Diversity & Inclusion Policy

Old Actonians Association Tennis Club and Sports Hive are proud to have a Diversity and Inclusion Policy that demonstrates our commitment to making tennis diverse and inclusive. Together we can make a positive difference and help people from different backgrounds take part in tennis at our club.

Our aims are to ensure that:

• tennis is diverse and inclusive

• diversity and inclusion are embedded in our club's culture and behaviours

• we create a culture where inclusive leadership thrives

• we take a proactive approach, using positive action, so that communities and individuals are valued and able to achieve their full potential.

Policy statement

As a club we contribute actively to enable more people to play tennis more often, in a way that is safe, inclusive and fair. This applies regardless of a person's age, disability, gender reassignment status, sex, marital or civil partnership status, pregnancy or maternity, race, sexual orientation, religion, socio-economic status, or any other background. This policy is based on the policies of the Lawn Tennis Association (LTA), Tennis Scotland, Tennis Wales and the Tennis Foundation.

We recognise that some concerns may have both safeguarding and diversity and inclusion elements. This policy reflects that: its reporting procedure mirrors our safeguarding reporting procedure.

Key terms

• Discrimination — treating someone less favourably, and causing them harm, because of a protected characteristic.

• Diversity — acknowledging, celebrating and respecting the differences between groups of people and between individuals.

• Harassment — unwanted conduct related to a protected characteristic that violates a person's dignity, or creates an intimidating, hostile, degrading, humiliating or offensive environment.

• Inclusion — ensuring tennis is equally accessible to any member of the community, so everyone can be fully involved and supported to achieve their potential, whether as a player, employee, volunteer, coach or official.

• Positive action — taking steps to counteract barriers, real or perceived, that restrict any section of the community from participating equally and fully.

A full glossary of terms, and details of the relevant legislation (including the Equality Act 2010), are available from the club on request.

Scope

We have direct responsibility for the staff, consultants, coaches and officials we employ; the volunteers and committee members we recruit; the venues we own; the events and programmes we run; and for ensuring accreditation requirements are met. We also recommend and support good diversity and inclusion practice among accredited coaches, officials and venues; players, parents and carers; volunteers recruited by other organisations; venues hired by or for us; and club events.

Responsibilities

Diversity and inclusion is everyone's responsibility — not responding to discriminatory or unacceptable language and behaviour is not an option.

• The Club Welfare Officer supports the club to identify where diversity and inclusion support is required, to implement safe and inclusive procedures, and to promote these principles across our programmes, events and members.

• All staff, coaches, officials and volunteers are responsible for raising diversity and inclusion concerns with the Club Welfare Officer, and then the LTA Safe and Inclusive Tennis Team where applicable.

• Players, parents and guardians are responsible for upholding the Code of Conduct and the reporting procedure below.

If good practice is not followed

Breaches of this policy may result in: potential removal of LTA accreditation for venues; disciplinary action, up to dismissal, for staff; and termination of current and future roles for contracted coaches, officials and volunteers — alongside possible legal action in each case.

Reporting a diversity, inclusion or discrimination concern

If you are concerned that you, or someone else, is being discriminated against or has experienced discriminatory language or behaviour:

1. Respond — Listen carefully to what the person tells you. Do not interrupt, keep questions to a minimum, and do not promise to keep the information secret.

2. Refer — If someone is in immediate danger, call the police on 999. Otherwise, speak to the Club Welfare Officer in confidence, or contact the LTA Safe and Inclusive Tennis Team on 020 8487 7000 (Mon–Fri, 9am–5pm). Outside those hours, call the NSPCC on 0808 800 5000. Hate crime can also be reported through True Vision at report-it.org.uk.

3. Record — Write an objective account as soon as possible using the LTA's Reporting a Concern Form, and send it to the LTA Safe and Inclusive Tennis Team (safeandinclusive@lta.org.uk) within 48 hours.

Handling a concern can be emotionally difficult. If you would like to talk to someone afterwards, contact the LTA Safe and Inclusive Tennis Team on 020 8487 7000 or safeandinclusive@lta.org.uk.

If you wish to raise a concern about how this policy has been applied, you can complain directly to the person or organisation to seek resolution; contact the LTA Safe and Inclusive Tennis Team, who can help liaise with the club; or seek advice from the Equality Advisory Support Service on 0808 800 0082 (equalityadvisoryservice.com).

Safeguarding Policy Statement

Old Actonians Association Tennis Club and Sports Hive acknowledge the duty of care to safeguard and promote the welfare of children and adults at risk. The club is committed to ensuring safeguarding practice reflects statutory responsibilities, government guidance, and complies with best practice and LTA requirements. A copy of the club's full safeguarding policy is available from the tennis office.

The club's safeguarding policy recognises that the welfare and interests of children and adults at risk are paramount in all circumstances. It aims to ensure that, regardless of age, ability or disability, gender reassignment, race, religion or belief, sex or sexual orientation, or socio-economic background, all children:

• have a positive and enjoyable experience of tennis at Old Actonians Association Tennis Club in a safe and inclusive environment

• are protected from abuse whilst participating in tennis.

We acknowledge that some children — including disabled children and young people, or those from ethnic minority communities — can be particularly vulnerable to abuse, and we accept the responsibility to take reasonable and appropriate steps to ensure their welfare.

As part of our safeguarding policy we will:

• promote and prioritise the safety and well-being of children and adults at risk

• ensure everyone understands their roles and responsibilities in respect of safeguarding, and is given appropriate learning opportunities to recognise, identify and respond to signs of abuse, neglect and other safeguarding concerns

• ensure appropriate action is taken in the event of incidents or concerns of abuse, and that support is provided to anyone who raises or discloses a concern

• ensure that confidential, detailed and accurate records of all safeguarding concerns are maintained and securely stored

• prevent the employment or deployment of unsuitable individuals

• ensure robust safeguarding arrangements and procedures are in operation.

The club's policy and procedures are mandatory for everyone involved in Old Actonians Association Tennis Club and Sports Hive. Failure to comply may result in dismissal or exclusion from the club.

Monitoring. This policy is reviewed every two years, or sooner where there is a change in legislation or government guidance, where required by the Local Safeguarding Children Board or LTA, or as a result of any other significant change or event.

Safeguarding Whistleblowing Policy

Safeguarding children and adults at risk requires everyone to be committed to the highest possible standards of openness, integrity and accountability. As a club, we are committed to encouraging and maintaining a culture where people feel able to raise a genuine safeguarding concern, and are confident that it will be taken seriously.

What is whistleblowing?

In the context of safeguarding, whistleblowing is when someone raises a concern about the well-being of a child or an adult at risk. A whistleblower may be a player, a volunteer, a coach, another member of staff, an official, a parent, or a member of the public.

How to raise a concern

If a child or adult at risk is in immediate danger or at risk of harm, call the police on 999.

Where there is no immediate danger, raise any concern about their well-being without delay with the Club Welfare Officer. The Welfare Officer will pass the details to the LTA Safeguarding Team at the earliest opportunity, and the relevant local authority and police will be contacted where appropriate.

If you do not feel comfortable raising a concern with the Club Welfare Officer, you can contact the LTA Safeguarding Team directly on 020 8487 7000, the Local Authority Designated Officer (LADO), or the NSPCC on 0808 800 5000.

What to include

Please provide as much information as possible, including:

• your name and contact details (unless you wish to remain anonymous)

• the names of individuals involved

• the date, time and location of the incident

• whether any witnesses were present.

What happens next

All concerns raised will be taken seriously, and every effort will be made to deal with each one fairly, quickly and proportionately. If you do not believe a concern has been dealt with appropriately, and you wish to speak to someone outside the club or the LTA Safeguarding Team, contact the NSPCC Whistleblowing advice line on 0800 028 0285, or email help@nspcc.org.uk.

Support

The club will not tolerate any harassment, victimisation or unfair treatment of whistleblowers, and will take appropriate action to protect anyone who raises a concern in good faith.

Code of Conduct

All staff and volunteers agree to:

• Prioritise the well-being of all children and adults at risk at all times

• Treat all children and adults at risk fairly and with respect

• Be a positive role model, and act with integrity even when no one is looking

• Help to create a safe and inclusive environment, both on and off court

• Not allow any rough or dangerous behaviour, bullying, or bad or inappropriate language

• Report all allegations of abuse or poor practice to the Club Welfare Officer

• Not use any sanctions that humiliate or harm a child or adult at risk

• Value and celebrate diversity, and make all reasonable efforts to meet individual needs

• Keep clear boundaries between professional and personal life, including on social media

• Have the relevant consent from parents, carers, children and adults before taking or using photos and videos

• Refrain from physical contact with children or adults, unless it is necessary in an emergency or is congratulatory (e.g. a handshake or high five)

• Refrain from smoking and consuming alcohol during club activities or coaching sessions

• Ensure roles and responsibilities are clearly outlined, and everyone has the required information and training

• Avoid being alone with a child or adult at risk unless there are exceptional circumstances

• Not transport children or adults at risk unless it is required as part of a club activity, with another adult in the vehicle

• Not abuse, neglect, harm or discriminate against anyone, or act in a way that may be interpreted as such

• Not have a relationship with anyone under 18 for whom they are coaching or responsible

• Not have a relationship with anyone over 18 whilst continuing to coach or be responsible for them

All children agree to:

• Be friendly, supportive and welcoming to other children and adults

• Play fairly and honestly

• Respect club staff, volunteers and officials, and accept their decisions

• Behave, respect and listen to your coach

• Take care of your equipment and club property

• Respect the rights, dignity and worth of all participants, regardless of age, gender, ability, race, culture, religion or sexual identity

• Not use bad, inappropriate or racist language, including on social media

• Not bully, intimidate or harass anyone, including on social media

• Not smoke, drink alcohol or take drugs of any kind on club premises, or whilst representing the club

• Talk to the Club Welfare Officer about any concerns or worries about themselves or others

All adults (parents and carers) agree to:

• Ensure the courts are left clean (remove any litter) and locked after use

• Ensure any guest fees are paid when playing with a non-member

• Positively reinforce your child and show an interest in their tennis

• Use appropriate language at all times

• Be realistic and supportive

• Never ridicule or admonish a child for making a mistake or losing a match

• Treat all children, adults, volunteers, coaches, officials and staff with respect

• Behave responsibly at the venue, and do not embarrass your child

• Accept the official's decisions, and do not go on court or interfere with matches

• Encourage your child to play by the rules, and teach them that they can only do their best

• Deliver and collect your child punctually

• Ensure your child has appropriate clothing for the weather conditions

• Ensure your child understands their code of conduct

• Adhere to the club's safeguarding policy, diversity and inclusion policy, and rules

• Provide emergency contact details and any relevant information about your child, including medical history

Court etiquette

The following reflects our approach, based on British Tennis guidance:

• During play, and especially between games, keep conversation to the minimum needed to enjoy your game — too much chatter can disturb nearby players and hold up others waiting.

• Use the "honour system" for line calls, and only call the lines on your side of the net.

• Call clearly and firmly what you honestly believe to be correct. If you are not absolutely certain, the ball is in, and is given in your opponent's favour.

• If you occasionally have doubts about a call, politely ask your opponent whether they are certain — then get on with the next point.

• In social matches, if a call is genuinely in doubt, offer to replay the point rather than cause aggravation.

• Do not criticise your partner or opponent — be positive and offer encouragement instead.

Use your best judgement. We all want to be competitive, but don't let your emotions get on top of you. Enjoy playing!

General Rules

Everyone associated with the centre should show respect and understanding for the safety and welfare of others. All players and visitors are expected to abide by the rules of the centre:

• The court areas are strictly non-smoking, except in designated areas.

• Dogs are not permitted on the courts, with the exception of guide dogs.

• Riding bicycles and scooters is strictly prohibited on the courts.

• People not playing should respect players on court by not making too much noise or causing distractions.

• Any individual or group behaving in a way that is abusive, vulgar, racist, sexist, defamatory or obscene — or that harasses, distresses, embarrasses or inconveniences any person (including staff), or restricts others' enjoyment of the facilities — will be asked to leave the centre and grounds.

• Please respect Sports Hive's and others' possessions. Sports Hive accepts no responsibility for items lost, stolen or damaged on the premises.

• Lost property, balls or equipment found should be handed to the owner or to reception.

• Damage caused at Actonians is chargeable to the offender(s). To the extent permitted by law, Sports Hive Ltd does not accept responsibility for any injuries incurred during play in any weather or ground conditions.

• Personal items should not be left on the premises overnight. Appropriate sporting attire must be worn on court, and shirts must be worn at all times.

• Players must wear non-marking footwear on court.

• Only coaches with a Sports Hive Coaching Agreement may provide or charge for coaching services. Use of ball baskets is restricted to these coaches.

Privacy Policy

Last updated: 18/08/2026

Sports Hive is committed to protecting your privacy. This policy explains what personal information we collect when you use our website or get in touch with us, how we use it, and the rights you have over it.

Who we are

⚠️ [CONFIRM WITH DOM: exact legal identity of the data controller — either "Sports Hive" or "Dominic Rice, trading as Sports Hive". This is the person or business legally responsible for your data.]

For the purposes of UK data protection law, the data controller is [Sports Hive / Dominic Rice t/a Sports Hive], based at:

Actonians Sports Club, Gunnersbury Drive, Popes Lane, Ealing, W5 4LL.

What information we collect

When you fill in our contact form, we collect the information you choose to give us. This typically includes:

• Your name

• Your email address

• Your phone number (if you provide it)

• Any details you include in your message, such as which programme you're interested in or who the coaching is for

We only collect this information when you actively send it to us. We don't ask for anything we don't need.

How we use your information

We use the details you provide solely to respond to your enquiry — to answer your questions, discuss the right programme for you or your child, and arrange coaching where appropriate.

Our lawful basis for processing this information is our legitimate interest in responding to enquiries you have chosen to send us. We do not use your information for marketing, and we do not sell or share it with third parties for their own purposes.

Where your information goes

Enquiries submitted through our website are sent to dominic@sportshive.co.uk and are handled by our coaching team. Your information is not shared with anyone outside Sports Hive, other than the service providers that help us run the website and our email (for example, our website host and email provider), who process data on our behalf.

How long we keep it

⚠️ [CONFIRM]

We keep enquiry messages for up to 12 months so we can respond to you and follow up where helpful. After that, we delete them, unless you have gone on to become a client, in which case we keep what we need to provide your coaching. You can ask us to delete your information at any time (see "Your rights" below).

Cookies and analytics

We use privacy-friendly, cookieless website analytics to understand how our site is used — for example, how many people visit and which pages are most popular. This information is aggregated and anonymous. It does not identify you, and it does not track you across other websites.

Because we do not use tracking or advertising cookies, you won't be asked to accept a cookie banner on our site.

Your rights

Under UK data protection law, you have the right to:

• Ask what personal information we hold about you

• Ask us to correct information that is wrong or incomplete

• Ask us to delete your information

• Object to, or ask us to restrict, how we use your information

To exercise any of these rights, please contact us at dominic@sportshive.co.uk. We'll respond within one month.

Complaints

If you have a concern about how we've handled your information, we'd like the chance to put it right, so please contact us first. You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator, at ico.org.uk or on 0303 123 1113.

Changes to this policy

We may update this policy from time to time. Any changes will be posted on this page with a revised "last updated" date.

Contact

For any questions about this policy or your information, contact us at ⚠️ [CONFIRM: info@sportshive.co.uk or dominic@sportshive.co.uk].