Policies, Terms & Conditions

S3 Studios Ltd is committed to ensuring that those working with children and vulnerable adults adopt best practice to ensure the health, safety and welfare of the participants and staff.

The club will endeavour to promote the highest standards of care for all members, staff and officials by:

  • The adoption of theS3 Studios Ltd, Safety and Welfare guidelines.
  • The adoption ofS3 Studios guidelines for the Protection of Children and Vulnerable adults.
  • The appointment of a Child Protection Officer to whom grievances or complaints can be made confidentially.
  • Ensuring that staff are suitably trained in Child Protection and Health, Safety and Welfare issues.
  • Ensuring that coaches and officials have been screened to confirm their suitability to work with children. Where appropriate this will include Criminal Record Bureau disclosure.
  • Ensuring that best coaching practice guidelines are followed at all times.
  • Ensuring that a minimum of two responsible adults are present at all training sessions or events and will remain until the last child has been collected from the venue.
  • Having a zero tolerance level or poor practice, bullying or any potential form of abuse.

All complaints / grievances will be dealt with by the Club Manager, unless that said manager is involved with the complaint / grievance

Pre- Phase

In any type of complaint, it is advised that the issue is attempted to be resolved in the first instance with person it is concerned with in a professional manor.

Phase 1 (Official)

  1. The complaint must be sent in writing to Child Protection Co-ordinator/Club Manager explaining all details including names, dates and facts within seven working days. The fact that it is a formal complaint must be stated clearly.
  2. Child Protection Co-ordinator registers complaint in ‘Complaints / Grievances & Disciplinary logbook.
  3. Child Protection Co-orinator shall inform the party to whom the complaint is being made against and request a reply in writing.

The Club Manager will then:

  1. Explore possible resolutions
  2. Reply within ten working days with details of the actions they propose to take including reasons for the decision.

Phase 2

  1. If the person still feels unsatisfied after the proposed solution has been carried out, the person must appeal in writing to the Club Manager giving full details as to why they are not satisfied within seven working days after the solution date.
  2. The Welfare Officer must then arrange a meeting within fourteen working days for all those involved to resolve all issues and create mutual agreements.
  3. It must be recorded by Welfare Officer that the complaint/ grievance got to Phase 2, including all details in the ‘Complaints / Grievances & Disciplinary logbook’.

Phase 3

  1. If there is further dissatisfaction, it must be received in writing by the Child Protection Co-ordinator within seven working days of Phase 2 meeting.
  2. The decision must be sent to the person making the complaint.
  3. Child Protection Co-ordinator must register all details of Phase 3 in ‘Complaints / Grievances & Disciplinary logbook.
N.B. It must be understood that the decision made in the meeting are final and that any further reports of dissatisfaction will be taken as harassment which can lead to disciplinary action.
  • Policy statement

S3 Studios Ltd has a duty of care to safeguard all children and young people involved in activities from harm. All children have a right to protection, and the needs of disabled children and others who may be particularly vulnerable must be considered.  S3 will promote the safety and protection of all children involved in activities through adherence to the Child Protection guidelines.

Definitions

‘A Child’
A child is anyone who has not yet reached his or her 18th birthday. ‘Children’ therefore means ‘children and young people’ throughout. The fact that a child has reached 16 years of age, is living independently or is in further education, does not change their status or entitlement to services or protection under the Children Act 1989. The word child/children will be used throughout this policy.

‘Safeguarding children’
The process of protecting children from abuse or neglect, preventing impairment of their health and development, and ensuring they are growing up in circumstances with the provision of safe and effective care that enables children to have optimum life changes and enter adulthood successfully.

‘Child Protection’
Child protection is a part of safeguarding and promoting welfare. Effective child protection is imperative as part of the wider work to safeguard and promote the welfare of children. However, all agencies and individuals. However, all agencies and individuals should proactively work to safeguard and promote the welfare of children through good practise so that need for action to protect children from harm is reduced.

‘Who is responsible for safeguarding children’
Working Together 2006 says, “Safeguarding and promoting the welfare of children is the responsibility of the local authority (LA) working in partnership with other public organisations, the voluntary sector, children and young people, parents and carers, and the wider community” i.e. We are ALL responsible

Safeguarding is everyone’s responsibility. Therefore, everyone who works with young people and children has responsibility to keep them safe.

It is also important to recognise that some children and young people are more vulnerable than others. This may include children with specialist behavioural, physical and mental needs.

S3s goal is to create an environment where all children can achieve and be happy. All GK staff have a duty of care when working with children.

Responding to allegations or suspicions

It is not the responsibility of anyone working in S3 to decide whether or not child abuse has taken place. However, there is a responsibility to act on any concerns by reporting these to the appropriate officer or the appropriate authorities. S3 will assure all staff/volunteers that it will fully support and protect anyone, who in good faith reports his or her concern that a colleague is, or may be, abusing a child. Where there is a complaint against a member of staff there may be three types of investigation:

  • A criminal investigation,
  • A child protection investigation
  • A disciplinary or misconduct investigation.

The results of the police and child protection investigation may well influence and inform the disciplinary investigation, but all available information will be used to reach a decision.

Concerns outside the immediate sporting environment (e.g. a parent or carer)

Report your concerns to the Club Child Protection Officer, who should contact social services or police or the S3 head office as soon as possible.

S3 Studios Child Safeguarding Objectives

  • To promote positive practise and challenge bad practise
  • To ensure everyone who comes into contact with children is able to distinguish and recognise the signs of abuse, neglect and neglect and be able to respond accordingly.
  • To grow a capable and knowledgeable workforce.
  • To ensure that all coaches and staff are trained at an suitable level
  • To ensure that all staff working in S3 and working with children have had the necessary pre-recruitment checks, safeguarding training and DBS checks.

S3 Club Responsibilities

S3 must ensure that:

There is a designated child protection person at each site who takes the lead on all safeguarding issues. The responsibilities of this person should include.- Promotion the welfare of children and the importance of safeguarding

  • Responding to bad practise concerns
  • Liaising with local agencies such as social services if required
  • All S3 staff and volunteers who are working with children receive suitable training updated every three years and have access to guidance on child protection, safeguarding and promoting the welfare of the children.
  • They support whistle blowing and feel that they can to raise concerns.
  • Confidentiality is maintained in relation to concerns and issues that arise.

S3 Studios Good Practice Guidelines

  • Always working in an open environment (e.g. avoiding private or unobserved situations and encouraging open communication with no secrets).
  • Treating all young people/disabled adults equally, and with respect and dignity.
  • Always putting the welfare of each young person first, before winning or achieving goals.
  • Building balanced relationships based on mutual trust which empowers children to share in the decision-making process;
  • Making sport fun, enjoyable and promoting fair play.
  • Ensuring that if any form of manual/physical support is required, it should be provided openly and in relation to guidelines provided by the Coach Education Programme. Care is needed, as it is difficult to maintain hand positions when the child is constantly moving.
  • Involving parents/carers wherever possible. For example, encouraging them to take responsibility for their children in the changing room.
  • Giving enthusiastic and constructive feedback rather than negative criticism.
  • Recognising the developmental needs and capacity of young people and disabled adults.
  • Securing parental consent in writing to act in loco parentis, if the need arises to administer emergency first aid and/or other medical treatment.
  • Keeping a written record of any injury that occurs, along with the details of any treatment given

Practice never to be condoned

  • Encourage children or adults to bully vulnerable children or adults verbally, racially or physically
  • Allow allegations to go unrecorded or unactioned
  • Text or use social networking sites with gymnasts or parents
  • Staff must not provide intimate care i.e. toileting, assisting with changing.

S3 Studios Staff Training

  • All S3 staff to attend a recognised 3-hour good practice and child protection awareness training workshop / online course.
  • Relevant personnel to gain a national first aid training (where necessary)

Use of photographic/filming equipment at S3 Studios

If the club is commissioning a professional photographer or inviting the press to an event, it is important that they understand your expectations of them in relation to child protection. They must have identification which they wear throughout. Permission must be obtained by parents to take photos and videos.

All parents must sign a relevant photography waiver on joining S3. It should be noted that some parents do not want their child to be photographed or are not allowed (adopted /fostered children for example). Teachers and staff should take care to ensure this is adhered to at all times.

Membership Terms and Conditions

Principal Terms

  1. A person over the age of 18years old must sign-up to the membership process on behalf of the child and where these terms refer to ‘you’ it will be to the person who is over 18 and is able to conclude this agreement. Children attending classes, birthday parties & school camps can be aged between 0years-16years old.
  2. This agreement will become binding on you and us when we contact you to confirm your membership application has been accepted, at which point a contract will come into existence between you and us.
  3. You cannot transfer this agreement to anyone else.
  4. It is the responsibility of the parent to administer medication to their child, Club Managers and coaches are not able to do so.

Fees Charges & Memberships

  1. The annual membership will be collected from you by us by credit/debit card at the point of sign-up.
  2. The application fee is an annual fee that will be charged at sign up and at each 12-month anniversary of joining.
  3. Membership is based on a 12-month period. Once you select your class you will then have this class selected weekly for 12-months.
  4. Your monthly fee being taken equates to: 1 x session cost multiplied by 35-37 weeks (depending on how the calendar weeks/holidays align) divided by 12 months.
  5. Your second Direct Debit for your monthly membership fee will be collected at the beginning of the following month after you start you sessions at S3. Subsequent Direct Debits for monthly membership fees will be collected monthly thereafter. Each payment made is not refundable under any circumstances.
  6. If any Direct Debit is returned unpaid or any cheque is returned unpaid, you shall pay us on demand an administration fee of £15.
  7. Should you cancel your direct debit we will contact you to inform you of this. You will have 3 days to reactivate your direct debit and make payment, after this date we will assume you no longer wish to hold a membership with S3 Studios and will cancel your membership and lose your chosen class booking slot.
  8. Should you have a bounced Direct debit we will contact you to inform you of this. You will have 7 days to make payment, we will also attempt a second collection on day 8, if this is also unsuccessful we will assume you no longer wish to hold a membership with S3 Studios and will cancel your membership and lose your chosen class booking slot.
  9. If either of the 2 above points take place or you cancel your membership voluntarily and then wish to join at a later date, you will incur the cost of the application fee at the point of re-joining also.
  10. You agree to advise us immediately of any change to the Members Details/child details provided.
  11. On a very rare occasion we may need to cancel a class, if this does happen we will endeavour to contact to you prior to the class and will also arrange a replacement class at a suitable time to you.
  12. There maybe a small charge applied should you need to replace your membership card.

Prices

  1. From time to time we may need to increase the price of membership. We will give you at least 1 full months’ notice of any upcoming price increase and will make it very clear when the price increase will take effect and how much your membership will cost after the increase. During this period, you will have your usual right to terminate your membership in accordance with the membership terms and conditions and rules. If you do not terminate the membership by the date given to you in the notice, then the price of your membership will be increased in accordance with our notice.

Termination

  1. You may terminate your membership at any point by cancelling your direct debit with your bank, allowing 7 working days for the bank to action this. Please call S3 Studios on 01323 332183 for options available to you or for any further information.
  2. In the above circumstance your membership will cancel with immediately effect following S3 Studios Ltd receiving cancellation notification from your bank.

Money Back Guarantee

  1. As per the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 you are entitled to cancel your membership and receive a full refund of any fees paid within 14 days of completing your membership application form. However, as per regulation 36 of Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, if you select to commence your membership immediately, or you ask us to start your membership early, you agree that if you subsequently cancel your membership within the 14 day period, you will be refunded any monies paid, less an amount for the membership you have already used. As an example of how this works, if your membership fee is £30 per month and you cancel your membership after 10 days of it commencing (having asked us to start it immediately) we shall refund you £20, keeping £10, which represents the membership you had used up to the point of cancellation.
  2. A minimum of 50% of the party cost will be taken at the point of sign up. You will be entitled to a full refund should you cancel more than 6 weeks before the party date, otherwise the minimum deposit of 50% will not be refunded, but any additional monies that have been paid towards it will be refunded if cancelling 2 weeks before and you can reschedule the party free of charge for another date if less the 2 weeks prior. In this instance you will not receive a refund. There will be no refund for cancelled children.

 

General Terms and Conditions

Miscellaneous Terms

  1. You agree to comply with the Rules of Membership which are displayed prominently in the Club and relate to opening hours, use of facilities and your child’s conduct. We may make reasonable changes to these Rules at any time provided that we give you advance notice of the change.
  2. We may assign the benefit of this agreement and our rights thereunder to a third party on notice to you. Your rights under this agreement will not be prejudiced.
  3. There may be occasions where we have to close all, or part of, the club of which your child is a member. We will do our best to let you know of such closures in advance of them taking place, unless the problem is urgent or an emergency. We will use all commercially reasonable endeavors to ensure that such closures are outside of busy periods and are kept to a minimum, in both duration and frequency. If such circumstances occurs we will credit you for this lost time with a credit towards other services that we offer.
  4. We will not be liable or responsible for any failure to perform, or delay in performance of, any of our obligations under these terms that is caused by any event that is outside of our reasonable control.
  5. As a consumer, you have legal rights in relation to any services that are not carried out with reasonable skill and care, or if the materials we use are faulty or not as described. Advice about your legal rights is available from your local Citizens’ Advice Bureau or Trading Standards office. Nothing in these terms will affect these legal rights.
  6. This agreement is governed by English Law.
  7. We may terminate this agreement with immediate effect on notifying you if you are in breach of the S3 Rules.
  8. Should you be holding your child’s birthday party with us you will be asked to provide a contact name and email address of the guardian of each child attending the party so every guardian can complete a waiver document. As the parent booking the birthday party you will also need to sign this document. Any child without a completed waiver will not be able to participate.
  9. You must vacate the party room on time.
  10. Each child will be reviewed throughout their time at S3. We will update you when we feel your child is ready to change a class as part of their development requirements.
  11. S3 reserves the right to restrict numbers of admission to those viewing, per child, to enable access to all.  

Information About Us

  1. We are a company registered in England and Wales. Our company registration number is 10744494
  2. If you have any questions or if you have any complaints, please contact us directly. The phone number is on the website.
  3. If you wish to contact us in writing, or if any clause in these terms requires you to give us notice in writing you can send this to us by e-mail at info@s3studios.co.uk

Your Personal Information

    1. We will use the personal information you provide to us to:
    2. (a) provide you with membership services;
      (b) process your membership payment; and
      (c) inform you about similar products or services that we, or selected third parties provide, but you may stop receiving these at any time by contacting us.
    3. We will not give your personal data to any third party.

LOST PROPERTY

  1. Lost property will be kept for one week and then disposed of. Please contact your our reception should you have lost something.

SICKNESS

  1. If a child becomes ill during the class, their parent(s)/guardian will be contacted and asked to pick their child up as soon as possible. During this time the child will be cared for in a quiet, calm area with a member of the team.
  2. Should a child have an infectious disease, such as an eye/ear infection or sickness, they should not return to S3 Studios until they have been cleared for at least 48hours.
Download the S3 Studios Waiver Download Document

DATA PROTECTION PRIVACY NOTICE (Recruitment)

This notice explains what personal data (information) we will hold about you, how we collect it, and how we will use and may share information about you during the application process. We are required to notify you of this information, under data protection legislation. Please ensure that you read this notice (sometimes referred to as a ‘privacy notice’) and any other similar notice we may provide to you from time to time when we collect or process personal information about you.

Who collects the information

S3 Studios Ltd (‘Company’) is a ‘data controller’ and gathers and uses certain information about you. References to ‘we’ or ‘us’ mean S3 Studios or Street Styles 4 All.

Data protection principles

We will comply with the data protection principles when gathering and using personal information, as set out in our data protection (employment) policy.

About the information we collect and hold

What information We may collect the following information up to and including the shortlisting stage of the recruitment process:

  • Your name and contact details (ie address, home and mobile phone numbers, email address);
  • Details of your qualifications, experience, employment history (including job titles and working hours) and interests;
  • Your racial or ethnic origin, sex and sexual orientation, religious or similar beliefs;

We may collect the following information after the shortlisting stage, and before making a final decision to recruit:

  • Information about your previous academic and/or employment history, including details of any conduct, grievance or performance issues, appraisals, time and attendance, from references obtained about you from previous employers and/or education providers;
  • Information regarding your academic and professional qualifications
  • Information regarding your criminal record, in criminal records certificates (CRCs) and enhanced criminal records certificates (ECRCs);
  • Your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information;
  • A copy of your driving licence.

How we collect the information

We may collect this information from you, your referees (details of whom you will have provided), your education provider, the relevant professional body, the Disclosure and Barring Service (DBS), which may be accessed through Experian, the Home Office.

Why we collect the information and how we use it

We will typically collect and use this information for the following purposes (other purposes that may also apply are explained in our data protection policy:

  • to take steps to enter into a contract;
  • for compliance with a legal obligation (eg our obligation to check that you are eligible to work in the United Kingdom);
  • for the performance of a task carried out in the public interest; and
  • for the purposes of our legitimate interests, but only if these are not overridden by your interests, rights or freedoms.

We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.

How we may share the information

We may also need to share some of the above categories of personal information with other parties, such as HR consultants and professional advisers. Usually, information will be anonymised but this may not always be possible. The recipient of the information will be bound by confidentiality obligations. We may also be required to share some personal information as required to comply with the law.

Sensitive personal information and criminal records information

Further details on how we handle sensitive personal information and information relating to criminal convictions and offences are set out in our data protection policy on processing special categories of data, and, where relevant our criminal records policy, as required under Data Protection Bill. These policies are available from the HR team or by contacting the HR Manager, Robert Gregg at rob@ss4a.com.

Where information may be held

Information may be held at our offices and those of our group companies, and third party agencies, service providers, representatives and agents as described above. How long we keep your information We keep the personal information that we obtain about you during the recruitment process for no longer than is necessary for the purposes for which it is processed. How long we keep your information will depend on whether your application is successful and you become employed by us, the nature of the information concerned and the purposes for which it is processed.

We will keep recruitment information (including interview notes) for no longer than is reasonable, taking into account the limitation periods for potential claims such as race or sex discrimination (as extended to take account of early conciliation), after which they will be destroyed. If there is a clear business reason for keeping recruitment records for longer than May 2018 3 the recruitment period, we may do so but will first consider whether the records can be pseudonymised, and the longer period for which they will be kept.

If your application is successful, we will keep only the recruitment information that is necessary in relation to your employment.

For further information, see our data protection privacy notice (employment). Further details on our approach to information retention and destruction are available in our Record Retention policy.

Your rights to correct and access your information and to ask for it to be erased

Please contact the HR Manager, Robert Gregg at rob@ss4a.com, if (in accordance with applicable law) you would like to correct or request access to information that we hold relating to you or if you have any questions about this notice. You also have the right to ask for some but not all of the information we hold and process to be erased (the ‘right to be forgotten’) in certain circumstances. The Data Protection Officer will provide you with further information about the right to be forgotten, if you ask for it. Keeping your personal information secure We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality. We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so. How to complain We hope that the HR Manager, Robert Gregg can resolve any query or concern you raise about our use of your information. If not, contact the Information Commissioner at ico.org.uk/concerns/ or telephone: 0303 123 1113 for further information about your rights and how to make a formal complaint.

With a member’s permission, we may use or republish your posted text, photo, video or other materials (collectively “content”) as outlined below. Examples of where this content may be used are: s3studios.co.uk, streetstyles4all.co.uk, or any of the S3 Studios/Street Styles 4 All social media platforms: Facebook, Twitter, Youtube, Instagram and any future platforms that S3 uses for promotion.

By posting or otherwise making available any content on a public social media platform about your S3 Studios experience, and responding “yes” if we ask for your permission to repost content on our owned channels, including, but not limited to, the ones mentioned above, you represent and warrant that you are thirteen (13)* years of age or older and that you agree to the following terms and conditions:

You grant us the right to copy, reproduce, edit, publish, post, distribute, or otherwise provide to others, your Content in any and all media, formats, and channels (now in existence or hereinafter developed) for any purpose, including advertising and commercial purposes.

By granting us permission when we request to use your content, you represent and warrant that the content does not violate or infringe any rights of any third party.

We will make every effort to credit you as the author/source of the content by referring to your Social Media Platform handle, name, or identifier. If you would like to request the takedown of user generated content that you feel was posted without your permission or consent, we will remove it promptly if you send an email to info@s3studios.co.uk with the following information:

  1. Identification of and link to the user generated content you would like removed
  2. Your name, contact information, and connection to the piece of content to be removed

Disclosures:

S3 Studios social media platforms are intended for users who are 13 years of age and older. If you are under the age of 13, you are not permitted to submit any personal information to us on our social media platforms. We do not knowingly collect information or user generated content from individuals under the age of 13. If a parent, guardian, or anyone else becomes aware of user generated content shared from an individual under the age of 13, please email us at info@s3studios.co.uk

You should be familiar with Facebook’s privacy and security policies and understand how your information can be displayed and used throughout the site as well as other third party sites that may be linked to by Facebook.