The Stretch Therapy UK Method
Policies & Procedures
A3.1 EQUALITY, DIVERSITY & INCLUSION POLICY
Organisation: Stretch Therapy UK
Version: 1.0
Publication Date: 23 July 2025
Review Date: January 2027
Policy Control: Annex B
Author: Alison Eitner, Director, Stretch Therapy UK
1. Purpose
This policy outlines Stretch Therapy UK’s commitment to promoting equality, diversity and inclusion (EDI) across all operations. We aim to foster an environment where every individual is treated fairly and with respect, regardless of background, ability, identity, or status.
2. Scope
This policy applies to:
All learners and participants
All staff, tutors, assessors, internal quality assurers
Contractors and volunteers
Third parties acting on behalf of Stretch Therapy UK
It applies to all aspects of our operations, including recruitment, enrollment, training delivery, assessment, internal quality assurance, and partnership working.
3. Definitions
Equality: Ensuring everyone has equal access and opportunities.
Diversity: Valuing and respecting individual differences.
Inclusion: Proactively creating environments that welcome and support participation by all.
Protected characteristics under the Equality Act 2010 include: age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, and sexual orientation.
4. Policy Statement
Stretch Therapy UK:
Values diversity as a strength
Promotes equal opportunity at all levels
Opposes all forms of unlawful discrimination, harassment and victimization
Embeds inclusive practices in all provision and communications
Acts in accordance with the Equality Act 2010 and CIMSPA standards
5. Responsibilities
Director (Alison Eitner): Overall accountability for EDI policy implementation
Tutors and Assessors: Must embed inclusive practices in all learning activities
Internal Quality Assurer (IQA): Ensures assessment and learning materials are non-discriminatory and accessible
Learners: Expected to treat others with respect and report concerns promptly
6. Procedures
6.1 Promoting EDI
All course materials are reviewed annually to ensure inclusive language and representation
Venues used are accessible or reasonable adjustments are provided
Learner inductions include an introduction to this EDI policy
6.2 Monitoring and Review
Learner demographics are monitored to identify any barriers to participation
Completion and success rates are reviewed by protected characteristic annually
Learner and staff feedback is collected to inform improvement actions
6.3 Responding to Discrimination or Harassment
Any allegations of discrimination or harassment must be reported to the Director
Investigations will follow the Complaints and Malpractice procedures
Outcomes may include mediation, disciplinary action, or adjustments to delivery
7. Reasonable Adjustments
Requests for reasonable adjustments due to disability or other protected characteristics are welcomed and must be considered without delay. See the Reasonable Adjustments & Special Consideration Policy for detailed procedures.
8. Training
All staff, tutors, and assessors will receive annual EDI training. New staff must complete induction training before undertaking any delivery or assessment duties.
9. Record-Keeping
All actions relating to EDI complaints, adjustments, or training will be recorded securely and reviewed as part of our quality assurance cycle.
10. Review and Monitoring
This policy is reviewed annually by the Director in line with organizational and regulatory developments. Learner and staff feedback, incident logs and equality data will inform updates.
A3.2 COMPLAINTS POLICY
Organisation: Stretch Therapy UK
Version: 1.0
Publication Date: 23 July 2025
Review Date: January 2027
Policy Control: Annex B
Author: Alison Eitner, Director, Stretch Therapy UK
1. Purpose
This policy outlines Stretch Therapy UK’s commitment to managing complaints effectively,
fairly, and transparently. It provides a clear process for learners, staff, or other stakeholders to
raise concerns and receive timely, respectful, and impartial responses. We use complaint data to
improve services and uphold high-quality standards in all aspects of delivery.
2. Scope
This policy applies to:
Learners enrolled in Stretch Therapy UK programs
Tutors, assessors, internal quality assurers (IQAs), and administrative staff
Partner organizations and members of the public
Complaints may relate to:
Course delivery or assessment
Conduct of staff or other learners
Access to services or accommodations
Facilities, resources, or administrative processes
3. Definitions
Complaint: A formal expression of dissatisfaction about a service, process, or conduct
Informal Resolution: A quick resolution to a concern raised without requiring a formal
investigation
Formal Complaint: A written concern that requires an investigation and written outcome
4. Policy Statement
Stretch Therapy UK:
Encourages the early resolution of concerns at the informal level wherever possible
Commits to responding to formal complaints promptly and impartially
Will not tolerate victimization of anyone raising a complaint
Will maintain confidentiality throughout the process
Will use complaint outcomes to improve provision
5. Responsibilities
Director: Oversees the complaints process and makes final decisions where required
Staff (including tutors, assessors, IQAs): Must escalate complaints they cannot resolve
to the Director
Learners and Stakeholders: Should raise concerns in a timely and respectful manner
6. Procedures
6.1 Stage 1: Informal Resolution
Individuals are encouraged to raise their concerns directly with the staff member involved
The issue should be resolved within 5 working days
If not resolved, or if the concern is serious, the complainant may move to Stage 2
6.2 Stage 2: Formal Complaint
Complaints must be submitted in writing (email or letter) to the Director within 10
working days of the issue arising
The complaint should include:
Name and contact information of the complainant
Clear description of the issue
Any supporting evidence or documentation
Desired resolution, if applicable
The Director will acknowledge receipt within 3 working days
An investigation will be carried out, which may include interviews with involved parties
and review of documentation
A written outcome will be provided within 10 working days of acknowledgment
6.3 Stage 3: Appeal
If the complainant is dissatisfied with the outcome, they may appeal by writing to the
Director within 5 working days of the Stage 2 decision
The Director will appoint an independent reviewer (not involved in the original decision)
A final written decision will be provided within 10 working days
The decision is final
7. Anonymous Complaints
Anonymous complaints will only be considered if they raise serious concerns about
safeguarding, malpractice, or safety. In such cases, they will be handled at the discretion of the
Director.
8. Monitoring and Learning
All complaints are logged and reviewed quarterly
Trends and recurring issues are discussed in Quality Review Meetings
Findings are used to inform staff training, process improvements, and policy updates
9. Confidentiality
All complaints are handled in accordance with our Data Protection Policy. Information is only
shared with individuals directly involved in handling or resolving the complaint.
10. Safeguarding Concerns
If the complaint relates to abuse, discrimination, or other safeguarding matters, the issue will be
escalated immediately to the Safeguarding Lead and handled under the Safeguarding and
PREVENT Policy.
A3.3 APPEALS POLICY
Organisation: Stretch Therapy UK
Version: 1.0
Publication Date: 23 July 2025
Review Date: January 2027
Policy Control: Annex B
Author: Alison Eitner, Director, Stretch Therapy UK
1. Purpose
This policy outlines the procedures by which learners or other relevant parties may formally
appeal decisions made by Stretch Therapy UK, particularly in relation to assessment outcomes or
other procedural judgments. The policy ensures that appeals are handled fairly, consistently, and
without bias, in accordance with Stretch Therapy UK values and external expectations including
CIMSPA standards.
2. Scope
This policy applies to:
Learners enrolled on any accredited Stretch Therapy UK program
Assessment decisions made by assessors or internal quality assurers (IQAs)
Decisions related to reasonable adjustments, special consideration, or disciplinary actions
3. Definitions
Appeal: A formal request to review or overturn a decision
Assessment Decision: Any judgment made regarding learner performance in coursework
or practical assessments
Independent Reviewer: A qualified individual not previously involved in the original
decision
4. Policy Statement
Stretch Therapy UK:
Recognizes the right of learners to appeal decisions that they believe to be unfair or
incorrect
Will ensure all appeals are considered thoroughly, fairly, and without prejudice
Will resolve appeals as promptly as possible and keep all parties informed throughout the process
Will maintain accurate records of appeals and use findings to improve processes
5. Responsibilities
Director: Has overall responsibility for managing and resolving appeals
Assessors/IQAs: Must cooperate fully with appeal investigations
Independent Reviewer: Ensures objectivity in cases where appeals escalate beyond the
original decision maker
Learners: Must follow the process and submit required documentation within stated
timeframes
6. Grounds for Appeal
Appeals may be submitted based on:
Belief that an assessment decision was biased or inconsistent
Administrative or procedural errors during assessment or review
Inadequate consideration of reasonable adjustments or mitigating circumstances
Disagreement with a disciplinary finding or sanction
7. Procedures
7.1 Stage 1: Informal Query
The learner should first speak to their tutor or assessor within 5 working days of receiving the decision
If the issue cannot be resolved informally, the learner may proceed to a formal appeal
7.2 Stage 2: Formal Appeal Submission
Appeals must be submitted in writing to the Director within 10 working days of the
decision being challenged
The appeal must include:
Learner’s full name and contact details
Details of the decision being appealed
Grounds for the appeal
Any supporting evidence
An acknowledgment will be sent within 3 working days
The Director will review the appeal and consult with relevant parties
A written decision will be issued within 10 working days
7.3 Stage 3: Independent Review
If dissatisfied with the outcome, the learner may request a final review by an independent reviewer
The request must be submitted in writing within 5 working days of receiving the Stage 2 outcome
The reviewer will consider all documentation and may request interviews or further
evidence
A final written decision will be issued within 10 working days
The decision is final
8. Confidentiality
All appeals are handled with strict confidentiality. Information is only shared with individuals
involved in the resolution of the appeal.
9. Monitoring and Reporting
All appeals are logged in the Appeals Register
The Director reviews appeal trends annually as part of the quality assurance cycle
Outcomes and lessons learned may inform assessor training, process updates, and policy changes
10. Related Policies
Complaints Policy
Reasonable Adjustments & Special Consideration Policy
Assessment Policy (if applicable)
Safeguarding and PREVENT Policy
A3.4 REASONABLE ADJUSTMENTS & SPECIAL CONSIDERATION
Organization: Stretch Therapy UK
Version: 1.0
Publication Date: July 23, 2025
Review Date: January 2027
Policy Control: Annex B
Author: Alison Eitner, Director, Stretch Therapy UK
Purpose
This policy outlines Stretch Therapy UK’s commitment to ensuring fair access to assessment and learning for all learners, particularly those with additional needs, temporary illness, or unforeseen circumstances. It defines the procedures for applying reasonable adjustments and requesting special consideration in line with best practice and regulatory expectations, including CIMSPA standards.
Scope
This policy applies to all learners undertaking accredited programs; all assessors, tutors, internal quality assurers (IQAs), and administrative staff; and anyone involved in decision-making regarding learner assessment and support.
Definitions
Reasonable Adjustment: A pre-planned change or accommodation to enable a learner with a permanent or long-term condition to access training and assessment without disadvantage.
Special Consideration: A post-assessment consideration given to a learner who has experienced an unforeseen temporary event (e.g., illness or personal trauma) that may have affected their performance.
Protected Characteristics: Attributes protected under the Equality Act 2010, including disability, gender, race, religion, and others.
Policy Statement
Stretch Therapy UK will ensure fair access to learning and assessment for all learners; make reasonable adjustments to accommodate long-term needs; consider requests for special consideration following unexpected short-term events; maintain the integrity of assessments while supporting individual needs; and handle all information with sensitivity, dignity, and confidentiality.
Responsibilities
The Director has final authority on approval of special consideration or complex adjustments.
The Lead IQA coordinates adjustments with tutors and assessors and ensures evidence is documented.
Tutors and assessors must identify potential needs early and refer appropriately.
Learners must disclose needs early and provide evidence where required.
Procedures
Requesting a Reasonable Adjustment: Learners should inform Stretch Therapy UK of any additional needs at enrollment or as early as possible. The request must be submitted in writing and include supporting evidence (e.g., medical diagnosis, educational psychologist’s report). The IQA will review the request and determine appropriate accommodations (e.g., extra time, adapted materials, use of assistive technology). Approval must be obtained before any adjustment is implemented. All decisions are documented and stored confidentially.
Types of Reasonable Adjustments may include extended time for assessments; use of readers, scribes, or assistive software; modified materials (e.g., large print, color contrast); and alternative methods of assessment where appropriate.
Requesting Special Consideration: Learners must submit requests within 5 working days of the assessment affected. Supporting documentation (e.g., doctor’s note, police report) must be provided. The Director will review the request and decide whether to accept the result as valid, offer a deferred assessment date, or allow resubmission without penalty. The learner will receive a written response within 7 working days.
Recording and Communication: All adjustments and decisions are recorded using a Reasonable Adjustments and Special Consideration Log. Staff involved in delivery or assessment will be informed on a need-to-know basis only. Adjustments must not affect the validity or reliability of assessment decisions.
Confidentiality
All personal and medical information is handled in accordance with the Data Protection Policy. Information is shared only with staff who require it to implement support.
Appeals
Learners dissatisfied with decisions may appeal via the Appeals Policy. Appeals must be submitted in writing within 10 working days of the decision being communicated.
Review and Monitoring
The effectiveness of this policy will be reviewed annually by the Director, including an audit of logs and outcomes. Feedback from learners and staff will be incorporated into updates.
A3.5 SAFEGUARDING & PREVENT POLICY
Organization: Stretch Therapy UK
Version: 1.0
Publication Date: July 23, 2025
Review Date: January 2027
Policy Control: Annex B
Author: Alison Eitner, Director, Stretch Therapy UK
1. Purpose
This policy sets out Stretch Therapy UK’s commitment to safeguarding all learners, staff, and stakeholders, particularly children, young people, and vulnerable adults. It also outlines our duties under the UK Government’s PREVENT strategy, which aims to stop individuals from becoming radicalized or drawn into terrorism.
2. Scope
This policy applies to:
All learners, regardless of age or background
All staff, including tutors, assessors, and internal quality assurers (IQAs)
Third-party contractors, visitors, or volunteers working on behalf of Stretch Therapy UK
It covers in-person and online delivery environments.
3. Definitions
Safeguarding: The proactive process of protecting individuals from abuse, harm, neglect, or exploitation
PREVENT: Part of the UK Government’s CONTEST counter-terrorism strategy. It aims to prevent individuals from being radicalized or supporting terrorism
Designated Safeguarding Lead (DSL): The person responsible for managing safeguarding concerns and referrals within the organization
Abuse: Can be physical, emotional, sexual, financial, or through neglect
4. Policy Statement
Stretch Therapy UK:
Has zero tolerance for any form of abuse, harm, or exploitation
Recognizes its legal and moral responsibility to safeguard everyone, especially children and vulnerable adults
Takes active steps to promote welfare, prevent harm, and respond to concerns quickly and effectively
Ensures all staff are aware of their safeguarding responsibilities
Integrates PREVENT principles into all training and learner engagement
5. Responsibilities
Designated Safeguarding Lead (DSL)
Alison Eitner, Director — StretchTherapyUK@gmail.com
Responsible for responding to safeguarding disclosures, making referrals, maintaining records, and ensuring staff training
All Staff Must:
Complete safeguarding and PREVENT training annually
Be aware of the signs of abuse, neglect, or radicalization
Report concerns immediately to the DSL
Maintain confidentiality and professionalism at all times
Learners:
Are expected to treat others with respect
Should report any safeguarding concerns they experience or witness
6. Procedures
6.1 Reporting a Concern
All safeguarding concerns must be reported to the DSL as soon as possible and no later than 24 hours after becoming aware of the issue
Concerns can be raised in person, via phone, or email
The DSL will document the concern using a Safeguarding Report Form and determine next steps, including whether a referral to external services is necessary
6.2 Responding to a Disclosure
Remain calm, listen without judgment, and do not promise confidentiality
Reassure the individual they have done the right thing in speaking up
Record the facts as stated using the person’s own words
Refer the case to the DSL without delay
6.3 PREVENT Responsibilities
All staff must be trained to recognize signs of radicalization (e.g., isolation, extremist views, sudden behavioral change)
Concerns about radicalization must be treated as safeguarding and reported to the DSL
The DSL may contact local PREVENT coordinators or Channel panels as necessary
6.4 Training
Mandatory safeguarding and PREVENT training is provided to all staff annually
New staff must complete training during induction
Training records are kept and reviewed as part of the quality assurance cycle
7. Safer Recruitment
All new hires who work directly with learners are subject to background checks (e.g., Enhanced DBS in England)
Interviews include safeguarding competency questions
Staff contracts and handbooks include safeguarding responsibilities
8. Online Safety
Online sessions must be delivered through secure platforms
Tutors must follow appropriate etiquette and professional boundaries when delivering remotely
Learners are briefed on digital safety during induction
9. Confidentiality and Record-Keeping
All records of safeguarding incidents are kept securely and accessed only by the DSL
Information is shared on a need-to-know basis only, in line with data protection and safeguarding legislation
10. Review and Monitoring
This policy is reviewed annually or sooner if required by legislation or serious incidents. Learner feedback, safeguarding trends, and DSL case reviews inform improvements to practice.
A3.6 MALADMINISTRATION & MALPRACTICE POLICY
Organization: Stretch Therapy UK
Version: 1.0
Publication Date: July 23, 2025
Review Date: January 2027
Policy Control: Annex B
Author: Alison Eitner, Director, Stretch Therapy UK
Purpose
This policy defines maladministration and malpractice and outlines how Stretch Therapy UK will identify, prevent, investigate, and respond to such incidents. It ensures that all training and assessment activities are carried out with integrity and that learners, staff, and stakeholders are held to the highest standards of conduct.
Scope
This policy applies to:
All staff, tutors, assessors, and internal quality assurers (IQAs)
All learners enrolled in Stretch Therapy UK courses
Any third-party contractors or partners delivering training or assessment on behalf of Stretch Therapy UK
Definitions
Maladministration: Any unintentional activity or practice that results in non-compliance with regulations (e.g., administrative errors, incorrect record keeping)
Malpractice: Any deliberate act or omission that compromises the integrity of assessment, the certification process, or the reputation of Stretch Therapy UK (e.g., cheating, falsification, collusion)
Reportable Incident: Any suspected or confirmed case of maladministration or malpractice that must be recorded and investigated
Policy Statement
Stretch Therapy UK:
Has zero tolerance for malpractice and takes all allegations seriously
Seeks to prevent maladministration through clear procedures and staff training
Will investigate all reported incidents fairly, promptly, and confidentially
Will act to protect the interests of learners, staff, and the awarding reputation of Stretch Therapy UK
Will comply with any external regulatory requirements, including CIMSPA’s expectations
Examples of Maladministration
Late or inaccurate learner registrations
Incorrect information on certificates
Failure to maintain accurate assessment records
Miscommunication of course requirements
Incomplete learner portfolios due to administrative oversight
Examples of Malpractice
Plagiarism or copying of work by learners
Assessors falsifying results or giving undue assistance
Staff or learners breaching confidentiality of assessment materials
Unauthorized access to secure examination materials
Intimidation of learners or staff to influence outcomes
Responsibilities
Director: Responsible for overseeing investigations and reporting outcomes
All Staff: Must report any suspected incidents promptly
Tutors and Assessors: Must follow procedures that minimize the risk of malpractice
Learners: Must adhere to assessment rules and act honestly at all times
Procedures
Preventing Incidents
All staff receive training on this policy during induction and annually
Tutors clearly explain assessment rules and expectations to learners
Learner declarations are collected confirming originality of work
Secure storage is maintained for all assessment materials and learner evidence
Reporting a Concern
Any suspected incident must be reported in writing to the Director within 5 working days of discovery
Reports must include:
Names of those involved
Description of the incident
Dates and supporting evidence
Investigation Process
The Director will acknowledge receipt within 3 working days
An investigation will be initiated, which may include:
Reviewing records and evidence
Interviewing those involved
Consulting IQAs or independent reviewers if necessary
A decision will be issued within 10 working days
Outcomes
Depending on the outcome, actions may include:
Dismissal of the allegation
Requirement for additional training
Withdrawal of learner results
Reassessment opportunity under supervision
Disciplinary action or removal from role/course
Appeals
Any party dissatisfied with the outcome may appeal in writing using the Appeals Policy within 5 working days of notification.
Record Keeping
All cases are logged in the Maladministration & Malpractice Register
Investigation reports and outcomes are stored securely for a minimum of 3 years
Records are available for audit or regulatory review upon request
Monitoring and Review
This policy is reviewed annually or sooner if significant incidents occur. Trends are analyzed during Quality Review Meetings and may lead to updates in training or procedures.
A3.7 DATA PROTECTION & CONFIDENTIALITY POLICY
Organization: Stretch Therapy UK Ltd
Version: 1.0
Publication Date: March 20, 2026
Review Date: January 2027
Policy Control: Annex B
Author: Alison Eitner, Director, Stretch Therapy UK
1. Purpose
This policy outlines how Stretch Therapy UK collects, processes, stores, and protects personal data in accordance with applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.
The policy ensures that all learner, staff, and stakeholder data is handled lawfully, securely, and transparently in line with CIMSPA and YMCA Awards requirements.
2. Scope
This policy applies to:
All learners enrolled on Stretch Therapy UK programs
All staff, tutors, assessors, and Internal Quality Assurers (IQAs)
All personal and sensitive data collected in relation to course delivery, assessment, and certification
3. Definitions
Personal Data: Any information that identifies a living individual
Sensitive Data: Data relating to health, identity, or other protected characteristics
Processing: Any activity involving data (collection, storage, use, sharing, deletion)
Data Controller: Stretch Therapy UK Ltd, responsible for determining how data is used
4. Policy Statement
Stretch Therapy UK is committed to:
Processing personal data lawfully, fairly, and transparently
Collecting data only for specified, legitimate purposes
Ensuring data is accurate and kept up to date
Retaining data only for as long as necessary
Storing data securely to prevent unauthorized access or loss
Respecting the rights of individuals regarding their personal data
5. Responsibilities
Director: Has overall compliance with data protection legislation and this policy
Tutors / Assessors / IQAs: Ensure data is handled securely and only used for intended purposes
Learners: Provide accurate information and respect confidentiality of others
6. Data Collection and Use
Stretch Therapy UK collects data including:
Learner registration details
Assessment records and outcomes
Communication records
Any relevant health or adjustment information (where disclosed)
Data is used for:
Course delivery and assessment
Certification and quality assurance
Communication with learners
Compliance with CIMSPA and YMCA Awards requirements
7. Data Storage and Security
Data is stored securely using password-protected digital systems and/or locked physical storage
Access is restricted to authorized personnel only
Reasonable technical and organizational measures are in place to prevent data breaches
8. Data Retention
Learner assessment and certification records are retained in line with awarding body and regulatory requirements
Data is securely deleted or destroyed when no longer required
9. Confidentiality
All personal information is treated as confidential
Information is only shared where necessary for legitimate purposes (e.g. quality assurance, certification, safeguarding)
No data is shared with third parties without lawful basis or consent, unless required by law
10. Data Subject Rights
Individuals have the right to:
Access their personal data
Request correction of inaccurate data
Request deletion where appropriate
Restrict or object to processing
Lodge a complaint with the Information Commissioner’s Office (ICO)
Requests must be submitted in writing and will be responded to within 30 days.
11. Data Breaches
Any suspected data breach must be reported immediately to the Director
Breaches will be investigated and, where required, reported to the ICO in line with legal obligations
12. Monitoring and Review
Data protection practices are reviewed annually as part of the quality assurance cycle
Any incidents or risks are recorded and used to inform improvements
13. Related Policies
Equality, Diversity & Inclusion Policy
Safeguarding & PREVENT Policy
Maladministration & Malpractice Policy
Appeals Policy
Complaints Policy
A3.8 CANCELLATION POLICY
Organization: Stretch Therapy UK Ltd
Version: 1.0
Publication Date: March 20, 2026
Review Date: January 2027
Policy Control: Annex B
Author: Alison Eitner, Director, Stretch Therapy UK
1. Purpose
This policy outlines the terms governing course bookings, cancellations, transfers, and refunds for all Stretch Therapy UK programs.
It ensures transparency, fairness, and consistency while protecting the operational viability of small cohort training delivery.
2. Scope
This policy applies to:
All learners enrolling in Stretch Therapy UK courses
All course bookings, deposits, and payments
All cancellations, deferrals, and transfer requests
3. Definitions
Cancellation: Withdrawal from a booked course
Transfer: Moving a booking to a future cohort
Refund: Return of fees paid, either partially or in full
Cohort: A scheduled course intake with limited participant numbers
4. Policy Statement
Stretch Therapy UK operates small, limited-capacity cohorts. As such:
Course places are allocated on a first-come, first-served basis
The deposit due on joining represents a commitment to attend the course
Cancellations and changes are subject to the terms outlined below
All decisions are applied consistently and recorded for quality assurance
5. Booking and Payment
A course place is secured upon receipt of a deposit to join (non-refundable where applicable) or full payment
Full course fees must be paid by the stated deadline provided at enrollment
Failure to complete payment may result in loss of the allocated place
6. Cancellation by Learner
More than 14 days before course start date:
No refund of deposit
Remaining balance (if paid) may be refunded or transferred
Within 14 days of course start date:
No refunds will be issued
Transfer may be offered at the discretion of the Director
Non-attendance:
Treated as a cancellation with no refund or transfer
7. Transfers (Deferrals)
One transfer to a future cohort may be permitted where:
Written notice is provided before the course start date
The request is made for valid reasons
Transfers are:
Subject to availability
Limited to one occurrence per booking
Required to be used within 12 months of the original course date
Additional transfers will not be granted except in exceptional circumstances
8. Cancellation by Stretch Therapy UK
Stretch Therapy UK reserves the right to cancel or reschedule a course due to:
Insufficient enrollment
Tutor illness or unforeseen circumstances
Events outside of reasonable control
In such cases, learners will be offered:
A transfer to a future cohort, or
A full refund of fees paid
9. Exceptional Circumstances
Consideration may be given for:
Serious illness or injury
Bereavement
Other significant unforeseen events
Requests must be supported with appropriate evidence and will be reviewed on a case-by-case basis.
10. Consumer Rights
This policy does not affect statutory rights under UK consumer law.
Where bookings are made online, learners may have a 14-day cooling-off period unless:
The course takes place within that period, and
The learner has agreed to waive this right
11. Record Keeping
All cancellations, transfers, and refund decisions are recorded
Records are reviewed as part of the quality assurance process
12. Related Policies
Complaints Policy
Appeals Policy
Data Protection & Confidentiality Policy
Maladministration & Malpractice Policy
A3.9 ARTIFICIAL INTELLIGENCE (AI) USE POLICY
Organization: Stretch Therapy UK Ltd
Version: 1.0
Publication Date: March 20, 2026
Review Date: January 2027
Policy Control: Annex B
Author: Alison Eitner, Director, Stretch Therapy UK
1. Purpose
This policy outlines the acceptable use of artificial intelligence (AI) tools within Stretch Therapy UK programs.
It ensures that AI is used to support learning while maintaining academic integrity, authenticity of assessment, and alignment with CIMSPA and YMCA Awards expectations.
2. Scope
This policy applies to:
All learners enrolled on Stretch Therapy UK courses
All forms of assessment, including written, practical, and case-based submissions
All AI tools (e.g. language models, content generators, analysis tools)
3. Definitions
Artificial Intelligence (AI): Software capable of generating content, analysis, or responses based on user input
AI-Assisted Work: Work that has been supported, edited, or generated using AI tools
Academic Misconduct: Submission of work that does not represent the learner’s own understanding or competence
4. Policy Statement
Stretch Therapy UK recognises that AI is an evolving tool within education and professional practice.
Learners may use AI to support their learning; however:
All submitted work must reflect the learner’s own understanding and competence
AI must not be used to generate assessment submissions that are presented as the learner’s own work
Use of AI must be transparent and declared where applicable
Practical competence and applied knowledge must always be demonstrated independently
5. Acceptable Use of AI
Learners may use AI for:
Clarifying concepts or terminology
Structuring ideas or planning responses
Supporting revision and study
Generating practice questions or examples
6. Unacceptable Use of AI
The following are not permitted:
Submitting AI-generated work as original learner work
Copying or minimally editing AI outputs for assessment submission
Using AI in a way that bypasses learning or assessment requirements
Misrepresenting AI-assisted work as entirely self-produced
7. Declaration of AI Use
Learners may be required to declare the use of AI in written assessments
Failure to declare significant AI use may be treated as academic misconduct
8. Assessment Integrity
All assessments are designed to evaluate applied knowledge and practical competence
Tutors and assessors may question learners to confirm understanding
Work that cannot be clearly attributed to the learner’s own knowledge may be rejected
9. Malpractice and Misconduct
Misuse of AI will be treated under the Maladministration & Malpractice Policy and may result in:
Assessment being voided
Requirement to resubmit work
Disqualification from the course in serious cases
10. Responsibilities
Director: Ensures this policy is implemented and aligned with awarding body expectations
Tutors / Assessors / IQAs: Monitor assessment integrity and identify potential misuse
Learners: Use AI responsibly and ensure all submitted work reflects their own competence
11. Monitoring and Review
AI use and its impact on assessment integrity will be reviewed annually
The policy will be updated in line with sector guidance and technological developments
12. Related Policies
Maladministration & Malpractice Policy
Assessment Policy
Appeals Policy
Data Protection & Confidentiality Policy