POLICIES
SAFEGUARDING
Give it a Tri Ltd believe that all children involved in its swim school have the right to stay safe and have fun. Amongst other things sport develops physical skills, self-esteem, and the ability to be a team player, as well as providing an opportunity to achieve individual success.
Safeguarding children in our organisation should be an integral part of our activities and is about creating a culture that provides a safe and happy environment in which children can learn to swim and develop to a level appropriate for their ability. Aquatic sport should be enjoyable and fun, including the competitive aspect at whatever level undertaken, giving everyone a sense of achievement and satisfaction from taking part. Give it a Tri is committed to ensuring that all children who participate in our activities can take part in an enjoyable and safe environment and be safeguarded from harm.
Responsibility to safeguard children
The Children Acts 1989 and 2004 as amended by the Children and Social Work Act 2017 and the Government document “Working Together to Safeguard Children 2018” are clear that safeguarding children is the responsibility of all, including those who are employed or volunteer with children in whatever capacity. It is this organisations responsibility, through safe recruitment practice, to ensure that those who are deemed to be unsuitable to work with children are not allowed to do so in our sports.
The Disclosure and Barring Service (DBS) is an important, but not sole, part of safe recruitment.
Give it a Tri acknowledges, and requires all team members, that they have a duty of care to safeguard children from harm. Members (Staff, Clients and Public on site) must follow the guidance in Swim Englands Wavepower to safeguard children from harm and act appropriately if a child is identified as being at risk of harm.
The key principles of Working Together to Safeguard Children (2018) are:
• safeguarding is everyone’s responsibility: for services to be effective each members (Staff, Clients and Public on site) should play their full part; and
• a child-centred approach: for services to be effective they should be based on a clear understanding of the needs and views of children. Safeguarding children is everyone’s responsibility
• Everyone who works with children has a responsibility for keeping them safe; this includes teachers, coaches and all who are employed or volunteer to work with children in the sport sector.
• 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.
Everyone on site should be aware of, and comply with, the published local arrangements as set out by the local safeguarding partners. Effective safeguarding requires clear local arrangements for collaboration between practitioners and agencies.
Give it a Tri Safeguarding Statement
The health, safety and well-being of every athlete is our main concern; our aim is that athletes will enjoy their time with us. Safeguarding our athletes is everybody’s responsibility and we want to work in partnership with you to help all athletes to achieve their full potential. To promote a safe environment for athletes, we follow guidelines set down by Swim England. It includes checks on Coaches and Team Members.
Disclosure and Barring Service (DBS) and reference checks.
Further information can be found here: https://www.swimming.org/swimengland/wavepower-child-safeguarding-for-clubs/
We have a designated Welfare Officers, who is responsible for all safeguarding matters within the organisation. If you have any concerns or issues relating to safeguarding you can contact the welfare team below:
Giveitatri.leisure41@gmail.com
All contact will be treated in the strictest confidence.
Athletes if you are worried or unhappy about something you can tell the welfare officer or an adult you trust and they will help you. If that is not possible, there are others who can help you by calling:
Swimline: 0808 100 4001
Child Line: 0800 1111
NSPCC Helpline: 0808 800 5000
Swim England: safeguarding@swimming.org
DIVERSITY & EQUALITY
Give it a Tri Ltd is committed to treating everyone equally regardless of their age, level of ability or disability, gender (including gender reassignment), marital or civil partnership status, pregnancy or maternity, race, religion or belief, sexual orientation or any other relevant characteristic. Give it a Tri Ltd will ensure that equality is incorporated in all aspects of its activities and recognises and adopts the Sport England definition of Equality and Diversity in sport:
Sport England believes sporting opportunities should be open to all and are committed to:
• Developing a culture that enables and values everyone’s full involvement
• Creating an environment in which everyone has opportunities to play, compete, officiate, coach, volunteer and run community sport.
• Overcoming potential barriers for those wishing to play sport, particularly if they are from groups who are currently underrepresented in sport.
Give it a Tri Ltd also seeks to fulfil British Swimming’s Equality and Diversity Policy objectives which states:
British Swimming and its subsidiaries are fully committed to the principles and practice of equality of opportunity in all its functions: as an employer, membership organisation, awarding body, in its training and development of teachers and coaches; involvement with officials and administrators; as an advisor to swimming pool designers and operators and as a facilitator of the aquatic disciplines by all its members. It is responsible for ensuring that no job applicant, employee, volunteer, member, service user or person within its jurisdiction (together “Stakeholders”) are unlawfully discriminated against because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation (together the “Protected Characteristics under the Equality Act 2010”) or any other irrelevant characteristic.’
‘British Swimming considers the aquatic disciplines to provide “sport for all”. They can and should be made accessible to everyone, to the greatest extent possible.’
Give it a Tri Ltd is committed to ensuring that everyone has the right to enjoy sport in an environment free from the threat of discrimination, intimidation, harassment, or abuse. All members of Give it a Tri Ltd have a responsibility to challenge discriminatory behaviour and to promote equality of opportunity. Give it a Tri Ltd will deal with any incidents of discriminatory behaviour seriously, in accordance with Give it a Tri Ltd’s disciplinary procedures.
COMPLAINTS
Purpose:
At Give it a Tri, we are committed to delivering a high standard of service across all our fitness and coaching programs, including Personal Training (PT), Swimming Lessons, Running, and Cycling Coaching. We value feedback from our clients as it helps us continuously improve our services. This policy outlines the steps to raise concerns or complaints and ensures that they are handled fairly, promptly, and professionally.
1. Scope
This policy applies to all clients, members, and visitors who engage in any of the fitness services offered at Give it a Tri. It covers complaints related to:
• Service quality in PT, Swimming Lessons, Running, and Cycling Coaching
• Staff behaviour and conduct
• Facilities and equipment
• Safety and hygiene standards
• Scheduling, communication, and other operational issues
2. Principles
We are committed to:
• Handling complaints in a fair, transparent, and respectful manner
• Resolving complaints in a timely manner and, where possible, resolving issues at the first point of contact
• Ensuring client confidentiality and maintaining privacy throughout the complaint process
• Using complaints as a tool for continuous improvement of our services
3. How to Make a Complaint
3.1 Verbal Complaints
Clients are encouraged to address any immediate issues directly with staff or management in person. Many concerns can be resolved quickly and effectively on-site.
3.2 Written Complaints
If a concern is not resolved or if a client prefers a formal complaint, they can submit their complaint in writing:
• Email: giveitatri.leisure41@gmail.com
Please provide details such as:
• Date and time of the incident
• Specific service or staff member involved (if applicable)
• A clear description of the issue
• Any action taken, or response received up to that point
4. Complaint Handling Process
4.1 Acknowledgment
Upon receiving a written complaint, we will acknowledge it within 48 hours.
4.2 Investigation
The relevant manager or a designated representative will review the complaint. They may need to:
• Gather additional details from the client
• Speak to staff involved
• Review any relevant documents, schedules, or incident reports
4.3 Resolution and Response
We aim to resolve complaints within 10 business days. If further time is needed due to the complexity of the issue, we will inform the client and provide an updated timeline. Responses will be provided in writing and will include:
• An outline of our findings
• Any steps taken to resolve the issue
• Actions for improvement to prevent recurrence (if applicable)
5. Escalation
If a client is not satisfied with the response, they may escalate the complaint by contacting:
• External Mediation: Where appropriate, clients may seek assistance from an independent mediator if an agreement cannot be reached.
6. Record Keeping
All complaints and resolutions are documented and stored securely in our complaints log. This information is used to track and address recurring issues and to help in service improvement initiatives.
7. Continuous Improvement
Give it a Tri reviews all complaints quarterly to identify trends and make any necessary changes to our services, facilities, or policies to enhance client satisfaction.
8. Confidentiality and Privacy
All complaint information is handled confidentially and in compliance with privacy laws. Personal information related to complaints is not disclosed outside of the complaints handling process unless required by law.
9. Contact Information
For any questions regarding this policy or to submit a complaint, please contact us at:
• Phone: 07939 337791
• Email: giveitatri.leisure41@gmail.com
• In-Person: Visit us at Unit 101 Rainbow Estate, Raynes Park, SW20 0JY
Effective Date: 11/11/2024
Review Date: 10/11/2025
Thank you for helping us maintain a high standard at Give it a Tri Ltd. We value your feedback and are here to support you in every step of your fitness journey.
MEDIA & MARKETING
1. Purpose
This policy outlines guidelines for photography, filming, and marketing practices for Give it a Tri Ltd. It is designed to:
• Protect the privacy of participants, especially minors.
• Comply with applicable privacy and data protection laws.
• Enhance marketing efforts while respecting personal boundaries and legal obligations.
2. Scope
This policy applies to all staff, contractors, and any third-party media professionals who capture or use images, video, or other visual media at Give it a Tri Ltd for marketing, instructional, or operational purposes.
3. Consent
• Adults: Written consent must be obtained from all adult participants before capturing and using images or videos for marketing or training purposes.
• Minors: Special care is required when photographing or filming children. Parental or legal guardian consent must be obtained before any photography or videography involving children.
• Parental Consent Forms: Forms should outline specific uses for photos and videos, including online, print, and social media use, and be signed annually or upon registration.
• Right to Refuse: Parents/guardians and adult participants have the right to refuse to allow photos/videos to be taken or used for marketing purposes without affecting their ability to participate in activities.
4. Capture Guidelines
• Designated Photography Zones: Photography and filming should be restricted to designated zones where consented media capture is permissible.
• Sensitive Areas: Cameras, including mobile devices, are strictly prohibited in bathrooms, changing rooms, and locker areas.
• Group Shots: Whenever possible, aim to take group shots over close-ups of individual children, particularly for promotional materials.
5. Social Media and Marketing Usage
• Official Channels Only: Only images taken by authorised personnel or contractors are permitted for use on Give it a Tri Ltd’s official social media platforms, website, and marketing materials.
• Social Media Posting: When sharing images of children, avoid using identifying information (e.g., full names) to protect privacy.
• Usage Limits: For children under 16, usage of images should be reviewed every 12 months to ensure they remain appropriate for use.
• Tagging and Attribution: The hub may tag or reference partners or events in social media posts, but only if the content complies with privacy guidelines and prior consent agreements.
6. Storage and Security
• Secure Storage: All images and videos, especially those featuring minors, must be securely stored in a password-protected digital system. Access is limited to authorised personnel only.
• Retention and Deletion: Media of minors will be kept for a maximum of two years from the capture date unless longer retention is specifically authorised by a parent or guardian. After this period, images will be securely deleted or archived if permitted.
7. External Media and Press
• Media Requests: Any media professionals seeking to capture images or video on the premises must obtain prior authorisation from management and adhere to this policy.
• Event-Specific Media Access: For specific events (e.g., competitions, showcases), all participants and parents/guardians will be informed if external media will be present, and additional consent will be obtained if required.
8. Policy Violations
• Consequences: Violation of this policy by staff, contractors, or other authorised personnel may result in disciplinary action, including termination or legal action if appropriate.
• Reporting: Anyone who notices unauthorized photography, filming, or misuse of media should report it to proprietors of Give it a Tri Ltd immediately.
9. Review and Updates
This policy will be reviewed annually or as needed to ensure compliance with evolving legal standards and best practices. Updates will be communicated to staff and included in registration materials for participants and guardians.