Terms and conditions
Please find below the Terms and Conditions for A&A Fitness Limited Trading as CrossFit Southampton.
An agreement between A&A Fitness Limited referred to as ‘CrossFit Southampton’ and you the client, referred to as ‘Client’
Membership Terms and Conditions
The following information has been produced to ensure that all members are assured of a comfortable and enjoyable experience on each and every one of their visits. Although the items in this list are detailed in their nature, it is anticipated that for the majority of members there will be little or no need ever to refer to them. They do however allow CrossFit Southampton, their staff, directors or self-employed coaches to provide a high quality service.
1. Release of Liability
1.1. Client’s acknowledgement and assumption of risk and full release from liability of CrossFit Southampton: client acknowledges that the training / nutritional service programs purchased hereunder includes participation in strenuous physical activities, including, but not limited to, running, weight training, strongman, gymnastic movements, various aerobic conditioning and various nutritional programs offered by CrossFit Southampton (the “physical activities”).
1.2. Client acknowledges these physical activities involve the inherent risk of physical injuries or other damages, including, but not limited to, heart attacks, muscle strains, pulls or tears, broken bones, shin splints, heat exhaustion, knee/lower back/foot injuries and any other illness, soreness, rhabdomyolysis, or injury, however caused, occurring during or after client’s participation in the physical activities.
1.3. Client further acknowledges that such risks include, but are not limited to, injuries caused by the negligence of an instructor or other person, defective or improperly used equipment, over-exertion of a client, slip and fall by client, or an unknown health problem of client.
1.4. Client agrees to assume all risk and responsibility arising from participation in the physical activities. Client affirms that client is in good physical condition and does not suffer from any disability that would prevent or limit participation in the physical activities.
1.5. Client acknowledges participation will be physically and mentally challenging, and client agrees that it is the responsibility of client to seek competent medical advice regarding any concerns or questions concerning the ability of client to take part in CrossFit Southampton’s physical activities.
1.6. By reading this agreement, client affirms that he or she is capable of participating in the physical activities. Client agrees to assume all risk and responsibilities for exceeding his or her physical limits.
1.7. Client, on behalf of client, his or her heirs, assigns and next of kin, waives any claims against and releases CrossFit Southampton (as well as any of its owners, employees, or other authorised agents, including independent contractors) from any and all liability, claims and / or causes of action that client may have for injuries or other damages of any kind, including but not limited to punitive damages, arising out of participation in CrossFit Southampton activities, including, but not limited to the personal training / nutritional programs and the physical activities.
1.8. Members are particularly advised not to undertake strenuous physical activities for which they might be medically unfit. Members who have any reservations as to their physical condition are advised to have a medical check-up before embarking on any exercise. The exercise programmes and facilities provided are designed with safety in mind, these are however used entirely at the members’ own risk. All members must undergo a health check and basic supervised instruction session before using the gym.
1.9. Appropriate clothing must be worn at all times.
1.10. Access to the gym and booking classes can be carried out using your personal login to Teamup.
1.11. Members perspiring excessively are advised to take the appropriate steps to prevent it affecting other members and wipe equipment after use.
2. Gym membership agreement services
2.1. The service being requested is for teaching and coaching designed to develop your fitness and understanding.
2.2. The agreement is for coaching services over a specific period of time during which the student is eligible to partake in any and all activities in accordance with their membership package.
2.3. This can include an agreement for a specific number of classes, seminars, or coaching lessons during the agreed upon period.
3. Client’s right to cancel
3.1. The client may not terminate or cancel the agreement except as follows:
3.1.1. by giving at least 30 days notice at any point, if this is during the first 3 months the higher membership rate may be applied and require settling before successfully cancelling the membership prematurely.
3.1.2. if by reason of death or disability, client is unable to receive all CrossFit Southampton services for which client has contracted, client and client’s estate shall be relieved from the obligation of making payment for services other than those received or obligated prior to death or the onset of disability (subject to signed doctor’s note regarding the nature of the disability).
4. Client’s right to hold
4.1. The client may, for periods of one calendar month or longer, “put on hold” the membership. The request to place the agreement on hold must be made in writing to firstname.lastname@example.org and must be made a minimum of 30 days in advance of the intention to change the membership to ‘on hold’. There can be no retrospective holds. No end date is required, and memberships may be upgraded from ‘on hold’ to any full membership with immediate effect, anytime during the ‘on hold’ period.
4.1.1. client is injured or sick, or client is pregnant and/or has had a baby. In both cases the return date will be mutually determined based on the recovery and recuperation of the client.
4.2 The client agrees to pay £10 per month to keep their membership active during the hold period.
5. Client’s default
5.1. Client shall be deemed in default of this agreement upon the failure to comply with any of the terms and conditions of the agreement, including, but not limited to, the obligation to make any payment as and when due. Upon default, CrossFit Southampton shall have all rights and remedies available, including termination of this agreement and institution of an action for all applicable damages.
5.2. If CrossFit Southampton delays or refrains from exercising any rights under this agreement, CrossFit Southampton does not waive, nor will CrossFit Southampton lose those rights. If CrossFit Southampton accepts late or partial payments from the buyer, CrossFit Southampton does not waive the right to receive full and timely payments and other charges due under this agreement.
Successors and assigns:
5.3. Client agrees that all terms and conditions of this agreement shall be binding upon the heirs, personal representatives, lawful successors, and assigns of client, and anyone claiming by or through client.
6.1. The parties agree that if any provision or portion of this agreement is declared void and unenforceable, such provision or portion of a provision shall be deemed severed from this agreement, which shall otherwise remain in full force and effect. However, the client specifically agrees all the terms and conditions are to be enforced and client specifically waives any statute or other right of any type, which would invalidate the enforceability of any provision or portion of a provision of this agreement.
7. Legal fees
7.1. In the event either party finds it necessary to commence litigation or other court action to enforce the terms and conditions of this agreement, the prevailing party in such litigation or court action shall be entitled to receive their actual lawyer’s fees incurred, together with court costs, and other charges from the other party as a part of any ruling or judgment.
8. Membership fees
8.1. Membership fees shall be fixed by CrossFit Southampton and may be altered at any time. Members will be notified (via email or notification in Teamup) of any changes in the fees prior to the date of the alteration.
8.2. On payment of membership fees, a member is entitled to use CrossFit Southampton facilities with frequency of use relating to the membership type.
8.3. The first membership subscription shall be due and payable on the signing of this agreement. Subsequent membership subscription shall be due and payable on the same date of each month or thereabouts depending on what day of the week the date falls on.
8.4. All membership applications, PAR-Q questionnaires and waivers must be completed via Teamup prior to any physical activity starting.
8.5. The centre reserves the right to reject an application for membership, or refuse admission, without giving any reason.
8.6. Membership fees are payable according to the membership type selected.
8.7. Membership upgrades can take place immediately. Membership downgrades require 30 day’s notice as per section 3.1.
9. Direct Debit and Recurring Card Payments
9.1. Monthly Direct Debits and Recurring Card Payments are a full binding contract between CrossFit Southampton and the member and will automatically continue until CrossFit Southampton is notified otherwise.
10. Use of the Facilities
10.1. A member is entitled to use CrossFit Southampton’s facilities providing always that CrossFit Southampton may at any time withdraw all or part of its facilities for any period or periods and with notice, where practicable, in connection with any cleaning, repair, alteration, maintenance or security work, other work or for reasons beyond the control of CrossFit Southampton.
11.Smoking & Vaping
11.1. Please note that CrossFit Southampton has been designated a non-smoking or vaping environment. The whole site is a no smoking site.
12. Social Activities
12.1. The centre reserves the right at any time, and without notice, to set aside facilities for exhibitions or other social activities.
13. Fire Emergency plan
13.1. In the event of a fire, members are asked to make their way in an orderly fashion to the nearest available exit which are clearly signed at the end of the gym and convene outside the TeamSport GoKart Centre.
13.2. Members are advised not to fight the fire but leave the premises and call the fire brigade. There are fire extinguishers located in key risk areas within the gym should it be necessary to combat flames.
14. Medical Emergency plan
14.1. In the event of a medical emergency the first aider on duty will assess the medical need and provide treatment and call for help.
14.2. Members with relevant training are encouraged to help and call for the ambulance service.
15. Lost property
15.1. All lost property found on the premises should be handed into CrossFit Southampton’s front desk or to a member of staff. Items will be stored for at least one month before possibly being donated to local charities.
16. Liability and loss
16.1. The centre’s liability for loss or damage to members’ property is strictly limited to any damage or loss suffered as a result of negligence of CrossFit Southampton, its staff or agents. Without exception the centre will not accept liability for money, valuables or other personal property of members.
16.2. The centre reserves the right, at its absolute discretion, to refuse to store any such personal property of members. Property stored at CrossFit Southampton is stored at the owner’s risk and no liability for the loss or damage thereto will be accepted by the gym.
16.3. The gym cannot accept any liability for any accident to any member or guest that may occur on the premises other than the liability which may arise from negligence of CrossFit Southampton, its staff or agents.
16.4. Any member who suffers an accident on the premises must report the accident, and the circumstances under which it occurred, to a staff member immediately following the accident.
16.5. Neither CrossFit Southampton, its trainers or other employees, servants or agents (including every independent contractor from time to time employed by CrossFit Southampton) shall in any circumstances whatsoever be under any liability whatsoever to the applicant for any loss, damage or injury (including death) whether accidental or otherwise of whatsoever kind arising during or resulting from participating in the exercise programme.
17. Termination of Membership
17.1. You may not cancel your membership within your initial 3 month commitment period respectively. After your initial 3 month commitment period you may give us 30 days written notice of your wish to cancel. Cancellation notices must be received on or before the payment date of which your payment to CrossFit Southampton is taken for expiry before to the next payment would have been due. CrossFit Southampton is not liable to refund any monies should the receipt of cancellation not be received in accordance with this clause.
17.2. CrossFit Southampton reserves the right to refuse admission and/or to expel or suspend any member forthwith if any member shall, in the opinion of the owners, cause nuisance or annoyance to the other gym members or guests; and for any breach of CrossFit Southampton’s rules or misuse of gym facilities, or for any other reason which CrossFit Southampton may deem appropriate.
18. Suspension of membership
18.1. Suspension for medical reasons will require support in writing from your doctor and will only apply from the date of receipt of the letter. A letter from your doctor will be required on your return to fitness.
18.2. Suspension during the minimum three-month contract will result in the initial commitment period being extended for the length of the suspension.
18.3. All suspensions are at the discretion of the management.
19.1. Members must at all times observe the membership rules and Gym Rules, and comply with any reasonable directions which the director/manager/coach/trainer may give to ensure the smooth operation of CrossFit Southampton, the facilities and the convenience of members.
19.2. Any dispute or difference which may arise with regard to the interpretation of these rules shall be determined by the directors whose decision shall be final.
19.3. CrossFit Southampton reserves the right to amend these rules and all tariff charges at any time and without notice to the individual members although notification of the change will be displayed on CrossFit Southampton by notices posted on notice boards and through email/newsletters. If any provision in these rules is declared illegal or otherwise unenforceable, the remaining provisions shall remain in full force and effect.
20. Data Protection Act
20.1. CrossFit Southampton abides by the principles of the Data Protection Act 1998 and will keep the information provided by you on computer for the purpose of administrating the membership. In addition CrossFit Southampton will use the records to notify you of leisure activities organised by CrossFit Southampton. By signing and returning the membership form you will be deemed to be giving your explicit consent to the processing of data contained on it, including anything which may be considered to be sensitive personal data.
20.2 CrossFit Southampton takes member privacy seriously and follows all GDPR guidelines, the policies upheld can be viewed here.
21. Governing Law and Jurisdiction of the Courts
21.1. This agreement shall be governed by and construed with UK Law and the parties agree to submit any disputes to the exclusive jurisdiction of the Courts of the United Kingdom.
Website Legal Notice
Visitors to our Website are required to accept the following terms and conditions in return for the information given about us, our business and the services we provide through our Website.
1.0 Conditions of website use
1.1. We use our reasonable efforts to include accurate and up to date information on our web pages. Information is for guidance only and is not intended to form any part of a contract and can be subject to change without notice. We shall not be liable for any direct, indirect, incidental, consequential or cumulative losses or damages arising out of the use or inability to use these pages, any errors, misrepresentations or omissions on the material contained on them.
1.2. The information on these web pages has been prepared with reasonable care and is believed by us to be legal, honest, decent and truthful as of the date of its preparation.
1.3. You agree that the material downloaded or otherwise accessed through the use of our web pages is obtained entirely at your own risk and that you will be entirely responsible for any resulting damage to software or computer systems and/or any resulting loss of data even if we have been advised of the possibility of any such damage.
1.4. We do not accept any liability in connection with any third party web sites which may be linked or accessible through our own Web site and we do not endorse or approve the contents of any such site.
1.5. In relation to a dispute arising out of this Website you the user and we, CrossFit Southampton agree to submit exclusively to the jurisdiction of UK law.
1.6. Except where expressly stated to the contrary the text and graphics in the information contained in this Web site is the copyright of CrossFit Southampton and CrossFit.Inc. You may download or print out individual selections of these web pages only if explicitly used for your own personal information and not to be publicly reproduced. Permanent copying or storage of whole or part of this Website or the information contained in it or reproduction or incorporation of any part of it in any other work or publication whether on paper or electronic media or any other form is expressly prohibited.
1.7. The entire contents of these web pages remain our property and are copyright with all rights reserved
2. Cookie/Tracking Technology
2.1. The Site may use cookie and tracking technology depending on the features offered. Cookie and tracking technology are useful for gathering information such as browser type and operating system, tracking the number of visitors to the Site, and understanding how visitors use the Site. Cookies can also help customize the Site for visitors. Personal information cannot be collected via cookies and other tracking technology, however, if you previously provided personally identifiable information, cookies may be tied to such information. Aggregate cookie and tracking information may be shared with third parties.
2.2.Distribution of Information
2.2.1. We may share information with governmental agencies or other companies assisting us in fraud prevention or investigation. We may do so when: (1) permitted or required by law; or, (2) trying to protect against or prevent actual or potential fraud or unauthorised transactions; or, (3) investigating fraud which has already taken place. The information is not provided to these companies for marketing purposes.
CrossFit Southampton understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of our customers and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
Information About Us
A&A Fitness Limited trading as CrossFit Southampton.
Limited Company registered in England under company number 08081521.
Registered address: Unit 3b Barton Park Industrial Estate, Chickenhall Lane, Eastleigh, Hampshire, SO50 6RR
Address: Unit 3b Barton Park Industrial Estate, Chickenhall Lane, Eastleigh, Hampshire, SO50 6RR
VAT number: 314582315
Data Protection Officer: Charles Balchin
We are a registered affiliate of CrossFit Inc.
What Does This Notice Cover?
This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.
What is Personal Data?
Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
The personal data that we use is set out in Part 5, below.
What Are My Rights?
Under the GDPR, you have the following rights, which we will always work to uphold:
- The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 11.
- The right to access the personal data we hold about you. Part 10 will tell you how to do this.
- The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 11 to find out more.
- The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using the details in Part 11 to find out more.
- The right to restrict (i.e. prevent) the processing of your personal data.
- The right to object to us using your personal data for a particular purpose or purposes.
- The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
- Rights relating to automated decision-making and profiling. we do not use your personal data in this way.
For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 11.
Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
What Personal Data Do You Collect?
We may collect some or all of the following personal data (this may vary according to your relationship with us):
- Date of birth;
- Email address;
- Telephone number;
- Payment information;
- PAR-Q form;
- An emergency contact name and number.
Your personal data is obtained from the following third party:
- Teamup Sports Inc.
How Do You Use My Personal Data?
Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data may be used for one of the following purposes:
- Providing and managing your account and notifying you of successful and outstanding payments.
- Supplying our services to you. Your personal details are required in order for us to enter into a contract with you.
- Personalising and tailoring our services for you.
- Communicating with you. This may include responding to emails or calls from you.
- Supplying you with information by email that you have opted-in to (you may unsubscribe or opt-out at any time by E-mail link).
With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email, telephone and text message with information, news, and offers on our services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.
We use the following automated system for carrying out certain kinds of decision-making. If at any point you wish to query any action that we take on the basis of this or wish to request ‘human intervention’ (i.e. have someone review the action themselves, rather than relying only on the automated method), the GDPR gives you the right to do so. Please contact us to find out more using the details in Part 11.
The following automated decision-making method(s) may be used:
- Our Third-Party software may contact you with notifications on payments, class attendance and class news e.g. last-minute class cancellations.
How Long Will You Keep My Personal Data?
We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):
- Until you wish to cancel your membership with the gym or see the contract through to it’s termination.
How and Where Do You Store or Transfer My Personal Data?
We use specific contracts with external third parties that are approved by the European Commission for the transfer of personal data to third countries. These contracts ensure the same levels of personal data protection that would apply under the GDPR. More information is available from the European Commission.
Where we transfer your data to a third party based in the US, this may be protected if they are part of the EU-US Privacy Shield. This requires that third party to provide data protection to standards similar levels of data protection to those in Europe. More information is available from the European Commission.
Please contact us using the details below in Part 11 for further information about the particular data protection mechanism used by us when transferring your personal data to a third country.
The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:
- You input the data yourself into the Third-Party software where you can access it and change it via smartphone, laptop, computer and other mobile devices.
Do You Share My Personal Data?
We will not share any of your personal data with any third parties for any purposes, subject to one important exception.
In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
How Can I Access My Personal Data?
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 11.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request within one week and, in any case, not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
How Do I Contact You?
To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details:
Email address: email@example.com.
Postal Address: Unit 3b Barton Park Industrial Estate, Chickenhall Lane, Eastleigh, Hampshire, SO50 6RR
Changes to this Privacy Notice
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.
Any changes will be made available at http://www.crossfitsouthampton.com
A&A Fitness Limited t/a CrossFit Southampton (further referred to as CrossFit Southampton) –
What are the key policy principles?
CrossFit Southampton is committed to ensuring its safeguarding practises reflect statutory responsibilities, government guidance and complies with best practice and requirements.
CrossFit Southampton recognises that the welfare and interests of children and young vulnerable adults are important in all circumstances regardless of age, gender, religion or beliefs, ethnicity, disability, sexual orientation or socio-economic background.
CrossFit Southampton recognises that safeguarding is everyone’s responsibility
Learners and Parents
You are responsible for:
- Ensuring that you are fully aware of this policy, so when you believe there is a need to notify us of such an incident you immediately inform the designated safeguarding officer or necessary authorities within the organisation. The policy is clearly displayed on our website at crossfitsouthampton.com and available to view on TeamUp within your account.
- Warranting you fully understand the details of this policy to take the appropriate action and inform the managing directors and the necessary authorities when considered appropriate.
- Responsible for full compliance
- Undertaking and completion of a full investigation on any issues or concerns raised
- Reporting any incident to the necessary authorities To ensure all staff are DBS checked; that all staff have received appropriate safeguarding training that is regularly updated, are aware of and understand the boxes safeguarding policy
What is the process?
- Our commitment
All our coaches who work with learners have a crucial role to play in their learner journey. You have a unique opportunity to interact in ways that are both affirming and inspiring. This policy has been produced (and is supported by Information, Advice and Guidance), to help you to establish safe and responsive environments which safeguard all individuals and reduce the risk of improper or unprofessional conduct.
We all have a duty of care to safeguard and promote welfare for all, and to enhance awareness of the broader welfare spectrum.
The aim of the policy is to ensure you are aware and understand your responsibilities; Understand the responsibility of others, signs that might be a safeguarding concern, along with reporting procedures for all safeguarding issues.
This policy covers the safeguarding of learners within our delivery and learners within any subcontracted provision.
It is inclusive of specific highlighted safeguarding agenda areas – as defined by law, and in the wider context all our students, learners and staff.
- Key Contacts
Designated Safeguarding Officer: Charles Balchin Email: firstname.lastname@example.org
Contact No: 07816564215
Safeguarding is the action that is taken to promote the welfare of children and protect them from harm (NSPCC) and can also apply to vulnerable adults over the age of 18. The Safeguarding Agenda includes a wide range of potential:
- Abuse (physical, emotional, financial, institutional, sexual, organisational)
- Child sexual exploitation
- Bullying & cyberbullying
- Substance misuse
- Fabricated or induced Illness
- Faith abuse
- Forced marriage
- Gang and youth violence
- Private fostering
- Female genital mutilation (FGM)
- Gender based violence
- Teenage relationship abuse
- Mental health concerns
A Child is defined as anyone under the age of 18 including unborn children right up to teenagers (UK government guidance).
An adult at risk (previously vulnerable adult) is defined as any person over the age of 18 and at risk of abuse or neglect because of their need for support or personal circumstance.
Alongside the Safeguarding Agenda above this could be due to, and not limited to any of the following:
- Living in sheltered housing
- Receiving any form of health care
- Receiving a welfare service to support their need to live independently
- Receiving a service due to their age or disability
- Living in residential accommodation such as a care home
- Receiving domiciliary care in their own home
While the definitions of a child and adult at risk give the rationale for legislative intervention, it is important to note that an individual may be deemed at higher risk of a safeguarding issue affecting them due to other factors, examples:
- Poor numeracy and literacy skill, or specific learning need
- Unsupportive home environment
- English not a first language
- Unsupportive employer
- Under represented group
- Acting as a carer for another family member
- Background in offending
- Disability or social need
- Our responsibility
We all have a responsibility to ensure that children, young people and adults are protected from harm, informed about potential risks to their welfare, and understand how to seek help.
We must ensure all concerns are dealt with in a timely manner and appropriately. We also have a responsibility to minimise the risk of allegations against you.
All staff are expected to comply with any DBS check request and to have a good understanding of what constitutes a safeguarding or welfare concern and how to provide support, guidance in such instances and the channels for escalating a concern.
To assist you in this, on-going training and awareness, as well as continuous information, advice and guidance will help you to feel confident in proactively promoting safeguarding and understanding your individual responsibilities.
The responsibilities of individuals are detailed below:
- Our Managing Directors – to ensure we have effective policies, and to ensure policies are implemented and followed, and sufficient time and resources are allocated to employees to carry out their responsibilities.
- Our Designated Safeguarding Officer – Carry out investigations where appropriate into welfare concerns reported and liaise with external bodies such as the safeguarding board where appropriate. Overall recording and management of safeguarding issues and report on any issues that arise. Review procedures and policies on a timely basis. Maintain own CPD to ensure their role can be fulfilled competently.
- Our Coaches and Staff – to check safety and welfare with all learners at each visit/communication, ensuring learners complete all safety related learning activities within their programme.
You must be mindful of indicators and that there may be a safeguarding issue – see Appendix), and if required to follow our flowchart for reporting issues that concern them or are reported to them (see Appendix).
- Safer Recruitment
CrossFit Southampton carries out a safe recruitment process and ensures that all appropriate checks are carried out on new staff that will work or encounter children and adults in line with the Disclosure and Barring Service requirements. See resourcing policy for further detail on recruitment procedures.
7.1 Disclosure and Barring Service Checks
The Disclosure and Barring Service (DBS) is an executive agency of the Home Office and its primary purpose is to help employers make safer recruitment decisions and appointments. By conducting checks DBS helps to identify applicants who may be unsuitable for certain work and positions, especially those involving contact with children (those less than 18 years old) or adults at risk. Depending on the type and regularity of contact with children or adults at risk involved in a particular role, employers are entitled to make appropriate types of enquiry about the applicant’s criminal record and seek a disclosure through a DBS check.
CrossFit Southampton undertakes different types of criminal records checks depending on the role applied for:
- Standard DBS check This will be for positions that are included in the Rehabilitation of Offenders Act (ROA) 1974 (Exceptions) Order 1975. This type of check contains details of an individual’s convictions, cautions, reprimands or warnings recorded on police central records and includes both ‘spent’ and ‘unspent’ convictions that will be shown on a criminal records check.
- Enhanced DBS check this will be for positions included in both the ROA 1974 Exceptions Order and in the Police Act 1997 regulations. This type of check contains the same details as the standard check plus any information held locally by police forces that it is reasonably considered to be relevant to the post applied for.
- Enhanced DBS & barred list check (child) An enhanced check with information from the DBS’s children’s barred list is only available for those individuals engaged in regulated activity with children and a small number of posts as listed in the Police Act 1997 regulations.
- Enhanced DBS & barred list check (adult) An enhanced check with information from the DBS’s adults barred list is only available for those individuals engaged in regulated activity with adults and a small number of posts as listed in the Police Act 1997 regulations.
- Enhanced DBS & barred list check (child and adult) An enhanced check with information from the DBS’s children and adults barred list is only available for those individuals engaged in regulated activity with both vulnerable groups including children and a small number of posts as listed in the Police Act regulations.
7.2 When and What Type of DBS Check is Appropriate
Even where a post has some contact with a child or vulnerable adult, the definition of regulated activity may not be fully satisfied, but in order to safeguard our learners any unsupervised contact with learners will result in an enhanced DBS check with child barred list.
The Safeguarding Vulnerable Groups Act 2006 (amended by the Protection of Freedoms Act 2012) defines what types of activities involving children and adults at risk are regulated and therefore require barring list checks.
Regulated Activity is a term that defines activities that an individual engages in. The criteria for regulated activity differs for adults and children as detailed below:
- Regular activity (once per week or 4 times over the course of 1 month)
- Unsupervised activity
- Teaching, coaching, training, assessing, mentoring based activities – working intensively and closely with a child within a specified setting
- Aiding in someone’s personal affairs or allowing someone else to do so
- Aid with cash, bills and shopping (allowing someone else to or shopping on someone’s behalf)
Further advice on types of DBS disclosure and the circumstances in which regulated activity applies can be obtained from the support team.
When the most suitable candidate for the position has been identified, the offer of appointment will be made subject to a satisfactory DBS, right to work, references and qualification checks.
In the instance that the outcome of a DBS check has not been received from the appropriate authority prior to learner visits being carried out, all visits with learners will be supervised by a person whose DBS outcome has been received and approved. The managing directors will be responsible for arranging this supervision.
As a DBS check forms part of our recruitment process for both employed and self-employed team members, we encourage all candidates to declare anything relevant to the type of disclosure required for the role they applied for. Once an offer has been made, candidates should tell us of any further details of convictions, including those that normally would be considered as spent, cautions or reprimands.
DBS checks have no official expiry date, however we will re-apply for the appropriate types of DBS checks as or when required our aim is to review on a 3-year basis during employment or self-employment at CrossFit Southampton.
Information provided in a DBS disclosure report must be kept confidential and only on a need-to-know basis. Such information will be handled in accordance with CrossFit Southampton’s policies on data protection.
We recognise that applicants and our employees need to feel confident that information about their convictions will not be disclosed to colleagues unless there is a specific reason for doing so. Those involved in recruitment decisions should ensure that when appointing an individual with a conviction, they are advised as to whom within CrossFit Southampton knows of their conviction and the reasons why the information has been disclosed.
Failure to Disclose Information Relevant to the Type of DBS Check Appropriate to your role having a criminal record does not necessarily preclude an individual from working at CrossFit Southampton
The decision as to whether a person with a criminal record should be appointed, or an offer of employment withdrawn, or employment terminated will be taken only after careful and thorough consideration of the outcome of any DBS check as well as the job and offence related factors as explained.
Failure to disclose information relevant to the type of DBS check appropriate to your role would be seen by CrossFit Southampton as a breach of trust and confidence. Such acts are considered as gross misconduct and you would be invited to a disciplinary hearing with a potential outcome of instant dismissal.
7.4 Exploring the Relevance of Information Provided in the Disclosure Report
As we explained in the previous section having a criminal record does not necessarily preclude an individual from working at CrossFit Southampton. The decision as to whether a candidate with a criminal record should be appointed, or an offer of employment withdrawn, will be taken only after careful and thorough consideration of the outcome of any DBS check as well as the job offered.
Like the recruitment process, a disclosure of a criminal record will not necessarily lead to termination of your employment with us and the decision will be taken only after careful and thorough consideration of the job and offence related factors. Any decision to terminate employment would follow our Disciplinary Policy (or Probation). A managing director alongside the designated safeguarding officer, will make an initial assessment of the content of the disclosure report.
7.5 Exploring a Conviction and its Relevance
All discussions relating to convictions must take place after the selection process has been completed and will involve a managing director and, if appropriate, the company designated safeguarding officer. As part of the decision-making process they will normally meet with the individual to gain more information from the person about the nature and circumstances of any conviction. The suitability for employment of a person with a criminal record will clearly vary, depending upon the nature of the job and the details and circumstances of any convictions.
The decision will be made based on a risk assessment to enable the applicant’s criminal record and circumstances to be assessed in relation to the tasks he or she will be required to perform and the circumstances in which the work is to be carried out.
The following job-related factors should be considered:
- Does the post involve direct contact with learners or the public?
- What level of supervision will the post-holder receive?
- What level of trust is involved? Will the nature of the job present any opportunities for the post-holder to reoffend in the place of work?
- Does the post involve any contact with children or other vulnerable groups of learners or employees?
- The assessment is also likely to include consideration of the following factors relating to the individual’s offence(s):
- The seriousness of the offence(s) and relevance to the safety of other employees, students, research subjects, the public etc.;
- The length of time since the offence(s) occurred.
- Coaches action if a concern is reported to them (Please also see the Concern Process Flow Chart)
If the learner has a concern over their own personal welfare and wellbeing, you are to listen to and record all information given, making no judgement or assumptions and inform the Designated Safeguarding Officer.
All learners are to be informed that if they have a concern over their own personal welfare and wellbeing that they do not feel comfortable talking to their coach about, they are to contact CrossFit Southampton’s designated safeguarding officer, or can be provided with details of outside organisations if they’d prefer.
Contact details for safeguarding officer are available in this policy (see section 4). If a parent contacts you to report a concern about their child, ensure you listen, and record the details as per a learner reporting a concern to you. Ensure you have contact details for the parent.
You must report the issue to the safeguarding officer. The safeguarding officer will then decide the appropriate course of action, and if a referral outside the organisation is appropriate, liaise with the parent as appropriate.
If a learner reports unsafe practices or safeguarding issues to you within their working environment advise the learner to follow in house reporting procedures. You may support the learner in speaking to the appropriate senior team members. Report the incident to the designated safeguarding officer who will offer additional guidance and signposting for the learner, and will monitor.
It is important you do not pass any information to other parties or try to investigate the concern yourself.
If you require an immediate response call your designated safeguarding officer immediately, it is noted that the designated officer may not be available out of normal working hours, so in circumstances where the individual is in immediate danger report the incident to the police on 999.
- The designated safeguarding officer will endeavour to make initial contact with regard to the concerns within 72 hours.
- The designated safeguarding officer will assess if the individual is at risk of significant harm and decide upon the next course of action and complete the relevant documentation. This can range from offering signposting to support agencies to referral to the police and local safeguarding authorities.
- Training and Educating Employees
Each member of the safeguarding team holds a formal safeguarding qualification and undertakes regular CPD events in order to keep updated with legislation and refresh their knowledge.
- Keeping Yourself Safe
Maintaining personal safety is also encouraged and the following activities are strictly prohibited for CrossFit Southampton Staff:
- Befriending children and vulnerable adult learners on personal social media sites or distributing personal telephone numbers
- Visiting young and vulnerable adult learners at home or transporting child learners to and from locations
- You will naturally build a rapport with learners, and the learners may see you as a confident and support but be sure to maintain professional boundaries whenever carrying out work on behalf of CrossFit Southampton.
- Be respectful of all members, notably young and vulnerable adults, and appreciate you are in a position of trust. We have the opportunity to listen to their concerns and support them.
- Avoid spending time alone with learners in a closed environment. If this is unavoidable ensure a member of staff is aware where you are, and monitors this.
- Be careful when giving learners advice – as this is based on your opinion, focus support around information (facts) and guidance (signposting).
- If at any point you feel unsafe in a learner’s company inform the designated safeguarding officer or one of the managing directors.
- Future Extensions to the Safeguarding Offering
A dedicated safeguarding officer has been identified and is able to provide both CrossFit Southampton employees and learners with a greater focus on safeguarding and safety of learners.
Concern Process Flow Chart
Learner has a concern
- Over their own personal welfare and wellbeing or unsafe practices or safeguarding issues.
- Over their own personal welfare or has a concern about a learner who has shown some signs of behaving in a way that promotes radicalisation or extremism.
- Observing a safeguarding issue taking place within the working practices of an employer setting.
- If they have a concern over their own personal welfare and wellbeing that they do not feel comfortable talking to their coach, they are to contact the designated safeguarding officer listed within.
- Safeguarding incidents are recorded in a safeguarding log and should be reported to the designated safeguarding officer in the first instance.
- If you require an immediate response call your designated safeguarding officer immediately if they are not available and circumstances where an individual is in immediate danger report the incident to police on 999.
- The designated safeguarding officer will endeavour to make initial contact regarding the concern within 72 hours.
- The designated safeguarding officer to assess if the individual is at risk and complete the next course of action this also includes updating the Safeguarding log.
- Where applicable, the concern will be reported to the designated LADO (Local Authority Designated Officer) or any other applicable service.
We are committed to reviewing our policies annually when required.
Charles Balchin (Managing Director)
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