Safeguarding Policy

Track Tots Ltd

Safeguarding & Child Protection Policy

Effective Date: 25 February 2026
Last Reviewed: 25 February 2026
Next Review Due: February 2027

1. Statement of Commitment

Track Tots Ltd recognises its duty of care to safeguard and promote the welfare of all children and young people. We are fully committed to safeguarding practices that reflect statutory responsibilities, government guidance and best practice standards.

The welfare of children is paramount in all the work we do and in all decisions we take.

All children, regardless of age, disability, gender reassignment, race, religion or belief, sex, or sexual orientation, have an equal right to protection from all forms of harm or abuse.

We recognise that some children may be additionally vulnerable due to previous experiences, levels of dependency, communication needs or other circumstances.

We are committed to working in partnership with children, parents, carers, schools, nurseries and relevant agencies to promote children’s welfare.

2. Scope of This Policy

This policy applies to anyone working on behalf of Track Tots Ltd, including:

  • Directors
  • Coaches
  • Staff
  • Volunteers
  • Sessional workers
  • Agency staff
  • Students

Failure to comply with this policy and associated procedures may result in disciplinary action and, where appropriate, dismissal or exclusion from the organisation.

3. Definitions

Child

Under the Children Act 1989, a child is anyone who has not yet reached their 18th birthday.

Adult at Risk

An adult who:

  • Has needs for care and support (whether or not those needs are being met),
  • Is experiencing or at risk of abuse or neglect, and
  • Is unable to protect themselves because of those needs.

4. Types of Abuse

Children and adults may be vulnerable to neglect, abuse or exploitation.

The four main categories of abuse are:

  • Physical abuse
  • Emotional abuse
  • Sexual abuse
  • Neglect

Other safeguarding concerns include:

  • Bullying and cyberbullying
  • Child sexual exploitation
  • Child criminal exploitation
  • Child trafficking
  • Domestic abuse
  • Female genital mutilation (FGM)
  • Grooming
  • Historical abuse
  • Online abuse

5. What Safeguarding Means

As defined in Working Together to Safeguard Children (2018), safeguarding includes:

  • Protecting children from maltreatment
  • Preventing impairment of children’s health or development
  • Ensuring children grow up in circumstances consistent with safe and effective care
  • Taking action to enable all children to achieve the best outcomes

6. Our Commitments

Track Tots Ltd will:

  • Provide a safe, inclusive and positive environment for all children
  • Ensure all coaches hold an Enhanced DBS certificate
  • Ensure coaches complete safeguarding training
  • Promote dignity, respect and appropriate professional boundaries
  • Act promptly and appropriately on safeguarding concerns
  • Work in partnership with schools, nurseries and statutory agencies
  • Maintain accurate and secure safeguarding records

7. Designated Safeguarding Lead (DSL)

Track Tots Ltd has appointed a Designated Safeguarding Lead (DSL) who has overall responsibility for safeguarding and child protection within the organisation.

Designated Safeguarding Lead (DSL):
Jessie A Phillips
Director, Track Tots Ltd
Safeguarding trained (NSPCC & UK Athletics)
Enhanced DBS checked

The DSL is responsible for:

  • Implementing and reviewing safeguarding policies
  • Acting as the first point of contact for safeguarding concerns
  • Managing referrals to local authority children’s services or the police
  • Ensuring staff understand safeguarding procedures
  • Maintaining secure and confidential safeguarding records
  • Liaising with schools, nurseries and partner organisations
  • Ensuring safeguarding training is completed and refreshed

Where Track Tots delivers sessions on school or nursery premises, we will fully comply with that setting’s safeguarding and reporting procedures in addition to our own.

If a child is in immediate danger, the Police will be contacted on 999.

8. The Prevent Duty

Track Tots Ltd recognises that safeguarding includes awareness of radicalisation and extremism.

While we are not a specified authority under the Counter-Terrorism and Security Act 2015, we remain vigilant and will report concerns where a child may be at risk of radicalisation.

9. Training & Awareness

Track Tots Ltd ensures that appropriate safeguarding training is provided to staff and volunteers relevant to their roles.

This includes:

  • Understanding safeguarding responsibilities
  • Recognising signs of abuse
  • Knowing how to report concerns
  • Maintaining appropriate professional conduct
  • Promoting dignity and respect

Training is refreshed regularly in line with best practice.

10. Safer Working Practice

Track Tots Ltd adopts safer working practices to protect children and staff.

All Track Tots coaches:

  • Hold an Enhanced DBS certificate
  • Complete safeguarding awareness training
  • Follow a professional code of conduct
  • Maintain appropriate professional boundaries at all times
  • Avoid unsupervised 1:1 situations unless agreed with the setting
  • Do not exchange personal contact details with children
  • Report safeguarding concerns immediately to the DSL

We promote a culture of vigilance and shared responsibility for safeguarding.

11. Confidentiality & Information Sharing

All staff and volunteers are expected to maintain confidentiality.

Information will be shared in accordance with:

  • UK GDPR
  • The Data Protection Act 2018

However, confidentiality will not prevent information being shared where a child is at risk of harm.

12. Recording & Record Keeping

All safeguarding concerns must:

  • Be recorded in writing
  • Be factual and accurate
  • Include actions taken and decisions made
  • Be signed and dated
  • Be stored securely and confidentially

Records will be retained in line with data protection requirements.

13. Safer Recruitment

Track Tots Ltd is committed to safer recruitment practices, including:

  • DBS checks
  • Identity verification
  • Clear safeguarding expectations
  • Appropriate training prior to working with children