Safety, Wellbeing, Privacy & Participation Policy

At UNCAPD Sports Performance Academy, the safety, wellbeing, development, and privacy of our athletes and families are fundamental to everything we do. We are committed to providing a safe, supportive, professional, and inclusive environment across all training sessions, programs, events, workshops, assessments, competitions, and digital platforms.

By registering for any UNCAPD service, program, clinic, assessment, event, or coaching session, participants and their parents/guardians acknowledge and agree to the following policies and terms.

Athlete Safety & Wellbeing

All UNCAPD programs are delivered by qualified coaches who prioritise athlete safety, wellbeing, and long-term development.

Training is designed using evidence-based coaching principles and long-term athlete development frameworks to ensure athletes are exposed to age-appropriate and progressive training methods.

This includes:

Appropriate training loads and progressions
Technical coaching and movement education
Injury risk reduction strategies
Safe use of equipment and facilities
Ongoing supervision during all sessions
Structured warm-ups and preparation activities
Individual modifications where appropriate

Training environments, facilities, and equipment are assessed regularly to minimise risk and maintain safe operating standards.

Parents and guardians are responsible for informing UNCAPD of any relevant medical conditions, injuries, allergies, medications, behavioural considerations, or health concerns that may affect participation.

Athletes must immediately inform a coach if they experience pain, illness, injury, dizziness, or any other condition that may impact safe participation.

Medical Information & Emergencies

Parents and guardians must provide accurate emergency contact details and relevant medical information during registration.

In the event of an injury or medical emergency:

Coaches will provide appropriate immediate assistance within their scope of practice.
Emergency services may be contacted where necessary.
Parents or emergency contacts will be notified as soon as reasonably practicable.

While reasonable care is taken to provide a safe training environment, participation in physical activity carries an inherent risk of injury. By participating in UNCAPD programs, athletes and parents acknowledge and accept these risks.

Athlete Behaviour & Conduct Expectations

UNCAPD is committed to maintaining a positive, respectful, and productive training environment for all athletes.

Athletes are expected to:

Treat coaches, staff, athletes, parents, facilities, and equipment with respect.
Follow coaching instructions at all times.
Participate positively and contribute to a safe learning environment.
Refrain from bullying, harassment, intimidation, discrimination, or inappropriate language.
Use equipment responsibly and safely.
Avoid behaviours that disrupt the learning and development of other athletes.

Examples of unacceptable behaviour include, but are not limited to:

Repeated disruption of sessions
Refusal to follow reasonable coaching instructions
Disrespectful or abusive language
Physical aggression
Bullying or harassment
Deliberate misuse of equipment
Conduct that compromises the safety of others
Behaviour that negatively impacts the experience of other participants

Behaviour Management Process

Where inappropriate behaviour occurs, UNCAPD may implement the following process:

First Incident

A verbal warning will be issued.
The athlete may be required to sit out part or all of the session.

Second Incident

A parent or guardian consultation will occur.
Expectations for future participation will be discussed.

Third Incident

The athlete may be removed from the program, clinic, event, or service at the sole discretion of UNCAPD.
No refund, credit, transfer, or compensation will be provided.

UNCAPD reserves the right to remove any athlete immediately where behaviour is considered unsafe, threatening, abusive, or significantly disruptive to the safety and experience of others.

Attendance, Missed Sessions & Make-Up Sessions

UNCAPD programs are progressive in nature and athletes are encouraged to attend consistently.

Missed sessions due to illness, injury, holidays, school commitments, sporting commitments, family commitments, or personal circumstances are generally not eligible for refunds.

Where practical and subject to availability, UNCAPD may offer a make-up session. Make-up sessions are not guaranteed and remain at the discretion of management.

Unused sessions cannot be carried forward into future terms, clinics, or programs unless approved by UNCAPD.

Cancellation & Refund Policy:

Group Programs

Registration secures a place within a program and allows UNCAPD to plan staffing, coaching resources, venue hire, and program delivery.

Prior to Program Commencement

More than 14 days before commencement: Full refund less any processing fees.
Between 7 and 14 days before commencement: Credit may be issued at UNCAPD's discretion.
Less than 7 days before commencement: No refund.

After Program Commencement

Once a program has commenced:

No refunds will be provided for non-attendance.
No refunds will be provided for change of mind.
No refunds will be provided for scheduling conflicts.
No refunds will be provided where an athlete chooses not to continue.
Medical withdrawals may be considered on a case-by-case basis and may require supporting documentation.

Holiday Programs, Clinics & Intensives

Due to limited spaces and advance planning requirements:

Cancellations more than 14 days prior may be eligible for a refund or credit.
Cancellations within 14 days of commencement are generally non-refundable.
No refunds will be provided for non-attendance.
No refunds will be provided for change of mind.

Private Coaching

Private coaching sessions require advance booking.

A minimum of 24 hours' notice is required to cancel or reschedule a session.
Sessions cancelled within 24 hours may be forfeited.
Failure to attend a booked session without notice will result in the session being forfeited.

Minimum Enrolments & Program Viability

To ensure the quality and viability of our services, UNCAPD reserves the right to cancel, postpone, combine, modify, or reschedule any program, clinic, workshop, event, assessment, or training group where minimum enrolment numbers are not achieved.

Where minimum participant numbers are not met, UNCAPD may:

Combine age groups where appropriate.
Adjust session times or locations.
Modify program structures.
Postpone program commencement.
Cancel the program entirely.

Where a program is cancelled by UNCAPD due to insufficient enrolments, participants will be offered either:

A full refund; or
A credit towards another UNCAPD program or service.

Where possible, families will be notified in advance of any changes.

Program Changes & Force Majeure

UNCAPD reserves the right to:

Modify session content.
Adjust schedules.
Change coaches.
Change venues.
Reschedule sessions.
Amend program structures where required.

In circumstances beyond our reasonable control, including but not limited to severe weather, natural disasters, public health restrictions, facility closures, utility failures, or other unforeseen events, UNCAPD may modify, postpone, suspend, or cancel services.

Where appropriate, alternative arrangements, make-up sessions, credits, or refunds may be offered at UNCAPD's discretion.

Privacy & Personal Information

UNCAPD respects your privacy and is committed to protecting personal information in accordance with the Privacy Act 2020 (New Zealand).

Information collected may include:

Athlete and parent names
Contact information
Emergency contact details
Medical information
Attendance records
Performance testing results
Payment information

Information is collected solely for purposes including:

Program administration
Athlete development and coaching
Health and safety management
Communication regarding services and updates
Payment processing
Customer support

All personal information is stored securely and accessed only by authorised personnel.

UNCAPD does not sell, rent, or distribute personal information to third parties except:

Where required by law
To emergency responders where necessary
To approved service providers required to deliver our services

Performance Data & Athlete Records

UNCAPD may collect performance testing data, movement assessments, training notes, coaching observations, and athlete development records to assist with coaching and program delivery.

This information may be used to:

Track athlete progress
Produce athlete reports
Inform coaching decisions
Benchmark performance over time
Evaluate program effectiveness

Performance data remains confidential and is shared only with the athlete, parent/guardian, and authorised UNCAPD personnel unless otherwise authorised.

Photography, Video & Media Consent

UNCAPD may photograph or record training sessions, clinics, assessments, workshops, competitions, and events for:

Coaching and educational purposes
Athlete feedback and development
Marketing and promotional content
Social media and website content
Program and business communications

Media will be used respectfully and professionally and in a manner consistent with the values of UNCAPD.

Parents or guardians who do not wish for their athlete to appear in promotional material must notify UNCAPD in writing prior to participation.

While reasonable efforts will be made to honour such requests, UNCAPD cannot guarantee exclusion from all incidental group imagery captured during training or events.

Limitation of Liability

Participation in physical training, sporting activities, competitions, and performance testing involves inherent risks including injury, illness, property damage, or other unforeseen outcomes.

By participating in UNCAPD programs, athletes and parents acknowledge and voluntarily accept these risks.

To the fullest extent permitted by law, UNCAPD Sports Performance Academy, its directors, coaches, employees, contractors, volunteers, and representatives shall not be liable for any loss, injury, damage, expense, or claim arising from participation in any program, service, assessment, event, clinic, workshop, competition, or activity except where liability cannot legally be excluded.

Contact & Concerns

UNCAPD encourages open communication with athletes and families.

If you have any questions, concerns, or complaints relating to athlete welfare, safety, privacy, participation, or data handling, please contact us directly.

Email: info@uncapd.co.nz

Website: www.uncapd.co.nz

All concerns will be treated seriously and addressed professionally, respectfully, and confidentially where appropriate.

PAYMENT METHODS

- Credit / Debit Cards
- Bank Transfer

- Cash by Prior Arrangement Only