What it means to coach with 3AF.

Purpose and scope

This policy applies to every coach, trainer, contractor or other coaching professional who receives access to 3AF Trainer OS, works with a 3AF client, uses 3AF resources or represents 3AF publicly.

Access to Trainer OS is a privilege based on trust. Coaches are expected to use their professional judgement while following the standards in this policy, their qualifications and all applicable laws.

Client privacy and Malaysia’s PDPA

Coaches must handle client personal data in accordance with Malaysia’s Personal Data Protection Act 2010, Act 709, applicable amendments and 3AF privacy procedures.

• Only access client information needed for authorised coaching work.
• Keep client names, contact details, health information, progress records, photos and conversations private.
• Do not copy, download, forward, publish or disclose client information without proper permission.
• Use secure devices and accounts, and report suspected loss, unauthorised access or data disclosure promptly.
• Obtain appropriate consent before taking or sharing client photos, testimonials or progress content.

Professional conduct and respect

Coaches must communicate honestly, respectfully and professionally with clients, admins, other coaches and the wider community.

• No harassment, bullying, discrimination, intimidation or abusive language.
• No sexual harassment, inappropriate relationships, manipulation or exploitation of a client’s trust.
• Maintain clear professional boundaries in person, online and in private messages.
• Be punctual, prepared, responsive and respectful of a client’s time and circumstances.
• Do not make promises about results, medical outcomes or services outside your qualifications.

Client wellbeing, safety and qualifications

Every coach is responsible for treating client wellbeing as the first priority. Coaching must be safe, attentive and appropriate for the client’s current condition.

• Work within your education, certifications, experience and legal scope of practice.
• Ask appropriate questions about readiness, limitations, pain, health concerns and changes in condition.
• Adapt, pause or stop coaching when a client shows signs of distress, injury, illness or unsafe exertion.
• Do not diagnose, prescribe medication or provide medical, nutritional or psychological advice beyond your qualifications.
• Document material concerns and escalate risks to the 3AF admin team promptly.
• Respect a client’s boundaries, consent, dignity and right to stop or decline an activity.

3AF rules, property and brand

Coaches must respect 3AF rules and protect all 3AF property, equipment, systems, access credentials, brand assets, materials, client records and confidential information.

• Use Trainer OS only for legitimate coaching and administration purposes.
• Never share passwords, account access, private links or internal information.
• Do not misuse, damage, remove, sell, copy or claim 3AF property or materials as your own.
• Follow 3AF brand, content and social media guidance when mentioning or representing 3AF.
• Do not publish a client’s identity, image, story or progress without appropriate permission.
• Return or delete 3AF information and materials when access ends, as directed by 3AF.

Client payments and integrity

3AF gives coaches flexibility in managing client arrangements and trusts them to act with integrity. Coaches remain responsible for handling their client payment conversations honestly and professionally.

• Communicate fees, package terms, payment timing and what is included clearly.
• Keep accurate records of agreements, payments, refunds, credits and outstanding amounts.
• Do not misrepresent prices, create hidden charges, pressure clients or promise unauthorised discounts.
• Do not misuse client funds, delay payment records or conceal a payment dispute.
• Raise payment concerns with 3AF promptly and cooperate honestly in resolving them.
• Never allow a payment disagreement to affect the client’s safety, dignity or professional treatment.

Conflicts, complaints and reporting

Coaches must disclose conflicts of interest and report serious concerns to 3AF. This includes suspected misconduct, unsafe conduct, harassment, fraud, data breaches, misuse of property or unlawful activity.

Coaches must cooperate with reasonable reviews, provide accurate information and must not retaliate against anyone who raises a concern in good faith.