The policies contained in this document apply universally to all academies for minors operated at The Hockey Farm. These policies are binding on The Hockey Farm, its staff, contractors, volunteers, players, and parents or legal guardians.

1 - Safeguarding & Child Protection Policy

1.1 - Policy Statement

The Hockey Farm is committed to providing a safe, positive, and nurturing environment for all children participating in its academies. The welfare of each child is paramount and takes precedence over all other considerations.

1.2 - Scope

This policy applies to all children under the age of 18, and to all coaches, staff members, volunteers, officials, contractors, and any other persons acting on behalf of The Hockey Farm.

1.3 - Definitions of Abuse

Abuse may include, but is not limited to: - Physical abuse - Emotional or psychological abuse - Sexual abuse or exploitation - Neglect - Bullying or harassment (including online bullying)

1.4 - Code of Behaviour for Adults

Adults working with minors must:

• Treat all children with dignity and respect

• Avoid being alone with a child where possible

• Never engage in inappropriate physical contact

• Communicate with children in an age-appropriate and professional manner

• Refrain from favouritism or discrimination

1.5 - Photography and Media

Children may only be photographed or recorded in accordance with the Photography & Media Consent Policy (included below).

1.6 - Reporting Concerns

Any safeguarding concern must be reported immediately to The Hockey Farm Safeguarding Officer or Management. All concerns will be handled confidentially and in accordance with applicable legislation.

1.7 - Whistle-Blowing

No individual will be penalised for reporting genuine safeguarding concerns in good faith.

2 - Code of Conduct – Players (Under 18)

Players are expected to:

• Show respect to teammates, opponents, umpires, coaches, and staff

• Attend sessions punctually and prepared

• Follow instructions given by coaches

• Refrain from abusive language, bullying, or aggressive behaviour

• Care for facilities and equipment

Breaches of this Code may result in disciplinary action, including suspension or removal from the academy.

3 - Code of Conduct – Parents / Guardians

Parents and guardians are expected to:

• Encourage positive participation and enjoyment

• Show respect to coaches, umpires, officials, and other participants

• Refrain from coaching or instructing players during sessions or matches

• Communicate concerns through designated channels

• Behave responsibly on social media in relation to The Hockey Farm and its participants

Unacceptable conduct may result in restrictions on attendance or termination of the child’s participation.

4 - Privacy Policy (POPIA Compliance)

4.1 - Information Collected

The Hockey Farm collects personal information relating to players and parents/guardians, including names, contact details, medical information, and participation records.

4.2 - Purpose of Collection

Information is collected for:

• Academy administration

• Communication

• Safety and safeguarding

• Team selection and competition entry

4.3 - Storage and Security

Personal information is stored securely, and access is restricted to authorised personnel only.

4.4 - Sharing of Information

Information may be shared with coaches, medical personnel, provincial bodies, or tournament organisers where required for participation or safety.

4.5 - Data Subject Rights

Parents/guardians may request access to, correction of, or deletion of personal information in accordance with POPIA.

4.6 - Further information

Further information and more detail can be found in The Hockey Farm’s Privacy Policy on our website – www.hockeyfarm.co.za/privacy-policy

5 - Consent, Medical Treatment & Indemnity

Parents/guardians acknowledge:

• The inherent risks associated with participation in hockey

• That the child is medically fit to participate

• Consent for emergency medical treatment if required

The Hockey Farm shall not be held liable for injuries sustained, except where caused by gross negligence or wilful misconduct.

6 - Medical & Emergency Information Policy

Parents/guardians must provide accurate and up-to-date medical and emergency contact information. This information will only be used in relation to the child’s safety and wellbeing.

7 - Photography, Video & Media Consent Policy

Images and recordings may be used for promotional, educational, and reporting purposes, subject to parental consent. Parents may withdraw consent in writing at any time.

Unauthorised photography or distribution of images of minors is prohibited.

8 - Academy Terms & Conditions

8.1 - Participation and Programme Administration

Participation in any Academy programme at The Hockey Farm is subject to compliance with these Academy Policies, payment of applicable fees, and adherence to all reasonable instructions issued by The Hockey Farm, its staff, and coaches.

Academy sessions, venues, coaches, and schedules may be amended, rescheduled, or cancelled due to weather conditions, safety considerations, operational requirements, or other circumstances beyond reasonable control.

8.2 - Fees, Charges, Cancellations and Refunds

Participation in any Academy programme is subject to the applicable fees and charges as set out in the Fees and Charges Schedule, as published by The Hockey Farm from time to time.

The Fees and Charges Schedule, including provisions relating to payment terms, cancellations, refunds, credits, administrative fees, and any other financial conditions, is hereby incorporated by reference into these Academy Terms and Conditions and forms an integral part of the agreement between The Hockey Farm and the parent or legal guardian.

By enrolling a child in an Academy programme, the parent or legal guardian confirms that they have read, understood, and agreed to the Fees and Charges Schedule applicable at the time of registration.

8.3 - Suspension or Termination of Participation

The Hockey Farm reserves the right, acting reasonably and in the best interests of safety and welfare, to suspend or terminate a child’s participation in an Academy programme for disciplinary reasons, breach of these policies, non-payment of fees, or conduct that poses a risk to others.

9 - Complaints & Disciplinary Policy

Complaints should be submitted in writing to Management. All complaints will be addressed fairly, confidentially, and within a reasonable timeframe.

10 - Equality, Diversity & Inclusion Policy

The Hockey Farm promotes equality and inclusion and does not tolerate discrimination on any grounds. All children are entitled to participate in a respectful and supportive environment.

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These policies are reviewed periodically and may be amended. Continued participation constitutes acceptance of the latest version.