappropriate relationship with someone in a position of trust within VORTEX Martial Arts.
WHAT VORTEX DO WHEN DEALING WITH A CONCERN ABOUT A POSSIBLE ABUSE OF TRUST
Ensure that all staff, acting on behalf of VORTEX Martial Arts:
IMMEDIATELY report any concern to our Designated Safeguarding Lead.
Make a written, detailed record, of any and all concerns.
If the Designated Safeguarding Lead is unable to be contacted, and VORTEX Martial Arts believe someone is at risk of immediate harm, the police will be contacted.
WRITTEN: 01/10/2020
REVIEWED: 01/10/2021 (with no changes)
REVIEWED: 01/10/2022 (with no changes)
REVIEWED: 01/10/2023 (with no changes)
REVIEWED: 01/08/2024 (with no changes)
SAFEGUARDING POLICY FOR ADULTS
OUR SAFEGUARDING POLICY
This safeguarding policy applies to all instructors, coaches, officials, referees, trustees, secretaries, students, parents, volunteers and other members or associated members of VORTEX MARTIAL ARTS AND FITNESS.
THE PURPOSE OF THIS POLICY IS TO:
Protect children, young people, Adults and Adults at risk, who receive instruction, classes or martial arts lessons through VORTEX MARTIAL ARTS AND FITNESS.
To provide our instructors and other members of the club’s support team with the principles and legislation that guide our approach to safeguarding and Adult protection.
“VORTEX Martial Arts understand the importance and duty of care to safeguard and promote the welfare of all their students, and are committed to ensuring our safeguarding practice reflect statutory responsibilities, government guidelines and complies with the best practices set by both VORTEX Martial Arts and our governing body, BMABA.
Regardless of Age, ability or disability, gender, race, religion, sexual orientation or background, VORTEX Martial Art will do all in our power to:
Protect our students from abuse, both inside and outside the dojo.
Ensure all students have a safe and enjoyable experience of Martial Arts.”
SCOPE AND COMMITMENTS
This safeguarding adult policy and associated procedures apply to all individuals involved in VORTEX Martial Arts and Fitness, including, Staff, Coaches, Volunteers and Members and to all concerns about the safety of adults whilst taking part in our organisation, its activities and in the wider community.
We expect our partner organisations, including for example, affiliated clubs, suppliers and sponsors to adopt and demonstrate their commitment to the principles and practice as set out in this Safeguarding Adults Policy and associated procedures.
In order to implement this policy VORTEX Martial Arts will ensure that:
Everyone involved with VORTEX Martial Arts is aware of the safeguarding adult procedures and knows what to do and who to contact if they have a concern relating to the welfare or wellbeing of an adult.
Any concern that an adult is not safe is taken seriously, responded to promptly, and followed up in line with VORTEX Martial Arts Safeguarding Adults Policy and Procedures.
The well-being of those at risk of harm will be put first and the adult actively supported to communicate their views and the outcomes they want to achieve. Those views and wishes will be respected and supported unless there are overriding reasons not to (see the Safeguarding Adults Procedures).
Any actions taken will respect the rights and dignity of all those involved and be proportionate to the risk of harm.
Confidential, detailed and accurate records of all safeguarding concerns are maintained and securely stored in line with our Data Protection Policy and Procedures.
VORTEX Martial Arts acts in accordance with best practice advice, for example, from UK Sport, Sport England, Sport Wales, Sport Scotland, Sport Northern Ireland, National Governing Bodies, NSPCC, Ann Craft Trust.
VORTEX Martial Arts will cooperate with the Police and the relevant Local Authorities in taking action to safeguard an adult.
All staff, officials and volunteers understand their role and responsibility for safeguarding adults and have completed and are up to date with safeguarding adult training and learning opportunities appropriate for their role.
VORTEX Martial Arts uses safe recruitment practices and continually assesses the suitability of volunteers and staff to prevent the employment/deployment of unsuitable individuals in this organisation and within the sporting community.
VORTEX Martial Arts shares information about anyone found to be a risk to adults with the appropriate bodies. For example: Disclosure and Barring Service, Services, Police, Local Authority/Social Services.
When planning activities and events VORTEX Martial Arts includes an assessment of, and risk to, the safety of all adults from abuse and neglect and designates a person who will be in attendance as a safeguarding lead for that event.
Actions taken under this policy are reviewed by the senior management team on an annual basis.
All our policies are reviewed no less than on a two yearly basis and whenever there are changes in relevant legislation and/or government guidance as required by the Local Safeguarding Board, UK Sport, Sport England/Wales/Scotland/Northern Ireland and/or National Governing Bodies and BMABA or as a result of any other significant change or event.
IMPLEMENTATION
VORTEX Martial Arts is committed to developing and maintaining its capability to implement this policy and procedures.
In order to do so the following will be in place:
A clear line of accountability within the organisation for the safety and welfare of all adults.
Access to relevant legal and professional advice.
Regular management reports to the Board detailing how risks to adult safeguarding are being addressed and how any reports have been addressed.
Safeguarding adult procedures that deal effectively with any concerns of abuse or neglect, including those caused through poor practice.
A Safeguarding Lead/ Welfare Officer. (See Appendix 1)
A delegated Safeguarding Lead/Welfare Officer for events/trips/camps/ competitions.
A standing Case Referral Group with an appointed Chair and clear Terms of Reference.
A process for forming a Case Referral Group (See Appendix 2) on a case by case basis within clear terms of reference.
Arrangements to work effectively with other relevant organisations to safeguard and promote the welfare of adults, including arrangements for sharing information.
Codes of conduct for Staff, Coaches, Officials, Volunteers and Members and other relevant individuals that specify zero tolerance of abuse in any form.
Risk assessments that specifically include safeguarding of adults.
Policies and procedures that address the following areas and which are consistent with this Safeguarding Adults policy.
LEGISLATION KEY POINTS
There is a legal duty on Local Authorities to provide support to ‘adults at risk’.
Adults at risk are defined in legislation and the criteria applied, differs between each home nation.
The safeguarding legislation applies to all forms of abuse that harm a person’s well-being.
The law provides a framework for good practice in safeguarding that makes the overall well-being of the adult at risk a priority of any intervention.
The law in all four home nations emphasises the importance of person-centred safeguarding, (referred to as ‘Making Safeguarding Personal’ in England).
The law provides a framework for making decisions on behalf of adults who can’t make decisions for themselves (Mental Capacity).
The law provides a framework for sports organisations to share concerns they have about adults at risk with the local authority.
The law provides a framework for all organisations to share information and cooperate to protect adults at risk.
SAFEGUARDING ADULTS LEGISLATION
Safeguarding Adults in all home nations is compliant with United Nations directives on the rights of disabled people and commitments to the rights of older people. It is covered by:
The Human Rights Act 1998
The Data Protection Act 2018
General Data Protection Regulations 2018
The practices and procedures within this policy are based on the relevant legislation and government guidance.
England – The Care Act 2014
Care and Support Statutory Guidance (especially chapter 14) 2014
Many other pieces of UK and home nation legislation also affect adult safeguarding.
These include legislation about different forms of abuse and those that govern information sharing. For example, legislation dealing with:
Murder / Attempted Murder
Physical Assault
Sexual Offences
Domestic Abuse / Coercive Control
Forced Marriage
Female Genital Mutilation
Theft and Fraud
Modern Slavery and Human Exploitation
Hate Crime
Harassment
Listing and Barring of those unsuitable to work with adults with care and support needs
Each home nation also has legislation about the circumstances in which decisions can be made on behalf of an adult who is unable to make decisions for themselves. The legislation VORTEX Martial Arts will be referring to is:
England and Wales – Mental Capacity Act 2005
There are specific offences applying to the mistreatment of and sexual offences against adults who do not have Mental Capacity and specific offences where mistreatment is carried out by a person who is employed as a carer: e.g. wilful neglect and wilful mistreatment.
DEFINITION OF AN ADULT AT RISK
The Safeguarding Adults legislation creates specific responsibilities on Local Authorities, Health, and the Police to provide additional protection from abuse and neglect to Adults at Risk.
When a Local Authority has reason to believe there is an adult at risk, they have a responsibility to find out more about the situation and decide what actions need to be taken to support the adult.
The actions that need to be taken might be by the Local Authority (usually social services) and/or by other agencies, for example the Police and Health. A sporting organisation may need to take action as part of safeguarding an adult, for example, to use the disciplinary procedures in relation to a member of staff or member who has been reported to be harming a participant. The Local Authority role includes having multi-agency procedures, which coordinate the actions taken by different organisations.
The Care Act 2014 (England) Define an Adult at Risk as:
An adult at risk is an individual aged 18 years and over who:
Has needs for care and support (whether or not the local authority is meeting any of those needs) AND;
Is experiencing, or at risk of, abuse or neglect, AND;
As a result of those care and support needs is unable to protect themselves from either the risk of, or the experience of abuse or neglect.
ABUSE AND NEGLECT
Abuse is a violation of an individual’s human and civil rights by another person or persons. It can occur in any relationship and may result in significant harm to, or exploitation of, the person subjected to it. Any or all of the following types of abuse may be perpetrated as the result of deliberate intent, negligence, omission or ignorance.
There are different types and patterns of abuse and neglect and different circumstances in which they may take place.
Safeguarding legislation in each home nation lists categories of abuse differently however, they all include the following types of abuse:
Physical
Sexual
Psychological
Neglect
Financial
Abuse can take place in any relationship and there are many contexts in which abuse might take place; e.g. Institutional abuse, Domestic Abuse, Forced Marriage, Human Trafficking, Modern Slavery, Sexual Exploitation, County Lines, Radicalisation, Hate Crime, Mate Crime, Cyber bullying, Scams. Some of these are named specifically within home nation legislations.
Abuse can take place within a sporting context and the person causing harm might be any other person. For example: a member of staff, a coach, a volunteer, a participant or a fan.
Some examples of abuse within sport include:
Harassment of a participant because of their (perceived) disability or other protected characteristics.
Not meeting the needs of the participant e.g. training without a necessary break.
A coach intentionally striking an athlete
One elite participant controlling another athlete with threats of withdrawal from their partnership
An official who sends unwanted sexually explicit text messages to a participant with learning disabilities.
A participant threatens another participant with physical harm and persistently blames them for poor performance.
Abuse or neglect outside sport could be carried out by:
A spouse, partner or family member
Neighbours or residents
Friends, acquaintances or strangers
People who deliberately exploit adults they perceive as vulnerable
Paid staff, professionals or volunteers providing care and support
Often the perpetrator is known to the adult and may be in a position of trust and/or power.
The Safeguarding Adults Legislation For England (Care Act 2014) defines categories of adult abuse and harm as follows:
Physical
Sexual
Emotional/Psychological/Mental
Neglect and acts of Omission
Financial or material abuse
Discriminatory
Organisational / Institutional
Self-neglect
Domestic Abuse (including coercive control)
Modern slavery
SIGNS AND INDICATORS OF ABUSE AND NEGLECT
An adult may confide to a member of staff, coach, volunteer or another participant that they are experiencing abuse inside or outside of the organisation’s setting. Similarly, others may suspect that this is the case.
There are many signs and indicators that may suggest someone is being abused or neglected. There may be other explanations, but they should not be ignored. The signs and symptoms include but are not limited to:
Unexplained bruises or injuries – or lack of medical attention when an injury is present.
Person has belongings or money going missing.
Person is not attending / no longer enjoying their sessions. You may notice that a participant in a team has been missing from practice sessions and is not responding to reminders from team members or coaches.
Someone losing or gaining weight / an unkempt appearance. This could be a player whose appearance becomes unkempt, does not wear suitable sports kit and there is a deterioration in hygiene.
A change in the behaviour or confidence of a person. For example, a participant may be looking quiet and withdrawn when their brother comes to collect them from sessions in contrast to their personal assistant whom they greet with a smile.
Self harm.
A fear of a particular group of people or individual.
A parent / carer always speaks for the person and doesn’t allow them to make their own choices.
They may tell you / another person they are being abused – i.e. a disclosure.
WELLBEING PRINCIPLES
“The success of sport, in terms of helping people achieve their potential, making the most of existing talent, and attracting new people to sport relies on putting people – their safety, wellbeing and welfare – at the centre of what sport does.”
Duty of Care in Sport Independent Report to Government Baroness Tanni Grey-Thompson DBE, DL.
The concept of ‘well-being’ is threaded throughout UK legislation and is part of the Law about how health and social care is provided. Our well-being includes our mental and physical health, our relationships, our connection with our communities and our contribution to society.
Being able to live free from abuse and neglect is a key element of well-being.
The legislation recognises that statutory agencies have sometimes acted disproportionately in the past. For example, removing an adult at risk from their own home when there were other ways of preventing harm. In the words of Justice Mumby
‘What good is it making someone safe when we merely make them miserable?’
For that reason any actions taken to safeguard an adult must take their whole well-being into account and be proportionate to the risk of harm.
MAKING SAFEGUARDING PERSONAL
The legislation also recognises that adults make choices that may mean that one part of our well-being suffers at the expense of another – for example we move away from friends and family to take a better job. Similarly, adults can choose to risk their personal safety; for example, to provide care to a partner with dementia who becomes abusive when they are disorientated and anxious.
None of us can make these choices for another adult. If we are supporting someone to make choices about their own safety we need to understand ‘What matters’ to them and what outcomes they want to achieve from any actions agencies take to help them to protect themselves.
The concept of ’Making Safeguarding Personal’ means engaging the person in a conversation about how best to respond to their situation in a way that enhances their involvement, choice and control, as well as improving their quality of life, well-being and safety.
Organisations work to support adults to achieve the outcomes they want for themselves. The adult’s views, wishes, feelings and beliefs must be taken into account when decisions are made about how to support them to be safe. There may be many different ways to prevent further harm. Working with the person will mean that actions taken help them to find the solution that is right for them. Treating people with respect, enhancing their dignity and supporting their ability to make decisions also helps promote people’s sense of self-worth and supports recovery from abuse.
If someone has difficulty making their views and wishes known, then they can be supported or represented by an advocate. This might be a safe family member or friend of their choice or a professional advocate (usually from a third sector organisation).
ENGLAND’S PRINCIPLES OF ADULT SAFEGUARDING
The Act’s principles are:
Empowerment – People being supported and encouraged to make their own decisions and informed consent.
Prevention – It is better to take action before harm occurs.
Proportionality – The least intrusive response appropriate to the risk presented.
Protection – Support and representation for those in greatest need.
Partnership – Local solutions through services working with their communities. Communities have a part to play in preventing, detecting and reporting neglect and abuse
Accountability – Accountability and transparency in delivering safeguarding.
MENTAL CAPACITY AND DECISION MAKING
We make many decisions every day, often without realising. UK Law assumes that all people over the age of 16 have the ability to make their own decisions, unless it has been proved that they can’t. It also gives us the right to make any decision that we need to make and gives us the right to make our own decisions even if others consider them to be unwise.
We make so many decisions that it is easy to take this ability for granted. The Law says that to make a decision we need to:
Understand information
Remember it for long enough
Think about the information
Communicate our decision
A person’s ability to do this may be affected by things such as learning disability, dementia, mental health needs, acquired brain injury and physical ill health.
Most adults have the ability to make their own decisions given the right support however, some adults with care and support needs have the experience of other people making decisions about them and for them.
Some people can only make simple decisions like which colour T-shirt to wear or can only make decisions if a lot of time is spent supporting them to understand the options. If someone has a disability that means they need support to understand or make a decision this must be provided. A small number of people cannot make any decisions. Being unable to make a decision is called “lacking mental capacity”.
Mental capacity refers to the ability to make a decision at the time that decision is needed. A person’s mental capacity can change. If it is safe/possible to wait until they are able to be involved in decision making or to make the decision themselves.
For example:
A person with epilepsy may not be able to make a decision following a seizure.
Someone who is anxious may not be able to make a decision at that point.
A person may not be able to respond as quickly if they have just taken some medication that causes fatigue.
Mental Capacity is important for safeguarding for several reasons.
Not being allowed to make decisions one is capable of making is abuse. For example, a disabled adult may want to take part in an activity but their parent who is their carer won’t allow them to and will not provide the support they would need. Conversely the adult may not seem to be benefiting from an activity other people are insisting they do.
Another situation is where an adult is being abused and they are scared of the consequences of going against the views of the person abusing them. It is recognised in the law as coercion and a person can be seen not to have mental capacity because they cannot make ‘free and informed decisions’.
Mental Capacity must also be considered when we believe abuse or neglect might be taking place. It is important to make sure an ‘adult at risk’ has choices in the actions taken to safeguard them, including whether or not they want other people informed about what has happened, however, in some situations the adult may not have the mental capacity to understand the choice or to tell you their views.
Each home nation has legislation that describes when and how we can make decisions for people who are unable to make decisions for themselves. The principles are the same.
We can only make decisions for other people if they cannot do that for themselves at the time the decision is needed.
If the decision can wait, wait – e.g. to get help to help the person make their decision or until they can make it themselves.
If we have to make a decision for someone else then we must make the decision in their best interests (for their benefit) and take into account what we know about their preferences and wishes.
If the action we are taking to keep people safe will restrict them then we must think of the way to do that which restricts to their freedom and rights as little as possible.
Many potential difficulties with making decisions can be overcome with preparation. A person needing support to help them make decisions whilst taking part in a sports organisation will ordinarily be accompanied by someone e.g. a family member or formal carer whose role includes supporting them to make decisions.
It is good practice to get as much information about the person as possible. Some people with care and support needs will have a ‘One page profile’ or a ‘This is me’ document that describes important things about them. Some of those things will be about how to support the person, their routines, food and drink choices etc. but will also include things they like and don’t like doing. It’s also important to have an agreement with the person who has enrolled the adult in the sports activity about how different types of decisions will be made on a day to day basis.
If a person who has a lot of difficulty making their own decisions is thought to be being abused or neglected you will need to refer the situation to the Local Authority, and this should result in health or social care professionals making an assessment of mental capacity and/or getting the person the support they need to make decisions.
There may be times when a sporting organisation needs to make decisions on behalf of an individual in an emergency. Decisions taken in order to safeguard an adult who cannot make the decision for themselves could include:
Sharing information about safeguarding concerns with people that can help protect them.
Stopping them being in contact with the person causing harm.
RECORDING AND SHARING INFORMATION
All sports organisation must comply with the Data Protection Act (DPA) and the General Data Protection Regulations (GDPR).
Information about concerns of abuse includes personal data. It is therefore important to be clear as to the grounds for processing and sharing information about concerns of abuse.
Processing information includes record keeping. Records relating to safeguarding concerns must be accurate and relevant. They must be stored confidentially with access only to those with a need to know.
Sharing information, with the right people, is central to good practice in safeguarding adults. However, information sharing must only ever be with those with a ‘need to know’.
This does NOT automatically include the persons spouse, partner, adult, child, unpaid or paid carer. Information should only be shared with family and friends and/or carers with the consent of the adult or if the adult does not have capacity to make that decision and family/ friends/ carers need to know in order to help keep the person safe.
The purpose of Data Protection legislation is not to prevent information sharing but to ensure personal information is only shared appropriately. Data protection legislation allows information sharing within an organisation. For example:
Anyone who has a concern about harm can make a report to an appropriate person within the same organisation
Case management meetings can take place to agree to co-ordinate actions by the organisation
There are also many situations in which it is perfectly legal to share information about adult safeguarding concerns outside the organisation. Importantly personal information can be shared with the consent of the adult concerned. However, the adult may not always want information to be shared.
This may be because they fear repercussions from the person causing harm or are scared that they will lose control of their situation to statutory bodies or because they feel stupid or embarrassed. Their wishes should be respected unless there are over-riding reasons for sharing information.
The circumstances when we need to share information without the adult’s consent include those where:
It is not safe to contact the adult to gain their consent – i.e. it might put them or the person making contact at further risk.
You believe they or someone else is at risk, including children.
You believe the adult is being coerced or is under duress.
It is necessary to contact the police to prevent a crime, or to report that a serious crime has been committed.
The adult does not have mental capacity to consent to information being shared about them.
The person causing harm has care and support needs.
The concerns are about an adult at risk living in Wales or Northern Ireland (where there is a duty to report to the Local Authority).
When information is shared without the consent of the adult this must be explained to them, when it is safe to do so, and any further actions should still fully include them.
If you are in doubt as to whether to share information seek advice e.g. seek legal advice and/or contact the Local Authority and explain the situation without giving personal details about the person at risk or the person causing harm.
Any decision to share or not to share information with an external person or organisation must be recorded together with the reasons to share or not share information.
MULTI-AGENCY WORKING
Safeguarding adults’ legislation gives the lead role for adult safeguarding to the Local Authority. However, it is recognised that safeguarding can involve a wide range of organisations.
Sports bodies may need to cooperate with the Local Authority and the Police including to:
Provide more information about the concern you have raised.
Provide a safe venue for the adult to meet with other professionals e.g. Police/Social Workers/Advocates.
Attend safeguarding meetings.
Coordinate internal investigations (e.g. complaints, disciplinary) with investigations by the police or other agencies.
Share information about the outcomes of internal investigations.
Provide a safe environment for the adult to continue their sporting activity/ their role in the organisation.
ADULT CONCERN REPORTING FLOW CHART.
It is not the responsibility of VORTEX Martial Arts to decide whether or not an adult has been abused. However it is our responsibility to act on any concerns.
APPENDIX 1 – EXAMPLE ROLE DESCRIPTION: SAFEGUARDING LEAD
The designated person within a sports organisation has primary responsibility for putting into place procedures to safeguard adults at risk, supporting club, county and regional welfare/safeguarding leads, where relevant and for managing concerns about adults at risk.
Duties and responsibilities include:
Working with others within the organisation to create a positive inclusive environment within the sport.
Play a lead role in developing and establishing the organisation’s approach to safeguarding adults and in maintaining and reviewing the organisation’s implementation plan for safeguarding adults in line with current legislation and best practice.
Coordinate the dissemination of the safeguarding adult policy, procedures and resources throughout the organisation.
Contribute to ensuring other policies and procedures are consistent with the organisation’s commitment to safeguarding adults.
Advise on the organisation’s training needs and the development of its training strategy.
Receive reports of and manage cases of poor practice and abuse reported to the organisation – including an appropriate recording system.
Support the chair to co-ordinate the case management process.
Manage liaison with, and referrals to, external agencies for example adult social-care services and the police.
Create a central point of contact for internal and external individuals and agencies concerned about the safety of adults within the organisation.
Provide advice and support to county safeguarding/ welfare officers and play a lead role in their recruitment, selection and training.
Represent the organisation at external meetings related to safeguarding.
APPENDIX 2 – CASE REFERRAL GROUP
Case Referral Groups comprise of a select number of individuals with identified and relevant skills, knowledge experience and/or status within the organisation and include at least one member with safeguarding adult expertise.
The group’s role and decision-making powers need to be embedded within the organisation’s governance structure and be linked to related organisational functions such as codes of conduct, and the disciplinary policy and procedures.
VORTEX Martial Arts’ senior management should receive regular reports from the Case Referral Group summarising the cases that have been addressed and their outcomes, as well as any issues that require action by VORTEX Martial Arts e.g. changes to policy or procedures.
Case Referral Groups should have clear terms of reference. They may be ‘standing committees’ who meet regularly or can be brought together as the need arises.
Case Referral Group roles include:
To ratify any actions already taken by Safeguarding Lead Officer.
To initially assess and agree immediate response to a safeguarding case (does there appear to be a case to answer?).
To identify appropriate ‘route’ for case (e.g. internal/ disciplinary action alone or referral to statutory agencies plus internal/ disciplinary action).
To decide the level (from local to national) at which the organisation will deal with the concern.
To consider the need for temporary/ interim suspension order (some organisations’ Case Referral Group issue suspensions directly, while others can only make recommendations to their disciplinary group).
To review progress of case(s).
To identify/ communicate learning from cases.
Case Referral Groups’ membership should include:
A designated Chair
A secretary (often the designated Safeguarding Lead).
Mangers from relevant parts of the organisation where appropriate e.g. Human Resources, Membership, Legal.
Co-opted independent safeguarding expertise (e.g. from another Sport or relevant profession such as the Police or Social services).
SOURCES OF INFORMATION AND SUPPORT
Action on Elder Abuse
A national organisation based in London. It aims to prevent the abuse of older people by raising awareness, encouraging education, promoting research and collecting and disseminating information.
Email: enquiries@elderabuse.org.uk
www.elderabuse.org.uk
Ann Craft Trust (ACT)
A national organisation providing information and advice about adult safeguarding. ACT have a specialist Safeguarding Adults in Sport and Activity team to support the sector.
Tel: 0115 951 5400
Email: Ann-Craft-Trust@nottingham.ac.uk
www.anncrafttrust.org
Men’s Advice Line
For male domestic abuse survivors
Tel: 0808 801 0327
National LGBT+ Domestic Abuse Helpline
Tel: 0800 999 5428
National 24Hour Freephone Domestic Abuse Helplines
Tel: 0808 2000 247
www.nationaldahelpline.org.uk/Contact-us
Rape Crisis Federation of England and Wales
Rape Crisis was launched in 1996 and exists to provide a range of facilities and resources to enable the continuance and development of Rape Crisis Groups throughout Wales and England.
Email: info@rapecrisis.co.uk
www.rapecrisis.co.uk
Respond
Respond provides a range of services to victims and perpetrators of sexual abuse who have learning disabilities, and training and support to those working with them.
Tel: 020 7383 0700 or
0808 808 0700 (Helpline)
Email: services@respond.org.uk
www.respond.org.uk
WRITTEN: 01/10/2020
REVIEWED: 01/10/2021 (with no changes)
REVIEWED: 01/10/2022 (with no changes)
REVIEWED: 01/10/2023 (with no changes)
REVIEWED: 01/08/2024 (with changes to our safeguarding statement)
SAFE PRACTICE POLICY
Safe practices are paramount in any activity involving martial arts and martial arts conditioning. VORTEX MARTIAL ARTS AND FITNESS have created this policy in order to aid in the prevention of injury during any training session. Due to the developing nature of a child (or adult at risk), training methods and the teaching approach will need to be modified as outlined below.
WARM UPS
Due to the nature of kickboxing, a thorough and detailed warm up will always be included, as per our risk assessment. In order to prevent injury, the warm up will be designed around the muscle groups being used in the class that day.
A professionally planned stretching routine will follow all warm-ups in order to aid the prevention of injury during the class that day.
KICKBOXING SPECIFIC INJURIES
Kickboxing is a martial art, and with all martial arts there is an inherent risk of injury associated. These are covered in our risk assessment and also, detailed below.
Risks include, but are not limited to:
Concussions, or other injuries to the brain, from heavy blows to the head.
Damage to internal organs from heavy blows to the body.
Injury to joints from heavy contact around any joint area, inappropriate stretching or over extension during any other exercise.
Due to the above, but not limited to, we have adopted the below safe practices that all instructors, volunteers, students and any other participant in training, must follow at all times.
SPARRING
ANY student under the age of 18 will be limited to “Touch control” on any head strikes.
The following strikes are not permitted in any instance.
- Spinning back fist
- ALL elbow strikes
- ALL knee strikes
The instructor reserves the right to add any strike to the not permitted list of strikes at ANY time.
Any student with an intermediate or advanced belt can adopt a safe percentage of power when sparring. This percentage MUST NOT EXCEED 60% unless the instructor and both participants have agreed, and with the CLEAR UNDERSTANDING that, if at any point should either of the participants or instructor deem it neccessary to reduce power, this should happen instantly and without question.
AT NO POINT WILL 100% POWER BE USED.
ALL students must wear full PPE when sparring, which includes, as a minimum:
- Head guard
- Mouth guard (gum shield)
- Sparring gloves
- Groin protection (or relevant female equivalent)
- Shin guards or insteps
- Heel padding. (Where no heel padding is worn, heel kicks will be added to the not permitted list).
There are no restrictions on height, gender or weight when pairing up students for sparring. This has been carefully considered and has been recognised as a very important part of martial arts.
With the above in mind, ALL students have to right to request a change in partner at any time.
ALL sparring will be fully supervised by the lead instructor, who must hold an up to date first aid qualification, at all times. Where possible, other volunteers or instructors will be brought in to help supervise any sparring.
Should ANY head injury occur during sparring, the lead instructor will ensure the necessary first aid is administered, and where the lead instructor has deemed it necessary, an ambulance will be called.
Should the injured party refuse an ambulance being called, a waiver will be signed and the injured party will be advised to attend their GP at the soonest possible time.
All injuries will be recorded in an accident book and kept for 3 years.
PADWORK
ALL students must wear the necessary PPE during padwork, which includes, as a minimum:
- Gloves
- Striking Pads
All students will adopt a caring and respectful attitude towards their partner at all times and without exception, including, but not limited to:
Being confident, with constant reminder from all instructors, to communicate with your partner and let them know if they are striking too hard.
To be mindful of your own power, and how this effects the pad holders experience of Martial Arts.
There are no restrictions on height, gender or weight when pairing up students for padwork. This has been carefully considered and has been recognised as a very important part of martial arts.
With the above in mind, ALL students have to right to request a change in partner at any time.
Should ANY injury occur during padwork, the lead instructor will ensure the necessary first aid is administered, and where the lead instructor has deemed it necessary, an ambulance will be called.
Should the injured party refuse an ambulance being called, a waiver will be signed and the injured party will be advised to attend their GP at the soonest possible time.
All injuries will be recorded in an accident book and kept for 3 years.
All instructors will be briefed prior to each lesson, to enforce and uphold the below, without exception:
- Keep a close eye on all students at all times
- Take a professional approach at all times
- Enforce our Safe Practice Policy without judgment or prejudice
- This document will be reviewed on an annual basis.
WRITTEN: 01/10/2020
REVIEWED: 01/10/2021 (with no changes)
REVIEWED: 01/10/2022 (with no changes)
REVIEWED: 01/10/2023 (with no changes)
REVIEWED: 01/08/2024 (with no changes)
LITTLE NINJA’S (Ages 4 – 7) RISK ASSESSMENT
JUNIOR RISK ASSESSMENT (Ages 8 – 12)
ADULT RISK ASSESSMENT (Ages 13+)
SPARRING RISK ASSESSMENT ( Ages 13+)
FIRE SAFETY POLICY
VORTEX Martial Arts are committed to providing a safe working environment for all staff and visitors.
In order to ensure we are doing all we can to keep everyone safe, VORTEX Martial Arts have created this policy, which complies with our legal obligation under The Regulatory Reform Order 2005 “Fire Safety Order”.
The aim of this policy is to:
Provide a safe and healthy working environment for all staff and visitors.
Minimise the risk to club equipment and premises
Minimise the risk to all visitors and staff
Comply with our legal obligations, including:
Developing a policy to minimise the risks associated with fire
Reduce the risk of an outbreak and subsequent spread of fire.
Provide means of escape.
Demonstrate preventative action.
Maintain records in respect of fire safety management.
EMERGENCY EVACUATION PLAN
In the event of a fire, (or fire drill) the below plan will be in effect without delay.
The Fire Marshal responsible for their respective areas, will gather them and inform them immediately that we will need to action the below plan, and be reminded of the emergency meeting point.
All Students, Staff and Visitors will be guided to the nearest fire exit.
All Students, Staff and Visitors will make their way out of the designated fire exit, and meet at the emergency meeting point.
In the event we have any visitors with a disability, it will be priority to get them promptly evacuated when it is safe and practical for them to do so.
The Fire Marshall responsible for those in the viewing area will then check the toilets for any remaining persons. (If safe to do so)
When all Students, Staff and Visitors are in the emergency meeting point, a register will be taken, and marked against the register taken at the beginner of the class.*
*The register will include ALL STUDENTS and ANY VISITORS WITH A DISABILITY ONLY.
No persons will able to re-enter the building until guided to do so by the designated fire marshals or local authority.
FIRE MARSHALS
FOR ALL VISITORS IN THE VIEWING AREA
Beverley Baggs (Reception)
RESPONSIBILTY:
The reception staff will take the role of fire marshal, and be in control of the safe exit for all students, staff or visitors, within the viewing area.
FOR ALL STUDENTS AND STAFF ON THE TRAINING AREA
Sensei Zak Stennard
RESPONSIBILTY:
The Lead instructor will take the role of fire marshal, and be in control of the safe exit for all people within the training area. (Please see our club rules regarding no visitors on the training area.)
FOR ANY VISITOR WITH A DISABILITY
Sensei Jon Cording (or relevant volunteer)
RESPONSIBILTY:
The assistant instructor (or volunteer where there is no assistant instructor) will take primary care of any students, staff, or visitors with a disability, and will be responsible for their safe exit.
EMERGENCY EXITS
FOR ALL VISITORS IN THE VIEWING AREA
Main Doors at the front of the building (the same doors used for general entrance and exit)
FOR ALL STUDENTS AND STAFF ON THE TRAINING AREA
Emergency Fire Door located at the back of the training area.
FOR ANY VISITOR WITH A DISABILITY
Main Doors at the front of the building (the same doors used for general entrance and exit)
OUR COMMITMENT TO FIRE SAFETY
Below is a list of the things VORTEX Martial Arts will ensure, in order to keep the risk or affects of a fire, to a minimum.
All Staff will be briefed on our Fire Safety Policy, their roles in the event of a fire, and will need to keep up to date with any policy changes.
The EMERGENCY EVACUATION PLAN will be practiced every six months.
Emergency escape routes will be established and kept free from obstruction at all times.
Emergency Action Plan will be located at the reception at all times.
As our classes are ran from a rented premises, the below will be the responsibility of Headley Park Community Centre:
Up to date, functional and serviced Fire Fighting Equipment, including Fire Extinguishers as a minimum.
An appropriate, functional and serviced Fire Detection System.
An appropriate, functional and serviced Fire alarm.
Appropriate, functional and serviced Fire Doors.
Appropriate signs provided that indicate the position of fire extinguishers, fire alarm call points and fire doors.
Maintain records of inspections associated with the fire detection systems and fire fighting equipment.
WRITTEN: 01/08/2024
FIRE RISK ASSESSMENT
PHOTOGRAPHY AND VIDEOGRAPHY POLICY
INTRODUCTION
Parents and young people generally welcome opportunities to celebrate or publicise their involvement and achievements when taking part in sport by photographing or videoing children during their training.
Sports organisations may also want to promote their activities to encourage participation.
The CPSU does not advocate the banning of photography or the use of images and videos of children.
WHAT ARE THE RISKS?
CHILDREN MAY BE IDENTIFIED, CONTACTED, OR GROOMED.
Including the child’s personal information (full name, address) alongside their image can make them identifiable and therefore vulnerable to individuals looking to locate, contact or ‘groom’ children for abuse.
Even if personal details are kept confidential, other details identifying the sports organisation, school or club, or their favourite sportsperson or team, can also be used to groom the child.
There’s increased risk of identification of, and contact with, a child:
- By someone in circumstances where there are legal restrictions – such as if the child is in local-authority care or placed with an adoptive family
- Where it’s potentially dangerous to reveal the child’s whereabouts to an estranged parent due to previous concerns about domestic violence
Someone might make inappropriate or illegal images of children
Photo or video content may itself be inappropriate, or images may be used inappropriately or out of context:
- Some individuals deliberately target sports activities and set out to take inappropriate photos in ways that are potentially illegal and harmful, such as:
- Images of children changing
- Photos taken in the toilets
- Using a camera at ground level to photograph up girls’ skirts
- Images that appear ambiguous can be used inappropriately and out of context by others (for example, images from some angles of gymnasts doing the splits)
- Images can easily be copied and edited, perhaps to create child-abuse images
- Images shared privately online can be re-shared, possibly entering the public domain on websites or social media.
MINIMISING THE RISKS
VORTEX MARTIAL ARTS AND FITNESS recognise that parents would like to document their child’s progress with the use of photographs and videos.
With this in mind, it is ESSENTIAL that you follow the below policy to ensure the safety of all students.
- Permission is sought from the Lead Instructor BEFORE any use of photography or videography.
- Should permission be granted, it is with the implication that NO OTHER student, except those you are the parent or legal carer for, will be included.
- Should images or videos be found on social media to contain other students, other than the ones you are the parent or legal carer for, they will be reported and your photography and videography rights will be removed.
WRITTEN: 01/10/2020
REVIEWED: 01/10/2021 (with no changes)
REVIEWED: 01/10/2022 (with no changes)
REVIEWED: 01/10/2023 (with no changes)
REVIEWED: 01/08/2024 (with no changes)
CLUB COMPLAINTS POLICY
At VORTEX MARTIAL ARTS AND FITNESS, we aim to provide the best levels of customer service and professionalism at all times, but we do accept that from time to time the service you receive may fall below the high expectations we would expect.
In such a scenario we always welcome feedback to help us improve, and guarantee that your complaint will be taken seriously in line with our complaints procedure.
HOW TO MAKE AN OFFICIAL COMPLAINT.
Whilst we’re happy to deal with any issue verbally, if you wish to lodge an official complaint, please do so using any of the following methods.
IN PERSON
Please discuss any complaints you might have with the lead instructor, Zak Stennard, at the earliest opportunity. Zak Will take down the information relating to your complaint, and then action it using our complaints procedure, detailed below.
BY EMAIL
Please email: info@vortexmartialarts.co.uk, with as much detail as possible concerning your complaint. We will endeavour to acknowledge your email within 5 working days and will then deal with your complaint as per our policy.
HOW YOUR COMPLAINT WILL BE DEALT WITH.
When you make a complaint, we aim to deal with it;
In a timely fashion
Accurately
Openly and transparently
We agree to remain committed to resolving any issues you may have, and will continue to work to the complaints procedure to ensure there is a clear process for us to follow when doing so.
We will keep proper written records of any complaints, communication and conclusions and will endeavour to learn from any failings in our service or training.
When we receive your complaint, depending on how you raised it, we will endeavour to respond within 5 days to acknowledge receipt. Once received, we will investigate your complaint and speak to any necessary members of staff/persons, aiming to conclude and revert back to you within 5 days with our findings.
You will always have an opportunity to revert back to us on any conclusions or findings should you not find our answer satisfactory. We would ask that you do this within 5 days from receiving our report.
We always aim to leave our customers satisfied and will do all possible to resolve your issue in a timely and professional fashion. Furthermore, where we make mistakes, we will acknowledge those failings and learn from them in the future.
IF YOU ARE NOT HAPPY WITH OUR RESPONSE.
If you are not happy with our response, having allowed us 5 days from receipt of your complaint to acknowledge, and 5 days to conduct a thorough investigation into your complaint and officially respond, we welcome you the opportunity to escalate any dispute.
Where we do not provide a satisfactory response, we would first ask that, where possible, you inform us of this in writing, or by email so that we may have a final opportunity to fix any issues, or rectify any mistakes.
If you are not satisfied and wish to escalate your complaint, you may report it to our governing body. Although they have no legal jurisdiction over our club or its operation, the do promote best practice and we are affiliated to them for our professional licencing and affiliations.
The governing body cannot guarantee any arbitration service or conclusion, and will not be liable to rectify any failings, however, they will be able to record any instances of complaints and will work to mediate between yourself and VORTEX MARTIAL ARTS AND FITNESS.
COMPLAINING TO OUR ASSOCIATION
To make a complaint to our association, please use the following details;
Once the above outlined complaints procedure has been exhausted without the dispute reaching a reasonable conclusion, please email:
Detailing your complaint in full, along with the instructors and/or club name. Please ensure, that when escalating the complaint to our governing body, that you include all conversations between yourself and VORTEX MARTIAL ARTS AND FITNESS, this will ensure that our governing body receive all information and are able to help in the quickest and most effective possible way.
WRITTEN: 01/10/2020
REVIEWED: 01/10/2021 (with no changes)
REVIEWED: 01/10/2022 (with no changes)
REVIEWED: 01/10/2023 (with no changes)
REVIEWED: 01/08/2024 (with an update to email address)
PRIVACY POLICY AND COOKIES
This Privacy Policy describes Our policies and procedures on the collection, use and disclosure of your information when you use our website, or provide us with your details in another form, and outlines your privacy rights and how the law protects You.
We use your personal data to provide and improve our website experience and any experience with VORTEX Martial Arts. By using our website, you agree to the collection and use of information in accordance with this Privacy Policy.
PERSONAL DATA
While using our website or in person services, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you.
Personally identifiable information may include, but is not limited to:
- Email address
- First name and last name
- Phone number
- Address, State, Province, ZIP/Postal code, City
USAGE DATA
Usage Data is collected automatically when using our website.
Usage Data may include information such as your device’s Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our website that you visit, the time and date of Your visit, the time spent on those pages, unique device identifiers and other diagnostic data.
When you access our website by or through a mobile device, we may collect certain information automatically, including, but not limited to:
The type of mobile device you use
Your mobile device unique ID
The IP address of your mobile device
Your mobile operating system
The type of mobile Internet browser you use
Unique device identifiers and other diagnostic data.
We may also collect information that your browser sends whenever you visit our website or when you access our website by or through a mobile device.
TRACKING TECHNOLOGY AND COOKIES
We use Cookies and similar tracking technologies to track the activity on our Website and store certain information. Tracking technologies used are beacons, tags, and scripts to collect and track information and to improve and analyse our website.
The technologies We use may include:
Cookies or Browser Cookies.
A cookie is a small file placed on your device. You can instruct your browser to refuse all Cookies or to indicate when a Cookie is being sent. However, if you do not accept Cookies, you
may not be able to use some parts of our website.
Unless you have adjusted your browser setting so that it will refuse Cookies, our website may use Cookies.
Web Beacons.
Certain sections of our website and our emails may contain
small electronic files known as web beacons (also referred to as clear gifs, pixel tags, and single-pixel gifs) that permit VORTEX Martial Arts, for example, to count users who have visited those pages or opened an email and for other related website statistics (for example, recording the popularity of a certain section and verifying system and server integrity).
Cookies can be “Persistent” or “Session” Cookies. Persistent Cookies remain on your personal computer or mobile device when you go offline, while Session Cookies are deleted as soon as you close your web browser.
We use both Session and Persistent Cookies for the purposes set out below:
Necessary / Essential Cookies Type: Session Cookies
Administered by: VORTEX Martial Arts or those acting on behalf of.
Purpose: These Cookies are essential to provide you with services available through the website and to enable you to use some of its features. They help to authenticate users and prevent fraudulent use of user accounts. Without these Cookies, the services that you have asked for cannot be provided, and we only use these Cookies to provide you with those services.
Cookies Policy / Notice Acceptance Cookies Type: Persistent
Cookies Administered by: VORTEX Martial Arts or those acting on behalf of.
Purpose: These Cookies identify if users have accepted the use of cookies on the Website.
Functionality Cookies Type: Persistent Cookies
Administered by: VORTEX Martial Arts or those acting on behalf of.
Purpose: These Cookies allow us to remember choices you make when you use the Website, such as remembering your login details or language preference. The purpose of these Cookies is to provide you with a more personal experience and to avoid You having to re-enter your preferences every time you use the Website.
USE OF YOUR PERSONAL DATA
VORTEX Martial Arts may use personal details for the following purposes:
To provide and maintain our website, including to monitor usage of the website.
To manage your registration as an in person member and a user of the website.
To contact you by email, telephone calls, sms or other electronic forms of communication.
To provide You with news, special offers and general information about other goods, services and events which we offer that are similar to those that you have already purchased or enquired about unless you have opted not to receive such information.
We may use our information for other purposes, such
as:
Data analysis, identifying usage trends, determining the effectiveness of our promotional campaigns and to evaluate and improve our website, products, services, marketing and your experience.
We may share Your personal information in the following situations:
With Service Providers: We may share your personal information with Service Providers to monitor and analyse the use of our Service, to contact you.
With other users: when you share personal information or otherwise interact in the public areas with other users, such information may be viewed by all users and may be publicly distributed outside.
RETENTION OF YOUR PERSONAL DATA
VORTEX Martial Arts will retain your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy.
We will retain and use your Personal Data to the extent necessary to comply with our legal obligations
(for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.
VORTEX Martial Arts will also retain Usage and Personal Data for internal analysis purposes.
Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of our website, or we are legally obligated to retain this data for longer time periods.
DELETE YOUR PERSONAL DATA
You have the right to delete or request that we assist in deleting the personal data that we have collected about you.
You may update, amend, or delete your information at any time by signing into your account, if you have one, and visiting the account settings section that allows you to manage your personal information.
If you haven’t created an online account, you may update, amend, or delete your information by informing your lead instructor.
You may also contact us to request access to, correct, or delete any personal information you have provided to us.
Please note, that we may need to retain certain information when we have a legal obligation or lawful basis to do so.
LAW ENFORCEMENT
Under certain circumstances, VORTEX Martial Arts may be required to disclose your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).
OTHER LEGAL REQUIREMENTS
VORTEX Martial Arts may disclose Your Personal Data in the good faith belief that such action is necessary to:
Comply with a legal obligation
Protect and defend the rights or property of the Company
Prevent or investigate possible wrongdoing in connection with the Service
Protect the personal safety of Users of the Service or the public
Protect against legal liability
SECURITY OF YOUR PERSONAL DATA
The security of your Personal Data is important to us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure.
While VORTEX Martial Arts strive to use commercially acceptable means to protect your Personal Data, We cannot guarantee its absolute security.
CHILDREN’S PRIVACY
Our Service does not address anyone under the age of 18.
We do not knowingly collect personally identifiable information from anyone under the age of 18, unless express permission granted from their legal guardian.
If You are a parent or guardian and you are aware that your child has provided us with Personal Data, please contact VORTEX Martial Arts.
If VORTEX Martial Arts become aware that we have collected Personal Data from anyone under the age of 18 without verification of parental consent, VORTEX Martial Arts will take steps to remove that information from our servers.
If We need to rely on consent as a legal basis for processing your information and your country requires consent from a parent, We may require your parent’s consent before we collect and use that information.
LINK TO OTHER WEBSITES
Our Service may contain links to other websites that are not operated by VORTEX Martial Arts. If you click on a third party link, you will be directed to that third party’s site. We strongly advise you to review the Privacy Policy of every site You
visit.
We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.
CHANGES TO THIS POLICY
We may update Our Privacy Policy from time to time. We will notify You of any changes by posting the new Privacy Policy on this page.
We will let you know via email and/or a prominent notice on our Website, prior to the change becoming effective and update the “Last updated” date at the bottom of this Privacy Policy.
You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.
WRITTEN: 01/10/2020
REVIEWED: 01/10/2021 (with no changes)
REVIEWED: 01/10/2022 (with no changes)
REVIEWED: 01/10/2023 (with no changes)
REVIEWED: 01/08/2024 (with no changes)
CONTACT US
If you have any questions about this Privacy Policy, You can contact us:
By email: vortexmartialartsandfitness@gmail.com
SAFER RECRUITMENT POLICY
CURRENTLY, NO APPLICATION OF EMPLOYMENT WILL BE ACCEPTED FROM EXTERNAL APPLICANTS. THE BELOW IS THE VETTING PROCEDURE USED FOR CURRENT STUDENTS LOOKING FOR AN INSTRUCTOR ROLE.
INTERNAL VETTING PROCEDURE
All of the below is required from all assistant instructors and volunteers (where their role involves contact with children, young persons, or Adults at Risk.)
FULL NAME
DATE OF BIRTH
CURRENT ADDRESS (with at least a 5 year history)
PHOTOGRAPHIC PROOF TO CONFIRM THE ABOVE
UNDERSTANDING IF THE PERSON HAS EVER HAD ANY PREVIOUS WORK INVOLVING CHILDREN, YOUNG PERSONS OR ADULTS AT RISK
REFERENCE
PROOF OF GRADE (For assistant instructor 1st KYU MINIMUM, for Volunteers (where applicable) 7th KYU MINIMUM)
FIRST AID
INSURANCE
DBS CHECK
SAFEGUARDING QUALIFICATION
Once all of the above has been preliminarily satisfied, an interview will take place.
INTERVIEW PROCEDURE
Originals of the above documents must be viewed by the lead instructor.
Understand any reasons for gaps or missing documentation.
Gain a better understanding of the previous work involving children, young persons or AAR
Why the applicant wants to work with VORTEX Martial Arts
Raise any doubts or concerns to any of the above.