Optimal  Hockey Coaching Limited was established in Summer 2024 and is owned by Daniel Coultas.

​

Optimal Hockey Coaching Limited is a registered company through Companies House with reference SC821558.

Our goal is to provide every player with the best possible experience during our group sessions, and camps. Please review the terms and conditions, and feel free to contact us directly if you have any questions.

​

Safety Policy

The safety of all participants at our camps is our top priority. At the start of camp, we discuss important safety guidelines, including taking breaks when directed by staff, refraining from hitting toward crowds, and avoiding hitting near the fencing. Safety remains a key focus throughout coaching, and staff are instructed to immediately address any safety violations. Children are supervised during all breaks, including lunch.

 

During drop-off and pick-up times, staff are present to ensure children are collected by the appropriate person. Please drop off your child as close to the pitch area as possible, ideally bringing them directly to the coaching team for registration.

​

Your child will be registered upon arrival, and a First Aid trained staff member will always be on site at Optimal Hockey Coaching academies and camps.

​

Medical information

It is essential that parents or guardians inform us of any underlying health conditions (including medical, physical, or behavioral issues) at the time of booking, so our staff is fully aware of any necessary information. This includes situations where the participant may be unable to engage in certain activities. Please notify us of any allergies, diabetes, epilepsy, or other disabilities, and rest assured that this information will remain confidential.

​

If your child uses an Epi-pen, our staff must be informed. Written permission from the parent or guardian is required for us to administer emergency treatment. Children must bring their own Epi-pen to camp and inform staff where it is stored with their belongings. In the event of an injection or incident, staff will always call 999, even if the child recovers. Parents or guardians will be contacted to update them on the situation and its outcome.

In some cases, additional forms and information may be required.

 

By registering your child for our academies or camps, you acknowledge and accept that a First Aid trained staff member may administer medical treatment or seek emergency medical assistance if necessary. You also confirm that trained medical professionals are authorized to perform any necessary medical procedures, including anesthetics and blood transfusions, with full consent obtained from parents or guardians when appropriate.

Booking and Cancellation Policy

1. Parents are responsible for ensuring booking details are correct. Payments must be completed online through our website when making a booking.

 

2. Cancellations made up to 4 weeks before the start of the camp are eligible for a refund, with a 10% administrative fee deducted. If you would like to cancel your child's place, please email us at info@optimalhockeycoaching.com

 

3. If you need to cancel due to illness or injury, refunds will be provided within 4 weeks of the camp start date, as long as a doctor's note is submitted. The refund amount will be in full, less the days already attended, and a 10% administrative fee will be deducted.​

​

On the rare occasion Optimal Hockey Coaching Limited has to cancel a camp or hockey session we note the following conditions:

• If the pitch/court is unplayable due to any reason then we will offer a credit to your account, where possible

• Where notified in advance if you are not able to attend the camp/session due to injury and illness, we are able to offer credits for bookings made but this is at the discretion of Optimal Hockey Coaching Director.

• ​

Adverse Weather

Pre-event

• Please ensure you enter your email address and mobile number correctly on the registration form. For camps we will aim to use texting as our communication option

• Add info@optimalhockeycoaching.com to your email safe list, so our communications do not go to your spam mail folder

• We will be monitoring the weather in the days and week before the event and will send communication as soon as possible

On the day

• Where the forecast means there may be a risk of pitches being frozen or flooded, we will attend the pitch to examine it each morning. Should there be any issue, we will send a text to all parents 1 hour before the camp is due to open, to advise of the situation. If you do not receive a text, please assume the event will be going ahead

• If you are unsure on the day and have queries about the weather condition, please contact us by text

In the event of cancellation

• Should weather conditions prevent the running of the event, we will automatically defer your payment to the next camp you attend and will keep your credit information updated

​

Camp lunch provision and snacks

Breaks and lunch periods are scheduled during the sessions and camps. Participants should bring their own lunches and snacks and keep them with them. We kindly ask that all rubbish be disposed of in the bins provided both inside and outside the pitch area.

​

Hot weather protocol

At our camps, children will not be exposed to prolonged periods in the sun; however, since most camps are held outdoors, they will still be exposed to sunlight. All participants should take appropriate precautions to minimize the effects of sun exposure, such as wearing suitable clothing (especially if wearing vest tops), regularly applying sun cream, and seeking shade during drink breaks when possible. Staff are not permitted to apply sun cream, but we will encourage children to apply it themselves at designated times. If your child has any allergies to sun cream, please ensure they bring their own and do not share with others. Hats are also recommended. Staying hydrated is essential, and regular drink breaks will be provided throughout the day.

​

Cold weather protocol 

In the event of cold or poor weather, staff will inspect the pitch as early as possible and notify all parents via email or text by 8 a.m. if the session needs to be cancelled. We may also choose to delay coaching if the pitch is expected to become playable later in the day. If you do not receive any communication, please assume the camp will proceed as scheduled. If you'd like to confirm before travelling, feel free to contact Dan Coultas at 07940448298.

​

Making sure we are hydrated

At our camps and sessions, participants work hard, which increases the risk of dehydration, especially during warmer months. It’s important that both players and coaches drink more than usual to stay hydrated. Parents should provide drinks and snacks for their children, as Optimal Hockey Coaching Limited does not supply drinks for participants. Water will be available at the host venue, and camp attendees should bring a refillable water bottle. Bottles are allowed at the side of the pitch only—no glass bottles are permitted for safety reasons, and no bottles should be taken onto the pitch to avoid tripping hazards.

​

Anyone needing a break or extra time is welcome to ask the coaching staff at any time.

​

Kit required for sessions/camps

Mouth guards and shin pads are mandatory at Optimal Hockey Coaching Limited academies and camps and must be worn during both training and match play. We recommend that players bring their own, appropriately sized and weighted sticks but sticks may be able to be provided if requested at the time of booking. Protective gloves are allowed and recommended but are not compulsory.

​

Goalkeepers attending sessions and camps must bring their complete safety gear, including a helmet, neck protector, full body armor, pelvic protection, pads, kickers, and gloves.

​

All equipment must be in good condition and safe for play.

​

Photograph/Video usage

On the application form for sessions through Optimal Hockey Coaching Limited academies and camps, you will be asked for permission to photograph and/or video your child for promotional purposes and to support player development. You have the right to decline this permission. Any footage will be used solely to promote hockey for Optimal Hockey Coaching Limited and will never be shared or sold to third parties.​​​​

​

Insurance cover for Optimal Hockey Coaching Limited

All Optimal Hockey Coaching staff are insured in full for the duration of the camps and sessions. Insure4sport are the Insurance provider.

​

Disclosure Scotland

Optimal Hockey Coaching Limited coaches are PVG checked by Disclosure Scotland.

​

​

Data Protection Policy (August 2024) 

For Optimal Hockey Coaching Limited to carry out its work we must collect and process personal data (as defined below) relating to its players, parents/guardians and coaches. Optimal Hockey Coaching Limited takes the confidentiality of all personal data very seriously and takes all reasonable steps to comply with the principles of the General Data Protection Regulation (GDPR). It is our objective to only collect personal data that is necessary to meet and deliver our coaching service to the highest quality and we will destroy an information held after each event.

Daniel Coultas is the only staff with access to the personal information given but should you have any queries please contact us on optimalhockeycoaching.com

Definitions

Personal information is any information that relates to an individual who can be identified from that information, whether directly or indirectly.

Data Protection

Optimal Hockey Coaching Limited processes personal data in accordance with the following data protection principles:

• Optimal Hockey Coaching Limited collects personal data only for specified, explicit and legitimate purposes for camps and sporting sessions

• Personal data processed by Optimal Hockey Coaching Limited is adequate, relevant and limited for the purposes of the sessions

• We will ensure no personal data is available out with the company use and it will not be kept for longer than is necessary.

• No bank information will be kept on file at any time.

• Optimal Hockey Coaching Limited has appropriate measures to make sure that personal data is secure and protected against unauthorised or unlawful processing and accidental loss, destruction, or damage.

What information do we need?

All information is on the forms, e.g. names, address, emails, date of birth, medical information and emergency contact information to name a few. This is all relevant to the camps and sessions and for staff to keep in touch with parents and guardians to advertise camps or future events.

How long do we keep your personal information?

We will hold your personal data on our system for a minimum of six months and a maximum of twelve months except for our mailing list.  You can unsubscribe from our mailing list at any point by emailing Daniel Coultas on info@optimalhockeycoaching.com

Information may be required to comply with legal obligations such as compliance with tax requirements, financial figures for accountancy or in defense of legal claims

We will securely destroy all personal data and financial information once we no longer need it by shredding documentation.

Sharing of Personal information

This confirms Optimal Hockey Coaching Limited will never sell any personal data and all information is confidential and is only shared with staff working at the sessions. (i.e. medical information)

We also never share any information with any third parties for their own marketing purposes. 

Personal data and footage will be used for the following purposes:

• With our coaching team to ensure best practise and safety of the players and coaches (i.e. medical information)

• To enable staff to contact you in the case of a medical emergency or to discuss your booking

• To communicate with you regarding news, events coming up and activities at Optimal Hockey Coaching Limited

• To use on promotional material, for example, Optimal Hockey Coaching Limited website, Linkedin, X, Facebook and Instagram

• To aid player development and maximise their improvements through video analysis and feedback

• We must maintain our own accounts and records for Accountancy and taxable purposes 

Protecting your personal data

For all online payments we will use a recognised online secure payment system. 

Should there be a breach of personal data we will contact you immediately.

Payments for services

No financial information (bank details, credit card information etc.) are held by us or any other staff member at any time.

We may ask for your bank account details to process any refunds you may have requested. We will not keep any emails from you containing your bank details any longer than necessary.

Your rights

Under the GDPR, you have the following rights in respect of your personal data:

• To access your personal data held by Optimal Hockey Coaching Limited

• To be provided with information about how your personal data is processed by Optimal Hockey Coaching Limited

• To have your personal data corrected by Optimal Hockey Coaching Limited

• To have your personal data erased in certain circumstances by Optimal Hockey Coaching Limited

• To object or restrict how your personal data is processed by Optimal Hockey Coaching Limited

Review of Policy

Optimal Hockey Coaching Limited will review this terms and conditions agreement annually and reserve the right to change any area of the policy without sending out information to customers.