Membership Policy
Dear Parent(s)/Guardian(s),
Welcome to The Swords of Notting Hill, your dedicated fencing club for children! We're thrilled to have your child joining us. This membership policy outlines the rules and policies designed to ensure a safe, structured, and enjoyable learning environment for all our young fencers. By enrolling your child at The Swords of Notting Hill, you agree to abide by the policies and rules set out below.
1. Membership Duration & Renewal
Memberships are to be renewed on a termly basis. You'll be notified of renewal procedures before your current membership period ends.
2. Strict Cancellation & Refund Policy
Due to the limited number of places in our classes and our commitment to maintaining optimal fencer-to-coach ratios, our cancellation and refund policy is strict:
No Membership Cancellation: Once a membership is purchased, no cancellation is possible for the chosen commitment period (term]).
No Refunds for Missed Lessons: No refunds or compensation will be provided for lessons missed by the child, regardless of the reason (e.g., illness, holidays, personal commitments). Payment secures the child's place in the program, not their attendance at every single session.
Club-Initiated Cancellations: In the exceptional event that a session or class is cancelled by the club (e.g., due to coach unavailability or facility issues), the club will endeavour to offer a make-up session or, failing that, a credit for a future session. No refunds will be offered for cancellations due to circumstances beyond the club's control (force majeure).
3. British Fencing Association (BFA) Membership:
All fencers must hold and maintain a valid, current membership with British Fencing (BFA), the National Governing Body for fencing in the UK. This is crucial for insurance purposes and competition eligibility. Your Club membership is provisional until valid BFA membership is confirmed. It is the fencer's/parent's responsibility to obtain and maintain their BFA membership. Participation in classes, training sessions, and competitions may be denied if valid BFA membership is not active. The Club reserves the right to suspend a fencer from activities until valid BFA membership is provided and verified. The Club bears no responsibility for uninsured fencers if their BFA membership lapses or is not current.
4. Club Code of Conduct
This Code of Conduct applies to all young fencers, their parents/guardians, our coaches, and volunteers at The Swords of Notting Hill. It's based on the principles of British Fencing and the FIE, promoting mutual respect, safety, and the integrity of our sport for children. Notice, all members of The Swords of Notting Hill and their parents or carers are also subject to the codes of conduct of British Fencing that could be found in the following link: https://britishfencing.com/policy-zone/codes-of-conduct/
in particular 'BF Code of Conduct - General - 1st January 2024'
Universal Respect:
Treat everyone (teammates, coaches, officials, parents) with kindness, respect, and courtesy.
Listen to and follow instructions from coaches and responsible adults.
No discrimination, harassment, bullying, or offensive language is tolerated, whether in person or online.
Safety First:
Strictly follow all safety rules taught by coaches.
Always wear full and correct safety equipment in good condition during training and bouts.
Use club and personal equipment responsibly and safely.
Fair Play & Sportsmanship:
Fence fairly and honestly.
Accept referee decisions without argument.
Support your friends and encourage each other's efforts.
Personal Responsibility:
Be punctual for classes and ready to participate.
Take care of club facilities and your personal belongings.
Report any injuries or concerns to a coach immediately.
Parents'/Guardians' Conduct:
As parents, you are role models. Maintain a positive and encouraging attitude.
Allow coaches to lead sessions; do not interfere during classes.
Respect the decisions of coaches and officials.
Ensure your child arrives on time and is collected promptly after sessions.
Do not leave your child unsupervised before or after their class.
Do not take photo or video of the training session
Animals are strictly forbidden at the training facility used by The Swords of Notting Hill.
Parent need to collect their children on time and should collect their children 5min before trainings finish.
Do not leave rubbish behind
5. Safeguarding & Child Welfare Policy
The Swords of Notting Hill is fully committed to creating and maintaining a safe, protective, and positive environment for all children. This policy is based on the strict guidelines of British Fencing's Safeguarding and Protecting Children Policy and the FIE's principles.
Commitment: We are dedicated to protecting all children from physical, emotional, sexual abuse, neglect, bullying, and harassment.
Welfare Officer:
The club has a designated Welfare Officer who is the primary point of contact for any safeguarding concerns. The Welfare Officer is trained and operates independently from coaches to ensure impartiality.
Welfare Officer's Name: Guillaume Prigent
Welfare Officer's Contact: welfare@nottinghillswords.co.uk
Reporting Concerns: Anyone (child, parent, coach, volunteer) with a concern about a child's safety or welfare within the club is required to report it immediately to the Welfare Officer. All concerns will be handled with the utmost confidentiality and in accordance with British Fencing's established procedures.
Background Checks (DBS): All coaches, officials, and volunteers at the club who regularly work with or are in contact with children are required to hold and maintain an Enhanced Disclosure and Barring Service (DBS) check (or equivalent for your jurisdiction) with a children's barred list check.
6. Equipment Policy
Your child's safety is our top priority. The Swords of Notting Hill adheres to the equipment standards set by British Fencing and the FIE.
Assigned Club Equipment & Rental (Included in Fees):
Each child will be assigned a specific set of club equipment for their use during their membership.
The fees include the rental of this assigned equipment.
Equipment Storage:
Weapons (Foil), mask, jacket, plastron, glove, chest protector, lame, must be left at the club at the end of each session for safety and security reasons. The club will provide designated storage.
Mandatory Equipment for All:
All fencers must wear a mask, jacket, under-plastron, fencing glove, full-length fencing breeches (or long sports trousers covering legs completely), and long socks covering the calf. Clean indoor sports shoes with good grip are mandatory. Exception for Group 1 for which fencers have to wear mask and protective vest.
All equipment, whether club-assigned or personal, must be in good condition, without tears or holes that could compromise safety.
Acquiring Personal Equipment:
As a child progresses, parents may be encouraged to acquire personal equipment.
For participation in official competitions, all personal equipment (masks, blades, jackets, etc.) must be FIE homologated and in perfect working order, adhering to British Fencing and FIE rules.
It is the responsibility of the parents and fencer to ensure personal equipment is safe and compliant. The club reserves the right to prohibit the use of any equipment deemed unsafe or non-compliant.
Equipment Checks: Coaches will conduct routine visual checks on equipment used during sessions to identify any obvious damage or wear that could compromise safety, and will report concerns to the fencer or parents promptly.
Equipment Guarantee: Any equipment damage deliberately caused during a training session, as observed and confirmed by a coach, will necessitate immediate replacement of the damaged item at the participant's expense.
7. Health & Safety Policy
The safety and well-being of our young fencers are paramount. We are committed to maintaining a safe and healthy training environment.
Parents must inform coaches of any relevant medical conditions, allergies, injuries, or special needs concerning their child before the start of sessions.
First aid kits are available on premises, and our coaching staff are trained in first aid.
Emergency evacuation procedures are clearly displayed within the club premises.
Children may not hold blades unless they are wearing masks. The mask should always be worn while fencing.
The equipment assigned to each group must be worn while fencing.
No jeans, shorts or casual pants are allowed for group 2 and 3.
Deplacement around fencers during class is prohibited.
Improper rough behavior while fencing, whether intentional or not, are prohibited and will result in expulsion.
You confirm that your child is in good physical and mental condition that allow to practice fencing.
You fully understand and agree that in participating in any fencing program, there is the possibility of accident injury.
You agree to assume these risks and release and discharge the owners of The Swords of Notting Hill and all other participants in the stated activities of and from all claims, demands, actions, and causes of action of any sort, for injuries sustained to the member’s person and/or property during the member’s presence on the premises and the member’s participation in the stated activities.
8. Disciplinary Procedures
To maintain a positive and safe learning environment, any non-compliance with this membership policy or the Code of Conduct by a child or parent may result in disciplinary action. This can range from a verbal warning to temporary suspension or permanent expulsion from the club, without a refund of membership fees.
9. Data Privacy Policy (GDPR Compliance)
We are committed to protecting your child's and your personal data. Our detailed Data Privacy Policy explains how we collect, use, store, and protect your personal information, including data collected via our forms and our use of cookies.
Please review our full Data Privacy Policy for complete details.
This policy also includes our cookie usage policy and explains how to manage your preferences.
10. Communication with Parents/Guardians
The club will communicate with parents/guardians via email. It is the responsibility of parents to ensure their contact details are up to date and to regularly check these channels for important information regarding classes, events, and club policies.
11. Photography & Video Policy
During training sessions or club events, photos or videos may be taken at the discretion of the club for promotional purposes (club website, social media, marketing materials) or pedagogical purposes.
We will always seek your explicit consent during registration if we plan to photograph or video your child. You will have the option to refuse or limit this authorization.
If you do not wish for your child to be photographed or videoed, please indicate this clearly on the consent form. We will endeavour to respect your wishes.
12. Acceptance of Policies
By registering your child for The Swords of Notting Hill and proceeding with membership payment, you, as the parent or legal guardian, confirm that you have read, understood, and agreed to comply with all policies and rules set out in this document. You also agree that your child will abide by the Club's Code of Conduct.
The Swords of Notting Hill contact@nottinghillswords.co.uk www.nottinghillswords.co.uk