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Terms of Use

Code of Conduct


Children are asked to comply with the HRSA CIC code of conduct. This is available from coaches and explains what unacceptable behaviour is. Children who act inappropriately will be disciplined by talking to them so that they can understand why their behaviour is unacceptable. To ensure the safely of all the children and staff incidents of bad behaviour will be recorded and parents/guardians advised. Three incidents of inappropriate behaviour is likely to result in the termination of membership. Serious incidents involving danger to others will result in immediate termination of membership.


We will not tolerate any of the following behaviours:

  • Aggressive behaviour towards other children or staff,

  • Leaving the site unsupervised,

  • Physical or verbal bullying,

  • Swearing, and

  • All forms of discrimination


Registration and Bookings


Bookings can be made either by:

  • Online

  • E-mail,

  • Mail,

  • Telephone, or

  • In person.


Application/booking forms must be filled out and returned to a member of staff before the commencement of a club/service. Application/booking forms are available on request via email, telephone or in person from a member of HRSA or school staff.You will be notified if your booking cannot be accepted for any reason.

Online safety agreement for use with young people

HR Sports Academy understands the importance of children being able to use the internet for education and personal development. This includes online sessions,social media platforms, games and apps.


We aim to support children and young people in making use of these in our work. However, we also recognise that safeguards need to be in place to ensure children are kept safe at all times. This agreement is part of our overarching code of behaviour for children and young people and staff and volunteers. It also fits with our overarching online safety policy.

  • All online sessions will be agreed by HR Sports Academy management and will require registration

  • There will be 2 members of staff involved in online session (one can be observing)

  • Please consider the following before you begin your sessions – that you are wearing appropriate clothing, that you are in an appropriate room and have nothing inappropriate in shot

  • Session feedback is welcomed and any issues or concerns can be sent to


Young person: please read the following agreement and discuss it with your parents/carers and group leader.


Parents/carers: please read and discuss this agreement with your child before signing up to any of our online programmes. If you have any questions or concerns please speak to Mickela or Christian Hall-Ramsay, Company Directors.


Young person’s agreement

  • I will be responsible for my behaviour when using the internet, including social media platforms, games and apps. This includes the resources I access and the language I use.

  • I will not deliberately browse, download or upload material that could be considered offensive or illegal. If I accidentally come across any such material I will report it immediately to the group leader.

  • I will not send anyone material that could be considered threatening, bullying, offensive or illegal.

  • I will not give out any personal information online, such as my name, phone number or address.

  • I will not reveal my passwords to anyone.

  • I will not arrange a face-to-face meeting with someone I meet online unless I have discussed this with my parents and/or group leader and am accompanied by a trusted adult.

  • If I am concerned or upset about anything I see on the internet or any messages that I receive, I know I can talk to Mickela or Christian Hall-Ramsay, Company Directors.


I understand that my internet use/engagement in HR Sports Academy’s online activities will be monitored and logged and can be made available to the group leader. I understand that these rules are designed to keep me safe and that if I choose not to follow them, HR Sports Academy may contact my parents/carers.


Maximum Numbers


The number of children permitted to attend HRSA clubs/services is restricted by the facilities available and number of staff employed. Where the number of children requiring club places exceeds the authorised limit the allocation of placements will be made on a first come first served basis.




All fees must be paid in advance and are non refundable.

PPA cover, lunchtime, before and after school sessions etc must be paid monthly by cheque or cash a week in advance. Holiday and weekend club payments must be given in full at the beginning of service or by prior agreement i.e. weekly.


All cheques must be made out to HR SPORTS ACADEMY CIC and contain the booking form.


Any reduced costs on services due to a special offer will expire on a given date and revert to the standard service fee. We cannot offer the reduced price after the set expiry date.




HRSA CIC reserves the right to cancel or postpone any session for any reason. In the event of which an alternative session will be offered in lieu or a full refund will be issued.


If a child is no longer able to participate in a HRSA service due to illness or injury a refund may be issued at HRSA's discretion upon receipt of GP/hospital letter confirming injury. Refunds will not be issued to:

  • Parents or children who decide that they no longer want to participate in the service,

  • Those who have a holiday scheduled.


If schools need to cancel or amend a booking, HRSA require notice in writing up to 5 working days prior to the course commencing. Refunds may be issued at HRSA's discretion. No refunds will be made after this time for cancellations, amendments, or missed days.




We ask that children are dropped off and picked up punctually by an authorised adult. HRSA must be informed in writing, if a different adult is collecting a child other than those on the original enrolment form. Identification will be required. If the person collecting the child/children is UNAVOIDABLY DELAYED they must inform the HRSA on the telephone number supplied. If a child has not been collected by the specified time parents/guardians will be charged £10 per 15 mintues, per child. Should the child still not have been collected by 1 hours later (and parent/guardians still have not been in touch with HRSA staff) the matter will be brought to the attention of the Police.




When a child is collected the adult will sign the attendance register to say they have collected the child and at what time. The adult must be one of the adults on the enrolment form unless previously informed in writing by the parent/guardian of the child. If this is the case the security code needs to be quoted when collecting the child.


If a child cannot be located a thorough search of the premises will be carried out with all children asked to sit on the floor until completed. The register will be checked to ensure the parent has not collected the child, and the person on register duty and other members of staff will be questioned. It will be checked that the member of staff has not forgotten to mark the child as absent. If, when all the checks have been completed, the child has not been located the parents will be contacted and the police will be informed.




HRSA can provide the promotional material for advertising the sport clubs in your school. Charges will be applied to schools when necessary.




If children, parents/guardians or school staff have any comments or suggestions about our services, please contact us. If necessary a meeting will be arranged to discuss/resolve the matter.


Health and Safety


It is our policy to encourage ways of working that will create a safe and healthy environment for children, employees and all other persons which enter the premises during our hours of operation. The Managing Director is responsible for making sure that matters of concern brought to the attention of HRSA staff are dealt with by the owners of the relevant premises.


All persons coming on to the premises have a responsibility to conduct themselves in such a matter that they will ensure the health and safely of themselves and others they come into contact with. All staff are responsible for working in such a way to ensure their own safety, the safety of the children and others that they come into contact with. If a child becomes sick during their time with us we may, if appropriate, call NHS Direct for advice.


Child Protection


HRSA CIC respects confidentiality. However, as child carers we have a clear responsibility to work together with other agencies to safeguard and promote the welfare of children. As a result, if concerns are raised with HRSA, we cannot guarantee confidentiality and concerns may have to be reported to Social Services. All HRSA CIC coaches are approved and police checked through the Disclosure and Barring Service (DBS).




Photographs of children may be taken and used to promote HRSA. No unauthorised photography is allowed. We will not permit photographs of children to be used without the consent of parents or guardians of the child.




HRSA does not accept responsibility or liability for any loss or damage to personal property.

Special Needs Statement


HR Sports Academy (HRSA) CIC will support children and young people with special needs and will commit to working with parents and other agencies to help support their needs. Staff members have attended special needs training and are willing to help in any way possible. Any child attending one of the schools HRSA CIC is providing a service for may attend our Club and appropriate support will be put in place for any child with special needs. All children will be included in all our activities and encouraged to achieve their personal best.


Equal Opportunities


We recognise that certain groups and individuals in our society are discriminated against because of their race, colour, ethnic or national origin, gender, physical, sensory or mental disability. Accordingly, we are strongly committed to positive action to remove and/or counter discrimination in all aspects of our work with children, schools, families and the community. Language or behaviour designed to be offensive to individuals or groups of people is unacceptable and will not be tolerated.

We Need Your Support Today!

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