Terms of Use

GOVERNANCE STRUCTURE

• Founder / Director: Letor Lee
• Safeguarding Officer: (To be appointed)
• Club Manager: (To be appointed)
• Treasurer: (To be appointed)
• Head Coach: (To be appointed)
• Volunteer Coordinator: (To be appointed)

Responsibilities:

• Ensure legal compliance
• Oversee safeguarding and welfare
• Manage finances transparently
• Deliver programmes effectively

SAFEGUARDING POLICY

Strategic Minds UK is fully committed to safeguarding children and vulnerable adults.

Key Principles:

• Welfare of the child is paramount
• All children have equal protection rights
• Safeguarding is everyone’s responsibility

Procedures:

• Mandatory DBS checks for all staff/volunteers
• Minimum adult-to-child supervision ratios
• Clear code of conduct enforcement
• Immediate reporting of concerns.

Reporting Process:

• Identify concern
• Record factual details
• Report to Safeguarding Officer
• Escalate to local authority/social services if required

RISK ASSESSMENT POLICY

All activities must be risk assessed before delivery.

Key Risks & Controls:

• Risk Impact Mitigation
• Injury during sessions Medium Supervision, safe venue
• Safeguarding issue High DBS, strict reporting
• Equipment hazards Low Regular checks
• Behavioural issues Medium Code of conduct enforcement

VOLUNTEER AGREEMENT

All volunteers must:

• Adhere to safeguarding policies
• Act professionally and respectfully
• Support youth development goals
• Maintain confidentiality
• Failure to comply may result in removal.

CODE OF CONDUCT

All participants must:

• Show respect to others
• Avoid discrimination or bullying
• Follow instructions from staff
• Maintain discipline during sessions

Zero tolerance for:

• Violence
• Harassment
• Disruptive behaviour

DATA PROTECTION (UK GDPR)

Strategic Minds UK complies with UK GDPR.

We:

• Collect only necessary data
• Store data securely
• Do not share without consent
• Allow individuals to request access or deletion

Data Collected:

• Names
• Contact details
• Participation records

PARENT / GUARDIAN CONSENT

Required for all participants under 18.

Consent includes:

• Participation in activities
• Emergency medical treatment
• Photography and media use

INCIDENT REPORTING SYSTEM

All incidents must be recorded with:

• Date & time
• Individuals involved
• Description of incident
• Action taken
• Name of reporter
• Records must be stored securely.

HEALTH & SAFETY

• Safe and secure environment maintained
• First aid access available
• Emergency procedures in place
• Venue risk assessed before sessions

EQUALITY & DIVERSITY POLICY

Strategic Minds UK promotes:

• Equal opportunity for all
• Inclusion across all backgrounds
• Zero discrimination

We welcome participants regardless of:

• Race
• Gender
• Religion
• Ability
• Socio-economic background

FINANCIAL GOVERNANCE

• Transparent financial records
• Funds used solely for organisational purposes
• Proper documentation of donations and expenses
• Annual financial review recommended

MONITORING & EVALUATION

We track:

• Attendance
• Progress of participants
• Tournament performance
• Community impact