Documents
Documents included:
Student Code of Conduct
Membership Agreement & Terms and Conditions
Child protection & Safeguarding Policy
Privacy Policy
Student Code of Conduct
HEALTH AND HYGIENE
👊 Make sure you/your child is properly hydrated before the session starts and you bring a drink to class.
👊 Personal cleanliness is essential. Long hair tied back, nails clipped short and clean, hands, shoes and clothing clean.
👊 Do not attend class if you are ill. Any health conditions including injuries, which may pose a risk to yourself or others must be discussed with the instructor before participating in any training.
👊 Check your shoes are clean before entering the training space
👊 No shoes on matts, no feet off mats. Please put all equipment next to the mats, sit on the mats and take your shoes and socks off (unless for medical reasons). Never leave the mats without shoes.
👊 Children must be accompanied to the toilet by a parent/guardian. Please ensure hands are washed with soap and the toilets are left clean.
SAFETY
👊 No photography. For safeguarding purposes, photos may only be taken with permission of instructors.
👊 No jewellery including watches should be worn during training. If you are unwilling to remove it, you may be asked not to train or be it at your own risk.
👊 All appropriate training equipment must be worn during training, as directed by the instructor.
👊 When participating in sparring, please follow the safety instructions as directed by the instructor.
👊 No chewing gum.
👊 Children not participating in the training must always be kept away from the training area and under control at all times.
ETIQUETTE
👊 Please arrive 5 minutes before the class starts.
👊 Inappropriate behaviour of any kind will not be tolerated.
👊Children should not touch each other unless asked to do so for training purposes.
👊 Do NOT leave the floor when the instructor is showing a demo.
👊 Always inform the instructor if you need to leave the training area. (Kids especially)
👊 Parents... Please be considerate to your children, they are learning so please keep your noise to a minimum.
👊 NO SMOKING AT ANY TIME WITHIN ANY PREMISES
EQUIPMENT
👊 Please bring ALL protective equipment you have to ALL classes. Spares will not be available and you may not be permitted to train without it.
👊 Personal protective equipment must be in an appropriate state of repair.
Continuing to follow our code of conduct helps create a safe, respectful, and focused training environment. This ensures that we maintain the positive and professional atmosphere that makes Krav Maga Colchester such a great place to train.
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Membership Agreement and Terms & Conditions
Parties
This Membership Agreement (“Agreement”) is made between:
The Service Provider: Alex Hunt trading as Krav Maga Colchester (“KMC”, “we”, “our” or “Service Provider”); and
The Member: The individual entering into this Agreement (“you” or “Member”).
By commencing or continuing your membership and making payment, you confirm that you have read, understood, and agree to these Terms and Conditions.
1. Period of Commitment
1.1 By entering into this Agreement, you are purchasing a recurring monthly membership for self-defence and fitness training services provided by KMC.
1.2 Membership payments are non-refundable and non-transferable, except where required by law or where otherwise stated in these Terms.
2. Membership Fees and Payment Method
2.1 Membership fees are payable monthly in advance.
2.2 Payments must be made by Standing Order or Direct Debit on the 1st day of each calendar month unless otherwise agreed in writing by KMC.
2.3 Cash Payments
a. Cash payments must be received no later than seven (7) days before the 1st day of the relevant month.
b. If you are unable to make payment in person, payment must instead be made by bank transfer no later than three (3) days before the 1st of the month.
c. Failure to comply with these payment deadlines will result in the payment being treated as late under Clause 3.
2.4 Membership fees are payable regardless of attendance. Your membership entitles you to attend classes during your membership period; missed classes, holidays, illness or personal circumstances do not reduce or suspend your payment obligations.
2.5 KMC does not offer payment holidays or membership freezes.
If you are unable to attend classes, membership fees remain payable to retain your place.
Stopping or cancelling a payment instruction does not constitute notice of cancellation. Membership fees remain payable until the required notice period under Clause 4 has expired.
3. Late or Missing Payments
3.1 If payment is not received on the due date, a £10 late payment fee will be added three (3) days after the due date.
3.2 Members may be refused access to training sessions while any fees remain overdue.
3.3 If fees remain unpaid for more than 30 days, KMC reserves the right to refer the outstanding balance to a third-party debt recovery agency.
3.4 Where permitted by law, KMC reserves the right to recover any reasonable costs incurred in recovering outstanding sums.
4. Cancellation
4.1 You may cancel your membership by giving 30 days written notice by email to:
4.2 Your final payment will be calculated according to the date your written notice is received.
4.3 KMC reserves the right to suspend or terminate membership where a member commits a serious or repeated breach of these Terms or the Code of Conduct. In such circumstances, no refund will be payable.
5. Sessions and Attendance
5.1 Training sessions operate for approximately 46 weeks each year.
KMC will normally close for:
- Approximately two weeks at Christmas
- Approximately two weeks during the summer
- Approximately two additional weeks throughout the year (dates to be announced)
- UK Bank Holidays and Easter weekend
5.2 Membership fees remain payable during scheduled closure periods. No refunds or discounts will be given.
5.3 KMC reserves the right to cancel, reschedule or relocate classes where reasonably necessary due to instructor availability, venue issues, emergencies, adverse weather or insufficient bookings. Members will be notified as soon as reasonably practicable.
5.4 Members should arrive at least five minutes before the scheduled class start time. Late arrival may result in refusal of entry at the instructor’s discretion.
6. Pay As You Go (PAYG)
6.1 PAYG sessions are available only to participants holding a valid KMG licence where required.
Payment is due at the time of booking and is non-refundable unless KMC cancels the class.
6.2 PAYG prices are published on our website and may be amended at any time.
7. Credits
7.1 Membership plans include a set number of credits per month. Each class booking uses one credit, regardless of class type or duration.
7.2 Credits reset at the start of each billing period. Unused credits from the previous month do not carry over and cannot be refunded or exchanged.
7.3 Unlimited memberships allow you to book an unlimited number of classes per month, subject to availability and class capacity.
8. Booking Requirement
8.1 All classes must be booked by text message or WhatsApp at least two (2) hours before the scheduled start time.
8.2 If only one participant has booked onto a class by that time, KMC reserves the right to cancel the class at its discretion.
9. Timetable and Venue Changes
KMC reserves the right to amend class times, dates or venues where reasonably necessary for operational, safety or instructor availability reasons. Where reasonably practicable, members will receive advance notice of significant changes.
10. Health, Safety and Conduct
10.1 You are responsible for ensuring you are medically fit to participate in training.
You must disclose any medical conditions, injuries or health concerns during registration, update your health information if circumstances change, and inform your instructor before participating where relevant.
Failure to disclose relevant medical information may affect your ability to train safely and may affect insurance cover where applicable.
10.2 KMC accepts no liability for injury or loss except where caused by the negligence of KMC or its instructors.
10.3 You acknowledge that martial arts and self-defence training involve inherent risks and voluntarily accept those risks when participating.
10.4 All members, guests and visitors must behave respectfully and safely.
The following may result in immediate suspension or termination of membership:
- Aggressive or abusive behaviour
- Excessive or uncontrolled force during training
- Attending while under the influence of alcohol or drugs
- Bullying, harassment or discrimination
- Failure to follow instructor directions or safety procedures
- Recording or photographing others without their consent
Instructors may remove anyone whose behaviour is considered unsafe or disruptive.
10.5 Members remain responsible for their personal belongings. KMC accepts no responsibility for loss, theft or damage except where caused by KMC’s negligence.
10.6 Children under the age of 11 must be supervised by a responsible adult and must not leave the premises unaccompanied.
10.7 Members agree to comply with the Code of Conduct published on the KMC website. Serious or repeated breaches may result in termination of membership under Clause 4.3.
11. Liability
Nothing in this Agreement excludes or limits liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation or any liability which cannot legally be excluded or limited.
Subject to the above, KMC shall not be liable for any injury, loss or damage arising from participation in training where such injury, loss or damage results from:
- failure to follow instructor guidance;
- unsafe or reckless conduct;
- failure to disclose relevant medical information; or
- the inherent risks associated with martial arts training.
12. Communication
All notices regarding membership, payments or cancellation must be sent by email to:
13. Membership Fee Changes
KMC reserves the right to amend membership fees by giving at least 30 days’ written notice. Continued membership after the notice period will constitute acceptance of the revised fees.
14. Privacy
KMC will process your personal information in accordance with applicable UK data protection legislation and our Privacy Policy.
15. Severability
If any provision of this Agreement is found to be unlawful or unenforceable, the remaining provisions shall remain in full force and effect.
16. Governing Law
This Agreement shall be governed by and interpreted in accordance with the laws of England and Wales.
Any disputes arising from this Agreement shall be subject to the exclusive jurisdiction of the courts of England and Wales.
17. Statutory Rights
Nothing in this Agreement affects your statutory rights under applicable consumer protection legislation.
Agreement
By commencing or continuing your membership and making payment, you confirm that you have read, understood and agree to be bound by this Membership Agreement and Terms & Conditions.
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Child Protection & Safeguarding Policy
Prepared by: Krav Maga Global (UK)
For: All School Owners, Instructors and Trainees
Date of Creation: 30 April 2026
Next Review Date: 01 April 2027
- Policy Statement
Krav Maga Global UK (KMG UK) is committed to safeguarding and promoting the welfare of all children and young people involved in its activities.
A child is defined as a person under the age of 18 in accordance with:
- Children Act 1989
Safeguarding means:
- Protecting children from maltreatment
- Preventing impairment of health or development
- Ensuring safe and effective care
- Taking action to enable the best outcomes
Safeguarding is everyone’s responsibility.
2. Legal Framework
This policy aligns with UK legislation and statutory guidance, including:
- Children Act 1989
- Children Act 2004
- Working Together to Safeguard Children
- Safeguarding Vulnerable Groups Act 2006
- Data Protection Act 2018
KMG UK adopts a child-centred approach and recognises that no single person can have a full picture of a child’s needs.
3. Roles and Responsibilities
Designated Safeguarding Lead (DSL)
- Leads safeguarding decisions
- Liaises with external agencies
- Provides guidance and support
Deputy DSL
- Acts in absence of DSL
Club Owner / Child Protection Officer (CPO)
- First point of contact at club level
- Ensures policy is followed
- Escalates concerns
Instructors, Staff and Volunteers
- Identify and report concerns immediately
- Follow this policy at all times
- Maintain appropriate boundaries
4. Immediate Action
If a child is in immediate danger or requires urgent medical attention:
- Call 999 immediately
- Then inform the DSL or CPO as soon as possible
Do not delay action.
5. Safeguarding Principles
KMG UK is committed to:
- Treating all children equally and with respect
- Prioritising the welfare of the child above all else
- Listening to and taking children seriously
- Acting on concerns quickly and appropriately
- Maintaining safe training environment
6. Good Practice Guidelines
All instructors, staff and volunteers must:
- Work in open, observable environments
- Avoid unnecessary one-to-one situations
- Maintain professional boundaries at all times
- Use appropriate physical contact only where necessary and appropriate
- Involve parents/carers wherever possible
- Provide constructive feedback and avoid humiliation or criticism
- Ensure activities are appropriate to age, ability and development
- Act as positive role models
Where physical contact is required, it must be:
- Explained
- Appropriate
- Done with awareness of the child’s comfort
7. Practices to Avoid
The following should be avoided unless unavoidable and with appropriate consent:
- Spending time alone with a child
- Transporting a child alone
- Engaging in private or unobserved situations
- Failing to act on concerns
- Poor record keeping
- Delayed information sharing
8. Practices Never Permitted
The following must never occur:
- Inappropriate or sexualised behaviour
- Rough or harmful physical activity outside training context
- Sharing rooms with children
- Inappropriate touching
- Sexually suggestive comments
- Bullying or intimidation
- Meeting a child alone without safeguarding context
- Ignoring or failing to report concerns
9. Digital and Online Conduct
All instructors and staff must:
- Avoid private messaging children directly
- Communicate through parents/carers where appropriate
- Not form inappropriate relationships via social media
- Maintain professional boundaries online
Any online safeguarding concern must be treated as seriously as in-person concerns.
10. Photography and Filming
- Parental consent must be obtained before filming or photographing children
- Filming must be for legitimate purposes only
- Content must be stored securely
- Unauthorised filming must be challenged and reported
11. Recruitment and Safer Staffing
All individuals working with children must:
- Undergo a DBS check where required
- Provide references
- Verify identity
- Complete safeguarding induction
No individual may work unsupervised with children until checks are complete.
DBS checks should be kept up to date.
12. Training Requirements
All instructors, staff and volunteers must:
- Complete safeguarding awareness training
- Understand how to recognise and report concerns
- Maintain up-to-date knowledge
13. Recognising Abuse
Abuse may include:
- Physical abuse
- Emotional abuse
- Sexual abuse
- Neglect
- Exploitation (including criminal or sexual)
- Online abuse
- Peer-on-peer abuse
It is not the responsibility of staff to confirm abuse, only to recognise and report concerns.
14. Low-Level Concerns
Low-level concerns may include:
- Boundary issues
- Inappropriate comments
- Unprofessional behaviour
All concerns must be:
- Recorded
- Reported
- Reviewed
15. Reporting Procedure
All concerns must follow this process:
1. Recognise concern
2. Record facts (no opinions)
3. Report immediately to DSL or CPO
4. DSL decides next steps: ○ Monitor
○ Refer to Social Services / Police
If the DSL is unavailable or the concern involves them:
- Report directly to Social Services or Police
16. Responding to a Disclosure
If a child discloses abuse:
- Stay calm
- Listen without interrupting
- Do not ask leading questions
- Do not promise confidentiality
- Reassure the child
- Record accurately
- Report immediately
Do not investigate or attempt to resolve the situation yourself.
17. Incident Recording
All concerns and incidents must include:
- Date, time, and location
- Details of what was said or observed
- Names of those involved
- Actions taken
Records must be:
- Accurate
- Secure
- Shared only on a need-to-know basis
18. Confidentiality
Information must only be shared:
- With relevant safeguarding personnel
- With statutory authorities where required
Confidentiality must never override safeguarding.
19. Managing Allegations
Where allegations are made against staff:
- Must be reported immediately to DSL
- May involve: ○ Police investigation
○ Social services investigation
○ Internal disciplinary process
Individuals may be suspended where appropriate.
20. External Reporting
Concerns must be escalated to:
- Social Services
- Police
- NSPCC Helpline
Staff may report directly if necessary.
21. Bullying and Peer-on-Peer Abuse
All bullying must be:
- Taken seriously
- Investigated
- Recorded
- Addressed
Persistent or serious incidents must be escalated.
22. Support and Aftercare
Support must be provided to:
- The child
- Staff involved
- Families
Where appropriate, external support services should be used.
23. Contact Information
Designated Safeguarding Lead (DSL): Ciaran Larkin
Deputy DSL: Phil Munro
Senior Lead: Jon Bullock
Email: team@kravmaga.co.uk
NSPCC Helpline: 0808 800 5000
Final Note
All instructors, staff and volunteers must read, understand and follow this policy.
Failure to comply may result in disciplinary action or removal from KMG UK affiliation.
Krav Maga Global (UK) | Child Protection & Safeguarding Policy | Version 01 2026
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Krav Maga Colchester Privacy Policy
Effective Date: 1st August 2026
Krav Maga Colchester (“KMC”, “we”, “our”, or “us”) is committed to protecting your privacy and handling your personal information responsibly. This Privacy Policy explains how we collect, use, store and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Data Controller
The Data Controller is:
Kelly Hunt
Krav Maga Colchester
Email: alex@kravmagacolchester.co.uk
2. Information We Collect
Depending on your relationship with KMC, we may collect:
- Full name
- Date of birth
- Home address
- Email address
- Telephone number
- Emergency contact details
- Medical information relevant to safe participation in training
- Membership status
- Attendance records
- Payment history
- KMG licence information
- Photographs or videos (only where permission has been given or where legitimately taken during club activities)
We do not intentionally collect more personal information than is necessary.
3. Why We Collect Your Information
We use your information to:
- Register your membership
- Deliver martial arts instruction
- Manage bookings and attendance
- Contact you regarding classes or timetable changes
- Process membership payments
- Maintain health and safety records
- Respond to emergencies
- Meet our legal obligations
- Prevent fraud or misuse of membership
4. Lawful Basis for Processing
We process your personal data under one or more of the following lawful bases:
- Performance of a contract (to provide your membership)
- Legal obligation
- Legitimate interests (running and improving our club)
- Your consent (where required, such as marketing emails or optional photography)
Where we process health information, we do so because it is necessary to protect your vital interests and to ensure safe participation in training.
5. Medical Information
Medical information is collected solely to help us provide a safe training environment.
Only instructors or those who need access for safety purposes will be able to view relevant medical information.
You are responsible for informing us if your medical circumstances change.
6. How We Store Your Information
We take reasonable technical and organisational measures to protect your information against loss, misuse or unauthorised access.
Your information may be stored electronically using secure password-protected systems and, where necessary, in paper form kept securely.
7. How Long We Keep Your Information
We keep your personal information only for as long as necessary.
Generally:
- Active membership records are retained while your membership remains active.
- Former member records may be retained for up to six years after membership ends for legal, insurance and accounting purposes.
- Financial records may be retained longer where required by law.
Medical information will only be retained for as long as necessary for safety and legal purposes.
8. Who We Share Your Information With
We do not sell or rent your personal information.
We may share your information where necessary with:
- Payment providers
- Accountants
- Debt recovery agencies (where payment remains outstanding)
- Our insurers
- Emergency services where necessary
- Government authorities where legally required
Any third parties are expected to protect your personal information appropriately.
9. Photographs and Videos
From time to time, photographs or videos may be taken during classes, grading events or seminars.
Images may be used for:
- Social media
- Our website
- Promotional material
- Club newsletters
Where practical, we will seek your consent before using identifiable images of you. You may withdraw your consent at any time by contacting us.
10. Your Rights
Under UK GDPR you have the right to:
- Access your personal data
- Correct inaccurate information
- Request deletion of your data where applicable
- Restrict processing
- Object to certain processing
- Request a copy of your data
- Withdraw consent where processing relies on consent
Some rights may be limited where we are legally required to retain information.
11. Marketing
We may occasionally send you information about classes, seminars or events.
You may opt out of marketing communications at any time without affecting your membership.
12. Cookies and Website
If you use our website, cookies may be used to improve functionality and analyse website usage.
Please refer to our Cookie Policy where applicable.
13. Contact Us
If you have any questions regarding this Privacy Policy or how your information is handled, please contact:
Kelly Hunt
Krav Maga Colchester
Email: alex@kravmagacolchester.co.uk
14. Complaints
If you believe your personal information has been handled incorrectly, please contact us first so we can try to resolve the matter.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent authority for data protection.
15. Changes to this Policy
We may update this Privacy Policy from time to time.
The latest version will always be available on our website and will take effect from the date published.