Safeguarding Policy
BEDFIELD AND MONK SOHAM TENNIS CLUB
SAFEGUARDING POLICY (please read Safeguarding Procedures and all other policies in conjunction with this policy - see Sub Pages as listed under Main Heading above)
(WITH CODE OF CONDUCT)
CONTENTS
Policy Statement and Scope
Policy Principles
Responsibility for Safeguarding
Policy Aims
Definitions
Recruitment
Training
Code of Conduct
Transportation
Supervising Children
Positions of Trust
Types of Abuse
Increased Vulnerability to Abuse
Low Level Concerns
Responding to a Safeguarding Concern or Allegation
Responding to a Disclosure of Abuse
Making Safeguarding Personal
Mental Capacity
Confidentiality
Information Sharing and Retention
Whistleblowing
Related Policies and Guidance
Appendix A: Reporting a Safeguarding Concern That Occurs Within Tennis
Appendix B: Reporting a Safeguarding Concern That Happens Outside of Tennis
Appendix C: Definitions
Appendix D: Legislation, Guidance and Regulations
Appendix E: Additional Information and Support
Policy Owner: Bedfield and Monk Soham Tennis Club
Policy approved by: The Committee
Date Policy approved: August 2025
Next review Date: August 2028
POLICY STATEMENT AND SCOPE
Bedfield and Monk Soham Tennis Club recognises our moral and statutory responsibility to safeguard and promote the welfare of all children (anyone under 18) and adults at risk. We are committed to ensuring our safeguarding practice reflects statutory responsibilities, government guidance and with LTA safeguarding standards, which can be found here: https://www.lta.org.uk/about-us/safeguarding/venue-standards/.
We are committed to prioritising the well-being of children and adults at risk and providing a safe and welcoming environment where they are respected and valued. We are alert to the signs of abuse and neglect and follow our procedures to ensure that children and adults at risk receive effective support and protection.
We recognise that health, well-being, ability, disability and need for care and support can affect a person’s resilience. We recognise that some people experience barriers, for example, to communication in raising concerns or seeking help. We recognise that these factors can vary at different points in people’s lives.
We recognise that there is a legal framework within which sport needs to work to safeguard adults at risk and will act in accordance with the relevant safeguarding adult legislation and with local statutory safeguarding procedures.
Actions taken by us will be consistent with the principles of adult safeguarding ensuring that any action taken is prompt, proportionate and that it includes and respects the voice of the adult concerned.
This policy applies to any person who plays, coaches, officiates, works, volunteers, or otherwise participates (or visits) at our venue.
We expect contractors and partner organisations, including for example, suppliers and sponsors to adopt and demonstrate their commitment to the principles and practice as set out in this Policy and associated procedures.
All bound by this policy are responsible for upholding high standards of conduct and professionalism and raising safeguarding concerns and allegations in accordance with the Reporting a Safeguarding Concern Procedures.
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Chair person: John Ault
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Welfare Officer : Debra Pritchard
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POLICY PRINCIPLES
· The safety and welfare of children and adults at risk is paramount
· All children and adults at risk, regardless of age, disability, gender reassignment, race, religion or belief, sex, or sexual orientation have an equal right to protection from all types of harm or abuse
· Safeguarding is everybody’s responsibility
· All safeguarding concerns or allegations will be taken seriously and responded to swiftly and appropriately
· We strive to create a culture and environment where everyone is empowered to protect themselves and others and feel able to raise concerns
· We actively promote working together to ensure all children and adults at risk are safeguarded
RESPONSIBILITY FOR SAFEGUARDING
The Committee have overall accountability for this policy and its implementation.
We have an appointed Welfare Officer (WO) who holds operational responsibility for safeguarding in line with the LTA role profile and is supported by the Committee. The WO is the first point of contact to raise a safeguarding concern involving a child or adult at risk. They also play a proactive role in increasing an awareness of safeguarding within our venue.
The Welfare Officer is:
Debra Pritchard
Contact number 07827 299490
Email address da.pritchard@hotmail.co.uk
If the Welfare Officer is not available to report a safeguarding concern or allegation to, the alternative contact within our venue is: [note: you should have an alternative contact who concerns can be raised to – this can either be a deputy Welfare Officer with DBS and training, or it could be another person on the committee who acts as a point of contact for occasions when the Welfare Officer is away, e.g. on holiday, sick, etc).
Beth Hamilton
County Welfare Officer
The LTA Safeguarding Team has strategic and operational responsibility for safeguarding in tennis in Britain, including the monitoring and evaluation of safeguarding standards and investigating safeguarding concerns. Safeguarding concerns can be raised directly to the LTA Safeguarding Team via https://safeguardingconcern.lta.org.uk/
The Local Authority contact details are:
Children Services Suffolk County Council Customer First 0800 800 4005
Adult Services Suffolk County Council Customer First 0800 917 1109
All bound by this policy are responsible for raising safeguarding concerns in accordance with the ‘Reporting a safeguarding concern’ procedure (see Appendix A and B).
POLICY AIMS
The purpose of this policy is to:
· Protect children (including children of adults who use our services) and adults at risk from harm
· Provide the necessary information to enable people to meet their safeguarding responsibilities
· Deliver good practice and high safeguarding standards
· Outline our commitment to safeguarding children and adults at risk
DEFINITIONS
Child: anyone under the age of 18.
Parent: birth parents and other adults who are in a parenting role.
Adult at risk:
| England (Care Act 2014) | Scotland (Adult Support and Protection Act 2007) | Wales (Social Services and Well Being Act 2014) |
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| An individual aged 18 years and over who: (a) has needs for care and support (whether or not the local authority is meeting any of those needs) and; (b) is experiencing, or at risk of, abuse or neglect, and; (c) as a result of those care and support needs is unable to protect themselves from either the risk of, or the experience of abuse or neglect. | An individual aged 16 years and over who: a) is unable to safeguard their own well-being, property, rights or other interests, b) is at risk of harm, and because they are affected by disability, mental disorder, illness or physical or mental infirmity, is more vulnerable to being harmed than adults who are not so affected. | An individual aged 18 years and over who: a) is experiencing or is at risk of abuse or neglect, and; b) has needs for care and support (whether or not the authority is meeting any of those needs) and; c) as a result of those needs is unable to protect himself or herself against the abuse or neglect or the risk of it. |
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RECRUITMENT
We operate a Safe Recruitment Policy and are committed to ensuring that people who work (including volunteers and self-employed individuals who we engage) with children or adults at risk are appropriately qualified for that role. This means that, where necessary, they will be required to undergo Criminal Records Checks through the Disclosure and Barring Service (DBS) in England and Wales, the Protection Vulnerable Groups (PVG) Scheme for those in Scotland, or the equivalent Overseas Criminal Records Check in their country of origin before being allowed to work.
TRAINING
All LTA Accredited Coaches and Welfare Officers complete safeguarding training as part of their role and renew this as part of their Accreditation requirements or every three years. The Committee also receive safeguarding training (every three years or when there are changes to the Committee) provided to them via the Welfare Officer to enable them to recognise the possible signs and indicators of abuse and what to do if they have a safeguarding concern or allegation.
An induction, which includes our safeguarding policies and procedures, reporting and recording arrangements, and details for the Welfare Officer, is also provided to all new staff, volunteers, coaches and any self-employed individuals who we engage.
CODE OF CONDUCT
All individuals within scope of this policy are expected to familiarise themselves with this policy and the LTA Code of Conduct (available here: https://www.lta.org.uk/about-us/what-we-do/governance-and-structure/rules-regulations/), and at all times act in accordance with them. Breaches of the law, this Policy and/or the LTA Code of Conduct may result in criminal and/or disciplinary action being taken. [If the venue wishes to use its own Code of Conduct, this should be added below in addition to the above wording].
Bedfield and Monk Soham Tennis Club
CODE of CONDUCT.
All volunteers, coaches, members, and their guests agree to:
Treat everyone with respect regardless of their identifying characteristics.
Prioritise the well-being of all children and vulnerable adults at all times
Treat all children and vulnerable adults fairly and with respect
Be a positive role model. Act with integrity, even when no one is looking
Help to create a safe and inclusive environment both on and off court
Not allow any rough or dangerous behaviour, bullying, or the use of bad or inappropriate language
Report all allegations of abuse or poor practice to the club Welfare Officer
Not use any sanctions that humiliate or harm a child or vulnerable adult
Value and celebrate diversity and make all reasonable efforts to meet individual needs
Keep clear boundaries between professional and personal life, including on social media
Have the relevant consent from parents/carers, children, and adults before taking or using photos and videos
Refrain from making physical contact with children or adults unless it is necessary as part of an emergency or congratulatory (e.g. handshake / high five)
Refrain from smoking and consuming alcohol during club activities or coaching sessions
Ensure roles and responsibilities are clearly outlined and everyone has the required information and training
Avoid being alone with a child or vulnerable adult unless there are exceptional circumstances
Refrain from transporting children or vulnerable adults,unless this is required as part of a club activity (e.g. away match) and there is another adult in the vehicle
Not abuse, neglect, harm, or discriminate against anyone; or act in a way that may be interpreted as such
Not have a relationship with anyone under 18 for whom they are coaching or responsible for
Be acutely aware of the power that coaches and coaching assistants develop over players in the coaching relationship and avoid any intimacy (sexual or otherwise) with players
All children agree to:
Be friendly, supportive, and welcoming to other children and adults
Play fairly and honestly
Be a humble winner and a good loser
Respect club volunteers, coaches, and Officials and accept their decisions
Behave, respect, and listen to your coach
Take care of your equipment and club property
Respect the rights, dignity, and worth of all participants regardless of age, gender, ability, race, culture, religion, or sexual identity
Not use bad, inappropriate, or racist language, including on social media
Not bully, intimidate or harass anyone, including on social media
Not smoke, drink alcohol, or take illegal drugs of any kind on club premises or whilst representing the club at competitions or events
Talk to the club Welfare Officer about any concerns or worries they have about themselves or others
All parents, guardians, and carers agree to:
Positively reinforce your child and show an interest in their tennis
Use appropriate language at all times
Be realistic and supportive
Never ridicule or admonish a child for making a mistake or losing a match
Treat all children, adults, volunteers, coaches, and officials with respect
Behave responsibly at the venue; do not embarrass your child
Accept the official’s decisions and do not go on court or interfere with matches
Encourage your child to play by the rules, and teach them that they can only do their best
Deliver and collect your child punctually from the venueOR stay with your child if this has been requested by the club
Ensure your child has appropriate clothing for the weather conditions
Ensure that your child understands their code of conduct
Adhere to your venue’s safeguarding policy, diversity and inclusion policy, rules, and regulations
Provide emergency contact details and any relevant information about your child including medical history
TRANSPORTATION
It is the responsibility of parents to ensure appropriate transport arrangements are in place for their children when travelling to and from the venue. Similarly, it is the responsibility of the adult at risk (or their carer) to ensure transport arrangements are in place.
Coaches and other staff/volunteers are not responsible for transporting children or adults at risk to and from the venue or other locations (except if it is an emergency), unless it is as part of a venue organised trip in which case the following measures will be in place
· The adult at risk or child’s parents are informed of the destination, reason for the journey and who the driver will be
· The adult at risk or child’s parents return a completed consent form and the driver will have a copy of this and emergency contact details during the journey
· There will be two adults in the front of the car, irrespective of the number of children or adults at risk being transported.
· Children or adults at risk are always seated in the back of the vehicle
· If there is a mixture of female and male children or adults at risk, we will seek to have adults of matching gender where possible
· There is an established procedure in the event of a breakdown/emergency.
· The driver has a valid UK driving license, DBS/PVG, correct insurance, MOT certificate and complies with laws on the use of seatbelts and restraints
SUPERVISING CHILDREN
Children under the age of 11 are required to have parental supervision whilst at our venue and not participating in any venue sessions, such as coaching lessons or tennis camps.
For coaching activities, we comply with the LTA guidance on coach-to-player ratios. For children aged under 11, children must be delivered directly into the care of the coach by the parent and picked up directly from the coach. Please note that it is not enough to drop off outside or at the front door of the venue. Parents must ensure that their child has been delivered to the coach. Children under the stipulated age will not be allowed to leave a coaching session or camp unattended unless permission has been given in writing.
For other activities, e.g. away trips/matches, we will use the following adult-to-child ratios:
· 2:8 for children 10 and under
· 2:10 for children aged 11 and over
We may decide to have a greater adult-to-child ratio dependent on the needs of the children or identified risks. At least one of the supervising adults will, where possible, be the same gender as the children. Situations where a child has to leave a venue session, for example, to use the toilet, will also be supervised.
POSITIONS OF TRUST
A person aged 18 or older who holds a position of authority or responsibility over a child or adult at risk is in a position of trust. Positions of trust are not defined by a qualification or job title, but by reference to the activity which the adult is carrying out in relation to the child or adult at risk, namely, coaching, teaching, training, supervising or instructing (including as a volunteer) on a regular basis. People who are in a position of trust must be aware of the power imbalance they hold over children and adults at risk and not use this for personal advantage or gratification.
In June 2022, the Sexual Offences Act 2003 was changed to extend the abuse of position of trust offences to include where an adult is coaching, teaching, training, supervising or instructing a child under 18 years old within sport or religious settings. This means that under the Sexual Offences Act 2003, in England and Wales it is a criminal offence for a person in a position of trust to have a sexual or intimate relationship with a child under 18 years old, even if the relationship is deemed consensual. Therefore, any sexual activity (including online activity) between someone in a position of trust and a child under 18 years old will be formally reported as it may be a criminal offence.
TYPES OF ABUSE
There are four main types of abuse that apply to children, these being:
· Sexual
· Physical
· Emotional
· Neglect
The safeguarding adults at risk legislation in each home nation defines categories of adult abuse and harm as follows.
| England (Care Act 2014) | Wales (Social Services and Well Being Act 2014) | Scotland (Adult Support and Protection Act 2007) |
| Physical Sexual Emotional/Psychological/Mental Neglect Financial or material abuse Discriminatory Organisational Self-neglect Domestic Abuse (including coercive control) Modern slavery | Physical Sexual Psychological Neglect Financial | Physical Psychological Financial Sexual Neglect |
Detailed descriptions of these types of abuse, along with other forms of harm, can be found in (Appendix C).
INCREASED VULNERABILITY TO ABUSE
Vulnerability is a changeable and contextual state but may include children and adults at risk with a physical disability or diagnosed condition such as dementia, learning difficulties, or those who have a mental health condition such as severe anxiety or depression. Children and adults in these groups may:
· Have smaller network of friends and peer group to support and protect
· Require intimate/physical and or invasive medical care required which can allow abuse to be hidden
· Have communication difficulties
· Be less able to resist either verbally or physically
· Be dependent on the abuser for a service or basic need
· Have medical conditions that are used to explain injuries
Personal circumstances away from tennis such as domestic violence, poverty, substance abuse, homelessness and social exclusion may also have an impact on vulnerability. In addition, children and adults from LGBTQ+ and/or Black, Asian and Other Minority Ethnic groups can:
· Be subjected to bullying, emotional abuse and physical abuse due to their sexual orientation or gender identity
· Experience racism and racist attitudes
· Engage in cultural practices, which are classed as abuse within the UK (e.g., honour-based violence, female genital mutilation)
· Expect to be ignored by people in authority due to experience of institutionalised racism
· Be afraid of further abuse or racist abuse if they challenge others
· Be subjected to myths based on racial stereotyping
· Be using or learning English as a second language and therefore find it more difficult to communicate
Elite athletes may also be more vulnerable to abuse because they may:
· Have increased dependency on coaching and other support staff for funding, selection and progression
· Be segregated from protective factors such as their family and peer groups
· Feel less able to report concerning behaviour due to a fear of impacting their sporting development
· Be exposed to unhealthy cultures and competitive performance ideologies, where inappropriate practices may be accepted or even encouraged under the belief they deliver success
· Be subjected to intense training and pressure to play/succeed even when injured and achieve unrealistic image, body and weight expectations
LOW LEVEL CONCERNS
A low level concern (which can also be known as poor practice) is behaviour that falls short of abuse towards a child and does not meet the allegation threshold or a referral to the Local Authority Designated Officer (LADO, England and Wales only), but which nevertheless harms or places a child at risk of harm or has a negative effect on the safety and well-being of children.
An ‘allegation’ means that it is alleged that a person who works with children has:
· Behaved in a way that has harmed a child or may have harmed a child
· Possibly committed a criminal offence against a child
· Behaved towards a child or children in a way that indicates they may pose a risk of harm to children
· Have behaved in a way in their personal life that raises safeguarding concerns. These concerns do not have to directly relate to a child but could, for example, include an arrest for possession of a weapon
· Have, as a parent or carer, become subject to child protection procedures
A low level concern is any concern - no matter how small, and even if no more than a ‘nagging doubt’ - that an adult may have acted in a manner which:
· Is not consistent with the Code of Conduct, and/or
· Relates to their conduct outside of work which, even if not linked to a particular act or omission, has caused a sense of unease about that adult’s suitability to work with children
Low level concerns are not acceptable and should be reported to the Venue Welfare Officer who will refer the matter on to the LTA Safeguarding Team. It is critical that all low level concerns are referred to the LTA. Having one recipient of all such concerns should allow any potential patterns of concerning, problematic or inappropriate behaviour to be identified, and ensure that no information is potentially lost.
Upon receipt by the LTA, low level concerns will be triaged and managed through the LTA Safeguarding Regulations, which form part of the LTA Disciplinary Code available here: https://www.lta.org.uk/about-us/what-we-do/governance-and-structure/rules-regulations/.
The LTA may decide that the low level concern is suitable to be dealt with by the venue directly, in which case the LTA will support them with managing the situation. If further information comes to light which raises the level of concern, the matter must be referred to the LTA.