
Peter Dutton
Inner Strength Coaching
Policies and Procedures
Terms of Service
Gaming Minds provides mentoring and counselling services to young people using gaming and digital creativity as a platform. By engaging our services, you agree to the following terms:
1. Sessions are pre-arranged and tailored to individual needs. Changes or cancellations require at least 48 hours’ notice.
2. Payments are due prior to the commencement of sessions. Any missed or cancelled sessions without notice may be charged.
3. Gaming Minds reserves the right to adjust pricing and terms with appropriate notice.
4. All interactions are conducted professionally, with mutual respect between mentors and clients.
Safeguarding Policy
At Gaming Minds, safeguarding is our top priority. We ensure the safety and well-being of young people by:
1. Adhering to strict guidelines for reporting concerns.
2. Training all staff and mentors in safeguarding practices.
3. Ensuring all team members undergo enhanced DBS checks before working with clients.
4. Offering a clear reporting structure for any issues raised during sessions.
Complaints Policy
We aim to deliver exceptional services but recognise that issues may arise. Our complaint process ensures that every concern is taken seriously:
1. Contact us via email or phone with details of your complaint.
2. Complaints are reviewed within five working days, and you will receive an initial response.
3. We aim to resolve issues promptly, with updates provided throughout the process.
Data Protection Policy
Gaming Minds is committed to safeguarding your privacy. We handle data in accordance with GDPR and other data protection laws:
1. Personal data is collected only to deliver services effectively.
2. Information is stored securely and accessed only by authorised personnel.
3. Data will not be shared with third parties without prior consent.
4. Clients can request access to their data or request its removal anytime.
Behaviour Policy
To maintain a respectful and productive environment, all participants must adhere to the following behaviour guidelines:
1. Respect all participants and mentors during sessions.
2. Avoid inappropriate language or behaviour.
3. Disruptive actions may lead to session termination without a refund.
Equality Policy
Gaming Minds is committed to providing equal opportunities for all. We do not tolerate discrimination based on race, gender, disability, or any other characteristic. Our services are inclusive, promoting respect and diversity at all times.
Safer Recruitment Policy
We follow a robust recruitment process to ensure all staff are suitable to work with young people:
1. All candidates are subject to rigorous interviews, reference checks, and DBS clearance.
2. Training is provided to align staff with Gaming Minds’ values and safeguarding policies.
Online Safety Policy
As an online service, we prioritise the safety of young people in virtual environments:
1. All sessions are conducted via secure platforms and monitored for safety.
2. Personal information is never shared during sessions.
3. Parents/guardians are encouraged to supervise sessions where appropriate.
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• Fully trained and vetted staff.
• Safe, inclusive, and supportive environments for all clients.
• Transparent policies and consistent communication with families.
Group Sessions Terms of Service
When participating in group sessions, clients agree to the following terms:
1. Respect the privacy and opinions of all participants.
2. Follow session rules as set by the mentor.
3. Understand that sessions are recorded for quality and safety purposes.
Group Sessions FAQ
What is a group session?
A group session involves multiple participants engaging in activities led by a Gaming Minds mentor.
How are sessions structured?
Each session focuses on collaboration, skill-building, and emotional support using gaming or digital creativity.
What if I feel uncomfortable during a session?
After the session, you can speak privately with the mentor or contact our support team.
These policy drafts can be adjusted to reflect specific legal requirements or unique operational practices of Gaming Minds. Let me know if you’d like further refinement.
Reporting Structure for Mentors and Clients’ Parents
1. Initial Contact and Onboarding
• When a client joins Gaming Minds, parents/guardians will receive an introductory email or call outlining:
• The assigned mentor’s details (name, contact email, and availability).
• An overview of the program and session schedule.
• Key points of contact for support and concerns.
• Parents/guardians are encouraged to share relevant information about the young person to help mentors tailor their approach.
2. Ongoing Updates and Feedback
• Mentors will provide regular updates to parents/guardians via email or scheduled calls, typically every 4-6 weeks or after significant milestones. Updates will include:
• Progress in gaming/digital skills.
• Observations regarding emotional well-being and engagement.
• Any concerns or recommendations for additional support.
• Parents can request additional updates if needed by contacting the mentor or the Gaming Minds support team.
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3. Reporting Concerns (For Mentors)
If a mentor identifies a concern regarding the young person (e.g., safeguarding, behavioural issues, or emotional distress), they must:
1. Document the concern clearly and factually in Gaming Minds’ secure internal system.
2. Notify Gaming Minds’ Designated Safeguarding Lead (DSL) immediately.
3. The DSL will assess the concern and, if necessary, contact the parents/guardians directly within 24 hours.
4. In urgent cases, the DSL will also liaise with external safeguarding authorities or appropriate professionals.
4. Reporting Concerns (For Parents/Guardians)
If parents/guardians have a concern about their child’s experience with Gaming Minds or the assigned mentor, they should:
1. Contact the mentor directly to discuss minor issues or ask for clarification.
2. For more serious concerns, email the Gaming Minds support team or Designated Safeguarding Lead (DSL) at support@isc-wellbeing.co.uk.
3. Gaming Minds will acknowledge the concern within 1 working day and provide a resolution plan or update within 5 working days.
5. Emergency Escalation
• In urgent situations (e.g., a safeguarding emergency or immediate safety concerns):
• Mentors must report directly to the DSL and provide detailed information.
• Parents/guardians should call Gaming Minds’ emergency contact number: [Insert Emergency Contact Number].
6. Closure and Follow-Up
• After addressing a concern, Gaming Minds will:
• Provide parents/guardians with a summary of the actions taken.
• Offer resources or referrals for additional support if necessary.
• Conduct a follow-up check-in to ensure the issue has been fully resolved.
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