Although most are freelance, for the purpose of this policy, all teachers, managers, assistants, or other people occupying the studio in a professional capacity, representing Every Body Studio, will be referred to as “staff”.

1. Purpose Statement

Every Body Studio’s Code of Conduct applies to all staff at Every Body Studio, regardless of how often they complete work for the studio. This Code of Conduct is intended to provide specific standards to cover most situations encountered by staff members. Its primary goal is the welfare and protection of our students, staff, yoga community, and the public. It articulates the ethical standards that Every Body Studio staff must follow.

The Code of Conduct is intended to elevate the professionalism and integrity of all staff members by adopting uniform standards for behaviour, while recognising the diversity of the many traditions of the teaching and practice of yoga. All staff also bear a responsibility to act as ambassadors for Every Body Studio in terms of their general conduct both within and outside the organisation. This policy outlines the responsibilities of staff working for Every Body Studio. All staff members are required to follow the Every Body Studio Code of Conduct.

2. Teaching & Relationships

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Conducting a class

When conducting a class, the teacher’s responsibility is to keep everyone, themselves and the building safe. This is done by creating a safe and inclusive environment, as well as following the health and safety procedures. These procedures include:

• Making sure you arrive at least 10 minutes before the start of class

• Opening the door 15 minutes before a class and closing it 5 minutes into the class (the studio assistant can support with this if on duty)

• Ensuring the stair light remains on at all times

• Having a maximum of 1 candle or incense burning at any one time

• Ensuring only staff and renters enter the kitchen by providing hot and cold water in the reception

• Never accepting cash payments

• Making sure that classes do not run over time

• Not leaving students in the studio alone

Zoom

• Please set up zoom ahead of time (5-10m before class starts) - instructions are in the basket by the iPad

• In-person clients are a priority, but please check that those online are able to hear you

• Students joining online should be automatically muted; they (or you) will need to unmute them to speak or use the chat box function

• If there is a problem with Zoom, let the studio assistant (or one of the Katies) know so they can contact those that are booked in

Inclusion

Every Body Studio is an inclusive, safe space where people can practise free from judgment. On top of the anti-discrimination policy, there are many ways that staff members should include students, as outlined below.

• Make sure you are aware of anyone's injuries/health conditions and offer variations. If you are unaware of how to modify for these clients, please ask them to:

• Stop if they feel pain

• Remain within their own bodies' capabilities on that day

• Tell you if there’s anything you can do/do differently to include them better Please contact Katie Gordon or Katie McNeil for more information if necessary.

• Offer variations for differing abilities

• Consider the language you use when teaching. Everyone's practice will vary, and we don’t want to single anyone out or use exclusive language. Please don’t use descriptions of poses as ’advanced’, ‘the full expression’ or similar. Please use invitational language.

Sometimes, people with disabilities contact us about whether they can join classes. We will contact you beforehand to see if you feel comfortable teaching students with specific disabilities; please let us know if this is beyond what you can offer, and we will find an alternative offering for the student.

There are two chairs in the studio that we can offer to students who would like to practise with or on a chair. You can also offer students to practise next to the wall or bars for support.

As a teacher at Every Body Studio you are expected to teach and support your students in alignment to our studio ethos:

“Supportive & non-judgemental FRIENDLY. INCLUSIVE. ACCESSIBLE”

Every Body Studio is a body-positive and supportive yoga and movement studio. Yoga studios and other wellness settings are often intimidating, but we are devoted to making a different kind of space - virtually and in-person - that is rooted in inclusion. A space which embraces and encourages diverse practices, bodies and people.

We aim to make our classes as accessible, our space as welcoming and our practice, whether it be yoga, barre, pilates or anything else, as fun as possible. As a teacher it is your responsibility to ensure that our studio ethos comes through to your students. Our list of do’s and don’t’s provide some key examples of what this means as a teacher at EBS:

Do:

• Use invitational language. Words like, “could”, “maybe”, “might”, “perhaps” are all invitational.

• Use phrases like “I invite you to”, “if you would like to join me in…”

• Teach with variations, not modifications. Encourage students to choose what feels right for them. Provide variations instead of "fixing" or correcting movement.

• Offer options throughout the class NOT corrections.

• Offer hand-on assistance ONLY if you’ve explained the option and received clear, explicit and ongoing consent (verbally or through the studio consent token system, if used).

Don’t:

• Refer to any pose/posture as ‘better’ than another. Don’t refer to the most complex option as being better than any other variation. Don’t use language like “full expression of the pose” or “the easiest/hardest option” or “the most advanced option is …”

• If you are demonstrating, don’t always demonstrate the most complex option

• Call out specific individuals within class

• Make assumptions about what a student can or can’t do based on their physical appearance.

• Use language that implies certain bodies or movements are better, more desirable, or more correct than others (such as “flatten your belly/suck your belly in”, “this is a great way to get a six-pack”)

Student-teacher relationships

We know that teachers can have great friendships with their students. However, as students are paying clients when they are in the studio or online, boundaries are required to make everyone feel safe and happy, including yourselves:

• Treat all students equally, whether they are a close friend or someone new to the studio, everyone should feel welcome and included

• Don’t take photos during the class. No exceptions

• Teachers shall avoid any relationship with a student that exploits the student in any way, or that may be used for the teacher’s personal benefit. Any romantic or sexual relationships with a student must be disclosed to Katie Gordon.

• Teachers shall not engage in harassment, abusive words or actions, or exploit students

• Teachers recognise that the teacher-student relationship involves a power imbalance

• The relationship between a yoga teacher and a student is based on trust. To establish and maintain that trust, teachers must be polite, considerate, and honest in their interactions with their students

• Teachers should practise good communication with their students. This involves listening attentively to their students; respecting their point of view, beliefs and culture; and teachers should not allow their beliefs and values to adversely influence their relationship with their students. Teachers shall avoid imposing their personal beliefs on their students

• If a student’s opinions seriously impede the process of receiving yoga, then a teacher may end the teaching relationship. Please contact Katie Gordon who can facilitate this relationship termination.

• Teachers shall not exploit the trust of students and their potential dependency but rather, encourage students to find greater inner freedom and agency in their practice

• Any hands-on adjustments to students must only be done with full informed, enthusiastic, ongoing and explicit consent

Supporting Students

Students may come to classes for support, education as well as to move their bodies. At Every Body Studio, staff members are there to answer questions but also to signpost people to the right resources or services when the questions fall outside our scope of practice. You may not know the answers, which is completely fine, but it’s great to have places to send students. Staff members must use the following guidelines when answering questions which fall out of your scope of practise:

• Answer any questions about the studio, or contact Katie Gordon or Katie McNeil, and they will follow up. You can pass on the studio email address, hello@everybodystudio.co.uk

• Guide students to resources that may be suitable, E.g. Oxford charities such as Mind or ask them to email the studio - we can always share resources. If you are unsure, please see our poster of resources and signposting.

• It is your responsibility to remain within your scope of practice: we are not doctors, physiotherapists or therapists. Do not offer advice if you don’t have specific training and relevant legal insurance. Teachers shall not recommend treatment, diagnose a condition, or suggest that a student disregard medical advice. Teachers shall refer their students to medical doctors or complimentary licensed professionals when appropriate.

3. Personal (Business) Responsibilities

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Financial Practices

Teachers will seek to:

• Comply with all legal and business requirements that apply to their personal business

• Ensure all advertisements relating to the benefits of yoga are accurate, fair, and not misleading

• Treat other teachers, assistants, students, and other wellness businesses fairly, transparently and honestly in the course of all business dealings

• Work within Every Body Studio’s booking system and financial framework

Professional Growth & Continuing Education

Teachers shall maintain and improve their professional knowledge and competence, strive for professional excellence through regular assessment of their personal and professional strengths and weaknesses, and through continued education and training. Teachers shall stay current with new developments in yoga through practice and study. Every Body Studio will sometimes run CPD courses; teachers will be offered a discount if they would like to attend these courses.

Sickness Procedure

If you are unable to provide the services you have arranged to deliver due to illness or injury, you shall notify Katie Gordon as soon as reasonably practicable, preferably at least 48 hours before the delivery is scheduled. Undelivered services will not be paid, therefore, please remove these from any invoices.

Use of Social Media

Staff members are not authorised to post content on Every Body Studio’s social media pages unless previously authorised to do so by management. Should a staff member be authorised to post on these forums, they should follow the direction and format given by Every Body Studio management.

Staff members may associate themselves with Every Body Studio when posting on personal (business) social media accounts however, they must clearly brand their online posts as purely their own. Every Body Studio will not be held liable for any repercussions the staff members’ content may generate. In addition, dishonourable content posted by a staff member, such as anything offensive (in particular toward a protected characteristic), will not be tolerated and may be grounds for dismissal. Any content with direct relation to Every Body Studio that is posted by a staff member must not contain content which may bring the company’s reputation into question.

Leaving Procedure

Although staff members are freelance, Every Body Studio encourages fair and honest treatment, and in return expects the same values. Therefore, Every Body Studio commits to providing 6 weeks notice when terminating a contract, and expects the same in return from Staff members. These periods of notice will not apply if a staff member is dismissed on the grounds of inefficiency or if the dismissal is the result of disciplinary proceedings.

4. Policies and Law

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Disciplinary & Dismissal Policy

Every Body Studio’s Disciplinary Procedure will be used only when necessary and when informal and/or formal counselling and other practices have failed to resolve matters.

Pre-Disciplinary Action

1. Suspension

   Suspension is not intended as disciplinary action; rather it is used to remove a member of staff from the workplace to facilitate a “cooling down period” and to prevent influencing by either party. An employee who has been suspended from duty will receive written confirmation within three days outlining:

   a. The reason for the suspension

   b. The date and time from which the suspension will operate

   c. The timescale of the ongoing investigation

   d. The right of appeal to the studio manager/owner should the suspension last more than 2 weeks

   e. Any relevant payment arrangements for missed services

2. Counselling with management

   The purpose of counselling is to correct a situation without using disciplinary procedure. If required, the employee must be given clear guidelines as to:

   a. What is expected in terms of improving shortcomings in conduct or performance

   b. The time scales for improvement

   c. When this will be reviewed

   d. The action that will be taken should there be failure to improve

Warnings

A verbal warning is appropriate when it is necessary for the manager in charge to take immediate action against an employee for any minor misconduct.

A first written warning is appropriate when;

• A verbal warning has not been heeded and the misconduct is either repeated or performance does not improve as previously agreed

• An offence is of a more serious nature for which a written warning is more appropriate

• The recurrence or accumulation of an offence, if ignored, will lead to more severe disciplinary action

Two first written warnings will be issued and held on file before a final written warning is issued.

Minor Misconduct

The following misconduct will not be permitted by any employee of Every Body Studio:

• Persistent lateness and poor time-keeping

• Absence from work, including going absent during work, without valid reason, notification and authorisation

• Smoking within unauthorised areas

• Failure to work in accordance with prescribed procedures

• Incompetence

• Unreasonable standards of dress or poor hygiene

• Failure to observe Every Body Studios’s regulations and procedures

• Failing to accurately record sales and giving away products for free without authorisation from management

Gross Misconduct

The following misconduct is considered gross misconduct and will not be permitted by any

employee of Every Body Studio. Should any gross misconduct occur, a final warning or dismissal may be warranted.

• Theft, including unauthorised possession of Every Body Studio property

• Breaches of confidentiality, prejudicial to the interest of Every Body Studio

• Being unfit for duty because of the misuse/consumption of drugs or alcohol

• Breach of confidentiality/security procedures

• Physical assault, breach of the peace or verbal abuse

• False declaration of qualifications or professional registration

• Failure to observe Every Body Studio’s rules, regulations or procedures

• Wilful damage of property at work

• Incompetence or failure to apply sound professional judgement

• Bribing or attempting to bribe another individual, or personally taking or knowingly allowing another person to take a bribe

Dismissal is appropriate when;

• A staff member’s behaviour is considered to be gross misconduct as previously defined

• A staff member’s misconduct has persisted, exhausting all other lines of disciplinary procedure

Anti-discrimination Policy

As a studio, we are committed to anti-discrimination and anti-racism. We are doing our part to actively include people no matter their race, class, ethnicity, gender, sexuality, background and other identifying factors. All staff must agree to follow the anti-discrimination policy, and put into action what you’ve learned on any inclusion training you have attended with regards to cultural appropriation, language and more.

Anti-bullying and Anti-retaliation Policy

Every Body Studio takes bullying and harassment of any kind seriously and wants to make sure you feel safe and happy to teach at EBS. All staff members must read and agree to the EBS anti-discrimination and harassment policy. This policy also outlines the prohibition of any retaliation against those who have raised concerns.

Anti-Sexual Harassment Policy

Every Body Studio believes that sexual harassment is unacceptable, undermines the dignity of an individual, is morally wrong, unlawful and has a detrimental impact on individuals and for the studio. Sexual harassment is unethical, and unprofessional and undermines Every Body Studios' organisational values and aims of creating a friendly, accessible and inclusive movement studio. For these reasons, Every Body Studio takes a zero-tolerance approach to sexual harassment. All staff members must read and agree to the anti-sexual harassment policy.

Safeguarding Policy

Every Body Studio is committed to protecting children, young people and adults at risk, who attend classes and events held at Every Body Studio and to protect the teachers at the studio. Every Body Studio is committed to creating and maintaining a safe and positive environment, and we accept our responsibility to safeguard the welfare of all adults at risk, children and young people who attend the studio in accordance with the Care Act 2014.

All staff members must read and agree to the EBS Safeguarding policy. This policy also outlines the safeguarding procedures to follow.

Health & Safety Policy

Katie Gordon has overall and final responsibility for health and safety with Every Body Studio, as well as day-to-day responsibility for ensuring this policy is put into practice alongside all staff members.

All questions regarding health and safety in Every Body Studio premises should be directed to Katie Gordon in the first instance.

Arrangement for General Policy

Every Body Studio has processes and procedures in place to maintain a safe working place environment for both customers and staff members. When you start work with us you will receive a health and safety induction and be introduced to all safe practices.

Risk Assessment

All relevant risk assessments for your place of work can be found on site in the health and safety folder, these will all be emailed to you when you begin. You are responsible for reading these assessments, if you need help understanding these please contact Studio Management.

Health and Safety of the Individual Staff Member

The Health and Safety at Work Act requires each staff member 'to take reasonable care for the Health and Safety of himself and of other persons who may be affected by their acts and omissions' and co-operate with management to enable management to carry out their responsibilities under the Act.

Employees have equal responsibility with Every Body Studio for Health and Safety at Work. The refusal of any staff member to meet their obligations will be regarded as a matter to be dealt with under the Disciplinary Procedure. With a continuing problem, or where an employee leaves themselves or other individuals open to risk or injury, it is classed as Gross Misconduct and will be dealt with accordingly.

Data Protection Law

All staff shall act within the remit Data Protection law, and the Safeguarding Policy. Data protection law allows you to share information when required to identify children and vulnerable at risk of harm and to safeguard them from harm. Data protection law doesn’t prevent you from doing this. It simply helps you to share information in a fair, proportionate and lawful way.

Teachers and studio assistants shall respect and protect the welfare of all of their students or clients. Teachers shall keep all personal information disclosed by their students or clients strictly confidential.

Teachers shall not disclose personal information belonging to a student or client except

(a) to comply with the law or the order of a court;

(b) to prevent bodily harm or danger to the client or to others; or

(c) where the information has already been disclosed to the public.

All discussions among teachers concerning students or clients shall be conducted in secure,

non-public environments. If something is disclosed to you that you are concerned about regarding safeguarding, please refer to the safeguarding policy and refer this to the studio manager or owner.

Equality & Diversity Policy

The Equality and Diversity Policy is dedicated to encouraging a supportive and inclusive culture amongst the whole environment at Every Body Studio.

It is within our best interest to promote diversity and eliminate discrimination in the studio. Our aim is to ensure that all individuals are given equal opportunity and that our organisation is representative of all sections of society. Each staff member will be respected and valued and able to give their best as a result. This policy reinforces our commitment to providing equality and fairness to all in our employment and not provide less favourable facilities or treatment on the grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, ethnic origin, colour, nationality, national origin, religion or belief, or sex and sexual orientation. We are opposed to all forms of unlawful and unfair discrimination. All staff members, no matter whether they are part-time, full-time, or temporary, will be treated fairly and with respect.

Our Every Body Studio are:

• To create an environment in which individual differences and the contributions of all staff members are recognised and valued.

• To create a working environment that promotes dignity and respect for every individual.

• To not tolerate any form of intimidation, bullying, or harassment, and to discipline those that breach this policy.

• To promote equality in the workplace, which Every Body Studio believes is good management practice and makes sound business sense.

• To encourage anyone who feels they have been subject to discrimination to raise their concerns so we can apply corrective measures.

• To make it compulsory for staff members to treat everyone with dignity and respect.

• To regularly review all our employment practices and procedures so that fairness is maintained at all times.

Alcohol & Drugs

Every Body Studio recognises that alcohol and drug abuse related problems are an area of health and social concern while also recognising that alcohol and drug abuse problems can have a detrimental effect on work performance and behaviour.

It is therefore policy that staff may not bring to or consume their own alcohol or any unlawful drugs in the workplace during work time or during a period prior to work where the effects may carry over to the workplace. This includes business functions where the employee is representing Every Body Studio.

Every Body Studio recognises that a member of staff with alcohol or drug abuse problems needs help and support from their employer while also understanding that it has a responsibility to all its staff members and other stakeholders to ensure that any risks related to this are minimised.

Every Body Studio does not have the internal resources to provide or arrange treatment or other forms of specialist assistance. Such services are provided by GPs, hospitals and other agencies. Through this policy Every Body Studio will seek to assist a member of staff in obtaining such specialist help.

Accordingly, Every Body Studio policy involves two approaches

• Providing reasonable assistance to the member of staff with an alcohol or drug abuse problem who is willing to co-operate in treatment for that problem.

• Disciplinary rules, enforced through disciplinary procedures, where use of alcohol or drugs (other than on prescription) affects performance or behaviour at work, and where either (1) an alcohol or drug dependency problem does not exist or (2) where treatment is not possible or has not succeeded.

Lone Working Policy

When working alone, all procedures regarding building security must be strictly maintained. Lone workers are not permitted to allow unknown persons into the building.

If a lone worker feels threatened or uncomfortable, their safety is the top priority. They are instructed to leave the building immediately and seek refuge at "Pegasus," a registered safe haven. If deemed necessary, the police should be contacted. All incidents must be reported to management promptly.

In the event that a lone worker is unable to leave the building due to a perceived threat, the toilet has been fitted with a lock on each door, providing a potential hiding space.

Should a lone worker feel unwell at any time, it is imperative that they contact another individual, preferably studio management, to ensure their own wellbeing.

When working alone in the studio, the lone worker has a responsibility to inform a responsible adult (e.g., partner, friend, family member) upon entering and exiting the building. This individual is tasked with contacting studio management if the lone worker fails to exit the building at the designated time. If the responsible adult fails to receive confirmation of the lone worker's exit from the building at the specified time, management is to take immediate action. This includes checking the building as soon as possible and contacting emergency services if necessary.

This lone working policy is designed to prioritise the safety and wellbeing of lone workers in the studio environment. Adherence to these procedures is compulsory to ensure a secure working environment for all staff members.

Contact details

Katie Gordon’s email address: katiegordonyoga@gmail.com

Katie McNeil’s email address: katiemcneilyoga@gmail.com

This document will be given to every staff member, and made available on the Every Body Studio Website.

This document was last reviewed on: 17/11/25 by Katie Gordon.

If you have any comments or would like to speak to us regarding this policy please email hello@everybodystudio.co.uk