Academy Policies.
The Rugby Buddy Academy
The Rugby Buddy Academy helps young players develop as rugby players and people. Our programme combines rugby coaching, mental skills, athletic development, and nutrition support in a positive, structured environment.
We work with players aged 11–18 and aim to create a safe, challenging, and enjoyable experience that helps each player grow in confidence, skill, and understanding of the game.
What the Academy includes
The Academy includes:
Weekly in-person coaching during school term time.
Rugby, mental skills, athletic development, and nutrition guidance.
A structured programme designed to support long-term development.
Additional home-based work and player responsibility between sessions.
Group sizes are kept within 30 players to give players quality coaching and individual attention. There will be a coach:player ratio of 1:15 max.
Membership and payments
The Academy runs as a 12-month programme from 1 September to 31 August.
New players must attend a trial session so we can place them in the right group.
Payment is made by monthly direct debit. A place is only confirmed once payment has been received. The number of sessions in each term will depend on the school calendar.
Players are reviewed during the year to check progress, engagement, and suitability for the programme. In some cases, we may decide that the Academy is no longer the right fit for a player.
Missed sessions and injury
If a player misses a session because of illness, injury, holiday, or another personal reason, that session cannot be refunded or made up.
If a player has a long-term injury, which we define as 6 weeks or more, we will discuss the best way forward with the family. This may include pausing or ending the membership. In those cases, one month’s written notice is required to cancel the direct debit, and we may ask for medical evidence.
If Rugby Buddy cancels a session, we will try to offer an alternative or rescheduled session where possible.
Player expectations
We expect all players to:
Listen to coaches and follow instructions.
Treat other players, coaches, and parents with respect.
Take part positively and behave safely.
Engage honestly with both the physical and mental side of the programme.
We reserve the right to remove any player whose behaviour is unsafe, disruptive, or harmful to others.
Our approach to coaching
We do not promise guaranteed results. Every player develops differently, and progress depends on commitment, attitude, and consistent effort.
Our role is to provide high-quality coaching, clear guidance, and a supportive environment that helps players improve. The rest depends on how each player applies what they learn.
Online mentoring
Some players may take part in online mentoring or 1:1 coaching sessions.
These sessions are normally for players aged 14–18 unless we agree otherwise in advance. All online coaching engagements are arranged with parents or guardians.
For players under 16:
A parent or guardian must be present during live online sessions.
Parents should monitor communications involving their child.
Any concerns about communication or conduct must be reported to us immediately.
Safeguarding and player welfare
We take safeguarding seriously. Every child should feel safe, respected, and listened to when taking part in Rugby Buddy activities.
Our coaches follow RFU safeguarding standards and relevant age-grade guidance. Where we work with clubs or schools, we also follow their safeguarding procedures.
Our safeguarding approach includes:
Safer recruitment and coach checks.
Appropriate coach training.
Clear boundaries and professional conduct.
Safe supervision during sessions.
Clear reporting procedures for concerns.
Respect for player privacy and family confidentiality.
Players are encouraged to speak up if something feels unsafe, unfair, or uncomfortable. Sharing personal information is always optional, especially in mental skills work.
Safety and risk management
We plan sessions carefully to reduce risk and keep players safe. This includes checking venues, equipment, weather, and session design before training starts.
We also manage:
Medical and injury information.
Contact and tackle progression.
Online session safety.
Supervision and arrival/collection procedures.
Appropriate use of physical contact where coaching or first aid requires it.
Parents and guardians must provide accurate medical information and make sure children wear appropriate clothing and footwear. Protective equipment such as gum shields is recommended where relevant.
Parents and guardians
Parents and guardians remain responsible for their child until the official start of the session and must collect their child promptly at the end.
For in-person sessions, parents must remain on site and in sight of the training area for the duration of the session, unless we have agreed something different in advance.
We also ask parents to support a positive environment by encouraging good behaviour, respect, and sportsmanship.
Photography, video, and privacy
We only use images or video with consent and follow safeguarding best practice. We do not use names with images where this is not appropriate, and any content used for coaching or promotion is handled responsibly.
We store personal data securely and only share it where necessary for safeguarding, support, or legal reasons.
Cancellations, changes, and termination
If a family materially breaches these terms, we may end membership immediately by giving written notice.
We may also withdraw or change the Academy if needed. If that happens, families will receive a refund for any services that have been paid for but not yet delivered.
Legal information
These terms are governed by English law, and any disputes will be dealt with by the English courts.
Rugby Buddy is operated by Charlie Hodgson, registered in England and Wales under number 16096270. Our registered office is Heritage Exchange, South Lane, Elland, HX5 0HG. You can contact us through the website contact form or by email at hello@rugby-buddy.com.