Prowess Communications Policy

The key to any good relationship is communication; just ask a sea of inspirational memes on LinkedIn! That is why, with coaching sessions with Prowess, communication is key.

However it can be difficult to maintain a professional relationship and not drift into personal relationships. With adults, this is less of an issue but with under-18s, keeping communication transparent and appropriate is essential.

This document lays out the policy for communications between you (the client), anyone under your charge (for example, your child) and staff at Prowess (which, at time of writing, consists of one staff member: Pete Edwards). It is designed to protect both you and to provide some boundaries for what is classed as appropriate to contact Prowess. 

Some Geographical Context

Prowess is based in Llanberis, Gwynedd; a small, rural community with an incredibly strong climbing community. As such, there are some specific considerations that should be stated, relevant to communications.

With Llanberis being such a small geographical area, it is common to see me around the area. Indeed, it is not unknown for clients to pass by my house! This is merely due to the condensed nature of the local area.

This should be considered when reading this document. While every effort is taken to separate personal and professional lives, the line becomes incredibly blurred and discretion should be used by anyone attending a Prowess session/course.

Methods of Communication

There are multiple methods of contacting me. I have two preferred options:

• Email via [email protected]
• WhatsApp via +44 7792 854 863

I am also regularly contacted via multiple other methods, including but not limited to: Facebook; Instragram; LinkedIn; Spond; text message; phone call; and in person, in various locations.

I am generally happy to communicate in your chosen medium although please ask that, where possible, please use my chosen methods above.

Group chats (such as for the Performance Squad) will be conducted via WhatsApp.

Please note that this is my only phone number (both personal and business) but this is not my personal email address. If you do have my personal email address, please change to [email protected]

Contact with Under-18s

Contact with under-18s is slightly more complicated. I am acutely aware that I have published my contact details freely on the internet, meaning anyone is able to contact me.

Therefore, I will continue to use WhatsApp and Email for correspondence with ALL clients.

HOWEVER for under-18s, any direct communication with ONLY be done through a group chat that includes a parent or guardian. For example, invited under-18s who are part of the Performance Squad are welcome to join the WhatsApp group chat (even actively encouraged, in order to take responsibility) but ONLY if they have a designated parent/guardian included as well.

Prowess reserves the right to send any direct messages from under-18s to the appointed parent/guardian.

Inclusivity

We are living in a time where it is easy to offend people. There is much diversity in society, with each of us having different standards as to what they deem ‘acceptable’ or ‘offensive’.

This relates to any communication that occurs between staff at Prowess and anyone on a session/course in the language we use, how we conduct ourselves and more.

Therefore, Prowess has a dedicated Approach to Inclusivity document.

A Quick Word on Transport

This document is not a transport policy but I will quickly include a comment.

Prowess is NOT insured or registered to transport clients to or from any given session. This includes transporting under-18s.

‘A lift’ will ONLY be offered when there is deemed greater risk were the person to be left on their own.

Some Examples of Inappropriate Contact

As stated, it can be difficult to separate personal and professional lives, here in North Wales. However, there are occasions where the line is clearly crossed.

One example is my personal social media accounts. I kindly ask that you do not request a connection on any of my social media accounts (such as Facebook) although many of my accounts are indeed public, which you are free to follow. Any such requests will be left in limbo, such that repeat requests cannot be sent.

Another is my home. I kindly ask that you do not attempt to visit my home address without prior arrangement.

Please feel free to come and talk to me if you see me in public but I do reserve the right to be asked to privacy and that this request be respected.

Should I Have a Problem

While I certainly hope that it never comes to this – and at time of writing, there have been no issues – if there are any communications issues, a ‘caution’ will be issued. This should not be considered a particularly serious instance, more an indication of the line being crossed, either intentionally or unintentionally.

Should there be a repeat, a ‘warning’ will be issued. This is more serious and should be carefully heeded.

A third instance will result in termination of Prowess sessions. Depending on the seriousness of the situation, a ban from future sessions may be issued. In this event, no refunds will be issued.

It may be the case that there are deeper issues at hand and it may be that we are able to resolve issues with a third party/mediator. In which case, someone will be provided. In the case of under-18s, a counsellor/therapist may be offered.

In extreme situations, Prowess reserves the right to take legal action.

Should You Have a Concern

Prowess is the smallest of small organisations; there is one member of staff. As such, raising concerns could be either very straightforward or remarkably difficult.

Nevertheless, if you have any concerns, your first port of call should be to contact [email protected] with an explanation of your issue. Any issue will be considered fully.

If you do not feel that this is appropriate, Prowess works in partnership with the BMC and you can direct your concerns there. You contact is the BMC Safeguarding Manager, Helen Murphy whose email is [email protected] and whose phone number is 0161 438 3305. More information can be found on the BMC website here.