Southend Gymnastics Centre

Approved by:

Director of Coaching

Date: 8th May 2018

Last reviewed on:

5th May 2026

Next review due by:

4th May 2027

Policies may be reviewed at any time

This manual is a comprehensive reference for staff, volunteers, parents and gymnasts. It aligns with IGA standards and UK legislation.

1. Aims and Principles

Southend Gymnastics is committed to safe, inclusive and enjoyable participation for every gymnast. We adopt IGA policies and good practice throughout our programme.

Safeguard children, young people and vulnerable adults.
Promote enjoyment, participation, fitness and progression.
Maintain high coaching standards through ongoing development.
Comply with UK law and IGA affiliation requirements.

2. Data Protection and GDPR

We comply with UK GDPR and the Data Protection Act 2018. We follow ICO guidance. We collect and process only what is necessary.

2.1 Roles and Responsibilities

Role	Responsibility	Contact
Data Controller	Overall responsibility for data processing	Southend Gymnastics Centre
Data Protection Officer	Oversight, advice, breach handling, SARs	Svetlozar Jeliazkov, [email protected]
All Staff and Volunteers	Secure handling of data, report concerns	Via Head Coach

2.2 Data Protection Principles

Lawful, fair and transparent processing.
Purpose limitation and data minimisation.
Accuracy and timely updates.
Storage limitation and secure disposal.
Integrity and confidentiality.

2.3 Retention Schedules

Record Type	Retention	Notes
Medical records	7 years after leaving	Insurance and clinical reference
Safeguarding records	Until 25th birthday	Or longer if advised
Accident logs	20 years	Insurance requirement
Financial records	6 years	HMRC requirement
Membership records	3 years after leaving	Administrative

2.4 Subject Access Requests

Requests must be in writing.
We verify identity.
We respond within one month.
Complex requests may be extended with notice.
Children aged 12 and above may make a request themselves.

2.5 Data Breaches

Report suspected breaches to the DPO immediately.
We assess risk to rights and freedoms.
If required we notify the ICO within 72 hours.
We inform affected individuals when risk is high.
We record all breaches and outcomes.

2.6 Privacy Notices and Detailed Data Protection

We provide clear privacy notices to gymnasts, parents/carers, and staff in line with ICO guidance. These explain why we collect personal data, the lawful bases for processing, retention periods, rights of access, rights to withdraw consent, and the right to complain to the ICO.

2.6.1 Collection and Legal Basis

We collect personal data for administration, health and safety, safeguarding, and communication. Our lawful bases include consent, performance of a contract, legal obligation, and legitimate interest.

2.6.2 Disposal of Records

Records are disposed of securely once retention periods have expired. Paper records are shredded, digital records permanently deleted, and confirmation of deletion logged.

2.6.3 Privacy Notices

Separate privacy notices are issued to:

Gymnasts (and parents/carers) – covering membership, health, and safeguarding data.
Staff and volunteers – covering recruitment, payroll, and training data.

Fire Drill Procedure: In the unlikely event of a fire during a training session, a verbal warning will be given. All staff must immediately direct gymnasts to the nearest safe exit. Coaches will lead their groups, while assistants ensure that no one is left behind. Visitors in the Centre must exit through the nearest door and proceed directly to the assembly point. At the assembly point, the Welfare Officer or a designated member of staff will take the register and notify the emergency services if anyone is unaccounted for.

3. Photographs and Video

We require written consent before taking or using images. We do not publish names with images. Consent can be withdrawn at any time.

Images are stored securely.
Use is limited to agreed purposes such as displays and social media.
Only authorised staff may post to official channels.
We do not accept private filming in the gym.

4. Data Security

Passwords must be at least twelve characters with mixed types.
Devices must be encrypted and locked when unattended.
Paper files must be kept in locked cabinets.
USB devices must be approved and encrypted.
Email must avoid personal data in subject lines.
Old devices must be wiped securely.

5. Health and Safety

We manage risk through planning, training and monitoring. We follow IGA guidance and the law.

5.1 Insurance

Our public liability, professional indemnity and personal accident cover are provided via IGA arrangements. Incidents that may give rise to a claim are reported in line with policy requirements.

5.2 Responsibilities

Role	Key Duties
Director of Coaching	Overall safety management and resources
Head Coaches	Pre session checks, safe supervision, briefings
Assistants and Volunteers	Support coaches and follow instructions
Welfare Officer	Safeguarding oversight and reporting

5.3 Apparatus Risk Assessments

Vault, runway, and landing areas.
Bars including spacing and matting.
Beam with side matting and spotting plans.
Floor including tumble tracks and conditioning zones.
Trampette including landing supervision.

5.4 Fire Safety

Exits kept clear at all times.
Assembly point is the car park..

5.5 First Aid and Illness

Qualified first aiders present during sessions.
First aid kits stocked and checked monthly.
Incidents recorded in the accident book.
Parents informed of any injury or illness.

6. Codes of Conduct

6.1 Coaches

Be punctual and prepared.
Wear appropriate attire and model good behaviour.
Maintain professional boundaries, no private messaging with gymnasts.
Report concerns at once to the Welfare Officer.

6.2 Gymnasts

Arrive five minutes early, visit the toilet before class.
Wear suitable kit, hair tied back, no jewellery.
Bring water and listen to your coach.
Show respect for others and for equipment.

6.3 Parents

View during designated days only.
Do not enter the gym during sessions.
Pay fees in advance each month to secure the place.
Be polite and respectful to all staff.
Collect children on time.
Do not block the car park

6.4 Breach and Sanctions

Verbal warning.
Written warning.
Suspension.
Termination of membership.

7. Safeguarding and Child Protection

We fully adopt IGA safeguarding guidance. Welfare is our priority.

Role	Name	Email
Welfare Officer	M. Murphy	[email protected]

7.1 Legal Framework

Children Act 1989 and 2004.
Working Together to Safeguard Children 2018.
Care Act 2014.

7.2 Definitions of Abuse

Physical, emotional, sexual and neglect.
Exploitation and grooming.
Online abuse.

7.3 Reporting Concerns

Record the concern in writing with date and time.
Report to the Welfare Officer at once.
If a child is in immediate danger call 999.
The Welfare Officer will escalate as required and record outcomes.

7.4 Allegations Against Staff

Report to the Welfare Officer and the Director of Coaching.
Remove the person from unsupervised duties while enquiries proceed.
Follow statutory guidance and IGA procedures.

8. Anti Bullying

Bullying is not tolerated. We promote respect and kindness.

Education about respectful behaviour.
Clear reporting routes for children and parents.
Swift investigation and proportional sanctions.
Support for the child who has been bullied.

9. Equality, Diversity and Inclusion

We value every member. We make reasonable adjustments to include all.

Adapted training plans where needed.
Accessible communication for families.
Respect for gender identity.
Zero tolerance for discrimination.

10. Gymnast and Parent Responsibilities

10.1 Gymnast Checklist

Arrive early and prepared.
Bring water.
Wear correct kit, remove jewellery.
Listen carefully and try your best.

10.2 Parent Checklist

Keep contact and medical details up to date.
Pay fees monthly in advance.
Report absences by email to [email protected].
Collect children on time.

10.3 Squad Gymnast & Parent Guidelines

Squad gymnasts are expected to:

Maintain high levels of attendance, especially near competitions.
• Wear the correct squad leotard at events and training.
• Bring required personal equipment such as handguards.
• Follow nutrition and rest guidance as advised by coaches.
• Take part in conditioning and strength sessions as part of their training plan.

Parents of squad gymnasts are expected to:
• Support attendance at competitions.
• Communicate absences well in advance.
• Ensure gymnasts arrive prepared and on time.

10.4 Recreational Gymnast Guidelines

Recreational gymnasts are expected to:
• Arrive on time in appropriate kit.
• Tie back hair and remove jewellery.
• Use the toilet before class.
• Behave respectfully and listen to instructions.
Parents must collect children promptly at the end of class.

Coaches’ Professional Standards:
• Maintain confidentiality of information about gymnasts and families.
• Never criticise colleagues or the club in front of gymnasts or parents.
• Abstain from alcohol and drugs before and during coaching duties.
• Hold appropriate and current qualifications and DBS clearance.
• Promote teamwork and resolve conflicts constructively.
• Follow all safeguarding and welfare reporting procedures.

11. Complaints Procedure

Speak to the coach or Welfare Officer to resolve informally.
If unresolved, write to the Head Coach.
We acknowledge within seven days.
We aim to conclude within fourteen days where possible.
If unresolved you may escalate to IGA.

12. Behaviour of Gymnasts

No running unless part of a drill.
Use equipment only when a coach says it is safe to do so.
Behave respectfully at all times.
Follow instructions the first time.

13. Training and Rehabilitation of Injured Gymnasts

Record the injury and first aid provided.
Obtain medical advice when appropriate.
Agree a staged return plan with the coach and parent.
Review progress weekly and adjust the plan.

14. Monitoring and Review

Annual policy review in December.
Update policies when IGA releases revisions.
Log feedback from staff and parents and act on it.

15. Membership and Fees

Our programme runs all year, including half terms, bank holidays and the summer break. We close for two weeks at Christmas. Fees are based on fifty fixed sessions each year.

15.1 Annual Membership

Applies from October to September in line with IGA. Pro rata membership fees:

Join Period	Fee
October to December	£40
January to March	£32
April to June	£24
July to September	£16

15.2 Training Fees

Session Length	Yearly Fee	Monthly Fee
60 minutes	£480	£40
90 minutes	£720	£60
120 minutes	£960	£80

15.3 Preschool Fees

Class	Yearly Fee	Monthly Fee	Membership
45 minutes	£330	£27.50	Not required

15.4 Payment Terms

Fees are reviewed in December and may change from January.
Fees are paid monthly in advance.
No refunds or session swaps for missed classes.
No sibling discounts.

15.5 Late Collection of Children

Collect children on time.
A late collection fee of £50 per thirty minutes, or part thereof, is charged.
Persistent lateness may lead to termination of membership.
If a child is not collected and a parent cannot be reached within one hour, safeguarding procedures apply and we may contact social services.