Policies &
procedures.

1. Introduction

These policies set out the standards, rules and procedures of Tempest Fencing Club. They apply in addition to the British Fencing Code of Conduct and policies, which they do not replace.

1.1 Application

These policies apply to all directors, managers, coaches, session leaders, the club armourer, employees, volunteers and contractors; to all members, students and visitors; and to all parents, carers and spectators. Participation in any club activity, or entry to the Centre during club hours, is conditional on acceptance of the parts that apply.

1.2 British Fencing

All participants must hold current British Fencing individual membership. The club operates within British Fencing’s rules, policies and procedures. Where British Fencing amends its policies or guidance, the British Fencing position takes precedence and these policies are updated at the next review.

1.3 Insurance

The club holds public liability, employers’ liability, professional indemnity, directors’ and officers’ and abuse-liability cover. Cover is conditional on the club following its own safety and safeguarding procedures. The schedule and the club’s obligations to its insurer are held by the Board.

1.4 Review

2. Compliance Reference

Each policy discharges the external requirements listed below.

3. Part A — Governance

3.1 Statement of Commitment

Owner: Board. Applies to: everyone.

The club provides a safe and inclusive environment for all participants and recognises an enhanced duty of care to children (under 18) and adults at risk (as defined in the Care Act 2014). The safety and welfare of participants take precedence over performance, convenience and commercial considerations.

The club will:

• provide sufficient resources to meet its safety, safeguarding and welfare duties;
• plan, staff and supervise all activity in accordance with these policies;
• require every participant to hold current British Fencing membership;
• use only coaches and volunteers who are qualified, checked and trained for their role;
• report and act on every safeguarding concern, accident and near-miss; and
• review these policies at least annually.

3.2 Roles & Responsibilities

Owner: Board. Applies to: everyone.

Current post-holders and their contacts are displayed at the Centre and issued to every new member.

4. Part B — Safeguarding & Welfare

4.1 Safeguarding Children & Adults at Risk

Owner: Welfare Officer (DSO). Applies to: everyone.

4.1.1 The club recognises its responsibility for the welfare of children, young people and adults at risk in its care, and acts in accordance with the Children Act 1989, the Children Act 2004, the Care Act 2014 and the British Fencing safeguarding framework.

4.1.2 Definitions. A child is a person under 18. An adult at risk is a person aged 18 or over who is or may be unable to protect themselves from harm or exploitation due to disability, illness, age or circumstances. A disclosure is information or suspicion that a person’s safety or welfare is at risk.

4.1.3 Categories of abuse the club is alert to include physical, emotional and sexual abuse, neglect, bullying and online abuse, and (for adults at risk) financial abuse, discriminatory abuse and self-neglect.

4.1.4 Good practice. All adults must:

• work in open, observable spaces, and conduct one-to-one lessons in sight of others;
• treat all participants with dignity and fairness;
• avoid unnecessary physical contact and seek consent before any manual support;
• keep accurate records of injuries, incidents and interventions; and
• obtain written parental consent for a child before travel, treatment or photography.

4.1.5 Prohibited conduct. No adult may:

• engage in inappropriate physical or sexual contact;
• make suggestive or demeaning comments, or use discriminatory, bullying or sexually explicit language;
• share a room with, or invite to private accommodation, a child;
• carry out a personal-care task a child can do unaided; or
• allow a suspicion or allegation to go unrecorded or unreported.

4.1.6 Two-adult rule. At least two adults are present whenever children or adults at risk take part. No coach is alone and unobserved with a child.

4.1.7 Responding to a disclosure. A person who receives a disclosure must:

• listen calmly and take it seriously;
• reassure the person they were right to speak, without promising to keep it secret;
• not ask leading questions, investigate, or confront any alleged perpetrator;
• record what was said, in the person’s own words where possible, as soon as practicable; and
• report it to the Welfare Officer the same day.

4.1.8 Reporting a concern. On any safeguarding concern:

• if a person is in immediate danger, call 999 first;
• complete the Safeguarding Incident Report Form, stating fact separately from opinion;
• pass it to the Welfare Officer, who decides on next steps;
• the Welfare Officer refers to the Local Authority Designated Officer (LADO), police, social services and British Fencing as appropriate; and
• a concern about the Welfare Officer is reported directly to the Board or to British Fencing.

4.1.9 Allegations against staff or volunteers may trigger police, social-services and internal disciplinary processes in parallel. Precautionary suspension on full pay is a neutral act, not a sanction. The internal outcome is decided on the balance of probabilities, prioritising participant safety.

4.1.10 Records. Safeguarding records separate fact from opinion, are stored securely and separately from membership records, are shared on a need-to-know basis, and are retained in line with safeguarding guidance and data-protection law (4.8).

4.2 Safer Recruitment

Owner: Welfare Officer / Board. Applies to: all roles with access to children or adults at risk.

4.2.1 Every such role is defined in writing, with the qualifications required and whether it requires a DBS check.

4.2.2 For every appointment the club will:

• require a written application form and verify the applicant’s identity;
• obtain and independently verify two references, at least one relating to work with children;
• obtain an enhanced DBS check before the person works unsupervised;
• require the applicant to declare any prior abuse convictions or investigations; and
• not appoint a person with such a history to a role with access to children or adults at risk without a documented risk assessment.

4.2.3 Every new appointee completes a safeguarding induction, receives the procedures that apply to them, and signs the Policy Acknowledgement & Receipt (Form F13).

4.2.4 All coaches and volunteers maintain a current British Fencing Coaches Register profile, safeguarding training renewed at least every three years, and first aid renewed as required.

4.2.5 DBS checks for post-holders are re-verified at regular intervals set by the Board.

4.2.6 All coaches are checked and vetted before they coach. This applies equally to visiting and guest coaches, who must evidence current British Fencing membership, an enhanced DBS check, the relevant coaching qualification and their own insurance before delivering any activity. DBS, first-aid and safeguarding currency is tracked on the staff training and vetting register (9.3).

4.3 Managing Challenging Behaviour

Owner: Head Coach / Welfare Officer. Applies to: everyone.

4.3.1 Acceptable and unacceptable behaviour is set out in the codes of conduct (Part D) and made known to all participants.

4.3.2 Where a participant may need additional support, they or their parent/carer must inform the club in advance so a support plan can be agreed. Adults at risk are involved in decisions affecting them.

4.3.3 The response to challenging behaviour escalates only as far as necessary:

• a reminder of the expected behaviour;
• a clear verbal warning that the behaviour must stop;
• a time-out from the activity, or removal from the session for the remainder of that day; and
• referral to the membership or disciplinary process (6.2).

4.3.4 Physical intervention is used only as a last resort to prevent injury, is the minimum necessary, and is recorded and reported to the Welfare Officer and the parent/carer immediately.

4.3.5 No participant is subjected to treatment that is harmful, abusive, humiliating or degrading.

4.4 Anti-Bullying & Harassment

Owner: Welfare Officer. Applies to: everyone, in person and online.

4.4.1 Bullying is offensive, intimidating, malicious or insulting behaviour that undermines or humiliates a person; it may be repeated or a one-off.

4.4.2 Harassment is unwanted behaviour that violates a person’s dignity or creates an intimidating, hostile, degrading or offensive environment, including conduct linked to a protected characteristic under the Equality Act 2010.

4.4.3 Concerns are raised informally with a coach or manager, or formally in writing to the Head Coach or a director.

4.4.4 Any bullying or harassment involving a child or adult at risk is treated as a safeguarding matter and referred to the Welfare Officer (4.1).

4.4.5 No person who raises a concern in good faith will be penalised. Knowingly false or malicious complaints may be treated as misconduct.

4.5 Collection & Late Collection of Children

Owner: Welfare Officer. Applies to: parents, carers and coaches of junior members.

4.5.1 Parents or carers come into the Centre to collect younger children and adults at risk.

4.5.2 Where a child makes their own way to or from a session, the parent’s written consent is required and held on file.

4.5.3 A person under 16 is never left alone. At least two adults remain at the venue until every child has been collected.

4.5.4 If a child is not collected within a reasonable time after the session ends, staff will, in order:

• contact the parent or carer using the details on file;
• contact the nominated emergency contact;
• ask the child whether another family member can be contacted;
• wait with the child, with at least one other adult present, and inform the Welfare Officer; and
• if no one can be reached after a reasonable further time, contact the local police for advice.

4.5.5 Staff will not take a child to another location, leave them in a vehicle, or release them to any person without the parent’s prior consent. Transport is subject to 4.9 and 4.11.

4.5.6 Where there is a concern that a person collecting a child is not fit to do so safely, staff seek advice from the police or social services and inform the Welfare Officer.

4.5.7 Every late collection is recorded on the Late Collection Log.

4.6 Supervision of Non-Participating Children

Owner: Head Coach. Applies to: parents and staff.

4.6.1 Children under 12 who accompany a participant but are not fencing must be supervised by a responsible adult at all times, and must not be left unsupervised before, during or after activity.

4.6.2 A parent or guardian who is themselves participating (as a fencer, coach or referee) must arrange alternative supervision, agreed in advance.

4.6.3 Coaches, officials and volunteers are responsible for the safe delivery of activity; they are not responsible for supervising spectating or accompanying children.

4.6.4 A fencer cannot supervise an under-12 while training or competing.

4.7 Changing & Use of Changing Rooms

Owner: Head Coach / Tempest Sports Group (building operator). Applies to: everyone.

4.7.1 Where the venue operator has a changing-room policy, it is followed.

4.7.2 Wherever possible, children and adults at risk have sole or time-exclusive use of changing facilities.

4.7.3 Where facilities are shared with the public, additional supervision is provided while respecting privacy.

4.7.4 Photography or filming in changing areas is prohibited.

4.7.5 Reasonable provision is made for anyone who wishes to change in private.

4.8 Information Sharing & Confidentiality

Owner: Welfare Officer. Applies to: everyone handling club information.

4.8.1 Personal information is handled under the UK GDPR and the Data Protection Act 2018, and only what is necessary is collected and kept.

4.8.2 Where sharing safeguarding information promptly will protect a person from harm, the duty to safeguard takes precedence over confidentiality.

4.8.3 Otherwise, information is shared only on a need-to-know basis.

4.8.4 Allegation and concern material is held separately from membership records, in secure storage accessible only to the Welfare Officer and, where necessary, the Board.

4.8.5 Records are retained for the period required by safeguarding guidance and the club’s insurer, and are then securely disposed of.

4.9 Transporting Children & Young People

Owner: Welfare Officer / Trip Organiser. Applies to: club-arranged transport.

4.9.1 Transport to and from activity is normally the responsibility of the parent or carer.

4.9.2 Where the club arranges group transport (for example, to a competition), the following apply:

• drivers are suitable, licensed and insured for the use;
• parents give written consent for the child to travel with the group;
• emergency contact details are held for all passengers;
• no child travels alone with a driver where avoidable; where unavoidable, the child sits in the rear;
• pick-up and drop-off points and times are agreed in advance;
• seat belts are worn and any booster seat is supplied by the parent; and
• minibus drivers hold the correct licence and paperwork.

4.9.3 Lifts given by coaches or officials outside arranged group transport are governed by 4.11.

4.10 Away Trips & Overnight Stays

Owner: Welfare Officer (DSO). Applies to: members, parents and carers.

4.10.1 The club does not organise, conduct or supervise overnight trips. The club will not arrange travel, accommodation or overnight supervision for any member, whether a child, adult at risk or adult.

4.10.2 Where a member wishes to attend a competition, camp or event that involves travel or an overnight stay, it is solely the responsibility of the member and, for a child or adult at risk, their parent or carer, to arrange their own travel, accommodation, supervision and insurance.

4.10.3 For any trip arranged privately, the member and their parent or carer are responsible for the member’s welfare and supervision at all times. The club accepts no responsibility for members outside club-run activity at the Centre.

4.10.4 The club’s codes of conduct (Part D) continue to apply to any member representing, or identifiable as being from, the club at an external event.

4.10.5 Transport remains subject to 4.9 and 4.11.

4.11 Transport of Members by Coaches & Club Officials (Lifts)

Owner: Welfare Officer (DSO). Applies to: all coaches, club officials and volunteers.

4.11.1 General prohibition. A coach or club official must not transport a member, in their own or any vehicle, in the normal course of club activity, and must never be alone in a vehicle with a child or adult at risk except under the emergency exception below.

4.11.2 Emergency exception. Transport or other necessary support may be provided only where all of the following apply:

• a child, or any other member, is in immediate danger or at immediate risk of harm if left;
• there is no safe alternative (parent/carer, emergency contact or emergency services cannot attend in time); and
• the steps in 4.11.3 have first been followed.

4.11.3 Procedure before any lift is given. The coach or official must, in order:

• keep the member safe and supervised, with a second adult present wherever possible;
• contact the parent or carer, and if unreachable, the nominated emergency contact;
• attempt to coordinate a safe handover to the parent, carer, emergency contact or emergency services;
• where life or safety is at immediate risk, call 999 and follow their direction; and
• notify the Welfare Officer (or a director if the Welfare Officer is unavailable) before proceeding.

4.11.4 Only where steps 4.11.3 cannot remove the immediate danger may a lift be given, and then solely to deliver the member to safety.

4.11.5 During the lift and handover. Where a lift is unavoidable:

• a second adult is present in the vehicle wherever possible;
• a child or adult at risk sits in the rear seat, and the most direct route is taken;
• the official remains on an open telephone line to the Welfare Officer or another club official (and to the emergency services where engaged) for the whole journey and handover;
• the official makes a video recording of the entire handover where possible; and
• the handover is made only to the parent, carer, named emergency contact, a police officer or another responsible authority — never to an unverified person.

4.11.6 After the event. The coach or official must:

• report to the Welfare Officer immediately;
• complete the AIN Report Form and, where safeguarding is engaged, the Safeguarding Incident Report Form, recording the facts, steps taken, times and who was contacted;
• ensure the parent/carer is informed; and
• the Welfare Officer notifies British Fencing, and the LADO, police or social services, where appropriate.

4.11.7 Driver and vehicle. Any official transporting a member under this exception holds a valid licence, appropriate insurance for the use, and a roadworthy, taxed and (where applicable) MOT’d vehicle, and has an enhanced DBS check.

4.11.8 Records and data protection. Any telephone record, video recording or note made under this policy is held securely by the Welfare Officer, used only for safeguarding and insurance purposes, shared strictly on a need-to-know basis, and retained and disposed of in line with 4.8, the UK GDPR and the Data Protection Act 2018. The possibility of emergency recording is stated in the club’s privacy notice.

4.12 Missing Child or Person

Owner: Welfare Officer (DSO). Applies to: everyone.

4.12.1 If a child or adult at risk cannot be accounted for during or around an activity, the session lead is told immediately and the following steps are taken, in order:

• a headcount or roll check is carried out against the sign-in record;
• staff search the venue and its immediate surroundings while one adult stays with the group and exits are monitored;
• the parent, carer or emergency contact is informed;
• if the person is not found within a short, defined time (around 10–15 minutes), or sooner if there is any immediate danger, the police are called on 999 and the Welfare Officer is informed; and
• the incident is recorded on the AIN and, where relevant, the Safeguarding Incident Report Form, reviewed afterwards, and reported to British Fencing where appropriate.

4.12.2 Any pattern or near-miss is used to improve the club’s supervision, sign-in and collection arrangements (4.5).

5. Part C — Safety & Operations

5.1 Health & Safety

Owner: Board / Head Coach (with Tempest Sports Group for the building). Applies to: everyone.

5.1.1 The club complies with the Health and Safety at Work etc. Act 1974, the Management of Health and Safety at Work Regulations 1999 and all applicable legislation. The Head Coach leads implementation; the Board reviews health and safety at least annually.

5.1.2 First aid. A trained first aider and a stocked first-aid kit are present whenever fencing takes place; first-aid cover is never absent while members are on the piste.

5.1.3 Serious incidents are reported to the Health and Safety Executive under RIDDOR 2013.

5.1.4 Fire and evacuation. Evacuation routes are kept clear and covered at induction; the assembly point is identified; a nominated fire marshal is on duty for each session; a fire drill is held annually; and fire risk assessments are maintained with Tempest Sports Group under the Regulatory Reform (Fire Safety) Order 2005. A Personal Emergency Evacuation Plan (PEEP) is prepared for any disabled member, staff member or visitor who would need assistance to evacuate.

5.1.5 Blood and bodily fluids. Play stops, the area is made safe and cleaned, and fencing resumes only when safe, in line with infection-control good practice.

5.1.6 Infectious illness. Members and staff do not attend while unwell with an infectious condition; the club follows basic hygiene and communicable-disease good practice.

5.1.7 Welfare facilities. Adequate toilets and handwashing are available, directly or through the venue operator.

5.2 Risk Assessment

Owner: Head Coach. Applies to: all club activity.

5.2.1 A written risk assessment is maintained for club activities and for each space used, and is reviewed regularly and whenever the group, venue, activity or conditions change.

5.2.2 Each assessment identifies the hazards, who may be harmed, the existing controls, any further action required, the risk rating and the responsible person.

5.2.3 A separate, enhanced assessment applies to any flexible or bookable-access period, reflecting the more open nature of the venue at those times.

5.2.4 Risk assessments are recorded on the Risk Assessment Template and retained for reference.

5.3 Accidents, Incidents & Near-Misses (AIN)

Owner: Head Coach. Applies to: everyone.

5.3.1 Every accident, incident or near-miss is recorded on the AIN Report Form and entered in the AIN Register, which is retained for at least three years and is open to inspection.

5.3.2 The Head Coach records the event and notifies the Welfare Officer, the Club Manager and British Fencing; the Welfare Officer reviews every AIN report.

5.3.3 British Fencing is notified immediately of:

• any injury that happens in a fencing environment;
• any near-miss — a close call that could have been worse (e.g. a mask coming off);
• any serious medical incident (collapse, asthma attack, cardiac episode); and
• any protective-clothing or equipment failure.

5.3.4 Reportable injuries include any head injury needing medical treatment; any fracture other than to fingers, thumbs or toes; any amputation or dislocation of shoulder, hip, knee or spine; loss of sight; any injury from electric shock or burn; and any injury causing unconsciousness, requiring resuscitation, or hospital admission over 24 hours.

5.3.5 Any event that may give rise to an insurance claim is notified through this process so the club meets its insurer’s conditions.

5.4 Supervision, Staffing & Ratios

Owner: Head Coach. Applies to: all organised activity.

5.4.1 At least two adults are present at organised activity, so that if one must deal with an incident the other maintains supervision.

5.4.2 Everyone running an activity holds a current DBS check, appropriate insurance, the relevant qualification, and an understanding of their safeguarding duty.

5.4.3 British Fencing’s recommended minimum coaching ratio is a floor, not a target; the risk assessment may require closer supervision.

5.4.4 Junior supervision is planned around the ages of the children present, following recognised child-to-adult ratios, and is increased where the group or activity requires.

5.4.5 Under-18 assistants supplement but do not replace adult coaches, and are themselves supervised.

5.4.6 Parents and carers are not counted in supervision numbers unless acting in a formal, checked volunteering role.

5.5 Equipment & Armoury Safety

Owner: Armourer / Head Coach. Applies to: everyone.

5.5.1 All equipment — masks, weapons, body wires, scoring apparatus and protective clothing — meets British Fencing and FIE safety standards.

5.5.2 Secure storage. Club weapons and equipment are kept in a secure, locked store controlled by the coaches and armourer, and are not left where they could be used without authorisation.

5.5.3 Controlled issue. A coach issues session equipment at the start and ensures it is returned and secured at the end. Members handle weapons and electrical equipment only when instructed by a coach.

5.5.4 Inspection. Coaches inspect equipment by eye before use and remain alert throughout. The armourer runs regular and special inspections and tests, recorded on the Equipment Inspection Log.

5.5.5 Withdrawal. Unsafe or damaged items are withdrawn immediately, labelled and reported for repair or replacement.

5.5.6 Full kit. Full protective kit to British Fencing standard is worn whenever a member fences, including electric. The coach confirms correct kit before activity begins.

5.6 Flexible & Bookable Piste Access

Owner: Head Coach & General Manager (with Tempest Sports Group for building access). Applies to: eligible adult members.

5.6.1 Eligibility. Flexible access is available only to members who:

• hold current British Fencing and Tempest Centre membership;
• have completed the club induction and an equipment-safety briefing;
• have signed the Adult Fencer Participation Agreement; and
• are assessed by the Head Coach as competent to fence without direct instruction.

5.6.2 Beginners and juniors (under 18) are not eligible for flexible access; juniors fence only within organised, staffed sessions.

5.6.3 Never alone. No fencing takes place alone. A booking is valid only while two or more eligible adults are present on the floor; if numbers fall below two, fencing stops. Bookings are made in advance; there is no walk-up or solo fencing.

5.6.4 Cover. A designated responsible person and a trained first aider with a stocked kit are available for every flexible-access period. If that cover cannot be provided, the slot does not open.

5.6.5 Equipment. The equipment store remains secured and controlled (5.5). Members use their own certified equipment; electrical apparatus is set up only by those trained to do so.

5.6.6 Sign-in. Everyone attending signs the Session Sign-In & Sign-Out Log on arrival and departure.

5.6.7 Security. Entry is limited to booked members; the venue is not left open to the public. Unauthorised access is challenged and, if necessary, the session is stopped and building security informed.

5.6.8 Rules apply. The codes of conduct, the AIN policy and the safeguarding policy apply in full during flexible access.

5.7 First Aid & Emergencies

Owner: Head Coach. Applies to: everyone.

5.7.1 First-aid cover is present whenever fencing takes place, in coached sessions and flexible-access periods. Trained first aiders are rostered and kits are stocked and checked.

5.7.2 Evacuation routes are kept clear and known, and the location of the nearest defibrillator and the venue’s emergency arrangements are documented and covered at induction.

5.7.3 In an emergency, staff:

• make the area safe;
• provide first aid within their training;
• call 999 where needed;
• record the event on the AIN Form; and
• inform the parent/carer and the Welfare Officer as appropriate.

5.8 Lone Working & Off-Site Sessions

Owner: Head Coach. Applies to: coaches working off-site or alone.

5.8.1 Because of the two-adult rule, coaches do not work alone with members at the Centre.

5.8.2 Private lessons, and any lone working, with a member who is under 18 or an adult at risk, take place only with a parent or guardian present at all times.

5.8.3 For off-site delivery or any unavoidable solo working, the coach follows a check-in/check-out routine with a named contact, carries a phone, and works to a risk assessment covering the specific hazards of lone and off-site delivery.

5.8.4 Coaches delivering in schools follow the host’s safeguarding and lone-working rules in addition to the club’s.

5.9 Insurance & Cover

Owner: Board / Head Coach & General Manager. Applies to: the club.

5.9.1 The club maintains public liability, employers’ liability, professional indemnity, directors’ and officers’ and abuse-liability cover. The employers’ liability certificate is displayed at the Centre.

5.9.2 Cover is conditional on the club following its own safety and safeguarding procedures.

5.9.3 Any event that may give rise to a claim is reported through the AIN process (5.3); no admission of liability is made and the handling of any claim is left to the club and its insurer.

5.9.4 The schedule and the club’s obligations to its insurer are held and managed by the Board.

5.10 Medical Conditions & Emergency Response

Owner: Head Coach. Applies to: everyone.

5.10.1 Every member completes a health questionnaire on joining, disclosing relevant medical conditions, allergies, medication and emergency contacts, and must keep this information up to date.

5.10.2 In an emergency, first-aid-trained staff act to the best of their ability and knowledge, using the information provided in the member’s health questionnaire, and call 999 where needed.

5.10.3 A member with a significant condition (for example asthma, diabetes, epilepsy or severe allergy) may have an individual healthcare plan agreed with the club. Prescribed medication (such as an inhaler, auto-injector or insulin) is kept accessible, and staff assist with it only with the member’s or parent’s consent.

5.10.4 Concussion and head injury. Any member with a suspected head injury stops immediately — if in doubt, sit them out — and does not return to fencing without medical clearance.

5.10.5 The location of the nearest defibrillator (AED) is known to staff and checked regularly, along with first-aid kits.

5.10.6 Medical incidents are recorded on the AIN Report Form (5.3) and reported as required.

5.11 Hot Weather & Environmental Conditions

Owner: Head Coach. Applies to: everyone.

5.11.1 The club follows British Fencing’s Hot Weather Guidance and its guidance on environmental conditions, in accordance with British Fencing regulations.

5.11.2 In hot conditions, staff provide regular hydration and rest breaks, relax kit requirements where it is safe to do so, and suspend or shorten activity where the risk of heat illness is too high.

5.11.3 Other adverse conditions (for example extreme cold, poor air quality or venue issues) are managed through the risk assessment (5.2), and activity is adjusted or suspended as necessary.

5.12 Electrical Safety & Manual Handling

Owner: Armourer / Head Coach. Applies to: staff and members.

5.12.1 Mains-powered equipment, scoring apparatus, reels and leads are maintained and portable-appliance (PAT) tested on a regular cycle; any damaged electrical item is withdrawn from use immediately.

5.12.2 Pistes, grounding strips, scoring equipment and stored items are set up, moved and put away using safe manual-handling practice; staff are briefed on safe lifting, and mechanical aids or additional help are used for heavy or awkward loads.

6. Part D — Conduct & Membership

The codes below apply in addition to the British Fencing Code of Conduct. Breach may lead to action under the membership rules (6.2), the staff disciplinary procedure (7.3), or British Fencing’s processes.

6.1 Codes of Conduct

6.1.1 All persons

Every person must:

• keep fencing disciplined, sporting and safe;
• follow British Fencing’s rules and policies, and accept the decisions of coaches, referees and officials;
• respect the duty of care owed to every participant, and the enhanced duty owed to children and adults at risk;
• fence with control and never with brutality; and
• never abuse, threaten, intimidate, harass or discriminate against any person, on or off the piste, in person or online.

6.1.2 Coaches

In addition, coaches must:

• work within their competence and qualifications;
• maintain British Fencing Registered Coach standards — BF membership, a recognised coaching qualification, an enhanced criminal-record check, first-aid and safeguarding training, and a current Coaches Register profile;
• act as role models, follow the instructions of the Committee and Head Coach, and act only within their delegated responsibilities;
• conduct one-to-one lessons in open, observable settings; and
• deliver all activity in line with British Fencing guidance and these policies, and report all accidents and concerns.

6.1.3 Members & visitors

In addition, members and visitors must:

• never abuse, threaten, intimidate, harass, insult or discriminate against another person, and never bring the club or the sport into disrepute;
• take part only within their competence, hold current British Fencing and Centre membership, and report any equipment damage or hazard immediately;
• take part under the supervision of club staff and follow staff instructions at all times, except where fencing under the Flexible & Bookable Piste Access policy (5.6).

6.1.4 Parents, carers & spectators

In addition, parents, carers and spectators must:

• support their fencer positively and never force a child to take part or criticise them harshly for losing;
• do no fencing-related activity without staff permission and only within their competence, follow staff instructions, and use appropriate language;
• not approach other people’s children without permission, and supervise accompanying under-12s (4.6); and
• take no photograph or video without staff permission (6.5).

6.2 Membership, Suspension & Dismissal

Owner: Board / Committee. Applies to: members and visitors.

6.2.1 Membership is conditional on current British Fencing and Centre membership, payment of fees, and compliance with these policies.

6.2.2 Grounds for suspension or dismissal include:

• repeated or serious breaches of the rules or codes of conduct;
• conduct bringing the club into disrepute (abuse, harassment, discrimination or violence);
• non-payment of fees within the required period;
• conviction of a serious criminal offence affecting club safety or integrity;
• wilful disruption of club activities; or
• damage to, or misuse of, club property.

6.2.3 Complaint and notice. A written complaint goes to the Committee or Board; a person is appointed to review it and may dismiss it, issue a warning, or call a hearing. The member or visitor is notified in writing with at least 14 days’ notice and may be barred from sessions in the interim at the Committee’s discretion.

6.2.4 Hearing. The member or visitor may put their case to at least two Committee members (which may be held online). The Committee ensures fairness and a proper opportunity to be heard, and any sanction is proportionate.

6.2.5 Outcomes may be:

• no action;
• a verbal or written warning;
• a temporary suspension;
• permanent dismissal or refusal of membership; or
• for non-payment, an up-front deposit toward future fees.

6.2.6 The decision is given in writing within 7 days.

6.2.7 Appeal. A dismissed member may appeal in writing within 14 days to an independent panel not involved in the original decision, whose decision is final.

6.2.8 Records of complaints, hearings and decisions are kept securely for at least three years. A dismissed member may apply to rejoin no sooner than 12 months after dismissal, subject to Committee approval.

6.3 Social Media & Online Conduct

Owner: Head Coach / Welfare Officer. Applies to: everyone. A “young person” is anyone under 18.

6.3.1 A person in a position of trust does not have direct private social-media contact with a young person over whom they hold that position; such friend or follow requests are declined, and any contact through the club requires parental consent.

6.3.2 Social media is not used to abuse or criticise the club, its members or British Fencing, or to breach these standards.

6.3.3 No image of a young person or adult at risk is posted online without the consent required by the Photography policy (6.5).

6.3.4 Coaches and staff avoid inappropriate private messaging with members and use club channels for club communication.

6.4 Equality, Diversity & Inclusion

Owner: Board. Applies to: everyone.

6.4.1 The club complies with the Equality Act 2010 and British Fencing’s Equality & Diversity Policy.

6.4.2 Protected characteristics, politics and personal opinions are not a barrier to participation.

6.4.3 Discrimination, harassment and victimisation on any protected ground are prohibited and are addressed under 4.4 and 6.2.

6.5 Photography & Video

Owner: Welfare Officer. Applies to: everyone who takes or uses images.

6.5.1 No image of a young person or adult at risk in any aspect of fencing is published in print, online or on social media without written, informed consent from the person and, for a child, their parent or carer.

6.5.2 No personal information beyond name and club accompanies a published image, and images are not altered inappropriately.

6.5.3 Parents, spectators and visitors take no image without staff permission; anyone who does not wish to be photographed is noted and their wish respected.

6.5.4 A child’s consent is given on the Photography & Video Consent form, signed by both the parent/carer and the child; an adult at risk may sign for themselves.

6.5.5 Consent may be withdrawn at any time through the Welfare Officer.

6.6 Gender Participation

Owner: Board / Welfare Officer. Applies to: everyone.

6.6.1 The club follows the prevailing British Fencing gender policy and guidance and the Equality Act 2010; any British Fencing amendment takes effect immediately.

6.6.2 For recreational club activity, transgender and non-binary participants take part in the category they wish to.

6.6.3 For any licensed or ranking-preparation competition, British Fencing’s competition-category rules apply.

6.7 Taster & Trial Sessions; Non-Member Cover

Owner: Head Coach / General Manager. Applies to: new and prospective participants.

6.7.1 The club may offer taster or trial sessions (of up to three hours) under British Fencing arrangements. Taster participants are covered as permitted by British Fencing, must follow the codes of conduct and safety rules, and take part only in organised, staffed sessions (not flexible access).

6.7.2 Beginners are directed to activate British Fencing membership (including any free introductory membership offered by British Fencing). All regular participants must hold current British Fencing and Centre membership, and no one fences outside valid insurance cover.

6.7.3 Taster participants complete a short health and consent form before taking part, and are supervised in line with the staffing and ratio requirements (5.4).

6.8 Fees, Payment & Refunds

Owner: Board / General Manager. Applies to: members.

6.8.1 Membership fees and the upfront charge are collected by direct debit through the club’s booking and payment system.

6.8.2 Where a payment cannot be taken, the fencer is not permitted to participate until the payment has been made.

6.8.3 Refunds may be requested and are reviewed on a case-by-case basis according to the individual circumstances of each case.

6.9 Anti-Doping

Owner: Board / Head Coach. Applies to: everyone.

6.9.1 There must be no use of doping activities, performance-enhancing substances, or illegal drugs in connection with the club or the sport.

6.9.2 Members follow the British Fencing, UK Anti-Doping (UKAD) and FIE anti-doping rules. A breach is dealt with under the codes of conduct and reported to British Fencing.

7. Part E — Complaints, Concerns & Staff Matters

7.1 Comments & Complaints

Owner: Board / Head Coach. Applies to: everyone.

7.1.1 Concerns are raised informally with a coach or manager in the first instance, and resolved quickly where possible.

7.1.2 An unresolved complaint is submitted in writing on the Complaint Form to the Head Coach or a director, who acknowledges it, investigates impartially, and replies in writing with the outcome and any action.

7.1.3 A safeguarding concern is referred to the Welfare Officer and handled under 4.1. A complaint about a British Fencing matter follows British Fencing’s process.

7.1.4 A complaint may be escalated to the Board and, where appropriate, to British Fencing. Complaints and outcomes are recorded and retained securely.

7.2 Whistleblowing

Owner: Board. Applies to: everyone.

7.2.1 A concern about wrongdoing — a safeguarding failure, fraud, or a danger to safety — may be raised in good faith and in confidence, without penalty. Whistleblowers are protected under the Public Interest Disclosure Act 1998.

7.2.2 Concerns may be raised with the Welfare Officer, the Board, or through British Fencing’s whistleblowing route, and are investigated promptly.

7.2.3 Knowingly false or malicious reports may be treated as misconduct.

7.2.4 This policy is included in staff and coach induction and training.

7.3 Disciplinary Procedure (Staff & Contracted Coaches)

Owner: Board. Applies to: employees, contracted coaches and administrative staff. Members, parents and volunteers are dealt with under 6.2.

7.3.1 The procedure follows the ACAS Code of Practice. No action is taken without an impartial investigation and a full opportunity to respond, and the individual has the statutory right to be accompanied at formal meetings.

7.3.2 Informal action. Minor matters are addressed through discussion or coaching; a note may be kept but is not a sanction.

7.3.3 Investigation. Where formal action may be needed, an impartial person investigates promptly. Suspension on full pay is a neutral precaution, not a sanction.

7.3.4 Hearing. The individual is invited in writing with the allegations, a summary of evidence, the right to be accompanied and reasonable notice. The hearing is chaired by someone not previously involved; the individual may respond, present evidence and call witnesses; a record is taken.

7.3.5 Outcomes are given in writing: no action, a warning, a final warning, or dismissal for gross misconduct or further misconduct during a final warning. Warnings are held on file for a defined period.

7.3.6 Appeal. The individual may appeal in writing within 5 working days on stated grounds (new evidence, a procedural error, or a disproportionate sanction), heard by a different, more senior person or an external reviewer; the outcome is final.

7.3.7 Gross misconduct includes violence or serious threats, theft or fraud, a serious safeguarding breach, harassment or discrimination, a deliberate serious breach of policy, or bringing the club into serious disrepute, and may lead to dismissal without notice.

7.4 Grievance Procedure (Staff & Contracted Coaches)

Owner: Board. Applies to: employees and regularly contracted coaches.

7.4.1 Grievances follow the ACAS Code and are raised informally with a line manager in the first instance.

7.4.2 If unresolved, the grievance is dealt with formally:

• the grievance is put in writing to the Managing Director (or another uninvolved director);
• an impartial person investigates;
• the individual is invited to a grievance meeting, with the right to be accompanied;
• a written outcome follows, stating whether the grievance is upheld and any remedy; and
• the individual may appeal to a different, more senior person or an external third party.

7.4.3 Records are kept confidentially under the UK GDPR and the Data Protection Act 2018. A grievance against the whole board may be referred to an independent third party.

7.5 Integrity — Conflicts, Gifts, Bribery & Fraud

Owner: Board. Applies to: directors, staff and volunteers.

7.5.1 Conflicts of interest are declared, and the person withdraws from any affected decision; a register of interests is kept.

7.5.2 Gifts and hospitality that could improperly influence a decision are declined and recorded in a register.

7.5.3 Bribery in any form is prohibited (Bribery Act 2010), and concerns are raised under 7.2.

7.5.4 Financial controls guard against fraud and error; suspected fraud is reported to the Board and investigated (Fraud Act 2006).

7.6 Environmental Responsibility

Owner: Board. Applies to: the club.

7.6.1 In line with British Fencing’s environmental policy, the club reduces waste and energy use where practicable, reuses and recycles equipment where safe, and considers environmental impact in its decisions.

8. Part F — Data Protection & Privacy

8.1 Data Protection

Owner: Board (data controller). Applies to: everyone whose data the club holds.

8.1.1 The club follows a data protection and privacy policy in accordance with the UK GDPR and the Data Protection Act 2018, and collects only the personal data it needs.

8.1.2 Lawful basis and health data. Membership, safety and safeguarding data is held on the relevant lawful basis. Health data from the member health questionnaire (5.10) is special-category data and is held with the member’s explicit consent, used only for safe participation and emergency response.

8.1.3 Privacy notice. Every member is given a privacy notice explaining what data is collected, why, how long it is kept, who it is shared with, and their rights. Data is shared with British Fencing only as necessary for membership and insurance.

8.1.4 Retention. Records are kept only as long as necessary, in line with the retention schedule at 8.3, and are then securely destroyed.

8.1.5 Data breaches. Any suspected data breach is reported to the Board without delay; where required, it is reported to the Information Commissioner’s Office (ICO) within 72 hours and to the individuals affected.

8.1.6 Access requests. A member may request a copy of the personal data the club holds about them; the club responds within one month.

8.2 CCTV

Owner: Board / General Manager. Applies to: everyone at the Centre.

8.2.1 CCTV operates in the public areas of the Centre for the safety and security of members, staff and visitors. CCTV is never installed or operated in bathrooms or changing rooms.

8.2.2 Signage informs people that CCTV is in use. Footage is held securely, accessed only for safety, security or an investigation, and retained in line with 8.3.

8.2.3 Membership and entry to the Centre are conditional on agreement to CCTV operating in public areas; members confirm this agreement on joining.

8.3 Record-Retention Schedule

Records are retained for no longer than the periods below, then securely destroyed, unless a longer period is required by law or to deal with a live matter.

9. Appendix — Contacts, Registers & Document Control

9.1 Club contacts

Chair / Director

Head Coach & General Manager

Welfare Officer (DSO)

Deputy Welfare Officer

Club Armourer

9.2 External contacts

British Fencing Safeguarding Team · NSPCC Helpline 0808 800 5000 · Childline 0800 1111 · Emergency 999.

9.3 Staff training & vetting register

The club keeps an internal register logging, for every coach, member of staff and volunteer, their DBS check date, and the expiry dates of their first-aid and safeguarding training. The register is recorded, checked and kept up to date, and training or checks are renewed before they lapse.

9.4 Document control