Policies and Procedures for Tara’s Active Groups LTD

Health and safety policy
First Aid Policy
DBS policy
Cancellation and refund policy
Feedback and Complaint procedure
Public Liability Insurance policy
Safeguarding Policy
Social Media Policy
GDPR Policy

🏋️ Health and Safety Policy for Fitness Classes in Community Venues

1. Statement of Commitment

We are committed to ensuring the health, safety, and wellbeing of all participants during fitness classes held in community halls and function room spaces.

2. Responsibilities

Instructor
- Conduct risk assessments before each class.
- Ensure equipment is safe and appropriate for use.
- Provide clear instructions and demonstrations.
- Hold valid first aid certification.

Participants
- Follow instructor guidance.
- Inform the instructor of any medical conditions or injuries.
- Wear appropriate clothing and footwear.

3. Venue Safety

Check floors for hazards (wet patches, loose tiles, clutter).
Ensure adequate ventilation and temperature control.
Confirm fire exits are accessible and emergency procedures are known.
Limit class size to avoid overcrowding.

4. Equipment Safety

Inspect mats, weights, resistance bands, and other equipment before use.
Remove damaged or unsafe equipment immediately.
Provide sanitizing wipes for shared equipment.

5. Emergency Procedures

Identify nearest fire exits and assembly points.
Keep a first aid kit accessible at all times.
Record incidents in an accident log.
Have emergency contact details for participants.

6. Health Considerations

Encourage participants to warm up and cool down properly.
Advise hydration breaks.
Adapt exercises for different fitness levels and abilities.
Stop activity immediately if someone feels unwell.

7. COVID / Hygiene Measures (if relevant)

Clean equipment before and after use.
Encourage hand hygiene.
Maintain spacing where possible.

Pre natal clients can attend sessions as long as they are not high risk pregnancy, they will be advised to not do certain positions inline with pre and postnatal fitness guidelines. Postnatal clients need to be cleared by a medical professional before they come to the classes. Clients who have had vaginal delivery need at least 6 weeks, and clients that have had c-section delivery need to wait 12 weeks before they come.

8. Review

This policy will be reviewed annually or after any incident to ensure it remains effective and compliant with local regulations.

👉 This policy is suitable for community spaces where you don’t control the building but need to ensure participant safety. Each premises will have their own health and safety policy that both myself as an instructor and the clients will follow.

🚑 First Aid Policy for Fitness Instructors

1. Purpose

This policy ensures that appropriate first aid measures are in place during fitness classes to safeguard the health and wellbeing of all participants.

2. Instructor Responsibilities

Hold a valid First Aid at Work or Emergency First Aid qualification.
Carry a stocked and regularly checked first aid kit to all classes.
Be familiar with the venue’s emergency procedures and nearest hospital/urgent care centre.
Record all incidents in an accident/incident log.
Report serious incidents to venue management and, if required, relevant authorities.

3. Venue Preparedness

Identify fire exits, assembly points, and emergency contacts at each venue.
Ensure access routes are clear for emergency services.
Confirm the location of any venue-provided first aid equipment or defibrillator (AED).

4. Participant Safety

Collect emergency contact details for participants.
Encourage participants to disclose relevant medical conditions (confidentially).
Advise participants to work within their limits and stop if they feel unwell.
Provide clear warm-up and cool-down routines to reduce risk of injury.

5. First Aid Procedures

Respond promptly to injuries or medical emergencies.
Administer first aid within the scope of training.
Call emergency services (999 in the UK) when necessary.
Stay with the injured person until help arrives.

6. Post-Incident Actions

Document the incident, treatment given, and outcome.
Review the circumstances to prevent recurrence.
Update risk assessments if needed.

7. Review

This policy will be reviewed annually or following any incident to ensure it remains effective and compliant with current health and safety regulations.

DBS Policy for Fitness Instructors

1. Purpose

This policy ensures that all fitness activities are delivered safely and responsibly, with appropriate safeguarding measures in place. It outlines the requirement for Disclosure and Barring Service (DBS) checks where relevant.

2. Scope

This policy applies to:

The fitness instructor delivering classes in community halls, function rooms, or other venues.
Any assistants or volunteers supporting the classes.
Activities involving children, young people, or vulnerable adults.

3. DBS Requirements

The instructor must hold a valid DBS certificate if working with children or vulnerable adults.
The level of check (Basic, Standard, or Enhanced) will depend on the nature of the work:
- Basic DBS: For general fitness classes with adults.
- Enhanced DBS: Required if classes involve children or vulnerable adults, especially in regulated activity.

DBS checks must be renewed in line with best practice (typically every 3 years) or maintained via the DBS Update Service.

4. Responsibilities

Instructor
- Ensure a valid DBS check is in place before delivering classes involving children or vulnerable adults.
- Provide evidence of DBS clearance to venue management or relevant authorities when requested.
- Maintain confidentiality of DBS information.

Venue/Organisers
- Verify DBS status where required.
- Ensure safeguarding procedures are in place.

5. Safeguarding Link

The DBS policy works alongside the instructor’s Safeguarding Policy.
Any concerns about participant welfare must be reported to the appropriate safeguarding lead or authority.

6. Review

This policy will be reviewed annually or following changes in legislation or guidance from the Disclosure and Barring Service.

Below is a clear, professional Cancellation and Refund Policy for a Fitness Instructor. You can use it as-is or I can tailor it to your business (online coaching, in-person sessions, memberships, class packs, etc.).

Cancellation & Refund Policy – Fitness Instruction Services

Session Cancellations by Clients

Pre and postnatal clients have the option of paying as they go £7.25 a session which means no cancellation service is needed as they pay as they use the service.

Option 2 – bulk buy £25 which equates to £6.25 for 1 session for 4 sessions, mums can use this in their own time, which is why there is no refund or cancellation needed.
For the sunrise Pilates clients must pay by 8pm the night before. £5 for group live sessions, chair and mat pilates optional.
First session for everybody is FREE
Other classes first Taster session is free, option of pay in bulk to use whenever they want, or payasyougo. As the pay in bulk can be used whenever they want, refunds will not be issued it will simply be transferred over to the next session.

2. Cancellations by the Instructor

If the instructor needs to cancel a session, if clients have already paid for that session it will simply be carried over to the next one.
Instructors will aim to give at least 24 hours’ notice when possible.

4. Late Arrivals

Sessions will end at the scheduled time even if the client arrives late.
If a client is more than 15 minutes late, the instructor may treat it as a no-show, with no refund or rescheduling.

5. No-Shows

Failure to attend a scheduled session without prior notice is considered a no-show and is non-refundable.

6. Medical or Emergency Exceptions

Exceptions may be granted for verified medical reasons or emergencies, at the instructor’s discretion.
Documentation may be required.

7. Online Programs or Digital Products

Digital fitness plans, video programs, or downloadable content are non-refundable once delivered.

8. Policy Agreement

By booking any session, class, or program, the client acknowledges and agrees to this Cancellation & Refund Policy.

Feedback & Complaint Procedure – Fitness Instruction Services

1. Purpose

This procedure ensures that clients can provide feedback or raise concerns in a fair, respectful, and confidential manner. All feedback is welcomed, as it helps improve the quality of training and overall client experience.

2. Giving General Feedback

Clients may provide positive or constructive feedback at any time through:

Verbal comments before or after sessions
Email or text message to the instructor
Anonymous feedback forms or surveys (if offered)

All feedback is reviewed regularly to help improve services.

3. Making a Complaint

If a client has a concern or is dissatisfied with any aspect of the service, the following steps apply:

Step 1: Informal Discussion

Clients are encouraged to raise concerns directly with the instructor as soon as possible.
Most issues can be resolved quickly through an open conversation.

Step 2: Formal Complaint

If the issue is not resolved informally, clients may submit a formal complaint in writing. The complaint should include:

Full name and contact information
Description of the concern
Date(s) of the incident(s)
Desired outcome or resolution

Formal complaints can be sent via email or a designated complaints form.

4. Acknowledgement and Response

The instructor will acknowledge receipt within 2 business days.
A full review and response will be provided within 7–14 business days.
If additional time is needed (e.g., to gather information), the client will be notified.

5. Investigation Process

The instructor will review all details provided and may request additional information if needed.
Confidentiality will be maintained, and only relevant individuals will be involved.
The instructor will work to find a fair and reasonable resolution.

6. Outcomes

Possible outcomes include:

Explanation or clarification
Apology where appropriate
Adjustment to future practices or services
Refund or credit (where applicable and subject to business policy)

7. Escalation

If the client is dissatisfied with the outcome:

They may request a secondary review, if the instructor works within a larger gym, studio, or organisation.
If the instructor is independent, clients may be directed to relevant industry bodies or consumer protection services in their region.

8. Record Keeping

All formal complaints and resolutions will be documented and kept securely for reference and quality improvement.

9. Non-Retaliation

Clients will not face any negative treatment or retaliation for providing feedback or making a complaint in good faith.

Below is a clear, professional Public Liability Insurance Policy for a Fitness Instructor. This is written as a policy document you can share with clients, include on your website, or use for business compliance. If you want it country-specific or branded, just tell me.

Public Liability Insurance Policy – Fitness Instructor

1. Purpose of the Policy

This Public Liability Insurance Policy outlines the protections in place to cover injuries, accidents, or property damage that may occur during fitness instruction services. The policy ensures a safe, trustworthy environment while protecting both the instructor and clients.

2. Policy Overview

The fitness instructor maintains Public Liability Insurance to provide financial protection in the event that a client, participant, or third party suffers:

Accidental bodily injury
Damage to personal property
Loss caused by an incident linked to the instructor’s activities

This coverage applies to claims arising from sessions, classes, events, or interactions directly related to the fitness services provided.

3. Coverage Inclusions

Public Liability Insurance typically covers:

a. Bodily Injury to Third Parties

Injuries occurring during training sessions, classes, workshops, or demonstrations
Injuries caused by equipment owned or used by the instructor
Accidents occurring in the training space due to instructor actions or oversight

b. Property Damage

Damage to venues, studios, equipment, or personal property belonging to clients or third parties
Damage caused accidentally during training sessions

c. Legal & Financial Costs

Legal representation
Compensation payouts
Settlements or court-awarded damages

4. Coverage Exclusions

This insurance does not typically cover:

Injuries resulting from client negligence or failure to follow safety instructions
Damage caused by equipment not owned or provided by the instructor
Claims arising from deliberate or reckless actions
Professional advice errors (covered by Professional Liability Insurance, not Public Liability)
Incidents occurring outside the agreed training environment unless specified

5. Locations Covered

Coverage applies in the instructor’s approved working environments, such as:

Gyms and fitness studios
Client homes
Outdoor training spaces (e.g., parks)
Private training facilities

Coverage may also extend to online sessions if required by insurers.

6. Client Responsibilities

Clients must:

Follow safety instructions and exercise guidelines
Disclose any injuries, health conditions, or physical limitations
Use equipment only as instructed
Report unsafe conditions immediately

Failure to follow instructions may reduce or invalidate coverage related to incidents.

7. Incident Procedure

If an incident causing injury or damage occurs:

Stop the session immediately and ensure safety.
Record the incident, including date, time, location, and individuals involved.
Provide first aid, if appropriate.
Notify the insurance provider as soon as possible.
Complete an incident/accident report within 24–48 hours.
Clients may be asked to give a written statement.

8. Documentation

The fitness instructor will:

Maintain up-to-date insurance certificates
Provide copies upon client request
Retain records of incidents and claims securely and confidentially

9. Annual Review

The instructor reviews insurance coverage annually to ensure:

Adequate coverage amounts
Compliance with industry standards
Adaptation to new services (e.g., new class types, outdoor sessions, group events)

10. Policy Agreement

By participating in any fitness sessions, clients acknowledge that the instructor maintains Public Liability Insurance and agree to abide by all safety guidelines and conditions outlined in this policy.

Below is a clear, practical Safeguarding Policy for a Fitness Instructor. You can copy/paste it into your documents, or I can tailor it to your gym, class type, country, or insurance requirements—just let me know.

Safeguarding Policy for Fitness Instructors

1. Purpose of this Policy

This safeguarding policy outlines the responsibilities and procedures that ensure the safety and wellbeing of all clients, including adults and young people, during fitness sessions. The policy applies to in-person, online, group, and one-to-one sessions.

2. Commitment to Safeguarding

As a fitness instructor, I am committed to:

Providing a safe, respectful, and inclusive environment for all participants.
Protecting clients from harm, abuse, neglect, and discrimination.
Acting promptly and appropriately on safeguarding concerns.

3. Scope

This policy applies to:

All clients (adults and minors).
Parents/guardians of under-18s.
Any assistants, volunteers, or colleagues working with me.

4. Code of Conduct

Professional Behaviour

Treat all clients with respect and dignity.
Maintain appropriate professional boundaries at all times.
Avoid any behaviour that could be perceived as sexual, discriminatory, or exploitative.

Physical Contact

Physical contact should be minimal, non-intrusive, and only used for safety or technique correction.
Always ask for verbal consent before any physical contact.
Offer alternatives (e.g., demonstrations, verbal cues) if a client prefers no contact.

Language and Communication

Use clear, respectful, age-appropriate communication.
Avoid comments about a client’s body that could be interpreted as personal, critical, or sexual.
Keep professional communication channels (email, business phone, official social media accounts).

5. Working with Children and Young People

Anyone under 18 must have written parental/guardian consent to participate.
A parent/guardian should be present for one-to-one sessions unless agreed otherwise in writing.
No private communication with minors outside agreed channels involving their parent/guardian.
Never photograph or record minors without written permission.

6. Online Safety

For online sessions (live or recorded):

Use secure, password-protected platforms.
No fitness sessions are conducted privately with minors unless a parent/guardian is present.
No screenshots or recording without prior written consent.

7. Recognising Abuse

Fitness instructors should remain aware of potential signs of:

Physical abuse (unexplained injuries).
Emotional abuse (fearfulness, withdrawal, verbal humiliation from others).
Sexual abuse (inappropriate comments or behaviour from or toward a client).
Neglect (malnourishment, lack of care, repeated injuries).
Bullying or harassment (in class, online, or between clients).

8. Reporting Concerns

If you have a safeguarding concern: Nicole Heitz will be the safeguarding advisor, any concerns will be passed to her and then she will help with the next steps

Record what you saw/heard: facts only, no assumptions.
Report it to the appropriate authority depending on location (e.g., safeguarding lead, facility manager, local safeguarding board, adult/child protection services).
In emergencies (immediate danger), contact emergency services.

Clients will be informed that the instructor has a duty to report safeguarding concerns and cannot guarantee confidentiality if safety is at risk.

9. Data Protection & Confidentiality

Personal information is stored securely and only used for legitimate professional purposes.
No sharing of client information without consent unless safeguarding requires disclosure.
All records kept in line with GDPR or local data-privacy laws.

10. Health & Safety Responsibilities

Provide a safe environment and ensure equipment is well maintained.
Carry out risk assessments for classes, activities, and venues.
Hold up-to-date first aid certification (recommended).
Ensure clients complete PAR-Q/health questionnaires and understand activity risks.

11. Training & Review

Maintain up-to-date safeguarding training.
Review this policy annually or after any safeguarding incident.

Below is a clear, professional Social Media Policy for a Fitness Instructor. You can use it as-is or ask me to tailor it to your business, gym, or legal jurisdiction.

Social Media Policy for Fitness Instructors

1. Purpose of the Policy

This policy sets out standards for using social media professionally and responsibly. It aims to protect clients, maintain professional boundaries, and preserve the reputation of the fitness instructor and any organisation they represent.

2. Professional Use of Social Media

Use social media accounts dedicated to your fitness services (e.g., business Instagram, Facebook Page).
Keep personal and professional profiles separate.
Maintain a positive, respectful, and inclusive tone in all posts, messages, and comments.
Ensure all shared content aligns with industry standards, safety guidelines, and your code of conduct.

3. Confidentiality & Client Privacy

Do not share client information, discussions, or progress updates without explicit written consent.
Do not tag, name, or identify clients without their permission.
Avoid posting content that could reveal a client’s location, schedule, or personal circumstances.
Store consent forms securely and review permissions regularly.

4. Posting Images, Videos & Testimonials

Obtain written consent from clients before using photos, videos, or testimonials.
For minors (under 18), obtain written consent from parents/guardians.
Do not post images that could be construed as inappropriate or that compromise client dignity.
Keep posts professional—avoid overly sexualised or suggestive content that could damage professional reputation.

5. Direct Messaging & Communication

Maintain professional communication at all times.
Avoid private messaging with minors; include parents/guardians in all communications.
Do not use personal accounts to message clients about fitness services.
Set clear boundaries on response times and communication outside working hours.

6. Handling Comments & Interactions

Do not engage in arguments or negative exchanges online.
Remove offensive, discriminatory, or harmful comments when possible.
Block or report abusive users when necessary.
Encourage respectful conversation in public comment threads.

7. Advertising & Accuracy

Ensure all health, fitness, and nutritional claims are evidence-based and not misleading.
Clearly state when posts are sponsored, affiliated, or promotional (to comply with advertising regulations).
Do not exaggerate results or make unrealistic promises about fitness outcomes.

8. Safeguarding Considerations

Never post content that sexualises or exploits clients, particularly minors.
Be cautious when hosting live workouts—ensure participants are dressed appropriately and identifiable faces are minimised unless consent is given.
Immediately report any safeguarding concerns discovered through social media interactions.

9. Conduct in Online Groups & Communities

When running online groups (WhatsApp, Facebook, Discord, etc.), ensure:
- Members understand privacy expectations.
- Minors participate only with parental supervision.
- No sharing of sensitive personal information.
Rules are clearly set out (respectful behaviour, no bullying, no inappropriate content).

10. Personal Conduct & Reputation

Avoid posting content that could damage your professional credibility (e.g., offensive humour, discriminatory remarks, unprofessional photos).
Do not discuss controversial topics (politics, religion, etc.) on professional pages unless relevant and respectful.
Remember that screenshots and archived content can persist even if deleted.

11. Policy Breaches

Potential consequences of violating this policy include:

Removal of content
Warnings or disciplinary action (if part of a gym/studio)
Loss of client trust or reputation damage
Reporting to regulatory or safeguarding bodies, where applicable

12. Review of the Policy

This policy should be reviewed annually or following any incident relating to social media use or client safety.

Payment Policy

Payments will be put into my Tide business account, payment protection policy will full in line with Tide policies.

GDPR Data Protection Policy for Fitness Instructors

1. Purpose of This Policy

This policy explains how I collect, store, use, and protect personal data in accordance with the UK GDPR / EU GDPR. It applies to all clients, including adult and youth participants.

2. Data Controller Details

Data Controller: [Your Name / Business Name]
Contact: [Email] | [Phone]
Address: [Business address]

I am responsible for ensuring that all personal data is processed lawfully, fairly, and transparently.

3. What Personal Data I Collect

I may collect the following data:

Basic Personal Information

Name
Date of birth
Contact information (email, phone number)
Emergency contact details

Health & Fitness Information

PAR-Q responses
Medical history relevant to exercise
Injuries or physical limitations
Training goals and progress notes

Payment Information

Payment confirmation details (no card data is stored by me—only by the payment processor)

Online & Media

Photos/videos only with explicit consent
Social media handles (if voluntarily provided)

Website Data (if applicable)

IP address
Cookies (per your website’s cookie policy)

4. Lawful Basis for Processing

I process client data under these GDPR lawful bases:

Contract – To provide fitness sessions, programmes, bookings, and coaching services.
Legal obligation – Health and safety requirements (e.g., recording incidents).
Legitimate interest – For client communication and business administration.
Consent – For:
- email marketing
- photos/videos/testimonials
- working with minors
  Clients may withdraw consent at any time.

5. How I Use Personal Data

To safely deliver personal training or fitness classes
To tailor programmes to individual needs
To contact clients regarding bookings, updates, or safety concerns
To manage payments and invoicing
For safeguarding and incident reporting
With consent, for marketing (photos/videos/testimonials)

I never sell personal data.

6. How Data Is Stored

Data may be stored using: Any paper copies to be stored in a locked filing cabinet in a locked room

Secure, password-protected devices
Encrypted cloud services
Booking systems or fitness apps
Paper records (stored securely when used)

Health information is treated as special category data and handled with extra security.

7. How Long Data Is Kept

Health & training records: Up to 7 years (insurance requirement)
PAR-Q forms: Duration of training + up to 7 years
Payment records: 6 years (tax/legal requirement)
Marketing consents: Until you withdraw consent
Photos/videos: Until consent is withdrawn

After retention periods, data is securely deleted or destroyed.

8. Sharing Your Data

Data may be shared only with:

Payment processors (e.g., Stripe, PayPal, Wix)
Booking systems (e.g., Calendly, GymCatch)
Emergency services, if required
Professional advisors (accountants/insurers)

I do not share data with third parties for marketing.

9. Working With Children

For clients under 18:

Parental/guardian consent is required
Communication occurs via parent/guardian unless agreed otherwise
Data is stored with additional protection
No photos/videos of minors are taken without written permission

10. Your GDPR Rights

Clients have the right to:

Access their data
Correct inaccurate data
Request deletion (“right to be forgotten”)
Restrict or object to processing
Withdraw consent at any time
Request data transfer (data portability)
Complain to the ICO (UK) or relevant Data Protection Authority (EU)

Requests will be handled within 30 days.

11. Data Breaches

In the event of a data breach:

I will assess the risk immediately
Notify affected clients without undue delay if there is a high risk
Report to the ICO / EU authority within 72 hours where legally required

12. Policy Review

This policy is reviewed annually or after any changes to data protection law or business processes.

13. Contact

For data requests or concerns, contact:
[Your Name]
Email: [your email]
Phone: [your number]

The par q, waiver and photo consent forms will be emailed to every client and will be asked to be completed before they start their first session. Once emailed this will be kept under a locked file. Any amendments or important updates will be added to each client’s file. The classes are aimed for the adults, babies and kids are allowed to certain sessions but under full responsibility of their parents. This is covered in insurance.

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