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ACADEMY POLICIES

Table of Contents

 

Policy 1a - Child Safeguarding and Protection

Policy 1b - Vulnerable Adults Safeguarding and Protection

Policy 2 - Health and Safety

Policy 3 - Anti Bullying

Policy 4 - Discipline and Managing Behaviours

Policy 5 - Payments and Returns

Policy 6 - Privacy

Policy 7 - Use of Mobile Phones and Cameras

Policy 8 - Terms and Conditions for Individual Lessons

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Policy 1a - Child Safeguarding and Protection

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INTRODUCTION

Every child and young person, who fences with Paul Davis Fencing Academy (The Academy) has a right to do so in a caring and safe environment. The Academy recognises that, as adults working with children, we all have a duty of care to create this safe environment and have a full and active part to play in protecting our fencers from harm. The child’s welfare is our paramount concern and will take appropriate action if safeguarding issues arise. The Academy believes in a caring, positive, safe, and stimulating environment that promotes the social, physical, and moral development of the individual child

 

AIMS

The Academy will ensure that all coaches, volunteers, and other adults involved in the care of children and young people receive the knowledge and training needed to protect them from harm while in the Academy’s care. We will:

  • Promote and uphold good practice.

  • Provide children and young people with appropriate safety and protection.

  • Encourage all coaches and volunteers to respond to specific issues in an informed and confident manner.

 

GUIDANCE & LEGISLATION

The guidance given in the procedures is in line with legislation and guidance of the organisation listed below:

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METHOD

The Academy has a designated person that all staff, volunteers, and parents can report to if they feel a staff member, volunteer or individual has acted to  raise concerns  for  a child’s  well-being.  The Designated Welfare Officer is Maria Jose Faustino.

 

SAFEGUARDING REPORTING PROCEDURE

  • Any person with a safeguarding concern must immediately report it to the designated Welfare Officer, Maria Jose Faustino.

  • This initial report can be made in person, by phone, or by email. This is a mandatory step that must not be delayed.

  • Following the initial report, the individual will be requested to complete a complaints form for a formal record. However, the absence of a completed form will not prevent the Welfare Officer from acting on the information provided.

  • Maria Jose Faustino will be in charge of ensuring any allegations are followed throughout to a satisfactory conclusion and that the records and procedures are fulfilled.

  • The child Protection Policy will be reviewed annually unless changes in regulations or incidents have been reported. 

  • All staff and volunteers will be aware of the named person and during training/induction will be aware of the importance of keeping the information confidential, and not to share with other members of the team.  Information should only be shared with the designated person. If the complaint is about this person, then they must inform the Academy Director.

 

WHISTLEBLOWING

The Academy is committed to creating an environment where staff, volunteers, parents/guardians, and fencers feel safe to raise concerns. Concerns can be reported to the Academy Director, Welfare Officer, Maria Jose Faustino, or to British fencing’s Welfare Officer, Liz Behnke. No individual will be penalised for raising a genuine concern. 

 

PHYSICAL CONTACT

Due to the nature of the sport, coaches may need to have physical contact with the children and young people (technique guidance, congratulations/consoling and first aid). Any contact will be explained as to what is happening and why.  In the event of an injury, any physical contact will be explained and the staff member will inform the parent/carer upon arrival. 

 

Safety, welfare, and child protection issues are included within British Fencing’s coach and officials

education programs.

 

Best practice is extensively promoted, and coaches, officials, clubs and affiliated organisations are

required to adhere to British Fencing Guidelines.

 

British Fencing is a Registered Body with the Disclosure Barring service (DBS) and facilitates a disclosure service on behalf of clubs and employers to prevent unsuitable people from working within the sport.

 

MONITORING PROCEDURES

The Academy has regular training, coach meetings and supervision with all coaches/volunteers to ensure that information can be shared in a timely manner, but if concerned, coaches/volunteers should share information with the designated person immediately.

  • Accidents will be recorded and monitored to ensure best practice is continuing and the parent/school/carer will be appropriately informed.

  • Children/young people with health issues will ensure staff/volunteers are aware of the action needed and a health form will be completed and dated by parent/carers upon registration, this will be revised annually.

  • Parents/carers must ensure that any necessary medicine is brought to each session. The medicine must be in the original packaging and have prescription instructions. The Academy will only administer prescribed medication as per the original prescription instruction.

 

MANAGING ALLEGATIONS AND COMPLAINTS

The Academy will follow their procedure of reporting and investigating allegations.  We will:

  • Provide reassurance of the children/young person

  • Obtain reports from all involved

  • Inform parents/guardians informed where required

  • Inform professional organisations – Police, Social Care and British Fencing

  • Action and review of the Academy Policy and protocol. After an allegation or suspicion about a child protection concern has been investigated, there are likely to be strong feelings from staff, parents/guardians, and children and possibly within the wider community, which will need to be addressed.

 

1:1 SESSIONS

Sessions are booked with the parents’/guardians’ consent that sessions might take place without a second responsible adult present and thus encouraged to stay during the sessions. The venue will always be risk assessed ahead of the lesson and necessary people informed about the lesson taking place. If parents/guardians leave, emergency contact details must be provided. 

 

Academy Term and Conditions for individual lessons with Academy coaches is available on www.teampdfa.co.uk

 

MEDICAL DETAILS

It is the responsibility of the parent or fencer (over 18) to inform the coach of any medical information pertaining to the fencing session and that the necessary medication is present and available throughout the session. 

 

ONLINE SAFETY AND DIGITAL COMMUNICATION

  • The Academy is committed to maintaining a safe online environment. This includes digital communication between coaches, fencers, and parents/guardians.

  • All communication with fencers (under 18) must be conducted through an official, verifiable channel (e.g., the club’s email, a group chat, including the parent/guardian)

  • One-on-one communication with a fencer (under 18)  via social media, text message, or other messaging apps is strictly prohibited.

  • Concerns about online behaviour, including cyberbullying, should be reported to the Welfare Officer immediately.


 

CONTACT LIST

​Paul Davis - Academy Director - 07867897195 - paul@teampdfa.com

Maria Jose Faustino - Welfare Officer - 07834327596 - maria@teampdfa.com

Liz Behnke - British Fencing Welfare Officer - 0208 742 3032 - safeguarding@britishfencing.com 

 

CONCLUSION

This Policy will be reviewed annually unless changes in legislation or incident have been reported.

 

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Policy 1b - Vulnerable Adults Safeguarding and Protection


 

INTRODUCTION

Every person who fences with Paul Davis Fencing Academy (The Academy) has a right to do so in a caring and safe environment. The Academy recognises that, as responsible parties working with vulnerable adults, we all have a duty of care to create this safe environment and have a full and active part to play in protecting our fencers from harm. The individual’s welfare is our paramount concern and will take appropriate action if safeguarding issues arise. The Academy believes that we should provide a caring, positive, safe, and stimulating environment that promotes the social, physical and moral development of the individual person.

 

AIMS

  • The Academy will ensure that coaches, volunteers, and other adults involved in the care of the individuals have knowledge and training to ensure the vulnerable adult is protected and kept from harm whilst in the care of The Academy.  They will:

  • Promote and ensure good practice

  • Provide the individual with appropriate safety and protection

  • Encourage all coaches/volunteers to make informed and confident response to specific issues

 

GUIDANCE & LEGISLATION  

The guidance given in the procedures is in line with legislation and guidance of the organisation listed below:

 

METHOD

The Academy has a designated person that all staff, volunteers and parents/guardians can report to if they feel a staff member, volunteer or individual has acted to raise concerns for an individual’s well-being. The designated Welfare Officer is Maria Jose Faustino.

  • Any person with a safeguarding concern must immediately report it to the designated Welfare Officer.

  • The complainant will be requested to complete a complaints form for a formal record. However, the Welfare Officer will not delay acting on an immediate report.

  • Maria Jose Faustino will be in charge of ensuring any allegations are followed through to a satisfactory conclusion and that the records and procedures are fulfilled. 

  • The Vulnerable Adults Safeguarding and Protection Policy will be reviewed annually.

  • All staff and volunteers will be aware of the named person and during training/induction will be aware of the importance of keeping the information confidential and not to share with other members of the team, and only to inform the designated person unless the complaint is about this person then they must inform the Academy Director or Welfare Officer.

 

PHYSICAL CONTACT

Due to the nature of the sport, coaches may need to have physical contact with the individual (technique guidance, congratulations/consoling and first aid). If in the event of an injury, any contact with the vulnerable/young person will be explained as to what is happening and why.  The staff member will inform the parent/carer upon arrival to make them aware of the situation.  Safety, welfare and vulnerable adult protection issues are included within British Fencing’s Coach and Official’s Education Programmes.  

 

Best practice is extensively promoted, and coaches, officials, clubs and affiliated organisations are required to adhere to British Fencing’s guidelines.  

 

British Fencing is a Registered Body with the Disclosure Barring service (DBS) and facilitates a disclosure service on behalf of clubs and employers to prevent unsuitable people from working within the sport.  

 

MONITORING PROCEDURES  

The Academy has regular training, coach meetings and supervision with all coaches /volunteers to ensure that information is able to be shared in a timely manner, but if concerned, coaches /volunteers should share information with the designated person immediately.

  • Accidents will be recorded and monitored to ensure best practice is continuing and the parent/school/career will be appropriately informed. 

  • Vulnerable/young people with health issues will ensure staff/volunteers are aware of the action needed and a health form will be completed and dated by parent/carers upon registration, this will be revised annually.

  • Parents/carers must ensure that any necessary medicine is brought to each session. The medicine must be in the original packaging and have prescription instructions. The Academy will only administer prescribed medication as per the original prescription instructions.  

 

MANAGING ALLEGATION

The Academy will follow their procedure of reporting and investigating allegations.  They will:

  • Provide reassurance to the individual

  • Obtain reports from all involved

  • Inform parents/guardians/carers where required

  • Inform professional organisations informed – eg. Police, Social Care and British Fencing

  • Action and review of the Academy Policy and protocol. After an allegation or suspicion about a child protection concern has been investigated, there are likely to be strong feelings from staff, parents/guardians and peers and possibly within the wider community, which will need to be addressed. 

 

CONTACT LIST

Paul Davis - Academy Director - 07867897195 - paul@teampdfa.com

Maria Jose Faustino - Welfare Officer - 07834327596 - maria@teampdfa.com

Liz Behnke - British Fencing Welfare Officer - 0208 742 3032 - safeguarding@britishfencing.com 

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CONCLUSION

This Policy will be reviewed annually unless changes in legislations or incident have been reported.

 

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Policy 2 - Health and Safety

 

“Creating safe, fun and welcoming environments for learning”

 

INTRODUCTION  

The health and safety of coaches, students and visitors is of great importance to the Academy and we are committed to embedding safe practices into the culture of the Paul Davis Fencing Academy (PDFA) community and organisational processes.   

 

The Academy’s Health and Safety Policy sets out how it manages safety to ensure that we have effective managerial control of the significant risks. The Academy also expects contractors, at all levels, to actively pursue increasingly higher standards of health and safety management. 

 

The Health and Safety Policy represents a top level commitment from the Academy Director.   It sets out the responsibilities for safety management at all within the Academy and outlines the arrangements that are in place for consultation and engagement with coaches, and parents/guardians and schools on Safety and Wellbeing.   

 

We recognise the importance of both our coaches and students appreciating the extent of their individual responsibilities and co-operating fully in ensuring that the Health and Safety Policy and procedures are observed. You are encouraged to familiarise yourself with the Policy and to discuss this with your teams and what this means to the work they undertake.   

 

We all have a role to play together on safety at the Academy.

 

HEALTH AND SAFETY POLICY STATEMENT

The Academy is committed to providing a safe working environment for all its coaches and students and for others who work in or visit the Academy.  It will do so within the framework of the duties laid upon it by the Health and Safety at Work Act 1974 and the Management of Health and Safety at Work Regulations 1992.  

 

These responsibilities will be exercised on the Academy’s behalf by the Academy Director who is expected to do all that is reasonably practicable to meet the health and safety standards laid down. The responsibility extends to all the sites occupied by the Academy and to approved off-site activities.  

The aims of the Academy are:  

  • To set health and safety standards that meet not only the requirements of current legislation but also reflect the Academy’s desire to seek excellence in all its activities

  • to encourage the full participation of all members (coaches and students) of the Academy in matters concerning health and safety at the Academy

  • The identification and elimination or effective control of situations likely to be hazardous to health and safety or to cause damage to persons and/or equipment

  • The prevention of accidents, injuries and ill-health to all users of the Academy

  • The continuous improvement in standards of occupational health and safety

 

The Academy will monitor how well these aims are being met by receiving regular updates from office and session assessments.

 

The Academy Director will discuss safety issues with coaches and contractors on an annual basis or when there is a specific cause.   

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This Policy and its implementation will be subject to review using a standard auditing scheme.  The Policy will be brought to the attention of all coaches and students of the Academy.  

 

ORGANISATION FOR IMPLEMENTING THE HEALTH AND SAFETY POLICY 

Individual coaches are responsible for the health and safety standards within their own classes and the Academy Director will ensure classes are meeting all Health and Safety needs. 

 

Each coach has a duty to ensure that systems are in place to identify all relevant hazards and legislation applicable to the work in the areas for which they are responsible and that all risks to coaches, students, visitors and others (e.g. contractors) are systematically assessed and the significant findings recorded.  Any preventative and protective measures necessary to comply with the relevant statutory provisions must be identified and implemented; ensuring priority is given to the greatest risks. Appropriate local arrangements must be made to monitor and review the effectiveness of these activities. In particular suitable arrangements should be made to ensure that offsite activities and contractors are considered. 

 

All activities, including off-site competitions and events, must have a written risk assessment completed and reviewed annually or before the event, and signed off by the Academy Administration Team.

 

Whilst the duty to ensure compliance remains with the relevant coach, other coaches with management responsibilities are expected to take care of the health and safety of coaches and visitors (which include contractors) under their immediate supervision, according to the normal line management structure.

 

RESPONSIBILITY AND ROLE OF COACHES AND STUDENTS 

The success of The Academy Health and Safety Policy depends on all coaches and fencers accepting and observing the need to take reasonable care of their own health and safety and that of other persons who may be affected by their acts or omissions, whilst at work or learning at the Academy. Therefore, all coaches and members of the Academy are required to cooperate with the lead coaches in carrying out the duties necessary to comply with the law and with the Academy’s Policies. Failure to follow the requirements of this Policy can lead to termination of contractors in accordance with the agreed procedures for both coaches and members.

 

First Aid and Medical requirements:

  • A suitable number of qualified first Aiders, with up-to-date certifications, must be present at all sessions and events

  • Coaches must have immediate access to a fencer’s emergency and medical information during a session

  • A central, accessible, and confidential record of all medical information and allergies is to be maintained by the Academy Administration Team. 

 

CONSULTATION ON HEALTH AND SAFETY MATTERS 

The Academy Director will hold annual and safety meetings with coaches and ensure communication channels are readily available to share information and deal with local issues arising from lessons or day-to-day workings. 

 

MONITORING AND AUDITING 

Monitoring will be undertaken through review of accidents and incidents and through other key parameters. A broader audit of the coaches' arrangements for health and safety in the Academy sessions will be carried out on a rolling program. The outcome of audits and any recommendations arising will be presented to the coaches. 

 

The aim of the audits will be:  

  • To monitor compliance by coaches, with the health and safety performance standards set out and safety code of practice followed

  • To monitor accidents, incidents, and cases of ill health and analyse the underlying causes, trends and common features

  • To identify hazardous situations and propose methods for risk control especially in areas where standards are absent or inadequate

  • To monitor the overall effectiveness of the Academy’s policies set against national standards by HSE (Health and Safety Executive)

 

REPORTING AND INVESTIGATING ACCIDENTS 

All accidents, whether they be to coaches, students or visitors to the Academy, must be reported as soon as practicable to the Academy Director. Report forms are available from the Coaches Pack and first aiders. Under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 2013, the Academy Director MUST be informed of any accident or injury which is expected to prevent a coach or student from doing his/her normal activities for more than 7 working days.  

 

ACTION IN EMERGENCY 

In the event of an emergency, coaches should manage the class as set out in the emergency procedures and administer first aid whilst accessing the help required (school reception or 999). Following the immediate event, coaches should use the Academy emergency number, 07867897195 and or 07834327596 to relay the information relating to the accident. 

 

CONTACT LIST

Paul Davis - Academy Director - 07867897195 - paul@teampdfa.com

Maria Jose Faustino - Welfare Officer - 07834327596 - maria@teampdfa.com

Liz Behnke - British Fencing Welfare Officer - 0208 742 3032 - safeguarding@britishfencing.com 

 

CONCLUSION

This Policy will be reviewed annually unless changes in legislation or incident have been reported.

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Policy 3 - Anti Bullying 

 

STATEMENT OF INTENT

We are committed to providing a caring, friendly and safe environment for all our members so they can participate  in fencing in a relaxed and secure atmosphere. Bullying of any kind is unacceptable in fencing.If  bullying does occur, all members should be able to tell and know that incidents will be dealt with promptly and  effectively. This  means that anyone who knows that bullying is happening is expected to tell the Welfare Officer as soon as they have concerns.    

    

WHAT IS BULLYING?

Bullying is the use of aggression with the intention of hurting another person. Bullying results in pain and distress  to the victim. 

 

Bullying can be:        

  • Emotional  -­ being unfriendly, excluding, tormenting (e.g. threatening gestures)        

  • Physical  -­ pushing, kicking, hitting, punching or any use of violence        

  • Racist  -­ racial taunts, graffiti, gestures        

  • Sexual  -­ unwanted physical contact or sexually abusive comments        

  • Homophobic  ‐ because of, or focusing on the issue of sexuality        

  • Verbal  name - calling, sarcasm, spreading rumours, teasing        

  • Cyber - any issues relating to the internet, such as email & internet chat room misuse, mobile threats by text messaging & calls, misuse of associated technology, i.e. camera & video facilities  

    

WHY IS IT IMPORTANT TO RESPOND TO BULLYING?

Bullying hurts. No one deserves to be a victim of bullying. Everybody has the right to be treated with respect. The sport has a responsibility to respond promptly and effectively to issues of bullying. 

 

OBJECTIVES OF THIS POLICY

  • All  members, coaches, volunteers and parents/guardians should have an understanding of what bullying is    

  • All  members, coaches and volunteers should know what the policy is on bullying, and follow it when bullying is reported    

  • All  coaches, fencers and parents/guardians should know what the policy is on bullying, and what they should do if bullying arises  

  • As a sport, we take bullying seriously. Anyone involved in fencing should be assured that they will be supported when bullying is reported    

 

BULLYING REPORTING ACTION PLAN

  1. Reporting - any individual who witnesses or is a victim of bullying must report the incident to the Welfare Officer, Maria Jose Faustino, as soon as possible.

  2. Initial Response - the Welfare Officer will speak to the person reporting the incident and offer immediate support and reassurance. The Welfare Officer will document the incident, including names, dates, times, and a description of what happened.

  3. Investigation - the Welfare Officer will conduct a fair and thorough investigation, which may involve speaking to all parties involved, witnesses, and the parents/guardians of the fencers. All conversations will be confidential.

  4. Informing all necessary members of both the victim and the alleged bully of the incident. This will be done in a sensitive manner. All parties will be kept informed of the investigation progress.

  5. Resolution and Consequences - The Welfare Officer and Academy Director will determine an appropriate and proportionate course of action. 

 

RESOLUTION AND CONSEQUENCE ACTION PLAN

STEP 1: Self accountability, members will recognise their own opportunity for improvement and adjust their conduct to uphold the code of conduct.

STEP 2: Members are required to reread the Code of Conduct during the session as a time out to reflect and adjust their conduct to uphold the Academy values. This can happen 3 times in a term.

STEP 3: Maria and Paul should be informed of the member conduct. A meeting with the Member / their family (U18) will be arranged.

STEP 4: If the Member continues to fall short of the Academy Code of Conduct, they will be excluded from a session.

STEP 5: The Member’s membership will be revoked, and they will no longer be eligible to represent or receive support from the Academy.
 

FURTHER INFORMATION

Further help and guidance can be obtained from the following:    

  • Children's  Legal    Centre    0845    345    4345        

  • KIDSCAPE Parents Helpline (Mon-­‐Fri, 10-­‐4) 0845 120 52204 www.kidscape.org.uk        

  • Parentline Plus  0808    800   2222      

  • Youth  Access    020    8772    9900      

  • Bullying  Online    www.bullying.co.uk                

 

CONTACT LIST

Paul Davis - Academy Director - 07867897195 - paul@teampdfa.com

Maria Jose Faustino - Welfare Officer - 07834327596 - maria@teampdfa.com

Liz Behnke - British Fencing Welfare Officer - 0208 742 3032 - safeguarding@britishfencing.com 

 

CONCLUSION

This Policy will be reviewed annually unless changes in legislation or incident have been reported.

 

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Policy 4 - Discipline and Managing Behaviours

 

The Academy always encourages good behaviour through clear guidelines, Academy Values and leading through example and mutual respect between members, coaches and supporters/parents/guardians. 

 

WHAT THE ACADEMY EXPECTS OF FENCERS PARENTS AND COACHES

All individuals and parties interacting with the Academy should promote good behaviour, prevent bullying, show respect and uphold all Academy values. When individuals fall short of expectations appropriate action should take place to ensure safety, a welcoming and functioning working environment. Ultimately the Academy promotes good behaviour, self discipline and respect. 

 

Where possible the Academy will always emphasise rewards and highlight good behaviours during sessions to encourage a positive learning environment. However, when necessary, disciplinary action will take place. The Academy will work with schools to ensure managing behaviours are inline with the Headteachers requirements at the particular school or follow the guidelines of the Academy procedures detailed by the Academy Director during community classes to manage behaviours and ensure disciplinary/ rewards actions are consistent and appropriate.

 

Coaches can discipline pupils whose conduct falls below the standard which could reasonably be expected of them. This means that if a pupil misbehaves, breaks a session rule or fails to follow a reasonable instruction, the coach can impose a punishment on that pupil. A punishment must be proportionate. In determining whether a punishment is reasonable, section 91 of the Education and Inspections Act 2006 says the penalty must be reasonable in all the circumstances and that account must be taken of the pupil’s age, any special educational needs or disability they may have, and any religious requirements affecting them the Academy will make the behavioural policy readily available on their website www.teampdfa.co.uk

 

Proportionality and Special Educational Needs (SEN):

  • Coaches will be provided with guidance on how to apply disciplinary measures that are proportionate to the fencer’s age and individual circumstances.

  • For fencers with SEN or disabilities, coaches must consult with the fencer’s parents/guardians and the Academy Administration team to agree on the most effective and supportive approach to managing behaviour. Punishments that can cause undue distress or are not appropriate for the child’s needs will not be used.

 

STEPS FOR DISCIPLINARY ACTION

STEP 1: Self accountability, members will recognise their own opportunity for improvement and adjust their conduct to uphold the code of conduct.

STEP 2: Members are required to reread the Code of Conduct during the session as a time out to reflect and adjust their conduct to uphold the Academy values. This can happen 3 times in a term.

STEP 3: Maria and Paul should be informed of the member conduct. A meeting with the Member / their family (U18) will be arranged.

STEP 4: If the Member continues to fall short of the Academy Code of Conduct, they will be excluded from a session.

STEP 5: The Member’s membership will be revoked, and they will no longer be eligible to represent or receive support from the Academy.

 

Where necessary the Academy will follow all school guidelines and policies.

 

CONTACT LIST

Paul Davis - Academy Director - 07867897195 - paul@teampdfa.com

Maria Jose Faustino - Welfare Officer - 07834327596 - maria@teampdfa.com

Liz Behnke - British Fencing Welfare Officer - 0208 742 3032 - safeguarding@britishfencing.com 

 

CONCLUSION

This Policy will be reviewed annually unless changes in legislation or incident have been reported.

 

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Policy 5 - Payments and Returns

 

​ACADEMY MEMBERSHIP BURSARIES

All members are entitled to apply for the Academy Membership Bursary ‘The Fighting Chance Fund’ which offers funding on all memberships. Applications are viewed by the Academy Director and final decisions are made by the Academy Director. Application form available from info@teampdfa.com.

ACADEMY MEMBERSHIP DETAILS

To join the Academy, all fencers must purchase a membership through the Academy's website. The Academy offers a range of membership packages, each with its own set of training hours and conditions. Further details on each specific membership option can be found on the website.

Training sessions may be delivered in person, online, or through a blended format. You are required to purchase a Squad Top, which you can collect from the Warriors Wardrobe at the Academy Centre. Drop-in sessions are not available unless you have made a prior arrangement with the Academy's Administration Team.

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PAYMENTS AND CANCELLATIONS

Payments are made online and are due on the same date each month for a total of 12 months. Places are not guaranteed until your first payment is received. All membership fees are non-refundable, and the monthly payment is charged regardless of how many sessions you attend. A whole full term must be paid.

The Academy's year is divided into three, 4-monthly terms:

  • Winter: 1st August to 30th November 

  • Spring: 1st December to 31st March

  • Summer: 1st April to 31st  July

To cancel your membership for the upcoming term, you need to provide notice at least 6 weeks before the start of that new term. For instance, to end your membership before the Spring term payments begin on December 1st , you would have to notify the academy by October 15th, which is six weeks before the end of the Winter term.

The annual membership price is subject to a yearly review on the 1st April.

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ADDITIONAL POLICIES

  • All members must adhere to the Academy Code of Conduct.

  • Face-to-face sessions are 55 minutes long, while online sessions are up to 40 minutes.

  • Any sessions cancelled by the Academy will be rearranged.

A membership provides weekly training of 38 weeks 

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MISSED OR CANCELLED LESSONS

Sessions missed due to the individual can not be made up as part of their membership fee. 

Sessions cancelled by the Academy, for any reason, can be made up at other sessions listed by the Academy.

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LESSON TIMES 

Parents and guardians are responsible for their children until the official start time of their fencing sessions. 

Fencers are to be registered on attendance and collected by a responsible adult at the end of the session. If the fencer can walk home/get a taxi by themselves/lift with another adult the parent/guardian must put in writing via an email prior to the occasion that they allow this to happen.

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ACADEMY SCHOOL SQUAD MEMBERSHIP TERMS AND CONDITIONS - WHEN BOOKED VIA THE ACADEMY WEBSITE​

  • Payments are due online before the first day session.

  • Your place is only guaranteed upon receipt of full term payment by the first day of the term. 

  • If payment has not been received once the first session has started, a late payment fee of £10.00 will be added to the membership fee, which must be paid by BACS. Full payment including late fee must be received by the Academy before the second session of the term. 

  • In the event that payment is not received by the due dates, SA Law, St Albans, will be acting on our behalf to take the necessary next steps.

  • Families who fail to pay will not be allowed to attend the Academy sessions or Academy run events.

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REFUNDS

Termly memberships are non refundable after the first week.

If cancelled prior to the second session, a fee of £15 will be deducted from the refundable amount.

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ACADEMY SCHOOL SQUAD MEMBERSHIP TERMS AND CONDITIONS - WHEN BOOKING VIA THE SCHOOL

This section outlines the procedures for invoicing schools for Fencing Squad sessions and managing student attendance. This ensures fair and consistent billing practices while maintaining a clear understanding between the Academy  and the participating schools.

 

SCHOOLS COLLECTING REGISTERS AND PAYMENTS

Register and Attendance: schools are responsible for submitting an accurate and up-to-date register of all Fencing Squad who have committed to attending the fencing sessions at the first Fencing session.. This register will be used to determine the agreed-upon number of participants for each term. This number will form the basis of the invoice.

Invoicing: invoices will be generated based on the number of students confirmed on the register, regardless of whether all registered students attend every session. The Academy's coaching and administrative resources are allocated based on this agreed-upon number, and therefore, all confirmed dates will be charged, regardless of the number of fencers attending. If the coach attends the school to deliver sessions, the Academy will invoice for the agreed hour regardless of student attendance. This applies in circumstances such as residential trips, examinations, or other school events preventing student participation. Invoices will be sent on a half-termly or termly basis, as previously agreed upon with the school. The invoice will clearly state the billing period and the number of students that have been agreed upon for that period.

Payment: payment for the invoice is due within 14 days of the invoice date. Late payments may be subject to a fee.

Changes to Attendance: any additions to the number of students on the register must be communicated to the Academy in writing at the earliest opportunity. If these changes have been made after the invoice has been sent, they will be reflected in the subsequent invoice.

This Policy is designed to ensure a smooth partnership and allows us to continue providing high-quality fencing coaching for your students.
 

SCHOOL SQUAD BOOKING SESSIONS ON THE ACADEMY WEBSITE

Registers: the Academy will share full registers with the school ahead of the first session each term. Any additional pupils joining the school sessions midway through the term will be added, and their details will be shared with the school at the earliest opportunity.

Attendance and Invoicing: if the coach attends the school to deliver sessions, the Academy will collect payment for the agreed schedule regardless of student attendance. This applies in circumstances such as residential trips, examinations, or other school events preventing student participation.

Pupil Premium Students: the Academy offers to take Pupil Premium students in all school sessions upon agreement with the school. Terms and conditions for welcoming more than one pupil need to be discussed ahead of the first session with the Academy admin team.

 

PRIVACY POLICY

The Academy does not disclose members' information to third parties. Cookies are used on this site to keep track of the contents of your shopping cart once you have selected an item. The Academy does not store any financial information.

 

RETURNS POLICY

Event Bookings are non refundable or exchangeable without previous consent from the Academy admin team.

 

All goods with the exception of items which have had your name stencilled onto them may be returned within 28 days of purchase, provided a copy of the receipt is included and the goods are unused. If the wrong size is ordered, then exchanges can be made, but shipping costs are at the customer’s expense. Only select naming on your clothing if you are 100% sure that it will fit (ie if you have previously owned the same size in the same range from the Academy). All items with names printed cannot be returned under any circumstances. 

 

CONTACT LIST

Paul Davis - Academy Director - 07867897195 - paul@teampdfa.com

Maria Jose Faustino - Welfare Officer - 07834327596 - maria@teampdfa.com

Liz Behnke - British Fencing Welfare Officer - 0208 742 3032 - safeguarding@britishfencing.com 

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CONCLUSION

This Policy will be reviewed annually unless changes in legislation or incident have been reported.

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Policy 6 - Privacy​

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This Privacy Policy discloses the privacy practices for (www.teampdfa.co.uk) and  applies solely to information collected by this website. It will notify you of the following: 

  • What personally identifiable information is collected from you through the web site, how it is used and with whom it may be shared

  • What choices are available to you regarding the use of your data

  • The security procedures in place to protect the misuse of your information

  • How you can correct any inaccuracies in the information

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INFORMATION COLLECTION, USE AND SHARING

We are the sole owners of the information collected on the website. We only have access to/collect information that you voluntarily give us via email or other direct contact from you. We will not sell or rent this information to anyone. We will use your information to respond to you, regarding the reason you contacted us. We will not share your information with any third party outside of our organisation, other than as necessary to fulfil your request, e.g. to ship an order. Unless you ask us not to, we may contact you via email in the future to tell you about specials,  new products or services, or changes to this Privacy Policy. 

All information is kept in a secure location and limited access by authorised personnel only

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YOUR ACCESS TO AND CONTROL OF INFORMATION

  • You may opt out of any future contacts from us at any time. You can do the following at any time by contacting us via the email address or phone number given on our website: 

  • See what data we have about you, if any

  • Change/correct any data we have about you

  • Have us delete any data we have about you

  • Express any concern you have about our use of your data

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SECURITY 

We take precautions to protect your information. When you submit sensitive information via the website, your information is protected both online and offline. Wherever we collect sensitive information (such as credit card data), that information is encrypted and transmitted to us in a secure way. You can verify this by looking for a closed lock icon at the bottom of your web browser, or looking for "https" at the beginning of the address of the web page.  While we use  encryption to protect sensitive information transmitted online, we also protect your information offline. Only employees who need the information to perform a specific job (for example, billing or customer service) are granted access to personally identifiable information. The computers/servers in which we store personally identifiable information are kept in a secure environment. 

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UPDATES

Our Privacy Policy may change from time to time and all updates will be posted on this page. 

If you feel that we are not abiding by this Privacy Policy, you should contact us
immediately via email info@teampdfa.com.

All policies are subject to review and changes can occur to any part of the policies at the Academy Director’s discretion.  

 

CONTACT LIST

Paul Davis - Academy Director - 07867897195 - paul@teampdfa.com

Maria Jose Faustino - Welfare Officer - 07834327596 - maria@teampdfa.com

Liz Behnke - British Fencing Welfare Officer - 0208 742 3032 - safeguarding@britishfencing.com 

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CONCLUSION

This Policy will be reviewed annually unless changes in legislation or incident have been reported.

 

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Policy 7 - Use of Mobile Phones and Cameras

 

TAKING AND USING PHOTOS

The Academy understands the importance of visual content for promoting the sport and celebrating Fencer's achievements. To ensure this is done safely, we have a clear policy on the use of photography and video.

  • All members, parents/guardians are required to provide consent for the use of photos and videos for publicity, promotion, or record keeping. This will be managed through an explicitopt-in/opt-out process on the Academy sign-up portal and membership pack

  • Consent will be requested once per member, and the parent or guardian should email info@teampdfa.com if they wish to change their consent status at any time

  • Permission Denied - if permission is denied, the fencer will not be included in any photos or videos taken for promotional purposes. All Academy staff will be notified of this and will take reasonable steps to ensure the fencer is not photographed.

  • Purpose of Use - images and videos will only be used for official Academy marketing channels, including social media, the website, and promotional materials

 

CAMERA USE

  • The use of video analysis in fencing is a valuable coaching tool. Coaches are permitted to use cameras or mobile phones for this purpose, but all video analysis must be done in an appropriate and transparent manner

  • The Academy may hire professional photographers or use club- owned cameras at events

  • Photography at Academy organised events: While we do not wish to discourage filing or photography, we understand it must be used appropriately. The Academy reserves the right to ask any individual to stop filming or taking photos and to leave the premises if their conduct is deemed inappropriate

 

MOBILE PHONES

  • Mobile phones are permitted for coaches, pupils and parents/guardians during  sessions, but must only be used at appropriate times and not to be used in changing rooms. 

  • During school sessions mobile phones are only to be used for emergencies.

  • All attendees, including parents/guardians and spectators, are prohibited from taking photos or videos of other fencers without their explicit consent or the consent of their parent/guardian.

  • Any concerns about the misuse of mobile phones or cameras should be reported to the Welfare Officer immediately.

 

ILLEGAL USE OF ACADEMY CONTENT

If you believe that an Academy image or video has been used online illegally, please report it to Child Exploitation and Online Protection Centre (UK) (CEOP), who will provide a single point of contact for reporting the abuse of children online. 

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CONTACT LIST

Paul Davis - Academy Director - 07867897195 - paul@teampdfa.com

Maria Jose Faustino - Welfare Officer - 07834327596 - maria@teampdfa.com

Liz Behnke - British Fencing Welfare Officer - 0208 742 3032 - safeguarding@britishfencing.com 

 

CONCLUSION

This Policy will be reviewed annually unless changes in legislation or incident have been reported.

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Policy 8 - Terms and Conditions for Individual Lessons

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These Terms and Conditions apply to all individual lessons delivered by Paul Davis Fencing Academy (“the Academy”) coaches. By booking or attending a lesson, you accept and agree to abide by these Terms and Conditions, as well as all Academy policies and Code of Conduct.

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1. BOOKING AND PAYMENTS

Booking One-Off Lessons

  1. All individual, one-off lessons can be booked directly through our website at www.teampdfa.com. The fee for the lesson will be displayed on the site.

  2. Please note that your booking will only be confirmed after it has been reviewed and approved by the Academy Admin team. Fees will not be collected until approval is granted.

Booking Block Lessons

  1. All block individual lessons must be booked in advance following the schedule shared by the Academy Admin Team.

  2. Lesson fees must be paid in full before or at the time of the lesson block payment deadline, unless a prior agreement with the Academy Admin Team has been reached.

  3. To secure Academy funding, lessons must be booked in blocks. Lessons booked individually will not be eligible for any Academy funding support.

  4. A late payment fee of £10 will be charged if payment is not received within two days of the stated deadline without prior agreement from the Academy Admin Team.

  5. Any packages or discounted block bookings are non-transferable and must be used within the period specified at the time of purchase.

  6. The Academy periodically reviews the price of its lessons and implements any changes annually in September. The Academy will communicate changes to any prices in advance of the date on which they come into effect. The Academy reserves the right to make changes to its pricing at any point throughout the year outside of the annual changes in September.

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2. ACADEMY CALENDAR AND SCHEDULING

  1. Individual lessons are scheduled according to the Academy’s term times and half-term dates, not school holidays. Term dates are published on the Academy’s website and sent to families before fees are due.

  2. Lessons cancelled by the Academy will be rearranged at no extra cost.

  3. The Academy reserves the right to allocate the most suitable coach for each fencer, based on the fencer’s level, development needs, and coach availability.

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3. CANCELLATIONS, MISSED LESSONS AND CARRY OVER

  1. A minimum of a week's notice, and agreement from the Academy is required to carry over a lesson to the next half term.

  2. A lesson missed by the fencer will not be rearranged unless previously agreed by the Academy (e.g. due to injury).

  3. If a lesson is missed and is eligible for carry over in accordance with paragraph 3.1., £20 will be retained by the Academy and the remaining fee will be held as credit to be transferred to the following half term. 

    1. Example: A block of 7 weeks costs £350* and each lesson is therefore priced at £50. A lesson is missed and carried over into the following half term. The Academy will retain £20 and offer the remaining £30 of the lesson price as credit for the following block of lessons. The next block of lessons would then cost £320 (£350 less the £30 carried over). *This is an example, and the prices contained within may not reflect the Academy’s actual lesson prices. 

  4. A maximum of one lesson per half term can be carried over.

  5. If more than two lessons are missed in a block, the Academy reserves the right to offer that lesson slot to another fencer. The original fencer will be added to the waiting list for future availability.

  6. If a coach cancels a lesson, an alternative date will be arranged or a full refund provided if no alternative is possible.

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4. PUNCTUALITY AND ATTENDANCE

  1. Fencers must arrive on time and ready to start the lesson at the prescribed time. Lesson times cannot be extended if the fencer is late.

  2. If a fencer is more than 15 minutes late, the lesson may be considered forfeited and chargeable in full.

  3. The Academy may refuse lessons if there are outstanding unpaid fees or if there are repeated breaches of these terms.

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5. SAFETY, BEHAVIOUR AND SAFEGUARDING

  1. Lessons will be delivered in full compliance with the Academy’s Policies.

  2. Any inappropriate behaviour, including verbal or physical abuse towards coaches, staff, or other members, will not be tolerated and may result in suspension of lessons.

  3. For fencers under 18, a parent/guardian must remain on site unless agreed otherwise in advance with the Academy.

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6. RESPONSIBILITIES OF THE FENCER, PARENT/GUARDIAN 

  1. Fencers are expected to warm up and stretch before lessons to reduce injury risk.

  2. Parents/guardians must ensure children are dropped off and collected promptly.

  3. Any medical conditions, injuries, or additional needs must be disclosed to the coach before the lesson begins.

  4. All participants and parents/guardians must adhere to the Academy’s Code of Conduct at all times.

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7. LIABILITY

  1. The Academy and its coaches accept no liability for injuries sustained during lessons except where caused by proven negligence.

  2. The Academy does not accept liability for any loss or damage to personal belongings brought to the venue.

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8. CHANGES TO THE TERMS AND CONDITIONS AND POLICIES

  1. The Academy reserves the right to amend these Terms and Conditions or related policies at any time.

  2. Any updates will be communicated via email or displayed on the Academy’s website. Continued booking of lessons constitutes acceptance of the updated terms and policies.

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9. ACCEPTANCE

By booking or attending an individual lesson with an Academy coach, you confirm that you have read, understood, and agreed to these Terms and Conditions and the Academy’s Safeguarding, Welfare, Health and Safety, Code of Conduct and any other relevant policies (available on request or via the Academy website).

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