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MEMBERSHIP POLICY

 

You agree to Wiltshire Brazilian Jiu Jitsu Academy terms and conditions of membership and use, a copy of which has been provided to you or available on request. You can not transfer this agreement to anyone else and you are entitled to all the rights and services under the type of membership provided. 

 

CANCELLATION POLICY

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Membership to Wiltshire Brazilian Jiu Jitsu Academy for an initial minimum period of 3 months of Direct Debit payments, during which you cannot cancel your membership. After 3 Direct Debit payments, you may cancel your membership at any time by giving 1 full calendar months notice. You are therefore required to make a minimum of 4 full Direct Debit monthly payments.

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Cancellation notice must be given by email to enquiries@simplycollect.co.uk (confirmation must be given as proof of acceptance), or by phone to Simply Collect on 0330 223 3152. The membership will cease at the point this notice ends.

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Fair cancellation policy - Should you during your minimum term need to cancel for one of the below reasons and proof be received and accepted. We will cancel your future payments of the agreement.

  • Medical/Doctors note stating future exercise is detrimental to your health if continued.

  • Proof of permanent relocation, including, council tax, solicitors letter, utility bill at least 15 miles from the service provider address.

  • Proof of job loss (after joining) this includes P45, Job seekers benefit.

 

REFUND POLICY

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Wiltshire Brazilian Jiu Jitsu Academy do not issue refunds. Direct Debit payment is due from you to us. You have agreed to make a number of Direct Debits and required to make them regardless of non-attendance. You may choose to pay all membership fees in one lump sum. If you choose to do this a refund will not be given if you cancel. Please note monthly fees are payable even if you do not use the facility. 

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COMPLAINTS POLICY

 

At Wiltshire Brazilian Jiu Jitsu Academy, we are committed to handling all complaints fairly, impartially, and in a timely manner. Our complaints procedure ensures concerns are addressed appropriately and transparently.

 

How We Handle Complaints

 

  • Submitting a Complaint

  • Complaints must be submitted in writing by email to wiltshirebjjacademy@gmail.com, including the complainant’s name and address.

  • Anonymous complaints may be investigated if deemed appropriate.

 

  • Initial Assessment

  • All complaints will be reviewed and, if necessary, referred to an external agency for informal resolution.

  • Serious matters will be referred to the relevant authorities (e.g. Police or Social Services). No internal action will be taken until any external investigations are complete.

 

  • Acknowledgement & Notification

  • We will confirm in writing when a complaint is being investigated.

  • Both the complainant and the person subject to the complaint will be informed of the process and given details of the complaint. A short written response may be requested.

 

  • Investigation

  • A fair and proportionate investigation will be carried out.

  • A report will be completed, including all evidence gathered. This will be shared with the person subject to the complaint, who may provide a written response.

 

  • Decision

  • Evidence and responses will be reviewed to reach a decision.

  • For complex cases, an independent panel may be convened to decide the outcome (neither party will attend this panel).

 

  • Outcome

  • The complaint will be judged as either proven or not proven.

  • Appropriate action or sanctions will then be decided.

  • All parties will be notified of the outcome in writing.

CHILD PROTECTION AND SAFEGUARDING POLICY
 
Wiltshire Brazilian Jiu Jitsu Academy takes the welfare and safety of children and vulnerable persons very seriously. Anyone who attends Wiltshire Brazilian Jiu Jitsu Academy has the right to do so in a safe and enjoyable way and not be exposed to abuse or harm of any kind. We take our responsibilities seriously to help create a safe and welcoming environment for all.
 
Child Protection Policy Statement

  • To safeguard, promote the welfare, health and development of children in our care and to protect from harm and abuse of all kinds

  • Treat all with compassion, dignity and respect 

  • Recognise warning signs of abuse and/or neglect and take relevant action by following the correct procedures and reporting 

  • Respond to all allegations in a timely manner by following the correct procedures

  • Ensure all coaches/instructors are DBS checked and first aid trained

  • Regular reviews of child protection policies and update as and when required

  • Regular reviews of policies including emergency action plan, accident/incident and complaints reporting

  • Regular reviews for planned coaches/instructors sessions to raise any issues or concerns for continued improvements to our child protection and safeguarding policies

  • Raise awareness as part of our class program structure regarding abuse, harassment and ani-bullying

  • Work closely with parents, schools, police, social services and the community offering full support

  • Build good relationships to help encourage children, parents and the community to reach out regarding any issues and trust us to act upon with confidentiality

  • Ensure all risk assessments are in place and up to date

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IMAGES FOR SOCIAL MEDIA AND ADVERTISING 
 
Wiltshire Brazilian Jiu Jitsu Academy will use imagery of students from class sessions and competitions associated with our brand for the purpose of social media and advertising, and celebrating achievements within the team. By being a member of WBJJA you agree to the terms within this policy. 

  • This policy aims to ensure that all images used in advertising and social media content are legal, ethically used and appropriately represent our brand, values and message.

  • This policy applies to all team members (children and adults), as well as any third parties involved or associated.

  • Images should not contain any content that is misleading, offensive, discriminatory, or harmful.

  • Images should align with Wiltshire Brazilian Jiu Jitsu Academy’s brand values, including visual style, tone and messaging.

  • All images intended for use in advertising and social media content must be reviewed and approved by Wiltshire Brazilian Jiu Jitsu Academy.

  • Any use of the WBJJA brand by third parties must obtain permission from Wiltshire Brazilian Jiu Jitsu Academy before using any content for social media content and/or advertising. 

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