Safeguarding & Child Protection Policy

1. Purpose and scope

Extra Time Academy Ltd is committed to safeguarding and promoting the welfare of children and young people who take part in our activities. The welfare of the child is paramount.

This policy applies to directors, employees, coaches, contractors, volunteers and anyone acting on behalf of the company across football, tennis, golf, holiday camps, after-school clubs, school-based sessions and one-to-one coaching.

Extra Time Academy will provide a safe, positive and inclusive environment free from abuse, neglect, exploitation, discrimination, bullying and avoidable harm.

2. Safeguarding leadership

Designated Safeguarding Lead (DSL): Ryan Ware. The DSL receives and coordinates safeguarding concerns, maintains secure records, supports staff and considers whether referral to children’s social care, police, the Local Authority Designated Officer (LADO) or another agency is required.

Deputy DSL: Nathan Olukanmi. The Deputy acts when the DSL is unavailable, receives concerns where the concern involves the DSL, and supports safeguarding management.

No person should investigate an allegation concerning themselves.

3. Reporting a concern

Anyone with a safeguarding concern must report it immediately to the DSL or Deputy DSL.

If a child is in immediate danger or a serious crime is in progress, call 999. Do not wait for internal reporting.

Staff should listen calmly, take the child seriously, avoid leading questions, avoid promising secrecy, record the concern factually and report it promptly.

Staff must not investigate, confront an alleged perpetrator or attempt to decide whether an allegation is true.

4. Safer recruitment and suitability

Extra Time Academy will use safer recruitment procedures appropriate to each role, including identity checks, references and DBS checks where legally eligible and required.

DBS level and barred-list status will be determined by the actual duties of the role and current DBS eligibility rules. An Enhanced DBS check is not described as automatically required for every role where the law does not make that level of check available or necessary.

Anyone working with children must complete safeguarding induction/training appropriate to their role before working independently, with refresher training maintained.

5. Professional conduct

Adults must maintain professional boundaries, use age-appropriate language, treat children fairly and respectfully and put children’s welfare first.

Physical contact must be appropriate, proportionate and for a legitimate purpose such as safety, first aid or coaching, with the child’s comfort and dignity considered.

Physical punishment, humiliation, intimidation, degrading treatment, discrimination and inappropriate contact are prohibited.

Adults must not privately message children through personal accounts, exchange personal contact details with children or use personal social-media accounts to communicate privately.

6. One-to-one coaching

Where one-to-one coaching is delivered, the company will complete an appropriate risk assessment and use arrangements that reduce isolation and protect both child and coach.

Sessions should take place in suitable organised/public sporting environments and, where practicable, remain visible to others.

Coaches must not transport children in personal vehicles or visit children in their homes unless a separate, formally approved safeguarding arrangement and risk assessment exists.

Parents/guardians should remain available and be informed of session arrangements. Where a coach may be the only adult present, the company must apply its risk assessment and safer-working controls rather than relying on an absolute statement that a child can never be alone with a coach.

7. Communication and digital contact

Communication about sessions should normally be with parents/guardians through company-controlled channels, booking systems, email, telephone or parent groups.

Coaches must not privately communicate with children through personal social-media accounts or private messaging.

Any company social-media activity involving children must follow the photography/filming and data-protection requirements.

8. Photography and video

Photography and video of children will only be used for identified purposes where the company has an appropriate lawful basis and, where consent is relied upon, valid consent has been obtained.

Consent must be specific, informed, freely given, recorded and capable of being withdrawn. Refusing consent must not disadvantage a child.

Images must be stored securely, access limited and retention periods defined. Personal devices should not be used unless authorised and protected by company rules.

9. Collection and missing children

Children must only be released in accordance with the registration and collection arrangements supplied by the parent/guardian.

If a child is not collected on time, the coach will contact the parent/guardian and emergency contact and keep the child supervised. If there are welfare concerns or the child cannot safely be collected, the DSL and, where necessary, children’s social care/police will be contacted.

Children must not leave a session alone where the registration arrangements or risk assessment do not permit it.

10. Confidentiality and records

Safeguarding records must be factual, dated, secure and accessible only to people who need the information for safeguarding or legal purposes.

Confidentiality does not prevent information being shared where necessary to protect a child or comply with a legal obligation.

Safeguarding records will be retained securely in line with the company’s retention schedule and applicable data-protection requirements.

11. Allegations against adults

Any allegation concerning a coach, director, volunteer or other adult acting for the company must be handled under the Managing Allegations Policy.

If the allegation concerns the DSL, it must be reported to the Deputy DSL. If it concerns the Deputy DSL, it must be escalated to another appropriate senior person and, where necessary, external agencies.

Where required, the company will seek advice from the relevant LADO, children’s social care, police, DBS or another competent authority.

12. Review

This policy will be reviewed annually and following significant safeguarding incidents, organisational changes, or changes in relevant law or government guidance.