Policies – HWB SPORTS ACADEMY

Cancellation Policy.

At HWB Sports Academy, we do our best to be flexible while making sure our camps run smoothly and safely.

Illness: For everyone’s wellbeing, children should not attend camp if they have been unwell within the last 48 hours.
Refunds: We’re unable to offer refunds once a booking has been made. In certain circumstances, we may be able to offer credit at the discretion of HWB Sports Academy Ltd.
Missed Sessions: If a session is missed due to personal circumstances, refunds cannot be given, but credit may be considered on a case-by-case basis.
Swapping Days: If you’d like to swap a booked day, please email us at info@hwbsportsacademy.com at least 48 hours before your booking. We’ll always try to help, though this may not be possible in every case due to staffing and ratios.

Cancellations by HWB Sports Academy: In the unlikely event we need to cancel a session, you’ll be offered either a make-up session or a full refund.

Consent & Rights

We will never take photos or videos without prior consent from a parent or guardian.
If a parent/guardian is unhappy with any photo or video after consent has been given, they have the right to request its removal, and we will comply immediately.

Safety & Storage

Staff that may take photos or videos have all had enhanced DBS checks.
No photos or videos are ever stored on personal phones, cameras, or devices — they are stored securely on authorised HWB Sports Academy systems.

Our Commitment:
We aim to celebrate children’s achievements and camp experiences while safeguarding their privacy and safety at all times.

Phone, Video & Photo Policy.

At HWB Sports Academy, we sometimes take photos and videos during our camps to celebrate children’s participation, showcase activities, and share updates with parents. We take the privacy and safety of every child seriously.

Why We Take Photos & Videos

To update our social media pages, showing parents what their children are enjoying.
To produce promotional materials for our camps.
To update our website: https://hwbsportsacademy.com/.

What We Will Never Do

Include names or other personal information alongside images.
Sell photos or videos to third parties.

Use images for any purpose other than promoting HWB Sports Academy.

Safeguarding Policy.

At HWB Sports Academy, the safety and wellbeing of every child is our top priority. We believe all children have the right to enjoy sports and activities in a safe, positive, and supportive environment.

This policy sets out how we safeguard children at our camps.

Our Commitment

To always place the welfare of children first.
To create a safe, inclusive space where children feel valued, respected, and supported.
To protect children from harm, abuse, or neglect.
To ensure all staff are trained, vetted, and committed to safeguarding practices.

Safer Recruitment

All coaches and assistants undergo an enhanced DBS check.
Staff are required to demonstrate suitability for working with children.

Safeguarding in Practice

Sign-In & Out Process: Parents/guardians must sign children in and out manually. Staff also check bookings through our ClassForKids system. Safe word collection is available for extra reassurance.
Supervision: Children are supervised at all times, indoors and outdoors. Staff maintain appropriate ratios and remain vigilant.
Boundaries: Staff maintain healthy, professional relationships with children — being supportive, approachable, and encouraging while ensuring clear, fair boundaries.
Positive Environment: We encourage kindness, teamwork, and respect. Behaviour is managed through positive reinforcement, de-escalation, and clear communication.
First Aid & Illness: All camps have a qualified first aider on site. Parents are informed promptly of injuries, illness, or if medication has been required.

How We Handle Concerns

Spotting Concerns: Designated Camp Leads are trained to recognise signs of abuse, neglect, or safeguarding risks.
Responding: If a child discloses something, staff will listen carefully, reassure the child, and explain that they must share the concern with the Designated Camp Lead (DCL).
No Confidential Promises: We never promise secrecy. Concerns are always passed on to the DCL.
Reporting: The DCL records concerns and, if necessary, escalates to senior management (Bailey, Clayton, Harry, or Marco).

Parents & Guardians

We work in partnership with families to ensure children are safe and happy. Parents will be informed of:
Any injuries, illnesses, or notable incidents.
Behaviour concerns that require follow-up.
Achievements and positive contributions during the day.

Raising a Concern

If you ever have concerns about safeguarding at HWB Sports Academy, please contact us directly:

info@hwbsportsacademy.com
07872 179702

At HWB Sports Academy, safeguarding is everyone’s responsibility. By working together, we ensure children not only stay safe, but also thrive, grow, and have fun through sport.

Children’s Behaviour Policy.

At HWB Sports Academy, we want every child to feel safe, happy, and free to be themselves. Our camps are designed to be fun, inclusive, and supportive environments where children can build confidence, make friends, and learn new skills.

This behaviour policy explains how we support children to behave positively, set clear boundaries, and ensure everyone enjoys their time at camp.

Our Principles

Respect & Kindness: All children are treated with dignity and encouraged to treat others kindly.
Authenticity: Children are encouraged to be their authentic selves, expressing their individuality in a safe and respectful way.
Safety & Fair Play: We promote teamwork, honesty, and respect for rules to ensure all activities are safe and enjoyable.
Internal Satisfaction: We focus on children feeling proud of their own effort and achievements, rather than relying solely on external rewards.

Encouraging Positive Behaviour

Specific Praise: Staff give genuine, clear feedback that explains exactly what was positive.
- Example: “I really liked how you helped Lucy just now.”
Positive Reinforcement: Children are recognised for effort, teamwork, perseverance, and kindness.
Team-Building & Support: Shy or nervous children are eased into activities with buddy pair-ups and inclusive games.
Healthy Boundaries: Staff use clear, calm communication when rules are not followed.
- Example: “If you want to continue playing this game, you need to follow the rules. If not, you’ll sit out for 5 minutes.”
- Staff follow through consistently to help children understand boundaries.

Managing Challenging Behaviour

If a child does not meet behaviour expectations, staff will follow this graduated approach:

Warning & Reminder: The child receives a calm verbal reminder of expectations.
Time-Out: If behaviour continues, the child will sit out from activities for a short period to reflect.
Parent Contact: If inappropriate behaviour persists, the parent or guardian will be contacted. The child may be sent home depending on the severity or recurrence of the behaviour.

Zero Tolerance Policy – Violence or Intentional Harm

The safety and enjoyment of all children in our care is paramount. Any form of violence or intentional harm to another child will be treated very seriously:

The child responsible will be sent home immediately.
Parents or guardians will be informed, and a final warning issued.
If the behaviour happens again, the child will not be able to return to any HWB Sports Academy setting.

This policy ensures that every child can feel safe and enjoy their time at camp, and that their wellbeing is always our top priority.

At HWB Sports Academy, our behaviour policy is about helping children thrive.
We aim to create a safe, supportive environment where children feel confident to be themselves, make friends, and enjoy every moment of camp. Positive behaviour, respect, and internal motivation are celebrated every day — because every child deserves to leave camp feeling proud and happy.

First Aid, Illness & Medication Policy.

At HWB Sports Academy, your child’s health, safety and happiness always come first. We know accidents and illnesses sometimes happen, so we have clear steps in place to make sure every child is cared for with professionalism and kindness.

First Aid & Injuries

We always have qualified first aiders on site.
Small bumps and scrapes will be looked after straight away, recorded in our accident book, and shared with you at pick-up.
If something more serious happens, we’ll call you immediately. If needed, we’ll also contact emergency services and make sure your child gets the right care quickly.
Every incident is recorded to help us keep children safe.

Illness at Camp

If your child feels unwell, we’ll look after them in a quiet, supervised space until you’re able to collect them.
To help protect everyone, we kindly ask that children don’t attend if they’ve been unwell in the last 48 hours (for example, vomiting, diarrhoea, high temperature, or contagious illness).

Medication

Please let us know about any medical needs when you book, so we can be ready to support your child.
We can only administer medication if it is:
- Prescribed by a doctor,
- In the original packaging, and
- Clearly labelled with your child’s name and instructions.
All medication is kept safe and secure.

Our promise: We’ll always act with care, compassion, and professionalism when it comes to your child’s health. That way, you can feel confident knowing they’re in safe hands while having fun with us.

HWB Sports Academy – Terms & Conditions.

Please read these Terms & Conditions carefully. By booking a place at HWB Sports Academy, you (the parent/guardian) agree to the following:

General Information

HWB Sports Academy provides fun, inclusive multi-sport and activity camps for children aged 5–13.
Children must bring:
- A packed lunch and snacks,
- A refillable drinks bottle,
- Shin pads,
- Comfortable sports clothing,
- A warm/rain jacket, and
- Suitable footwear for indoor and outdoor use.
Drop-off and collection times vary depending on the camp location. Please check your booking confirmation for details.

Health, Safety & Risk

The safety and wellbeing of every child is our top priority. All staff are trained in safeguarding, first aid, and behaviour management.
While thorough risk assessments are in place, some activities (e.g. football and other contact sports) carry a small risk of injury. By booking, you acknowledge this and accept that HWB Sports Academy Ltd cannot be held responsible for accidental injuries.
Qualified first aiders will treat minor injuries. If necessary, higher medical care will be sought.

Behaviour & Conduct

We want every child to feel safe, respected, and happy.
Children are expected to follow our Behaviour Policy. If a child consistently misbehaves or disrupts the group:
- They will receive a warning and reminder of expectations.
- Continued behaviour may result in a short time-out.
- If behaviour persists, we may contact parents and ask for the child to be collected.
Zero Tolerance Policy: Any child displaying violence or intentional harm will be sent home immediately. Repeat incidents may result in permanent exclusion from future camps, with no refund.

Medical & Illness

Parents/guardians must declare all medical conditions when booking and update us of any changes by emailing info@hwbsportsacademy.com.
Children must not attend camp if they have been unwell (e.g. sickness, diarrhoea, contagious illness) within the 48 hours prior to camp.
All medication must be provided in its original packaging, clearly labelled with your child’s details.

Photography & Media

We sometimes take photos/videos for use on social media, promotional material, and our website (https://hwbsportsacademy.com).
Images will never include names or personal details, and will only ever be used by HWB Sports Academy.
You can opt out of photography at any time by emailing info@hwbsportsacademy.com.
Only trained staff will take photos/videos. None will ever be stored on personal devices.

Bookings & Payments

Bookings are made through our ClassForKids system. Spaces are only confirmed once payment is received. Paid spaces take priority.
Cash payments may be accepted on the day, but places cannot be guaranteed.

Cancellations & Refunds

Once booked, we do not offer refunds.
If your child cannot attend due to personal circumstances, credit may be offered at our discretion.
You may request to swap a day with at least 48 hours’ notice by emailing info@hwbsportsacademy.com. We will do our best to accommodate, but this cannot be guaranteed.
If a session is cancelled by HWB Sports Academy Ltd (e.g. due to extreme weather or unforeseen circumstances), we will offer a make-up session or a full refund.

Communication

By booking, you agree to receive occasional emails about upcoming camps, promotions, and updates. You can unsubscribe at any time by following the link in the email or contacting us directly.

By completing your booking, you confirm you have read, understood, and agreed to these Terms & Conditions.

Staff Code of Conduct.

At HWB Sports Academy, we are proud of the culture we create for both children and staff. All members of our team are committed to ensuring that every child has a safe, positive, and enjoyable experience at our camps.

This Code of Conduct outlines the standards our staff follow at all times.

Our Commitment to Children

Treat every child with respect, dignity, and fairness.
Always put the welfare and safety of children first.
Build balanced relationships based on trust and encouragement, empowering children to take part and share their voice.
Provide activities that are inclusive, safe, and fun, promoting teamwork, life skills, and resilience.
Recognise the individual needs of each child, including those with additional needs, and adapt where necessary to ensure all can take part.
Be excellent role models, showing kindness, patience, and professionalism.

Professional Conduct

Arrive punctually and dressed appropriately, with a HWB Sports Academy lanyard clearly displayed.
Maintain healthy, professional boundaries with all children and parents.
Communicate positively and respectfully with children, parents, colleagues, and visitors.
Ensure that any necessary physical support for a child (e.g., during an activity) is provided openly, appropriately, and with respect for the child’s needs.
Follow all safeguarding and health & safety procedures, reporting any concerns immediately to the Designated Camp Lead (DCL).

Creating a Positive Environment

Make activities enjoyable and inclusive, encouraging fair play and good sportsmanship.
Support children in being their authentic selves, while setting healthy and fair boundaries.
Encourage internal satisfaction — praising effort, progress, and teamwork — rather than over-relying on external rewards.
Use clear, calm communication to guide behaviour, focusing on positive reinforcement and de-escalation.
Ensure that every child leaves camp having had fun, built confidence, and made positive memories.

At HWB Sports Academy, safeguarding, professionalism, and positivity are at the heart of what we do. Our staff are not just coaches — they play a key role in helping children grow, thrive, and enjoy every moment of camp.