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Telephone: 07395 540775// Email: info@perfectaimarchery.co.uk // www.perfectaimarchery.co.uk

Terms and Conditions For Individual Consumers

Background

These Terms and Conditions are the standard terms which apply:

  1. to provision of any Lesson (as defined in Clause 1 below) by Perfect Aim Archery Limited a company registered in England and Wales under number 15730434 whose registered office is at Bridge House, 25 Fiddlebridge Lane, Hatfield, England, AL10 0SP (“Us”); and
  • where the client is a “Consumer” as defined by the Consumer Rights Act 2015.
  • Definitions and Interpretation                                 
    • In these Terms and Conditions, unless the context otherwise requires, the following expressions have the following meanings:
“Business”means any business, trade, craft, or profession carried on by You or any other person/organisation;
“Consumer”      means a “consumer” as defined by the Consumer Rights Act 2015, and in relation to these Terms and Conditions means an individual who receives or uses services from Us comprising one or more Lessons for the individual’s personal use and for purposes wholly or mainly outside the purposes of any Business;
“Our Premises”means the premises where We provide Lessons from time to time, and for the avoidance of doubt it does not include Your Premises in relation to any Lesson/s that We agree to provide at Your Premises;
“Price List”means Our standard price list for all Lessons which We offer. The list of Lessons and their prices is available on request.
“Registration Form”means the registration form that We provide to You for You to apply to register;
“Regulations”means The Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013;
“Services”means archery lessons as further described in Schedule 1 to these Terms and Conditions.
“Session”means any archery session of 60 minutes (including any time needed to change into any necessary clothing for the session or for any warm up) that We provide for You, comprising any of the Services, and all facilities, services, equipment, and other goods and materials which we provide/use in connection with any such session in accordance with any programme of archery training that We advise and agree with You from time to time;
“We/Us/Our”means the company whose name is set out above and whose place of business and contact address is set out above and includes all Our staff (employees and agents);
“You/Your”means an individual to whom We agree to provide any Lesson; and
“Your Premises”means any premises other than Our premises at which We agree from time to time to provide any Lesson(s) for You.
  • Registration
    • In order to attend any Session, You first have to register with Us and You may do so by completing the Booking Form and agreeing in that Form to these Terms and Conditions.
    • The details that You provide and confirm in the Booking Form must be complete and correct, including Your confirmation that You are 18 or over and a “Consumer”, and that You agree to these Terms and Conditions, including but not limited to the fitness, health and safety matters and rules as set out in these Terms and Conditions.
  • Booking and Cancellation of Sessions, and Consumer Rights
    • You must be 18 or over and a “Consumer” to book any Session.
    • A time/date slot for a Session is subject to availability. No priority is given, and a Session time/date slot will be offered on a first-come-first-served basis. We will not reserve or guarantee any particular time/date slot for any Session unless and until You book and pay for it.
    • You may book a Session by completing the relevant Booking Form and paying for the full course at the time of booking.
    • We will only provide a Session to You if You have pre-booked and paid for it.
    • If You arrive late for any Session, We will not extend the length of it beyond its scheduled finishing time unless We specifically agree to do so at the time when You arrive. We may treat a Session that You have booked as cancelled by You without notice to Us if You arrive more than 15 minutes after the start of the Session or You tell Us at any time that You will be arriving more than 15 minutes after its start, or You do not attend it at all. If We treat the Session as cancelled in any such case, We may decide to make a charge to You for that cancelled Session, and sub-Clause 3.11 below will then apply.
    • Sessions booked as part of a package, including but not limited to, After School Sessions and Coaching Sessions will not be refunded, except in exceptional circumstances and at Our discretion.
    • If You give us at least 72 hours notice prior to a Party or Event booked with Us, you may  cancel and receive a refund, minus 25% of the fee paid, which will be considered deposit for the Party or Event.
    • If You do not give Us at least 72 hours prior notice of cancellation of a Party or Event, We will be entitled to charge You for the full price of that Party or Event.
    • We may cancel a Session booked by You at any time before the time and date of that Session in the following circumstances:
      • the required trainer necessary for the Session is not available; or
      • We find that you are not a “Consumer” (as defined in Clause 1 above).
  • If We cancel a Session in such circumstances We will refund to You in full the payment that You have made to Us for that Session unless it was paid for as part of a package in which case the following will apply instead.
  • Where it was part of a package, We will make a refund to the value of that individual Session.
    • We may immediately terminate a Session if Your conduct is in Our reasonable opinion unacceptable, or if it amounts to Your breach of these Terms and Conditions. You will not be entitled to any refund for a Session started but not completed in such a case.
  •  
  • Fees and Payment
    • You must pay in accordance with Our Price List for all Sessions that We fully and correctly provide to You.
    • You may pay Us for Sessions using credit/debit card or by bank transfer to the details provided to You.
    • We may alter Our prices without prior notice, but if the price of any Session increases between the time when You book it and the date of the Session, the price increase will not apply to You for the Session on that date.
  •  
  • Personal Data
    • Any personal data provided to Us will be dealt with in accordance with Our privacy policy which can be found on our website.
  • Limitation of Liability and Health and Safety
    • We make no warranties of representations, either express or implied with respect to the content or information provided during the Sessions.
    • Use of the equipment provided is at your own risk and You agree to be liable for any loss or expense for any damage to the Premises or equipment, whether or not owned by Us caused by Your negligence.
    • You acknowledge that Sessions may be physically strenuous and You agree that You voluntarily participate in such Sessions with full knowledge that even if We and the relevant trainer is not negligentthere is a risk of personal injury or illness arising from Your participation in such Sessions.
    • You will follow all instructions by the trainer, including those set out in Schedule 2 as amended from time time, however you shall at all times be responsible for Your own state of health, physical condition and wellbeing. You must ensure that you are fit and well enough to participate in any Session that You book. Certain Sessions or parts or aspects of such sessions may be unsuitable for You if You have special needs, or any medical, health or fitness problem or condition.
    • You agree that when You register and when You book and attend any Session, that will be Your confirmation that You have no health or fitness problems which may affect your participation in any Sessions, and that You have obtained medical or other clearance where necessary.
  •  
  • Liability
  • 7.1         We will be responsible for any foreseeable loss or damage that You may suffer as a result of Our breach of these Terms and Conditions or as a result of Our negligence. Loss or damage is foreseeable if it is an obvious consequence of Our breach or negligence or if it is contemplated by You and Us when Our contract with You is created.We will not be responsible for any loss or damage that is not foreseeable.
  • 7.2          We provide or sell all Sessions to You only for Your personal and private use/purposes.We will not be liable to You for any loss of profit, loss of business, interruption to business or for any loss of business opportunity.
  • 7.3          We make no warranty or representation that any particular result will be brought about as a result of taking part in any Lessons.
  • 7.4          If You bring any personal belongings on to Our Premises, We do not undertake to keep them safe or provide any storage place for them. Their loss or damage will be at Your own risk except where such loss or damage is due to any deliberate or negligent act by Us. We will not be responsible for any loss or damage to Your personal belongings caused by any otherclient, guest or visitor to Our Premises even where You leave or store them in any place at Our premises. We therefore advise You not to bring any valuable belongings to Our Premises.
  • 7.5          Nothing in these Terms and Conditions is intended to or will exclude or limit Our liability for death or personal injury caused by Our negligence (including that of Our employees, agents or sub-contractors) or for fraud or fraudulent misrepresentation.
  • 7.6          Furthermore, if you are a “consumer” as defined by the Consumer Rights Act 2015, or a consumer for the purposes of any other consumer protection legislation, nothing in these Terms and Conditions is intended to or will exclude, limit, prejudice, or otherwise affect any of Our duties or obligations to You, or Your rights or remedies, or Our liability to You, under:
  • 9.7.1      the Consumer Rights Act 2015;
  • 9.7.2      the Regulations;
  • 9.7.3      the Consumer Protection Act 1987; or
  • 9.7.4      any other consumer protection legislation
  • as that legislation is amended from time to time.

For more details of Your legal rights, please refer to Your local Citizens’ Advice Bureau or Trading Standard Office.         

  • Prohibited Activities
    • You are not permitted to use the Services if We suspect You of being under the influence of alcohol or drugs (including prescription drugs if they impair the ability to behave safely on an archery range).
    • If You are considered to be behaving improperly or offensively, including causing damage to property, You will be asked to leave.
    • Any breach of the shooting rules will result in being asked to leave – this includes pointing a bow at another person, even without being charged with an arrow.
    • No smoking is permitted.
    • Only safety compliant bows are allowed as part of Our Services.  The use of crossbows and other weapons is prohibited.
  • No Waiver                                                                                                                                                                

No failure or delay by Us or You in exercising any rights under these Terms and Conditions means that We or You have waived that right, and no waiver by Us or You of a breach of any provision of these Terms and Conditions means that We or You will waive any subsequent breach of the same or any other provision.

  1. Severance

If any provision of these Terms and Conditions is held by any competent authority to be invalid or unenforceable in whole or in part the validity of the other provisions of these Terms and Conditions and the remainder of the provision in question shall not be affected.

  1. Law and Jurisdiction
    1. These Terms and Conditions, the Contract, and the relationship between you and Us (whether contractual or otherwise) shall be governed by, and construed in accordance with the law of England & Wales.
    1. As a consumer, you will benefit from any mandatory provisions of the law in your country of residence. Nothing in Sub-Clause 17.1 above takes away or reduces your rights as a consumer to rely on those provisions.
    1. Any dispute, controversy, proceedings or claim between you and Us relating to these Terms and Conditions, the Contract, or the relationship between you and Us (whether contractual or otherwise) shall be subject to the jurisdiction of the courts of England and Wales.
  2.  

Schedule 1

  1. After School Sessions:

After complying with the details set out in this agreement and paying the appropriate fees, your child will receive: instruction in range safety and layout; instruction in warm ups and muscle care; instruction about equipment and safety; coaching in proper shooting technique, coaching in shooting refinement; instruction about range safety; instruction in scoring, fun shooting.

After School Sessions are available for school children in Year 2 and above, parent’s/carers do not need to stay and supervise.

We reserve the right to cancel After School Sessions if necessary, although every effort will be made to not to, sometimes it may be necessary to use an a different coach (suitably experienced) to carry out sessions. Parents must inform us who is collecting their child, and children must be collected during the winter when the evenings are dark.

  • Parties:

After complying with the details set out in this agreement and paying the appropriate fees, We will prepare and host an archery party relevant to the age of the group. This will include safety instruction, shooting instruction, shooting practice, fun shoot, signing of a keepsake target.

Archery Parties will require a visit prior to the event to assess for range suitability and complete a risk assessment.

  • Experiences:

After complying with the details set out in this agreement and paying the appropriate fees, We will provide: instruction in range safety and layout; instruction in warm ups and muscle care; instruction about equipment and safety; coaching in proper shooting technique, coaching in shooting refinement; instruction about range safety; instruction in scoring, fun shooting, advice about how to take up archery as a hobby.

Archery Experiences will require a visit prior to the event to assess for range suitability and complete a risk assessment.

Schedule 2

Additional instructions:

Arrive for sessions on time.

Talk softly and considerately whilst others are shooting.

Always walk, never run.

Always wear appropriate clothing and closed toe footwear, hair tied back and relevant piercings removed.

Handle equipment with care.

Carry arrows as instructed.

Only ever point a bow at the target and at anyone, whether charged with an arrow or not.

Always obey the whistle instructions of one whistle to shoot and three to collect arrows.

Always abide by the ruling of the Field Captain.

Help to set up/put away equipment within your own capabilities.

Terms and Conditions for Business Clients

  1. Interpretation

The following definitions and rules of interpretation apply in these Conditions.

  1. Definitions:
  2. Charges: the charges payable by the Customer for the supply of the Services in accordance with clause 5.
  3. Commencement Date: has the meaning given in clause 2.2.
  4. Conditions: these terms and conditions as amended from time to time in accordance with clause 8.3.
  5. Contract: the contract between the Supplier and the Customer for the supply of Services in accordance with these Conditions.
  6. Customer: the person or firm who purchases Services from the Supplier.
  7. Customer Default: has the meaning set out in clause 4.2.
  8. Order: the Customer’s order for Services as set out the Customer’s booking or registration form;
  9. Services: the services supplied by the Supplier to the Customer as set out in Schedule 1
  10. Supplier: Perfect Aim Archery Limited registered in England and Wales with company number 15730434 and with registered office address of Bridge House, 25 Fiddlebridge Lane, Hatfield, England, AL10 0SP.
  11. Supplier Materials: has the meaning set out in clause 4.1(f).
    1. Interpretation:
      1. A reference to legislation or a legislative provision:
        1. is a reference to it as amended, extended or re-enacted from time to time; and
        1. shall include all subordinate legislation made from time to time under that legislation or legislative provision.
      1. Any words following the terms including, include, in particular, for example or any similar expression, shall be construed as illustrative and shall not limit the sense of the words, description, definition, phrase or term preceding those terms.
      1. A reference to writing or written includes email.
  12. Basis of contract
    1. The Order constitutes an offer by the Customer to purchase Services in accordance with these Conditions.
    1. The Order shall only be deemed to be accepted when the Supplier issues written acceptance of the Order at which point and on which date the Contract shall come into existence (Commencement Date).
    1. Any descriptive matter or advertising issued by the Supplier, and any descriptions or illustrations contained in the Supplier’s website, catalogues or brochures, are issued or published for the sole purpose of giving an approximate idea of the Services described in them. They shall not form part of the Contract or have any contractual force.
    1. These Conditions apply to the Contract to the exclusion of any other terms that the Customer seeks to impose or incorporate, or which are implied by law, trade custom, practice or course of dealing.
  13. Supply of Services
    1. The Supplier shall supply the Services to the Customer in accordance with the Order in all material respects.
    1. The Supplier reserves the right to amend the details of the Services in the Order if necessary to comply with any applicable law or regulatory requirement, or if the amendment will not materially affect the nature or quality of the Services, and the Supplier shall notify the Customer in any such event.
    1. The Supplier warrants to the Customer that the Services will be provided using reasonable care and skill.
  14. Customer’s obligations
    1. The Customer shall:
      1. ensure that the terms of the Order and any other information it provides are complete and accurate;
      1. co-operate with the Supplier in all matters relating to the Services;
      1. provide the Supplier, its employees, agents, consultants and subcontractors, with access to the Customer’s premises and other facilities as reasonably required by the Supplier;
      1. provide the Supplier with such information and materials as the Supplier may reasonably require in order to supply the Services, and ensure that such information is complete and accurate in all material respects;
      1. prepare the Customer’s premises for the supply of the Services;
      1. keep all materials, equipment, documents and other property of the Supplier (Supplier Materials) at the Customer’s premises in safe custody at its own risk, maintain the Supplier Materials in good condition until returned to the Supplier, and not dispose of or use the Supplier Materials other than in accordance with the Supplier’s written instructions or authorisation;
      1. comply with any and all instructions provided by the Supplier when supplying the Services, including those set out in Schedule 2; and
      1. comply with the Archery Great Britain rules which can be found by clicking on the following link https://archerygb.org/files/rules-of-shooting-200524163856.pdf
    1. If the Supplier’s performance of any of its obligations under the Contract is prevented or delayed by any act or omission by the Customer or failure by the Customer to perform any relevant obligation (Customer Default):
      1. without limiting or affecting any other right or remedy available to it, the Supplier shall have the right to suspend performance of the Services until the Customer remedies the Customer Default;
      1. the Supplier shall not be liable for any costs or losses sustained or incurred by the Customer arising directly or indirectly from the Supplier’s failure or delay to perform any of its obligations as set out in this clause 4.2; and
      1. the Customer shall reimburse the Supplier on written demand for any costs or losses sustained or incurred by the Supplier arising directly or indirectly from the Customer Default.
    1. The Customer shall ensure that its staff, pupils, employees, subcontractors, agents or otherwise comply with the terms of this agreement. The Customer shall remain responsible for all acts and omissions of its staff, pupils, employees, subcontractors, agents or otherwise and the acts and omissions of those staff, pupils, employees or subcontractors as if they were its own. An obligation on the Customer to do, or to refrain from doing, any act or thing shall include an obligation on the Customer to procure that its employees, pupils, subcontractors, staff and agents also do, or refrain from doing, such act or thing.
  15. Charges and payment
    1. The Charges for the Services shall be as set out in the Supplier’s price list which can be found at www.perfectaimarchery.co.uk or by emailing info@perfectaimarchery.co.uk
    1. The Customer shall pay the Charges for the Services within seven (7) days from the date of the invoice.
    1. If the Customer fails to make a payment due to the Supplier under the Contract by the due date, then the Customer shall pay interest on the overdue sum from the due date until payment of the overdue sum, whether before or after judgment. Interest under this clause 5.4will accrue each day at 4% a year above the Bank of England’s base rate from time to time, but at 4% a year for any period when that base rate is below 0%.
    1. All amounts due under the Contract shall be paid in full without any set-off, counterclaim, deduction or withholding (other than any deduction or withholding of tax as required by law).
  16. Data protection

Any personal data provided to the Supplier shall be dealt with in accordance with the Supplier’s privacy policy which can be found at www.perfectaimarchery.co.uk

After complying with the details set out in this agreement and paying the appropriate fees, the children in your care for which you take responsibility for will receive: instruction in range safety and layout; instruction in warm ups and muscle care; instruction about equipment and safety; coaching in proper shooting technique, coaching in shooting refinement; instruction about range safety; instruction in scoring, fun shooting.

After School Sessions are available for school children in Year 2 and above.

We reserve the right to cancel After School Sessions if necessary, although every effort will be made to not to, sometimes it may be necessary to use an a different coach (suitably experienced) to carry out sessions. Parents/carers must inform us if there are changes to whom will collect your child, children may not walk home on their own in the winter months when the evenings are dark.

  • Parties:

After complying with the details set out in this agreement and paying the appropriate fees, We will prepare and host an archery party relevant to the age of the group. This will include safety instruction, shooting instruction, shooting practice, fun shoot, signing of a keepsake target.

Archery Parties will require a visit prior to the event to assess for range suitability and complete a risk assessment.

  • Experiences:

After complying with the details set out in this agreement and paying the appropriate fees, We will provide: instruction in range safety and layout; instruction in warm ups and muscle care; instruction about equipment and safety; coaching in proper shooting technique, coaching in shooting refinement; instruction about range safety; instruction in scoring, fun shooting, advice about how to take up archery as a hobby.

Archery Experiences will require a visit prior to the event to assess for range suitability and complete a risk assessment.

  • Schedule 2

Additional instructions:

Arrive for sessions on time.

Talk softly and considerately whilst others are shooting.

Always walk, never run.

Always wear appropriate clothing and closed toe footwear, hair tied back and relevant piercings removed.

Handle equipment with care.

Carry arrows as instructed.

Only ever point a bow at the target and at anyone, whether charged with an arrow or not.

Always obey the whistle instructions of one whistle to shoot and three to collect arrows.

Always abide by the ruling of the Field Captain.

Help to set up/put away equipment within your own capabilities.

Never attend an archery range/activity when under the influence of any substance which can impair your ability to take part safely, including but not limited to, alcohol, drugs and prescription drugs.

Always abide by the safety rules as set out in the Terms and Conditions and AGB Rules of Shooting.

Safeguarding Policy

Safeguarding Policy

Perfect Aim Archery Ltd is committed to building a ‘culture of safety’ in which the children in our care are protected from abuse, harm and radicalisation.

Perfect Aim Archery Ltd will respond promptly and appropriately to all incidents or concerns regarding the safety of a child that may occur.

Child abuse and neglect

Child abuse is any form of physical, emotional or sexual mistreatment or lack of care that leads to injury or harm. An individual may abuse or neglect a child directly, or by failing to protect them from harm. Some forms of child abuse and neglect are listed below.

  • Emotional abuse is the persistent emotional maltreatment of a child so as to cause severe and persistent adverse effects on the child’s emotional development. It may involve making the child feel that they are worthless, unloved, or inadequate. Some level of emotional abuse is involved in all types of maltreatment of a child, though it may occur alone.
  • Physical abuse can involve hitting, shaking, throwing, poisoning, burning, drowning, suffocating or otherwise causing physical harm to a child. Physical harm may be also caused when a parent or carer feigns the symptoms of, or deliberately causes, ill health to a child.
  • Sexual abuse involves forcing or enticing a child to take part in sexual activities, whether or not the child is aware of what is happening. This can involve physical contact, or non-contact activities such as showing children sexual activities or encouraging them to behave in sexually inappropriate ways.
  • Neglect is the persistent failure to meet a child’s basic physical and emotional needs. It can involve a failure to provide adequate food, clothing and shelter, to protect a child from physical and emotional harm, to ensure adequate supervision or to allow access to medical treatment.

Signs of child abuse and neglect

Signs of possible abuse and neglect may include:

  • significant changes in a child’s behaviour
  • deterioration in a child’s general well-being
  • unexplained bruising or marks
  • comments made by a child which give cause for concern
  • reasons to suspect neglect or abuse outside the setting, eg in the child’s home, or that a girl may have been subjected to (or is at risk of) female genital mutilation (FGM), or that the child may have witnessed or be living with domestic abuse
  • inappropriate behaviour displayed by a member of staff, or any other person. For example, inappropriate sexual comments, excessive one-to-one attention beyond the requirements of their role, or inappropriate sharing of images.

If abuse is suspected or disclosed

When a child makes a disclosure to a member of staff, that member of staff will:

  • reassure the child that they were not to blame and were right to speak out
  • listen to the child but not question them, make no promises to the child
  • give reassurance that the staff member will take action
  • record the incident as soon as possible (see Logging an incident below).

If a member of staff witnesses or suspects abuse, they will record the matter straightaway using the Logging a concern form. If a third party expresses concern that a child is being abused, we will encourage them to contact Social Care directly.

All staff recognise that children may not feel ready or know how to tell someone that they are being abused, exploited or neglected and/or they may not recognise their experiences as harmful. This could be due to their vulnerability, disability or language barriers. They may also feel embarrassed, humiliated or are being threatened. Where staff have any concerns about a child they will raise these without unreasonable delay.

Female genital mutilation (FGM)

FGM is an illegal, extremely harmful practice and a form of child abuse and violence against women and girls. FGM is therefore dealt with as part of our existing safeguarding procedures

If FGM is suspected or disclosed

We will follow the same procedures as set out above for responding to child abuse and will make a report to Children’s Social Care directly.

Child-on-Child abuse

Children are vulnerable to abuse by their peers. Child-on-Child abuse is taken seriously by staff and will be subject to the same child protection procedures as other forms of abuse. Staff are aware of the potential uses of technology and the internet for bullying and abusive behaviour between young people.

Staff will not dismiss abusive behaviour as normal between young people. The presence of one or more of the following in relationships between children should always trigger concern about the possibility of peer-on-peer abuse:

  • Sexual activity (in primary school-aged children) of any kind, including sexting
  • One of the children is significantly more dominant than the other (eg much older)
  • One of the children is significantly more vulnerable than the other (eg in terms of disability, confidence, physical strength)
  • There has been some use of threats, bribes or coercion to ensure compliance or secrecy.

If child-on-child abuse is suspected or disclosed

We will follow the same procedures as set out above for responding to child abuse.

Extremism and radicalisation

There are many reasons why a child might be vulnerable to radicalisation, eg:

  • feeling alienated or alone
  • seeking a sense of identity or individuality
  • suffering from mental health issues such as depression
  • desire for adventure or wanting to be part of a larger cause
  • associating with others who hold extremist beliefs

Signs of radicalisation

Signs that a child might be at risk of radicalisation include:

  • changes in behaviour, for example becoming withdrawn or aggressive
  • claiming that terrorist attacks and violence are justified
  • viewing violent extremist material online
  • possessing or sharing violent extremist material

If a member of staff suspects that a child is at risk of becoming radicalised, they will record any relevant information or observations on a Logging a concern form, and refer the matter to the host school.

Logging a concern

All information about the suspected abuse, disclosure or concern, will be recorded on the Logging a concern form as soon as possible after the event. The record should include:

  • date of the disclosure, or the incident, or the observation causing concern
  • date and time at which the record was made
  • name and date of birth of the child involved
  • a factual report of what happened. If recording a disclosure, you must use the child’s own words
  • name, signature and job title of the person making the record.

The record will reported directly to Social Care or, in the case of after school clubs, be given to the host school DSL IF AVAILABLE who will decide on the appropriate course of action (For Bassingbourn Primary School the DSLs will be Linzi Cavannagh and Elaine Douglass, foe The Icknield School the DSL will be Diane Mitchell).

If a member of staff thinks that the incident has not been dealt with properly, they may contact Social Care directly.

For minor concerns regarding radicalisation, we will contact the host school’s DSL. For more serious concerns we will contact the Police on the non-emergency number (101), or the anti-terrorist hotline on 0800 789 321. For urgent concerns the DSL will contact the Police using 999.

Allegations against staff

If anyone makes an allegation of child abuse against a member of staff:

  • The allegation will be recorded on an Incident record form. Any witnesses to the incident should sign and date the entry to confirm it.
  • The allegation must be reported to the Local Authority Designated Officer (LADO). The LADO will advise if other agencies (eg police) should be informed, and Perfect Aim Archery will act upon their advice. Any telephone reports to the LADO will be followed up in writing within 48 hours.
  • Following advice from the LADO, it may be necessary to suspend the member of staff pending full investigation of the allegation.

Promoting awareness among staff

Perfect Aim Archery promotes awareness of child abuse and the risk of radicalisation through its staff training. We ensure that:

  • the manager has relevant experience and receives appropriate training in safeguarding and the Prevent Duty
  • designated person training is refreshed every three years
  • safe recruitment practices are followed for all new staff
  • all staff have a copy of this Safeguarding policy, understand its contents and are vigilant to signs of abuse, neglect or radicalisation
  • all staff are aware of how to respond in a timely way at the earliest opportunity
  • all staff are aware of their statutory duties with regard to the disclosure or discovery of child abuse, and concerns about radicalisation
  • all staff receive basic safeguarding training, and safeguarding is a permanent agenda item at all staff meetings ensuring staff receive at least annual safeguarding updates.
  • staff are supported to understand how to keep themselves safe and how to blow the whistle should they be concerned about another adults behaviour or practise.
  • our procedures are in line with the guidance in ‘Working Together to Safeguard Children (2023)’ and staff are familiar with ‘What To Do If You’re Worried A Child Is Being Abused (2015)’.

Use of mobile phones and cameras

Photographs will only be taken of children with their parents’ permission.

Contact numbers

Police: 101 (non-emergency) or 999 (emergency)

Anti-terrorist hotline: 0800 789 321

NSPCC: 0808 800 500

Further Policies

Health and Safety Policy

Perfect Aim Archery Ltd considers health and safety to be of utmost importance. We comply with The Health and Safety at Work Act 1974 and the Workplace (Health, Safety and Welfare) Regulations 1992 at all times.

Perfect Aim Archery Ltd has appropriate insurance cover, including public liability insurance.

Each member of staff follows the Health and Safety policy and is responsible for:

  • Maintaining a safe environment
  • Taking reasonable care for the health and safety of themselves and others attending
  • Reporting all accidents and incidents which have caused injury or damage or may do so in the future
  • Undertaking relevant health and safety training when required to do so by the manager.

Any member of staff who disregards safety instructions or recognised safe practices will be subject to disciplinary procedures.

Responsibilities of the registered person

The registered person for the setting holds ultimate responsibility and liability for the safe operation of the sessions. The registered person will ensure that:

  • They nominate a Health and Safety Officer. The designated health and safety officer is Carlie Maddren.
  • All staff receive information on health and safety matters, and receive training where necessary
  • The Health and Safety policy and procedures are reviewed regularly
  • Staff understand and follow health and safety procedures
  • All accidents, incidents and dangerous occurrences are properly reported and recorded. This includes informing child protection agencies and the Health and Safety Executive under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995) where appropriate.
  • All reported accidents, incidents and dangerous occurrences are reviewed, so that preventative measures can be taken.

Responsibilities of the manager

The manager is responsible for ensuring that at each session:

  • Premises are clean, well lit, adequately ventilated and maintained at an appropriate temperature
  • The hired hall is used by and solely available to the Perfect Aim Archery during session hours
  • A working telephone is available on the premises at all times

Security

Children are not allowed to leave the premises during the session unless prior permission has been given by the parents (for example, to attend other extra-curricular activities). Children are not permitted to walk home alone unless express permission from parents is given in writing. Children will not be permitted to walk home alone during the winter months when the evenings are dark.

Security procedures will be regularly reviewed by the manager, in consultation with staff and parents.

Equipment

All equipment is kept clean, well maintained and in good repair. We select equipment with care, and we check it before use.

Equalities Policy

At Perfect Aim Archery Ltd we will take all reasonable measures to ensure that we provide a safe and caring environment, free from discrimination, for everyone in our community including clients with additional needs.

To achieve our objective of creating an environment free from discrimination and welcoming to all, we will:

  • Respect the different racial origins, religions, cultures and languages in a multi-ethnic society so that each person is valued as an individual without racial or gender stereotyping.
  • Not discriminate against anyone on the grounds of disability, sexual orientation, class, family status, HIV/Aids status or other protected characteristic.
  • Ensure that our recruitment policies and procedures are open, fair and non-discriminatory.
  • Work to fulfil all the legal requirements of the Equality Act 2010.

Challenging inappropriate attitudes and practices

We will challenge inappropriate attitudes and practices by engaging children and adults in discussion, and through our staff modelling anti-discriminatory behaviour at all times.

Harassment

Perfect Aim Archery will not tolerate any form of racial or discriminatory harassment on any basis. We will challenge racist and discriminatory remarks, attitudes and behaviour from  children, adults and staff and from any other adults attending sessions (eg parents/carers collecting children).

Promoting equal opportunities

The Manager is responsible for ensuring that:

  • Staff receive relevant and appropriate training
  • The Equalities policy is consistent with current legislation and guidance
  • Appropriate action is taken wherever discriminatory behaviour, language or attitudes occur.

Clients with additional needs

Perfect Aim Archery Ltd recognises that some clients have additional needs or disabilities that require particular support and assistance. We will assess the individual needs of each adult or child (in consultation with their parents), prior to their attending any session, and will make reasonable adjustments where possible and reasonable.

Uncollected Children Policy

Perfect Aim Archery Ltd requires that all children are collected by a parent or carer at the end of each session. If a child is not collected, and the parent or carer has not notified us that they will be delayed, we will follow the procedure set out below:

Up to 15 minutes late

  • When the parent or carer arrives they will be reminded that they must collect their child on time
  • The parent or carer will be informed that penalty fees will have to be charged (unless the delay was genuinely unavoidable).

Over 15 minutes late

  • If a parent or carer is more than 15 minutes late in collecting their child, the manager will try to contact them using the contact details on file.
  • If there is no response from the parent or carer, messages will be left requesting that they contact Perfect Aim Archery immediately. The manager will then try to contact the emergency contacts listed on the child’s registration form.
  • While waiting to be collected, the child will be supervised by a member of staff.
  • When the parent or carer arrives they will be reminded that they must call the manager to notify us if they are delayed, and that penalty fees will have to be charged (except in exceptional circumstances).

Over 30 minutes late

  • If the manager has been unable to contact the child’s parents or carers after 30 minutes, the manager will contact the host school contact.
  • The child will remain in the care of the Perfect Aim Archery staff, on the host school’s premises if possible, until collected by the parent or carer, or until placed in the care of the police.

Managing persistent lateness

The manager will record incidents of late collection and will discuss them with the child’s parents or carers. Parents and carers will be reminded that if they persistently collect their child late they may lose their place at the sessions.

Missing Child Procedure

At Perfect Aim Archery Ltd we are always alert to the possibility that children can go missing during sessions. We request that parents alert us when their child is not able to attend a session.

If a child cannot be located, the following steps will be taken:

  • All staff will be informed that the child is missing.
  • Staff will conduct a thorough search of the premises and surrounding area.
  • After 10 minutes the police will be informed. The manager will then contact the child’s parents or carers.
  • Staff will continue to search for the child whilst waiting for the police and parents to arrive.
  • The manager will liaise with the police and the child’s parent or carer.

The incident will be recorded in the Incident Log. A review will be conducted regarding this and any other related incidents along with relevant policies and procedures. We will identify and implement any changes as necessary.

Emergency Evacuation/Closure Procedure

Perfect Aim Archery Ltd will make every effort to fulfil each booked session, but in exceptional circumstances, we may need to close at short notice.

Possible reasons for emergency closure include:

  • Serious weather conditions
  • Heating system failure
  • Burst water pipes
  • Fire or bomb scare/explosion
  • Death of a member of staff or child
  • Assault on a staff member or child
  • Serious accident or illness

In the event of an emergency, our primary concern will be to ensure that both children and staff are kept safe. If it is necessary to evacuate the setting, the following steps will be taken:

  • If appropriate the manager or session supervisor will contact the emergency services.
  • All children will be escorted from the building to the assembly point using the nearest safe exit.
  • No attempt will be made to collect personal belongings, or to re-enter the building after evacuation.
  • A nominated member of staff will check the premises and will collect the register (including emergency contact details) providing that this does not put anyone at risk.
  • Before leaving the building the nominated person will close all accessible doors and windows, if it is safe to do so.
  • The register will be taken and all children and staff accounted for.
  • If any person is missing from the register, the emergency services will be informed immediately.
  • The manager will contact parents to collect their children. If the register is not available, the manager will use the emergency contacts list (which is kept off site).
  • All children will be supervised until they are safely collected.

If after every attempt, a child’s parent or carers cannot be contacted, Perfect Aim Archery will follow its Uncollected Child procedure.

Complaints Policy

At Perfect Aim Archery we aim to deliver a high-quality service for everyone. If for any reason we fall short of this goal, we would like to be informed in order to amend our practices for the future. Records of all complaints are kept for at least three years.

The manager is usually responsible for dealing with complaints. Any complaints received about staff members will be recorded on an Incident log and a Complaints log will be completed. All complaints will be dealt with in the following manner:

Stage one

Complaints about aspects of the session activity:

  • The manager will discuss the matter informally and aim to reach a satisfactory resolution.

Complaints about an individual staff member:

  • If appropriate the individual or parent will be encouraged to discuss the matter with staff concerned.
  • If the individual or parent feels that this is not appropriate, the matter will be discussed with the manager, who will then discuss the complaint with the staff member and try to reach a satisfactory resolution.

Stage two

If it is impossible to reach a satisfactory resolution to the complaint through informal discussion, the individual or parent/carer should put their complaint in writing to the manager. The manager will:

  • Acknowledge receipt of the letter within 7 days.
  • Investigate the matter and notify the complainant of the outcome within 28 days of receipt of the written complaint.
  • Send a full response in writing, to all relevant parties, including details of any recommended changes to be made to the Perfect Aims Archery’s practices or policies as a result of the complaint, if applicable.
  • Meet relevant parties to discuss the response to the complaint, either together or on an individual basis.

If child protection or wider safeguarding issues are raised, the manager will refer the situation to the Local Authority Designated Officer (LADO) and follow the procedures of the Safeguarding Children Policy. If a criminal act may have been committed, the manager will contact the police.

Data Protection Policy

At Perfect Aim Archery Ltd we respect the privacy of our clients, the children and their parents or carers, as well as the privacy of our staff. Our aim is to ensure that all those taking part and working at Perfect Aim Archery Ltd can do so with confidence that their personal data is being kept secure.

Our lead person for data protection is Carlie Maddren. The lead person ensures that Perfect Aim Archery Ltd meets the requirements of the GDPR, liaises with statutory bodies when necessary, and responds to any subject access requests.

Confidentiality

We respect confidentiality in the following ways:

  • We will only ever share information with a parent about their own child.
  • Information provided by clients or given by parents to staff about their child will not be passed on to third parties without permission unless there is a safeguarding issue (as covered in our Safeguarding Policy).
  • Concerns or evidence relating to a child’s safety, will be kept in a confidential file and will not be shared except with the designated Child Protection Officer and the manager.
  • Staff only discuss individual children for purposes of planning and group management.
  • Staff are made aware of the importance of confidentiality during their induction process.
  • Issues relating to the employment of staff, whether paid or voluntary, will remain confidential to those making personnel decisions.
  • All personal data is stored securely on a password protected computer.
  • Students on work placements and volunteers are informed of our Data Protection policy and are required to respect it.

Information that we keep

Children and parents: We hold only the information necessary to provide a service for each child. Electronic data that is no longer required is deleted.

Staff: We keep information about employees in order to meet HMRC requirements, and to comply with all other areas of employment legislation. Our lawful basis for processing this data is to meet our legal obligations. Our legal condition for processing data relating to an employee’s health is to meet the obligations of employment law. We retain the data after a member of staff has left our employment for the periods required by statutory legislation and industry best practice, then it is deleted or destroyed as necessary.

Sharing information with third parties

We will only share child information with outside agencies on a need-to-know basis and with consent from parents, except in cases relating to safeguarding children, criminal activity, or if required by legally authorised bodies (eg Police, HMRC, etc). If we decide to share information without parental consent, we will record this in the child’s file, clearly stating our reasons.

We will only share relevant information that is accurate and up to date. Our primary commitment is to the safety and well-being of the children in our care. 

Where we share relevant information where there are safeguarding concerns, we will do so in line with Government guidance ‘Information Sharing Advice for Safeguarding Practitioners’ (www.gov.uk)

Some limited personal information is disclosed to authorised third parties we have engaged to process it, as part of the normal running of our business, for example in order to take online bookings, and to manage our payroll and accounts. Any such third parties comply with the strict data protection regulations of the GDPR.

Subject access requests

  • Parents/carers can ask to see the information and records relating to their child, and/or any information that we keep about themselves.
  • Staff and volunteers can ask to see any information that we keep about them.
  • We will make the requested information available as soon as practicable, and will respond to the request within one month at the latest.
  • If our information is found to be incorrect or out of date, we will update it promptly.
  • Parents /carers can ask us to delete data, but this may mean that we can no longer accommodate the child as we have a legal obligation to keep certain data. In addition, even after a child has left our care we have to keep some data for specific periods so won’t be able to delete all data immediately.
  • Staff and volunteers can ask us to delete their data, but this may mean that we can no longer employ them as we have a legal obligation to keep certain data. In addition, even after a staff member has left our employment we have to keep some data for specific periods so won’t be able to delete all data immediately.
  • If any individual about whom we hold data has a complaint about how we have kept their information secure, or how we have responded to a subject access request, they may complain to the Information Commissioner’s Office (ICO).

GDPR

We comply with the requirements of the General Data Protection Regulation (GDPR), regarding obtaining, storing and using personal data.