Policies & Codes of Conduct

Terms & Conditions

Registered Charity Number: 1158811

British Gymnastics Club Number: 41609

GENERAL

  • Club Membership is open to all on a non-discriminatory basis.
  • British Gymnastics membership is compulsory (except for Parent and Toddler classes) and must be organised by Members directly with British Gymnastics www.british-gymnastics.org
  • The Club is entitled to charge an Annual Subscription which is non-refundable.
  • Club Membership is limited by space, availability of coaching staff, class ratios and time.
  • Club Membership is allocated on a first come, first served basis.
  • The Club may refuse membership, or remove it, only for good cause such as conduct or character likely to bring the Club or sport into disrepute.  If membership is removed for this reason no refund of fees will be given.
  • The Club will keep class fees at levels that will not pose a significant obstacle to participating.
  • The families of the participants are encouraged to take an active role within the Club, whether it be in supporting their gymnast/coach or volunteering.
  • The NDDGC Facility is a No Smoking area.  This includes the gymnasium and car park area.
  • Under no circumstances must alcohol or un-prescribed drugs be brought onto the premises.
  • It must be noted that any member of North Devon Display Gymnastics Club that takes part in any gymnastic or gymnastic related activity whilst not under the direct supervision of North Devon Display Gymnastics Club British Gymnastics qualified Coaches and/or British Gymnastics qualified Coaches, in a British Gymnastics approved facility/area does so entirely at their own risk.

North Devon Display Gymnastics Club and British Gymnastics cannot and will not accept responsibility or liability for any injury, accident or incident that may occur under those circumstances and British Gymnastics Insurance will be invalid.

  • NDDGC has the right to exclude anyone not adhering to our policies.
  • NDDGC reserves the right to amend these Terms and Conditions at its discretion and without notice.

These Terms and Conditions supersede all former ones.

Attendance at NDDGC classes will constitute acceptance of these Terms and Conditions.

FEES AND CHARGES

Annual Subscription

  • The Club Annual Subscription is payable on joining the Club and renewable each September.
  • The Club recognises that membership and class fees can be prohibitive to those on low incomes.  The Trustees will keep class fees at levels that will not pose a significant obstacle to participating.  A complimentary T-shirt displaying the NDDGC brand will be issued on joining.

Class Fees

  • Rebooking for the next term occurs before the end of a term. If you do not receive an email for rebooking it is your responsibility to let us know.  Payment must be received within the booking period specified to secure your child’s place for the following term.
  • Classes cannot be started until class fees are paid in full unless agreed in writing by the Membership Administrator. 

Refunds

  • In accepting a place for your gymnast you are committed to the full period billed.  NDDGC does not offer refunds or make up additional classes which have been missed by the gymnast. All term dates are clearly stated on rebooking.
  • If you choose to leave us before the end of the billed period we will not refund fees.
  • If the club is forced to close due to a situation beyond our control eg. weather conditions or power failure, we will not refund fees. 
  • If the club is forced to close due to satellite venue or Caddsdown not being available on a given date a credit will be added to accounts of gymnasts affected.
  • If the club is forced to cancel a session due to a shortage of Coaching Staff a credit will be added to the gymnast’s account or an additional session will be scheduled.

NDDGC is a registered charity and aims to keep the cost of classes as low as possible, bad debtors cost the club money.  However, if you have an issue in paying please contact the Membership Administrator on membership@northdevongymnastics.org.uk who will endeavour to help you.

Attendance at NDDGC classes will constitute acceptance of these Terms and Conditions.

CLUB VOTING RIGHTS

Affiliate membership with voting rights (ages defined at membership commencement 1st September)

  • Junior Membership (Gymnasts/Coaches under 16) – Members under the age of 16 are not entitled to vote, however a Parent/Guardian has the right to vote on behalf of their child.  Maximum one vote per child member.
  • Youth Membership (Gymnasts/Coaches 16-18 years) – One vote per Gymnast/Coach.

Adult Membership for those participants in the Club over the age of 18 including those who are involved in the day to day governance of the Club.  1 vote per person or organisation.

Equal Opportunities and Diversity Policy

The purpose of this policy is to:

• promote equality of opportunity

• celebrate and value diversity

• eliminate unlawful direct and indirect discrimination

North Devon Display Gymnastic Club recognises that certain groups and individuals are at risk of being unfairly discriminated against for many reasons, including: age, appearance, class, colour, culture, disability, employment status, ethnicity, nationality, political belief, race, social class, religious belief, sex, sexual orientation or size.

Every aspect of our work is informed and enhanced by equality issues. We are committed to providing an environment free of stereotypical and oppressive beliefs, attitudes and practices. If any discrimination is identified, we will take positive steps to counter this.

We recognise that each child and young person is an individual with their own skills and abilities and we will seek to respond to the needs of each individual in a way that is fair and equitable.

We recognise that there is diversity in family life, education, faith and culture. We undertake to embrace and celebrate such differences in ways that make our group/organisation better for children and young people. We value and encourage the participation and contribution of individuals, regardless of age, class, disability, ethnic background, faith, gender and sexual orientation. We recognise that people with different backgrounds, skills, attitudes and experiences bring fresh ideas and perceptions. We believe that life is positively enriched for us all by the diversity of individuals in society and that everyone has a valuable contribution to make.

Children, young people, volunteers, workers and management committee members are supported in challenging any behaviour or ways of doing things which go against the policy or the spirit of the policy.

We will monitor the effectiveness of this policy.

Date of last policy review 07/09/2026

Signed by Claire Fowler (Club Manager)

Date of next review 07/09/2027

Child Protection Policy

North Devon Display Gymnastic Club strives to ensure that children are protected and safe from harm whilst participating in gymnastics and any associated activities at all of NDDGC venues and events.

This policy is designed to give brief, clear guidance.  It works in conjunction with British Gymnastics’ Policy.   If in any doubt then British Gymnastics Child Protection Policy will take precedent.

We endeavour to promote the highest standards of care for participants and willingly accept responsibility for:

  • A duty of care for all children and members whilst they are on the premises or in the care of the Club’s representatives.
  • Specifically appointing and training a staff member for the role of “Welfare Officer” (Heather Lofthouse 07818 113580).  This person is available as a confidential and accessible route for people to voice their concerns or allegations regarding issues of protection and welfare
  • Dealing with all issues of protection and welfare sensitively, swiftly and confidentially.
  • Enforcing a code of conduct for all members, backed up by a disciplinary policy (both documents are displayed on the club website).
  • Operating a strict coaches code of conduct and employee disciplinary procedure.
  • Carefully recruiting coaches and ensuring that they hold both valid training qualifications and certification from the Disclosure and Barring Service indicating their suitability to work with children (if required by British Gymnastics).
  • Promoting the on-going training and development of coaches both through the British Gymnastics Coaching Schemes, club training schemes and in child protection.
  • Ensuring that situations do not arise where a child is alone and unobserved with a coach/adult either on the premises, or during travel to a competition. At all times on site children will work in groups or with other coaches and children in the gym. On visits off-site where it is necessary for children to travel with a coach, where possible, more than one adult will attend the trip. Where this is not possible the children will not travel unless with the express permission of their parent, guardian or carer.

Social Media & Online Participation Policy

FOR EMPLOYEES, VOLUNTEERS AND ADULTS ASSOCIATED WITH NORTH DEVON DISPLAY GYMNASTICS CLUB

CONTENTS                                                                                          
A.        INTRODUCTION                                                                            
B.        PRINCIPLES & EXPECTATIONS                                                            
B.1                  Other related policies                                                                                 
B.2                  Individuals are responsible for their own actions                                   
B.3                  Be aware of business and personal lives overlapping              
B.4                  Participation in a public forum                                                       
B.5                  Consider carefully anything that you say                                    
B.6                  Do not respond to negative comments posted online               
B.7                  Know that the internet is permanent                                            

C.        STANDARDS OF BEHAVIOUR                                                    

D.        USE OF SOCIAL MEDIA AT WORK                                                        
E.        SUMMING UP                                                                                             

A. INTRODUCTION

Social media is the term commonly given to web-based tools which allow users to interact with each other in some way – by sharing information, opinions, knowledge and interests online. As the name implies, social media involves the building of online communities or networks to encourage participation and engagement.

This includes blogs, message boards, social networking websites, content sharing websites and many other similar online channels.

This policy applies to all employees, volunteers and adults associated with NDDGC and participating in social media.  It also applies and to those undertaking work on behalf of NDDGC. NDDGC should ensure contractors and agency workers are also aware of this policy. These groups will be collectively referred to as ‘individuals’ within this policy.

All ‘individuals’ should be aware of their own conduct and behave in a manner which ensures and promotes acceptable behaviour in relation to their individual use of social media sites.

B. PRINCIPLES AND EXPECTATIONS

B.1. Other related policies

There are other policies, including those listed below which govern employee behavior in work with respect to the disclosure of information online, including personal activities. All individuals within NDDGC should make sure that they are familiar with these policies:

ƒ Data Protection Policy
ƒ Coaches, employees, volunteers codes of conduct.
ƒ Social Media and Online Participation Policy.
ƒ Equality Policy

B.2. Individuals are responsible for their own actions

NDDGC employees are encouraged to use the ICT systems they have at their disposal to enhance their work and learning opportunities. NDDGC, in turn, will expect its staff and volunteers to agree to be responsible users, exercising sound judgement and common sense.  Individuals should bear in mind that anything they post online, at work and at home, can potentially affect the reputation of the NDDGC and is ultimately the responsibility of the employee.

Individuals should ensure that privacy and security settings are set and used on all devices.  

B.3. Be aware of working and personal lives overlapping

Online, an employee’s personal and working lives are likely to overlap. Whilst NDDGC understands that many individuals use social media sites, it is important to remember that information, comments and images posted online originally intended just for friends and family can be forwarded on and might be viewed by NDDGC members, parents and colleagues as well as members of the wider community. Be aware of your language and conduct while on these sites, the rules governing staff and volunteers still apply.

Individuals should not accept NDDGC members as ‘friends’ on social media sites, unless they are previously known to each other.  If individuals have specific reasons for needing to communicate with club members via a social media site they should first discuss this, with their reasons, with the Head Coach/Personnel or Welfare Officers.

Individuals must use their professional determination to set appropriate boundaries and if s/he is uncertain, to seek advice from the Head Coach/Personnel or Welfare Officers before communicating with club members.

Your conduct must not adversely affect NDDGC’s public image nor bring the Club into disrepute. This requirement extends to when individuals use social media sites outside normal working hours. It is important that individuals should ensure that their security settings are set appropriately, including those on personal social media sites, so that an individual’s own accounts can only be accessed and used by those approved by that individual. Any information displayed on an individual’s accounts is deemed to be their responsibility.

B.4. Participation in a public forum

Participation in a public forum must be professional. Individuals should make sure they always act in an honest, accurate, fair and responsible way at all times.  Be aware of language and conduct while on these sites, the policies governing staff and volunteer conduct still apply.

When an employee participates in a public forum as part of their job they should specify their job title and ensure his/her Head Coach/Personnel or Welfare Officers is aware of the discussion.

When an employee participates in a public forum as a private individual they must make that clear and only use their private e-mail address.

B.5. Consider carefully anything said/posted

Individuals are personally responsible for their words and actions.  An individual must ensure that any confidential and/or sensitive information is not posted. Individuals must not make any derogatory, untrue or discriminating comments about NDDGC, club members or other employees and volunteers. Neither should any comments be made that are likely to affect the reputation of NDDGC.

Confidential information, including information which is available to an employee due to the nature of their job, but is not in the public domain, should not be disclosed unless specific permission has been granted to do so.  If there is any doubt, do not post it.

B.6. Do not respond to negative comments posted online

If negative or disparaging comments about NDDGC, its club members or other employees and volunteers and/or other individuals with connections to NDDGC, are posted online or by third parties to try to spark negative conversations, individuals must not respond and should bring this to the attention of their Head Coach/Personnel or Welfare Officers.

B.7. Know that the Internet is permanent

As soon as information is published online, it is essentially part of a permanent record, even if it is removed or deleted later or attempts are made to make it anonymous. Information can be disseminated very quickly via social media and is virtually impossible to retract once it has been published; even if it has been online for only a short time, it may well have been picked up and copied and/or forwarded on by computers around the world.

C. STANDARDS OF BEHAVIOUR

NDDGC is committed to making the best use of all available technology and innovation to improve the way it works.  However, individuals must use all forms of social media with extreme care, together with sound judgement and common sense. 

Failure to adhere to this policy and those policies listed at paragraph 1 may result in formal action within NDDGC’s Conduct Policy for Employees and other appropriate action in relation to staff, volunteers, etc.

In some circumstances, inappropriate communications may result in a police investigation.


D. USE OF SOCIAL MEDIA AT WORK

The use of NDDGC-owned laptops/computers/electronic devices to access social media sites for personal use is permitted where such use is restricted to lunch-breaks and usage is reasonable and appropriate.

Employees bringing personal electronic equipment into the work place, such as laptops, notebooks, hand held devices etc need to be aware that it is at the risk of the employees and NDDGC will not be responsible for the safekeeping of any such devices.

Personal use of these devices must also be restricted to work breaks.  Employees should note their contractual responsibility to devote their time fully to their work during paid hours.

NDDGC’s Conduct Policy will be used to investigate any concerns regarding any employee found to be using electronic equipment for personal use during working hours, the outcome of which may lead to disciplinary action up to and including dismissal.

As part of any such investigation, NDDGC will check the employee’s internet usage and will retain this information as appropriate.

E. SUMMING UP

  • Be aware of your association with NDDGC in online spaces. If identified as an employee or adult associated with NDDGC ensure your profile is appropriate and related content is consistent with professional expectations.
  • Be aware of language and professional conduct.
  • Be aware of issues such as libel, defamation and slander.
  • Do not breach copyright
  • Never share confidential or sensitive information.
  • Inform senior management if participating online in a professional capacity.
  • Individuals should alert senior management immediately if anything has been posted, inadvertently or otherwise, that may cause issues for individuals and/or NDDGC.

Members Code of Conduct

NDDGC expects Members to respect all club staff, coaches and fellow gymnasts; and to be polite and courteous at all times.  As a representative of North Devon Display Gymnastics Club you must display professional and respectful conduct at all times.  Rudeness, insulting, threatening or racist behaviour, shouting, swearing, exclusion, physical or mental abuse will not be tolerated.

All participating members should adhere to the following guidelines both for their and others safety and enjoyment

GENERAL

DRESS

  • The preferred dress code is a leotard for girls, and a leotard and shorts for boys. Girls may wear fitted shorts, and both boys and girls may wear a close fitting T-shirt if they wish.  Torsos must be covered.
  • There is a Club leotard that can be bought through the website but this is not compulsory.  The Dance/Display Team also have a leotard that can be bought through the website.  If a gymnast wished to take part in Club displays this leotard must be worn.
  • Gymnasts train in bare feet.
  • No hoodies are to worn during training.
  • All long hair should be tied back
  • No jewellery, watches, piercings, are to be worn in the gym whilst training.  Newly pierced ears should be covered with tape.

BEHAVIOUR

NDDGC has a zero tolerance approach to unacceptable verbal and physical behaviour directed towards staff and coaches.  Any unacceptable behaviour will be taken very seriously and may result in immediate expulsion from the club and permanent exclusion.

  • For their own safety gymnasts should follow the instructions of the Coach at all times.
  • Gymnasts must not climb upon or use any equipment unless instructed to do so by a coach
  • All members are expected to maintain a good standard of behaviour at all times
  • Failure to attend training sessions on a regular basis without good reason and notification may result in the member losing their place.

NDDGC operates a strict three strikes policy:

  1. Any gymnast failing to meet behaviour standards will receive a verbal warning.
  2. If the behaviour continues a written warning will be issued to the gymnast and their Parents/Carers
  3. If the written warning has no effect the gymnast will be suspended or expelled from the club at the discretion of the Head Coach and/or Club Trustee Committee.  No refund of fees will be given.

The Gymnast or his/her representative, has the right to appeal any decision within seven days of the above procedure.

Notice must be sent to and received by the Chairperson of the Club within that seven days.

All discipline matters or complaints should be directed to the Club Chairperson.   Contact through the Club email: membership@northdevongymnastics.org.uk or by letter to 9a Caddsdown Ind Pk, Clovelly Rd, Bideford, EX39 3DX.

Disruptive or threatening behaviour of any kind, including bullying, is unacceptable to this Club and will not be tolerated.

Parent/Carer Code of Conduct

  • Please ensure that your gymnast arrives on time for their class.
  • All gymnasts must be dropped off and collected from the gym door and not from the car park.
  • Your child is your responsibility prior to the start of a class. Please do not leave them before their class begins.
  • Always collect your child promptly at the end of the session.
  • Parents and guardians are not allowed in the gym for the safety of the gymnasts; Parents can view from the Balcony. 
  • Please ensure you and your child are aware of and abide by the Members Code of Conduct.

HEALTH AND WELFARE

  • It is your responsibility to ensure that you inform us of any changes in your child’s health and around their welfare.  It is very important that your child is “fit” to attend class.   If you are unsure with regard to them attending due to health, welfare or injury concerns, then please speak with your GP; the coaches cannot make this decision.  However, the coaches CAN make an assessment during class if they feel your child is UNFIT to be in attendance and will ask them to sit out & for them to be collected immediately. 
  • It is your responsibility to inform us of any changes of address or emergency contact numbers.
  • Please be aware that if your child is unable to visit the toilet by themselves you will be required to remain on the premises.
  • There must be no attempt to distract or ‘Coach’ the Gymnast from the waiting area.
  • If your child is being collected by someone who does not normally collect them, please make sure the Coach in charge of the session is aware.
  • No photography or video recording equipment including photo and imaging phones may be used during any training session.  On open days, please register as instructed if you wish to use photography or recording equipment of any kind.
  • If you wish to raise a concern about any aspect of the Club Procedures or regarding a specific incident, please contact our Welfare Officer, Heather Lofthouse (welfare@northdevongymnastics.org.uk).

PARENTAL SUPPORT

  • Support your child’s involvement and help them to enjoy their chosen sport. 
  • Never punish or belittle your child for poor performance or making mistakes. 
  • Use correct and appropriate language at all times. 
  • Publicly accept official judgements; we discourage challenging or arguing with club coaches and officials. 
  • Endeavour to establish good communications with the club, coaches and officials for the benefit of all.
  • Please avoid any behaviour that could be interpreted as intimidating, this includes threatening, bullying, trying to gain unfair advantage and public disparagement of Club Members/Coaches.
  • If you wish to raise a concern about any aspect of the Club Procedures or regarding a specific incident, please contact our Welfare Officer, Heather Lofthouse
  • (welfare@northdevongymnastics.org.uk).

PREMISES AND BELONGINGS

  • Shoes must not be worn in the gym at any time.
  • Please do not bring any valuables to gym class.  NDDGC is not responsible or liable for any items lost or stolen.
  • All persons using our car park do so at their own risk and NDDGC is not in any way responsible for any loss, injury or damage sustained by them or for loss or damage to vehicles and their contents left within the car park.

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