Safeguarding Policy

Introduction

At Infinity Tennis, the safety and well-being of all children and vulnerable adults participating in our programmes are of paramount importance. We are committed to creating a safe and positive environment where children and adults can learn and enjoy the sport of tennis. This policy outlines our commitment to safeguarding children and vulnerable adults and the procedures we have in place to protect them.

The safeguarding policy is designed to meet the expectations of all stakeholders, including local councils, the Lawn Tennis Association, and the community, while fostering an inclusive, safe, and supportive environment for all participants.

Policy Statement

Infinity Tennis recognises its responsibility to:

• Safeguard children and vulnerable adults from abuse, neglect, exploitation, and harm.
• Ensure that all staff, volunteers, and stakeholders are committed to safeguarding and promoting the welfare of children and vulnerable adults.
• Provide a safe and welcoming environment where all individuals are treated with respect and dignity.

We will ensure compliance with local council requirements, including supplying this policy upon request, and with the Lawn Tennis Association (LTA) registration standards.

Scope of the Policy

This policy applies to:

• All staff, contractors, and volunteers working at Infinity Tennis.
• All programmes, services, and events operated or facilitated by Infinity Tennis.
• All children and vulnerable adults who engage with our facilities and services.

Safeguarding Principles

1. Child-Centred Approach: Children have a right to be protected, feel safe, and have their welfare promoted.
2. Empowerment of Vulnerable Adults: Vulnerable adults should be supported and encouraged to make decisions about their own lives.
3. Inclusivity: All individuals, regardless of age, gender, ethnicity, disability, sexual orientation, or religion, have equal rights to protection from harm.
4. Accountability: Staff, volunteers, and operators are accountable for their actions and must adhere to safeguarding policies and procedures.

Safeguarding Responsibilities

Children and Vulnerable Adults

Infinity Tennis is committed to safeguarding the welfare of:

• Children: Anyone under the age of 18.
• Vulnerable Adults: Adults who are, or may be, in need of community care services by reason of mental or other disabilities, age, or illness and who are, or may be, unable to take care of themselves or protect themselves against harm or exploitation.

Staffing and Governance

Infinity Tennis will:

1. Employ Sufficient Staff: Ensure the proper operation of facilities and services by employing qualified, trained, and experienced staff. All staff will be professional, courteous, and responsive to users, maintaining a smart appearance and exemplary conduct at all times.
2. Staff Training: Provide comprehensive safeguarding training to all staff and volunteers, refreshed annually.
3. Disclosure and Barring Checks (DBS): All staff and volunteers working with children and vulnerable adults must have an up-to-date DBS check and adhere to this safeguarding policy.
4. Qualified Coaches: Ensure all tennis coaches meet the LTA's accreditation guidelines: coaches leading sessions must have a minimum Level 2 qualification; coaches leading the overall coaching programme must have a minimum Level 3 qualification; all coaches must hold valid LTA accreditation.
5. Health and Safety Compliance: Ensure that all staff comply with relevant health and safety policies and procedures at all times.
6. Volunteering Opportunities: Develop and promote volunteering opportunities for local residents, ensuring volunteers are adequately supported, trained, and integrated into our programmes.
7. Staffing Structure: Maintain a clear and effective staffing structure with defined roles and responsibilities. The structure will ensure specialisation where needed and avoid over-reliance on any single role, supporting operational resilience.

Facility and Programme Standards

1. Annual Registration with the LTA: Infinity Tennis will annually register the venue with the LTA, meeting all required minimum standards.
2. Clear Procedures: Implement clear operational procedures to identify and respond to safeguarding concerns.
3. Risk Assessments: Conduct regular risk assessments for all activities, programmes, and facilities to ensure safety and accessibility.

Objectives

1. Promote and prioritise the safety and well-being of children and vulnerable adults by creating a culture of openness and ensuring that safeguarding is embedded in all aspects of our activities.
2. Ensure that all staff and volunteers understand their roles and responsibilities in respect of safeguarding and are provided with appropriate learning opportunities to recognise, identify, and respond to signs of abuse, neglect, and other safeguarding concerns.
3. Ensure appropriate action is taken in the event of incidents or concerns of abuse and support provided to the individual(s) who raise or disclose the concern.
4. Ensure that confidential, detailed, and accurate records of all safeguarding concerns are maintained and securely stored.
5. Prevent the employment or engagement of unsuitable individuals by implementing rigorous recruitment procedures including DBS checks.
6. Ensure robust safeguarding arrangements and procedures are in operation and regularly reviewed to maintain their effectiveness.

Procedures: Reporting a Disclosure

For full details about LTA safeguarding practices, refer to the LTA Staying Safe Online Guidance and the LTA Safeguarding Strategy 2025 to 2026.

Recruitment and Training

• Recruitment: Implement stringent recruitment procedures that include background checks, interviews, and reference checks. All staff and volunteers must complete a Disclosure and Barring Service (DBS) check or equivalent, and provide two professional references.
• Training: Provide comprehensive safeguarding training to all staff and volunteers to ensure they understand their responsibilities in protecting children and are equipped to recognise and respond to potential abuse. This training will be refreshed annually, and new staff will receive an induction covering child protection policies and procedures.

Code of Conduct

• Behaviour: All staff and volunteers must demonstrate exemplary behaviour in the presence of children. This includes treating all children with respect and dignity, and ensuring their safety at all times. Any form of abusive behaviour, whether verbal, physical, or emotional, is strictly prohibited.
• Interaction: Staff and volunteers should avoid being alone with a child where they cannot be observed by others. All private or one-to-one coaching sessions should take place in an open and visible environment.
• Boundaries: Establish and maintain appropriate professional boundaries with children. Personal relationships with children outside of the professional context are discouraged and must be disclosed to the CPO.
• Technology / Photography: Infinity Tennis recognises that advances in technology, including wearable devices with integrated cameras or audio recording capabilities (such as Meta Smart Glasses and similar products), present additional safeguarding and privacy considerations. Staff, coaches and volunteers must not take photographs, record video or capture audio of any participant without the appropriate consent. For junior participants, parental or guardian consent must be obtained in advance. For group coaching programmes, photography and media consent will be managed through the Team Up management system, and coaches must always check the recorded permissions before capturing any images or footage. The use of wearable recording devices, including Meta Smart Glasses or any similar technology capable of recording images, video or audio, is strictly prohibited during the delivery of group coaching sessions, holiday camps or any activity involving children or vulnerable adults. Any photography or filming authorised by Infinity Tennis must be for legitimate coaching, promotional or educational purposes only, must comply with data protection legislation, and must always prioritise the welfare, dignity and privacy of participants.

Reporting Concerns

• Responsibility: All staff and volunteers have a duty to report any concerns about the welfare of a child. It is not their responsibility to decide if abuse has occurred, but it is their responsibility to act on any concerns by reporting them to the appropriate authorities.
• Procedure: Concerns should be reported immediately to the designated Child Protection Officer (CPO). In the absence of the CPO, concerns should be reported to a senior staff member. Staff and volunteers should record any concerns or disclosures in writing as soon as possible.
• Confidentiality: Reports of concerns should be treated with the utmost confidentiality and only shared with individuals who need to know in order to protect the child. Unauthorised sharing of information is prohibited and could result in disciplinary action.

Responding to Allegations

• Immediate Action: Ensure the immediate safety of the child. If the child is in immediate danger, contact the police or child protection services immediately. Do not confront the alleged abuser.
• Investigation: The CPO will conduct a thorough investigation following the report of a concern. This may involve liaising with external child protection agencies and following their guidance. The CPO will ensure that all actions taken are documented and that the child's welfare is the primary consideration.
• Support: Provide appropriate support to all parties involved, including the child, family, and staff member against whom the allegation is made. Support may include counselling services, referrals to external agencies, and regular updates on the progress of the investigation.

Record Keeping

• Documentation: Maintain detailed records of all reported concerns, investigations, and outcomes. Records must be stored securely and only accessible to authorised personnel. Records should include the nature of the concern, details of the child involved, any witnesses, and actions taken.
• Retention: Safeguarding records should be retained in accordance with legal requirements and best practice guidelines. This typically involves keeping records for a minimum of seven years after the child leaves the programme, or longer if required by law.

Communication

• Information Sharing: Ensure clear communication channels are established for sharing information about child protection concerns both internally and with external agencies. Information should be shared on a need-to-know basis, respecting confidentiality and the privacy of those involved.
• Parental Involvement: Work in partnership with parents/carers to ensure the protection of children, unless this is not in the best interest of the child. Parents/carers should be informed of our safeguarding policy and procedures and encouraged to share any concerns they may have.

Monitoring and Review

• Ongoing Monitoring: Regularly monitor and evaluate our safeguarding practices to ensure they are effective and up-to-date. This includes conducting regular risk assessments, reviewing incident reports, and seeking feedback from children, parents, and staff.
• Annual Review: This policy will be reviewed annually or following any significant incidents or changes in legislation or best practices. All staff and volunteers will be informed of any updates to this policy and provided with additional training if necessary.

Appendix: Signs of Abuse

Responding to a Child's Disclosure

1. Listen carefully: Do not interrupt or ask leading questions.
2. Reassure the child: Let them know they did the right thing by telling you.
3. Do not promise confidentiality: Explain that you need to share this information to help them.
4. Record the disclosure: Write down the child's words as accurately as possible.
5. Report immediately: Contact the CPO or senior staff member without delay.

By following this comprehensive Child Protection Policy, Infinity Tennis aims to provide a secure environment where children can thrive and enjoy the sport of tennis, free from harm and abuse.