Complaints & Disciplinary Procedure
Llandudno Karate aims to provide a safe, positive and professional environment for all participants, parents/carers, coaches and volunteers.
We recognise that concerns or disagreements may occasionally arise. Where possible, we encourage concerns to be raised early so that they can be understood and resolved fairly and proportionately.
This procedure covers general complaints and breaches of club rules or Codes of Conduct.
Safeguarding concerns are dealt with separately under our Safeguarding & Child Protection Policy.
1. Raising a Concern Informally
Many concerns can be resolved quickly through an informal conversation.
Where appropriate, participants or parents/carers are encouraged to raise minor concerns with the relevant coach or Head Coach.
Coaches should not be approached during a training session, competition or while actively supervising participants where this would interfere with their responsibilities.
A suitable time can instead be arranged to discuss the matter.
There is no requirement to attempt informal resolution where the matter is serious or where the person raising the concern does not feel comfortable doing so.
2. Making a Formal Complaint
Where a concern cannot be resolved informally, or where the matter is sufficiently serious, a formal complaint should be submitted in writing to Llandudno Karate.
The complaint should include, where possible:
The name and contact details of the person making the complaint.
A clear description of the concern.
Relevant dates, times and locations.
The names of anyone involved.
Details of any witnesses.
Any relevant supporting information.
The outcome or resolution being sought.
Complaints should be made as soon as reasonably possible after the matter concerned.
3. Safeguarding Concerns
A complaint involving the safety or welfare of a child or young person will be dealt with under the club's Safeguarding & Child Protection Policy rather than solely through this complaints procedure.
Safeguarding concerns should be reported to the Club Welfare Officer.
Where a child is in immediate danger, call 999.
4. Considering a Complaint
The club will consider complaints fairly and objectively.
Depending on the nature of the complaint, this may include:
Speaking with the person making the complaint.
Speaking with the person who is the subject of the complaint.
Speaking with relevant witnesses.
Reviewing relevant records, communications or other information.
Seeking advice from the club's governing body or another appropriate organisation.
The extent of any enquiries will be proportionate to the seriousness and complexity of the matter.
Everyone involved is expected to cooperate appropriately and provide information honestly.
5. Confidentiality
Complaints will be handled as sensitively and confidentially as reasonably possible.
Information may need to be shared with individuals involved in considering or responding to the complaint.
Absolute confidentiality cannot therefore be guaranteed.
Information will not be shared more widely than is reasonably necessary.
6. Possible Outcomes
Following consideration of a complaint, the club may determine that:
No further action is required.
Advice, clarification or an apology is appropriate.
An informal reminder of expected standards is appropriate.
A formal warning should be issued.
Additional supervision, training or conditions are required.
A participant should be removed from a particular session, event or activity.
A temporary suspension is appropriate.
Membership should be terminated.
A coach or volunteer should be suspended or removed from their role.
The matter should be referred to the relevant governing body or another appropriate organisation.
The action taken will depend upon the nature, seriousness and circumstances of the matter.
Serious misconduct may result in immediate suspension or termination without previous warnings.
7. Disciplinary Action
Llandudno Karate may take disciplinary action where a participant, parent/carer, coach or volunteer:
Breaches the club's Codes of Conduct or rules.
Behaves in a manner that places another person at risk.
Engages in bullying, harassment, threatening or discriminatory behaviour.
Seriously or repeatedly disrupts training or club activities.
Behaves in a manner considered seriously detrimental to the club, its members or its reputation.
Fails to comply with reasonable instructions relating to safety or conduct.
The club is not required to follow a fixed sequence of warnings before taking action.
The response will be proportionate to the circumstances and seriousness of the conduct.
8. Temporary Suspension
Where a matter is sufficiently serious, the club may temporarily suspend an individual's attendance, membership, coaching duties or involvement in club activities while the matter is considered.
A temporary suspension is a precautionary measure and does not necessarily indicate that a final decision has been reached.
9. Decisions
Where formal disciplinary action is taken, the individual concerned will normally be informed of:
The decision.
The reason for the decision.
Any action being taken.
Any relevant conditions or duration.
Whether an opportunity for review or appeal is available.
Decisions concerning children and young people will normally be communicated to their parent or carer as appropriate.
10. Review and Appeals
Where a formal warning, suspension, termination of membership or removal from a club role has been imposed, the individual may request that the decision is reviewed.
A request for review should be made in writing within 14 days of the decision and should explain the reasons why the individual believes the decision should be reconsidered.
Where reasonably possible, the review will involve someone who was not principally responsible for the original decision.
The review may uphold, vary or overturn the original decision.
Where a matter falls within the jurisdiction of the club's governing body, any further right of appeal or escalation will be determined by the applicable governing-body procedures.
11. Complaints About the Head Coach
Where a complaint concerns the Head Coach and it would not be appropriate for the Head Coach to determine the matter personally, the club will seek an appropriate independent person to consider or review the complaint.
Depending upon the circumstances, this may include another senior club official or an appropriate representative of the club's governing body.
Where the complaint raises a safeguarding concern, it should be reported directly to the Club Welfare Officer or appropriate governing-body safeguarding lead.
12. Unreasonable or Abusive Complaints
Everyone has the right to raise a genuine concern or complaint.
The club will not disadvantage someone simply because they have made a complaint in good faith.
However, threatening, abusive or discriminatory communication, deliberate harassment, knowingly false allegations or repeated complaints which have already been fully considered may themselves be addressed under the club's Codes of Conduct.
13. Records
Appropriate records of formal complaints and disciplinary decisions will be retained securely.
Information will only be retained and accessed where there is a legitimate reason to do so and will be handled in accordance with applicable data-protection requirements.
14. Related Policies
This procedure should be read alongside:
Safeguarding & Child Protection Policy.
Rules, Dojo Kun & Codes of Conduct.
Anti-Bullying Policy.
Equality and Inclusion Policy.
Other applicable Llandudno Karate and governing-body policies.
Policy last reviewed: October 2026
Next scheduled review: October 2027