Academy Policies.

THE RUGBY BUDDY ACADEMY POLICIES

Terms and Conditions

The Academy has been designed for rugby players aged 11-14 years old. The Academy includes access to small group skills and mindset coaching. One hour per week through term time only, indoors, and limited to 14 players per group to maximise everyone's potential.

Full details about what Rugby Buddy includes are detailed on the website at www.rugby-buddy.com

By subscribing to the Academy as a parent or guardian of a child under the age of 16, you agree to the following: You will ensure that you and your child will comply with these terms.

You will always be present for any training session, for safeguarding purposes, in case of injury or anything else.

1:1 Coaching The online, 1:1 mentoring sessions have been designed for rugby players aged 12-20. They include access to live GoogleMeet coaching and mentoring sessions. As a parent or guardian of a child under the age of 16, you agree to the following: You will ensure that you and your child will comply with these terms. You will always be present with your child during the live Google Meet sessions. You will always be present when your child is communicating with Rugby Buddy, and monitor all communications sent and received. If you become aware of any inappropriate communications that breach our community guidelines, you will notify us immediately. PAYMENTS AND CANCELLATIONS

Payments for the academy are made online and are due before the start of each term. A whole term will be paid in full.

Places are not guaranteed until your payment is received. Notice of the subsequent term will be given one month in advance. Given there are no long term contracts, active members will have a 1 week window to sign up before spaces are opened up to the general public.

The Academy's year is divided into three terms to coincide with school terms. Winter: 1st September to 31st December Spring: 1st January to 31st March Summer: 1st April to 31st July

The number of sessions will be dependent on the number of weeks in that term.

Each player will receive a half-term review to assess readiness for continued participation in the programme. Rugby Buddy reserves the right, at its sole discretion, to decline any players registration for subsequent terms following this review.

MISSED OR CANCELLED LESSONS Sessions missed due to the individual can not be made up as part of their fee. Sessions cancelled by the Academy, for any reason, can be made up at other sessions listed by the Academy.

DISCLAIMERS No guarantees: Rugby Buddy provides skill and mindset coaching, giving guidance, and support to enable you to improve your child's rugby game. We make no guarantees or claims as to the success of any Academy member. Each individual is unique, as is the commitment they make to themselves to apply the lessons into their rugby game. The aim is that by attending the in person sessions, your child will get the most out of the Academy.

Rugby Buddy is not responsible for any outcomes you do or don't achieve through your participation in the Academy, or any action or inaction which you take as a result of the information provided during the Academy.

Data Protection:

We comply with applicable data protection legislation, including the retained EU law version of the General Data Protection Regulations ((EU) (2016/679) and the Data Protection Act 2018.

Cancellation by us: Without affecting any other right or remedy available to us, we are permitted to terminate the Academy immediately by giving you written notice if you (or your child) materially breach these terms.

We may also withdraw the Academy at any time, in which case you will be entitled to a refund of a proportion of the Academy Fees for services not yet delivered.

Applicable Law:

These terms and any non-contractual obligations arising hereunder, shall be governed by, and interpreted according to English law and all disputes arising under these terms (including non-contractual disputes or claims) shall be subject to the exclusive jurisdiction of the English courts.

Contact details

1. This website is owned and operated by Charlie Hodgson.

2. We are registered in England and Wales under registration number 16096270, and our registered office is at Heritage Exchange, South Lane, Elland. HX5 0HG.

3. You can contact us: (a) using our website contact form; (b) by email, using the email address, hello@rugby-buddy.com

The Rugby Buddy Academy Safeguarding Policy

1. Statement of commitment: The Rugby Buddy Academy is fully committed to safeguarding and promoting the welfare of all children and young people who take part in its programs. Children have the right to feel safe, respected, and listened to in every Rugby Buddy environment, on and off the pitch.

2. Alignment with RFU safeguarding standards: Rugby Buddy operates in line with the Rugby Football Unions safeguarding policies, guidance, and Age Grade Rugby regulations. The lead coach is required to complete the RFUs safeguarding training and any mandatory updates as a condition of being a registered coach. Where Rugby Buddy operates in partnership with clubs or schools, their safeguarding policies will also be followed alongside this policy.

3. Safe recruitment and training: The lead coach and any regular assistants will: Hold an enhanced DBS check (where required by RFU and local law). Complete RFU safeguarding training and renew in line with RFU requirements. Complete relevant RFU coaching qualifications appropriate to the age group. All coaches and volunteers are briefed on this safeguarding policy, expected conduct, and how to respond to concerns.

4. Code of conduct for coaches Coaches will: - Treat all players with respect, fairness, and dignity, regardless of ability, background, or identity. - Maintain appropriate professional boundaries at all times (no favouritism, no inappropriate language or physical contact). - Never be alone in a closed environment with a child where avoidable (follow open and observable practice). - Use language around mindset and performance that supports, rather than shames, players (focus on behaviours, not labels). - Communicate clearly with parents about expectations, schedules, and any incidents affecting their child.

5. Safe practice in sessions (in person and online) - Clear supervision: Appropriate adult to player ratios and clear handover procedures at the start and end of sessions. - Parents/guardians must remain on site and in sight of the training area for every child, and sessions do not proceed if this is not possible. They must not interfere with training. - 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 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. - Photography and video: Only taken/used with parental consent; images used for coaching or promotional purposes will follow RFU guidelines (no full names with images, appropriate kit, appropriate context). - Parents confirm that children are physically able to participate in rugby activities. Any existing medical conditions, allergies or injuries must be disclosed on registration. - Appropriate clothing and footwear must be worn. - Suitable gym wear for indoor use. - Protective equipment (gumshields, headgear etc.) is recommended where relevant. - Each Centre operates under UK health and safety law; emergency exits are signposted. - Coaching sessions are delivered by qualified, insured coaches. We follow RFU safeguarding guidelines and best practice. We reserve the right to remove any participant who behaves in a dangerous or disruptive manner. Contact levels are age-appropriate and in line with RFU regulations. - Changing rooms/toilets: Follow club/school policies; coaches do not change or shower with players and avoid being alone in changing areas.

6. Online interactions: Group communication channels, not private 1:1 messaging with children where avoidable. Parents informed about platforms used; access links not shared publicly. Any concerning behaviour online is treated as a safeguarding concern. Parents and guardians are responsible for their children until the official start time of their rugby sessions. Players are to be registered on attendance and collected by a responsible adult at the end of the session.

7. Player voice and psychological safety Players are encouraged to speak up if something feels unsafe, unfair, or uncomfortable. Mindset work (TACKLE) is designed to create a safe, nonjudgemental space where players can talk about fears, mistakes, and stress without ridicule. No player is forced to share personal information; sharing is always invitational.

8. Recognising and responding to concerns Rugby Buddy recognises that abuse and harm can take many forms (physical, emotional, sexual, neglect, bullying, discrimination, online harm). If a coach has a concern that a child: may be at risk of harm, or discloses information that suggests they are unsafe, the coach will: Listen and reassure: Take the child seriously; do not promise absolute confidentiality. Record: Note what was said, using the childs own words where possible, with time/date. Report: If working within a club/school environment, report immediately to the Club Safeguarding Officer or Designated Safeguarding Lead, following local procedures. If a child is in immediate danger, contact emergency services and local safeguarding services. Inform parents only where this does not increase risk to the child and in line with RFU guidance.

9. Managing allegations and complaints Any allegation or complaint about a Rugby Buddy coach or volunteer will be taken seriously and passed to the relevant RFU Safeguarding team in line with RFU procedures. The coach will cooperate fully with any investigation and may be suspended from activity while enquiries take place, to protect all parties.

10. Data protection and confidentiality Information about players and families is stored securely and shared only with those who need it to safeguard and support the child (e.g. club officials, RFU, statutory agencies). Any mindset journals (if applicable) and reflections are treated sensitively; content is never shared publicly without explicit consent.

11. Review of policies This Risk Assessment Policy and Safeguarding Policy will be reviewed at least annually, or sooner if: RFU or legal guidance changes, or there is a significant incident or near miss that suggests updates are needed. Updated versions will be shared with partner clubs/schools and made available to parents and players.

Rugby Buddy Academy Risk Assessment Policy

1. Purpose and scope This policy sets out how The Rugby Buddy Academy identifies, assesses, and manages risks associated with its coaching activities for young players, both in-person and online. It covers all Rugby Buddy sessions, programs, and events where children participate under the Rugby Buddy brand or coaching direction.

2. Principles Safety first: Physical and emotional safety are nonnegotiable and take precedence over performance. Age appropriate design: Sessions respect RFU Age Grade Rugby regulations and guidance on contact, training load, and recovery. Pro-standard, youth appropriate: While the philosophy is train and think like a pro, all activities are adapted for children's stage of growth and development. Shared responsibility: Coaches, parents, players, and venues all have roles in managing risk.

3. Types of risk assessed Rugby Buddy conducts and records risk assessments in the following areas: Physical risks: Playing surface condition, weather, equipment safety (balls, tackle bags, cones, posts). Age appropriate contact and tackle activities, following RFU and World Rugby Tackle Ready/contact guidance. Safeguarding and supervision risks: Ratios of adults to children, arrival/collection procedures, loneworking, photography/video. Health and medical risks: Preexisting conditions, injuries, concussion history, hydration and warmup/cooldown. Psychological and emotional risks: Managing pressure, fear, confidence dips, and emotional distress linked to mindset work. Online risks: Behaviour and safety in any online coaching calls, course platforms, and digital communities.

4. Risk assessment process For every block of activity (e.g. term, camp, or venue), Rugby Buddy will: Identify hazards: Environment, equipment, activity design, travel, and communication channels. Assess risk level: Likelihood and impact for each hazard, with particular attention to contact and tackling activities. Implement controls: Safe session design (progressive contact, clear rules, appropriate group sizes). Visual pitch walkthrough, equipment checks, and warmup/cooldown routines. Clear player briefings on safety rules, emotional time outs, and how to ask for help. Record and review: Written risk assessment for each venue/block, reviewed at least annually or when circumstances change. Incident and nearmiss records, reviewed to update risk controls.

5. Coaching practice and session control All sessions follow a plan that builds skills and confidence progressively, rather than exposing players to unnecessary risk. Maximum group sizes are capped (e.g. 14 players per group) to allow close supervision and individual feedback. Contact and tackle activities are introduced gradually, with clear technical coaching, safe intensity, and plenty of rest, following RFU Age Grade recommendations. Mindset content (TACKLE pillars) is integrated in a way that encourages players to talk about fears, stress, and confidence, without pressuring them to disclose more than they are comfortable with.

6. Venue, equipment, and environment Pitches and indoor spaces are checked before each session (surface, obstacles, weather). Equipment is ageappropriate, well maintained, and used safely. In adverse conditions (heat, cold, lightning, unsafe ground), sessions are modified or postponed.

7. Online delivery and community For any online Q&A calls, Clear behaviour expectations are communicated for all participants. Sessions involving children are hosted on secure platforms with waiting rooms and controlled access. Recording of sessions, screenshots, and sharing of personal information are controlled and communicated to parents in advance.

8. Roles and responsibilities Lead coach (Rugby Buddy): Responsible for risk assessment, control measures, and on the day decisions. Assistant coaches/volunteers (if present): Support implementation and report hazards/concerns immediately. Parents/guardians: Share relevant medical information, ensure safe dropoff/collection, and support behaviour expectations. Players: Follow safety rules, report injuries or worries, and respect others.