Safeguarding Policy and Declaration

1. Purpose of this policy

This Safeguarding Policy sets out the responsibilities of competition organisers, coaches, team leaders, parents/guardians, and participants to ensure the safety and wellbeing of:

• Children (under 18).
• Young people.
• Vulnerable adults.
• Any individual who may be at increased risk of harm.

This policy applies to all competitions, training sessions, warm-up areas, and associated activities run through or in connection with the Platform.

2. Commitment to safeguarding

Organisers are committed to:

• Providing a safe, positive, and inclusive environment.
• Protecting children and vulnerable people from harm, abuse, or neglect.
• Ensuring that all staff, volunteers, and officials understand their safeguarding responsibilities.
• Responding promptly and appropriately to safeguarding concerns.
• Complying with relevant UK safeguarding legislation and best-practice guidance.

Safeguarding is everyone's responsibility.

3. Who this policy applies to

• Athletes and participants.
• Coaches and instructors.
• Team leaders and managers.
• Parents and legal guardians.
• Officials, judges, and volunteers.
• Spectators and visitors.
• Any person entering data or registering participants on the Platform.

4. Responsibilities of organisers

Organisers agree to:

• Provide a safe and supervised environment.
• Ensure staff and volunteers are appropriately trained.
• Maintain clear reporting procedures for safeguarding concerns.
• Ensure that children are supervised by responsible adults at all times.
• Take reasonable steps to prevent foreseeable harm.
• Act immediately if a child or vulnerable person is at risk.

Organisers may require DBS checks or equivalent vetting for certain roles.

5. Responsibilities of coaches, team leaders, and representatives

Representatives must:

• Act in the best interests of all participants.
• Ensure appropriate supervision ratios for children.
• Maintain professional boundaries at all times.
• Not use abusive, threatening, or inappropriate behaviour.
• Ensure that all participants are properly prepared, warmed up, and physically capable of taking part.
• Have explicit permission from parents/guardians before entering minors into competitions.
• Report any safeguarding concerns immediately to the organiser.

They must never:

• Transport a child alone without prior parental consent.
• Engage in private or inappropriate communication with minors.
• Use physical contact except where necessary for safety or instruction.

6. Responsibilities of parents and guardians

Parents and guardians must:

• Provide accurate information about the child's health, needs, and emergency contacts.
• Ensure the child is physically and emotionally prepared for participation.
• Supervise their child unless responsibility has been formally delegated to a coach or team leader.
• Support organisers in maintaining a safe environment.
• Report any concerns promptly.

Parents/guardians remain responsible for their child's welfare at all times unless explicitly agreed otherwise.

7. Responsibilities of participants

Participants must:

• Treat others with respect.
• Follow instructions from officials and organisers.
• Behave safely and responsibly.
• Report hazards, injuries, or concerns.
• Not engage in bullying, harassment, or discrimination.

Participants under 18 must follow the guidance of their parent/guardian or designated responsible adult.

8. Photography, filming, and media safeguarding

• Organisers may photograph or film the event for legitimate purposes (e.g., livestreaming, promotion, judging review).
• Parents/guardians must provide consent for minors to be photographed or filmed.
• If consent is withheld, organisers will take reasonable steps to avoid direct capture, but incidental background appearance cannot be guaranteed.
• Spectators may take photos unless prohibited by the organiser, but must do so responsibly and respectfully.
• No individual may take photos or videos in changing rooms, restrooms, or other private areas.

Organisers reserve the right to restrict or prohibit photography where safeguarding concerns arise.

9. Preventing harm, abuse, and inappropriate behaviour

The following behaviours are strictly prohibited:

• Physical, emotional, or sexual abuse.
• Bullying, intimidation, or harassment.
• Grooming or inappropriate communication.
• Discrimination or exclusion.
• Excessive physical contact.
• Use of drugs, alcohol, or banned substances.
• Any behaviour that places a child or vulnerable person at risk.

Any breach may result in removal from the event and referral to relevant authorities.

10. Reporting safeguarding concerns

Anyone can report a safeguarding concern. Concerns may include:

• A child or vulnerable person appearing distressed or unsafe.
• Suspicion of abuse or neglect.
• Inappropriate behaviour by adults or other participants.
• Unsafe equipment or conditions.

Reports should be made immediately to the event's designated safeguarding officer (if applicable), the lead organiser, or venue security or staff. In an emergency, call 999.

11. Data protection and safeguarding

Personal data relating to children and vulnerable individuals will be handled in accordance with the UK GDPR, EU GDPR (where applicable) and the Data Protection Act 2018. Only information necessary for safeguarding, safety, and competition administration will be collected.

12. Declaration

By completing registration or participating in the competition, you declare that:

• You have read and understood this Safeguarding Policy.
• You agree to comply with all safeguarding requirements.
• You understand your responsibilities for the safety and wellbeing of yourself or the participant you represent.
• If entering on behalf of a minor or vulnerable person, you confirm you have full and lawful authority to do so.
• You will report any safeguarding concerns immediately.