Policies and procedures

01

Operator and contact details

Onyx Combat Academy is operated by BULLYPROOF, a Charitable Incorporated Organisation registered in England and Wales. Registered charity number 1218699.

Academy address: Unit E-7, KG House, Kingsfield Way, Northampton, NN5 7QS.
Email: help@brazillianjiujitsu.com
Telephone: 07516 999615.

These policies apply to academy classes, trials, memberships, events, website enquiries and Fightwear purchases unless a more specific written term is supplied before purchase.

02

Safeguarding policy

The welfare of children and adults at risk is paramount. We aim to provide a safe, positive environment and respond promptly to every concern, disclosure or allegation.

Responsibilities

• The Designated Safeguarding Lead is Bradman Cuffy. Gary Briggs supports safeguarding arrangements.
• Coaches must maintain professional boundaries, use safe coaching practice and report concerns without delay.
• Appropriate safeguarding training, supervision and DBS checks are used for roles involving children where required.
• Concerns are recorded securely and shared only with people or statutory agencies who need the information.
• No person will be treated unfairly for raising a genuine concern in good faith.

Reporting procedure

1. Make the person safe and call 999 if there is immediate danger.
2. Report the concern to the Designated Safeguarding Lead as soon as possible.
3. Record what was seen, heard or disclosed using the person’s own words; do not investigate or promise secrecy.
4. The safeguarding lead will assess the concern and contact the police, Northamptonshire Children’s Trust, adult safeguarding services, the NSPCC or an appropriate governing body where necessary.

The NSPCC helpline is 0808 800 5000. Children may contact Childline free on 0800 1111.

03

Child protection statement

Every child has the right to enjoy sport without abuse, neglect, bullying, discrimination or inappropriate behaviour.

• Children are listened to and treated with dignity.
• Classes are supervised and physical contact is limited to appropriate instruction, safety and controlled training.
• Coaches avoid being alone with a child wherever reasonably possible.
• Parents or carers must provide accurate emergency information and collect children promptly.
• Children are released only in accordance with the collection arrangements agreed with their parent or carer.
• Changing, photography, communications and transport are managed with appropriate boundaries.

A child who feels worried or unsafe may tell any trusted coach, their parent or another trusted adult. They will be listened to and supported.

04

Code of conduct and academy rules

Members and visitors

• Treat coaches, members, officials and visitors with respect.
• Follow coaching and safety instructions, train with control and stop immediately when asked or when a partner taps.
• Do not use threatening, abusive, discriminatory or sexually inappropriate language or behaviour.
• Do not attend under the influence of alcohol or non-prescribed drugs.
• Wear suitable clean kit, remove jewellery, keep nails short and wear footwear off—but never on—the training surface.
• Do not train with a contagious illness, skin infection or uncovered wound.
• Ask permission before filming another person and never film children without authorised consent.

Coaches

• Put welfare and safety before performance or competition results.
• Coach fairly and only within their competence.
• Use age-appropriate techniques and maintain professional boundaries.
• Challenge unsafe, bullying or discriminatory conduct.

Parents and carers

• Encourage children positively and respect coaching decisions.
• Do not coach, criticise or confront children from the side of the training area.
• Raise concerns calmly through the appropriate coach, complaints or safeguarding route.

Breaches may result in a reminder, warning, temporary suspension or termination of membership. Serious safety or safeguarding matters may be referred externally.

05

Anti-bullying policy

Bullying is not accepted in person, online, in changing areas, at events or during travel connected with the academy. It may be physical, verbal, emotional, discriminatory, sexual, social or digital.

• Reports are taken seriously and recorded.
• The immediate safety and wellbeing of those affected comes first.
• We listen separately to those involved and avoid public confrontation.
• Parents or carers are involved where appropriate.
• Responses may include education, supervision, restorative action, warnings, suspension or removal.
• Conduct indicating abuse, a crime or significant risk is handled under safeguarding procedures and referred where required.

Retaliation against anyone who reports bullying is itself a breach of this policy.

06

Equality, diversity and inclusion

We welcome people of different ages, disabilities, races, religions or beliefs, sexes, sexual orientations, gender identities, backgrounds and levels of experience. Discrimination, harassment and victimisation are not tolerated.

• Access to training and opportunities is based on safety, suitability and fair sporting criteria.
• We make reasonable adjustments for disabled participants where they can be delivered safely.
• Age, size, sex and experience may be considered when pairing participants to manage contact-sport risk.
• Requests relating to faith, privacy, clothing or personal needs will be considered respectfully.
• Discriminatory conduct should be reported through the complaints or safeguarding procedure.

07

Health, safety and injury policy

We assess foreseeable risks, maintain suitable equipment and supervise sessions to reduce risk while recognising that contact sport cannot be risk-free.

• Training areas, exits and equipment are checked and kept clear.
• Class content and contact levels are controlled by the coach.
• Participants must disclose relevant injuries, medical conditions or medication before taking part and update us when circumstances change.
• Participants must stop when injured, dizzy, unwell or instructed to do so.
• Injuries and significant near misses are recorded and reviewed.
• Parents or carers remain responsible for deciding whether a child is medically fit to participate; professional medical advice should be obtained when uncertain.

Members returning after injury must train progressively and comply with medical advice and any restrictions set by the coach.

08

Concussion and return-to-training

Possible signs include headache, confusion, memory problems, dizziness, balance problems, nausea, visual disturbance, unusual behaviour or loss of consciousness. Emergency help will be sought for worsening symptoms, seizure, repeated vomiting, severe neck pain, increasing drowsiness or any other serious concern.

• A responsible adult should monitor a child or vulnerable participant after a suspected concussion.
• Medical assessment should be obtained promptly.
• Return to exercise and contact training must be gradual and follow current medical advice.
• A coach may require written medical clearance before allowing a return.

09

First aid and emergencies

• First-aid supplies and emergency contact arrangements are maintained at the academy.
• Training stops while an incident is assessed and the area is made safe.
• For serious illness or injury, 999 is called and appropriate first aid is provided within the responder’s competence.
• For children, a parent or emergency contact is informed as soon as practicable.
• Everyone must follow evacuation instructions and leave belongings behind during a fire or building emergency.
• Incidents are documented and reported to insurers, regulators or authorities where required.

10

Photography and media policy

We may use photographs or video to celebrate members, explain training and promote academy or charitable activity. Consent to promotional photography is optional and is not a condition of membership.

• A parent or carer controls consent for a child.
• We avoid publishing a child’s full name alongside an identifiable image.
• No personal contact, medical or location information about a child is published with an image.
• Members and spectators must ask before recording other people.
• Images must not be taken in changing or private areas.
• Consent can be withdrawn for future use by contacting us. We will remove existing material from channels we control where reasonably practicable, although we cannot guarantee removal of copies already shared by others.

11

Privacy and data protection

BULLYPROOF is the data controller for personal information used to operate Onyx Combat Academy. We collect only information reasonably needed to answer enquiries, manage trials and memberships, protect participants, fulfil orders, take payments and meet legal obligations.

Information we may hold

• Names, contact details, dates of birth and emergency contacts.
• Membership, booking, attendance, grading and payment records.
• Health, injury, accessibility or safeguarding information where relevant and lawfully collected.
• Consent choices, communications and complaint records.
• Order, delivery and customer-support information.
• Technical security logs and website usage information.

How and why we use it

Our lawful bases may include performing a contract, legitimate interests, legal obligations, vital interests and consent. Special-category information is handled only where an additional lawful condition applies. Children’s information is collected through, or with the involvement of, a parent or carer where appropriate.

Service providers and sharing

We do not sell personal data. Information may be processed by trusted providers supporting hosting, databases, email delivery, member administration, Square payments, Printful fulfilment and professional services. It may also be shared to protect someone, investigate wrongdoing or meet a legal obligation.

Retention and security

Records are protected using proportionate access controls and technical safeguards. They are retained only for as long as needed for the stated purpose, safeguarding, insurance, taxation, dispute handling or other legal requirements, then deleted or anonymised.

Your rights

Depending on the circumstances, you may request access, correction, deletion, restriction, objection or portability, and may withdraw consent. Email help@brazillianjiujitsu.com. You may also complain to the Information Commissioner’s Office at ico.org.uk.

12

Cookie policy

The website uses browser storage for privacy preferences and the website assistant prompt, and secure cookies for staff authentication. Optional Vimeo/YouTube videos and Google Maps remain disabled until you enable them. You can accept or reject optional content or choose videos and maps separately without losing access to browsing, enquiries or payment links.

Use “Privacy settings” in the footer to change your choices. We remember your choice in local browser storage for up to 180 days. Disabling an embed stops further loading but cannot directly remove cookies already held on a provider’s domain; these can be removed in your browser settings. See the Privacy Notice for storage details and providers. External links, including WhatsApp and Square, take you to services governed by their own privacy terms. Any future analytics or advertising integration requires a separate review before activation.

13

Membership, cancellation and refunds

The price, access level and billing frequency shown at checkout form part of the membership agreement. Current members keep the price confirmed for their existing membership unless a change is agreed or properly notified in accordance with that agreement.

• Memberships are personal and cannot be transferred.
• Recurring fees are collected through the payment provider on the agreed billing date.
• Members must keep payment and contact information current.
• Timetables, coaches and individual sessions may change; reasonable alternatives will be offered where possible.
• Membership may be paused or adjusted for a documented medical reason at our discretion. Requests should be made before the next billing date and may require evidence.
• A member may cancel a rolling monthly membership before the next billing date by contacting the academy. Cancellation stops future renewals; unused time in a billing period is not normally refunded.
• We may suspend or end membership for serious or repeated breaches, unsafe conduct, non-payment or safeguarding reasons.

Online cooling-off rights

Where the law provides a 14-day cancellation period for an online service contract, it runs from the day after the contract is made. If the member expressly asks for training to begin during that period and then cancels, we may deduct a proportionate amount for services already supplied. Statutory rights are unaffected.

Cancellations by us

If we permanently cancel a paid service and cannot provide a reasonable alternative, an appropriate refund or credit will be offered for the part not supplied.

14

Trial, booking, cancellation and no-show policy

• A trial or class request is not confirmed until the academy accepts it.
• The first general Onyx class is free for a new participant unless a specific promotion says otherwise.
• Bookings may be made up to seven days ahead where the booking system permits.
• Please cancel at least 24 hours before a booked class whenever possible.
• After a no-show, we may require advance confirmation or payment before accepting another booking.
• Repeated late cancellation or non-attendance may result in booking restrictions.
• Capacity, age, conduct, medical suitability and safeguarding considerations may affect whether a booking is accepted.

15

Fightwear shop, delivery and returns

Onyx Fightwear products are sold by BULLYPROOF through the Martial Arts Northampton website. Square processes payment and Printful may manufacture and dispatch products directly. The product description, selected variant, price and delivery charge shown before payment form the order.

Orders and delivery

• An order is accepted when payment is confirmed and an order confirmation is issued.
• Products are commonly made after ordering. Estimated delivery dates are not guarantees, but unreasonable delays will be investigated.
• The customer is responsible for providing an accurate delivery address and selecting the correct available size and variant.
• If an item becomes unavailable, we will offer a replacement, credit or refund.

Changing your mind

For a standard, non-personalised item bought online, notify us within 14 days after delivery if you wish to cancel, then return it within the following 14 days. It must be handled only as reasonably necessary to inspect it. The customer normally pays return postage unless the item is faulty, damaged or incorrect. Personalised or genuinely bespoke goods may be exempt from the change-of-mind right where the law allows.

Faulty, damaged or incorrect items

Contact us promptly with the order number and clear photographs. We will arrange an appropriate repair, replacement or refund. Nothing in this policy removes rights under the Consumer Rights Act 2015.

Refunds are made to the original payment method. Standard outbound delivery is refunded where legally required; enhanced delivery chosen by the customer may not be fully refundable.

16

Complaints procedure

We welcome the opportunity to put things right and learn from concerns.

1. Informal resolution: speak to the relevant coach or email the academy where appropriate.
2. Formal complaint: email help@brazillianjiujitsu.com with what happened, relevant dates, the outcome sought and any supporting information.
3. Acknowledgement: we aim to acknowledge formal complaints within three working days.
4. Investigation: an appropriate person will consider the available evidence fairly and aim to respond within 14 working days. If more time is needed, we will explain why.
5. Review: a dissatisfied complainant may request review by a trustee or another person not responsible for the original decision where practicable.

Safeguarding concerns bypass the routine complaints process and are handled immediately under the safeguarding policy. Data complaints may also be taken to the ICO. Complaints about charity administration may fall within the Charity Commission’s remit after the charity has had the opportunity to respond.

17

Accessibility statement

We want the website, communications and academy activities to be accessible. The website is designed for keyboard use, readable text enlargement, clear headings and mobile screens. We continue to review content and functionality.

If you encounter a barrier or need information in another format, contact help@brazillianjiujitsu.com. For participation, tell us about any disability, communication need or reasonable adjustment that would help. We will discuss what is effective and safe rather than assuming what a person can or cannot do.

18

Participation, informed risk and liability

Martial arts, fitness and contact-sport training involve physical exertion, close contact and inherent risks including sprains, fractures, concussion and other injury. Participants choose to take part after considering these risks.

• Participants must train within their ability, follow instructions and tell a coach about relevant health concerns.
• A parent or legal guardian must give consent for an under-18 participant.
• Participants are responsible for personal belongings brought to the academy.
• Competition and higher-contact training are optional and may require additional consent, eligibility checks or rules.

Nothing in these terms excludes or restricts liability for death or personal injury caused by negligence, fraud, or any other liability that cannot legally be excluded. This public statement does not replace any acknowledgement or consent required during membership or event registration.