Health & Performance 3 Ltd (HP3) Conflict of Interest Policy

Effective Date: 8th December 2024
Review Date: December 2025
Applies To: All HP3 staff, contractors, and athletes.

1. Purpose

HP3 is committed to supporting and growing its coaching team and athletes while safeguarding the organisation’s intellectual property, reputation, and community trust. This policy establishes a framework for managing potential conflicts of interest transparently and fairly, ensuring alignment with HP3’s mission to deliver ethical, collaborative, and professional coaching services.

2. Definition of Conflict of Interest

A conflict of interest arises when an individual’s external interests or activities may:

  • Compromise their ability to perform their role objectively within HP3.

  • Misuse HP3’s intellectual property, resources, or confidential information for personal or external gain.

  • Undermine trust or fairness within the HP3 community.

Examples of Conflicts of Interest:

  1. Using HP3 training plans or resources to directly compete with HP3’s services.

  2. Recruiting HP3 athletes to external coaching businesses without disclosure.

  3. Offering competing services using HP3 branding or resources without prior approval.

3. Policy Principles

  1. Transparency and Trust:

    • Individuals must disclose actual, perceived, or potential conflicts promptly.

    • Disclosures will be handled confidentially and fairly to avoid unnecessary restrictions.

  2. Support and Growth:

    • HP3 encourages the professional growth of its team and athletes, including opportunities outside of HP3, provided these do not negatively impact the organisation or its community.

  3. Protection of Intellectual Property (IP):

    • HP3’s training plans, methodologies, tools, and resources are protected IP. They must not be altered, replicated, or used for external commercial purposes without written consent.

4. Disclosures and Procedures

  1. Required Disclosures:
    Individuals must disclose:

    • Employment with or ownership of other coaching businesses.

    • Athlete-coach relationships outside of HP3 that overlap with HP3 services.

    • Access to or use of HP3’s intellectual property for external purposes.

  2. Disclosure Process:

    • Submit a written disclosure to Head Coach within 14 days of becoming aware of the potential conflict.

    • Include details of the nature, extent, and potential impact of the conflict.

  3. Resolution Process:

    • HP3 will review disclosures within 14 days and outline any required actions.

    • Potential resolutions include written agreements clarifying boundaries, time commitments, or conditions for using HP3 resources.

  4. Consequences for Non-Disclosure:

    • Failure to disclose conflicts may result in:

      • Suspension of access to HP3 resources.

      • Termination of contracts or services.

      • Legal action for intellectual property infringement, if applicable.

5. Intellectual Property Protection

  1. Definition of IP:
    HP3’s intellectual property includes, but is not limited to:

    • Coaching methodologies, templates, and resources.

    • Training plans and performance data.

    • Branding, marketing materials, and digital content.

  2. Permitted Use of IP:

    • IP may only be used for activities directly related to HP3 services unless prior written consent is obtained.

    • Requests for external use of HP3 IP must be submitted in writing, detailing the intended use, audience, and duration. HP3 will respond within 14 days with approval, conditions, or refusal.

  3. Prohibited Use of IP:

    • IP must not be shared, sold, or replicated for commercial gain outside HP3.

    • Sharing IP with competitors or unauthorised parties is strictly prohibited.

6. Athletes Who Are Coaches

  1. Acknowledging Dual Roles:
    HP3 supports athletes who are also coaches and recognises the value they bring to the community.

  2. Conditions for Redistribution of Resources:

    • Athlete-coaches may redistribute HP3 resources under the following conditions:

      • No Alteration: Content must not be altered, edited, or modified in any way.

      • Proper Attribution: HP3 must be acknowledged as the original author, with wording such as: “This resource was originally developed by Health & Performance 3 Ltd (HP3).”

      • Non-Exclusive Use: Redistribution does not imply ownership or exclusivity of the resource.

  3. Prohibited Actions:

    • Redistribution for resale or paid offerings without prior written consent.

    • Misrepresentation of HP3 resources as original work or using them to compete directly with HP3 services.

  4. Collaborative Opportunities:

    • HP3 welcomes collaborations with athlete-coaches, including co-branded services or resource-sharing agreements, provided terms are agreed upon in writing.

7. Managing Potential Conflicts

  1. Conflict Resolution:

    • HP3 will handle all conflicts impartially, ensuring fairness and transparency.

    • Decisions will be documented and based on the principles outlined in this policy.

  2. Escalation Process:

    • If a dispute cannot be resolved internally, it may be escalated to:

      • Mediation with an independent third party.

      • Arbitration through a professional body or legal entity, if necessary.

8. Maintaining Fairness

  1. Balancing Growth and Protection:

    • HP3 will not impose unreasonable restrictions on staff, contractors, or athletes with external opportunities.

    • All decisions will aim to balance the interests of HP3 and the individual transparently.

  2. Feedback and Review:

    • HP3 welcomes feedback on this policy to ensure it remains fair and effective.

9. Monitoring and Review

  • This policy will be reviewed annually to align with evolving community dynamics and legal requirements.

  • Updates will be communicated to all stakeholders.

Signed: Tim Pigott
Date: 8th December 2024

Contact for Disclosures: info@hp-3.co.uk