Safeguarding

A pdf copy of our  British Tennis Diversity and Inclusion Policy including Code of Conduct and Reporting Procedure can be downloaded from here

Safeguarding Policy

 

1. Policy statement

 

The Cheddar Tennis Club is committed to prioritising the well-being of all children and adults at risk, promoting safeguarding in our club at all times, including all programmes and events we run. This Policy strives to minimise risk, deliver a positive tennis experience for everyone and respond appropriately to all safeguarding concerns/disclosures.

2. Use of terminology

 

Child: a person under the age of eighteen years.

 

Note that some legislation in Scotland defines a child as a person under sixteen years old. However, where there is any safeguarding concern, anyone under the age of 18 is regarded as a child unless advised otherwise by the LTA Safeguarding Team .

 

Adult at risk of abuse or neglect: a person aged eighteen years or over who is, or may be, in need of community care services by reason of disability, age or illness; and is, or may be, unable to take care of, or unable to protect him or herself against abuse or neglect.

 

Safeguarding children: protecting children from abuse and neglect, preventing the impairment of children’s health or development, ensuring that they grow up in circumstances consistent with the provision of safe and effective care, and taking action to enable all children to have the best life chances.

 

Safeguarding adults at risk: protecting adults from abuse and/or neglect. Enabling adults to maintain control over their lives and make informed choices without coercion. Empowering adults at risk, consulting them before taking action, unless someone lacks the capacity to make a decision, or their mental health poses a risk to their own or someone else’s safety, in which case, always acting in his or her best interests.

 

(See appendix A for full glossary of terms).

 

3. Scope

 

This Policy is applicable to all staff, volunteers, committee members, coaches and club members and parents of junior members. It is in line with national legislation and applicable across the UK.

 

Advice, guidance and support is available from the LTA Safeguarding Team.

 

 

4. Responsibility for the implementation of the Safeguarding Policy, Code of Conduct and Reporting Procedure

 

SAFEGUARDING IS EVERYONE’S RESPONSIBILITY: NOT RESPONDING TO A SAFEGUARDING CONCERN IS NOT AN OPTION.

 

• Our club’s committee has overall accountability for this Policy and its implementation
• Our club Welfare Officer Sarah Strawbridge is responsible for updating this Policy in line with legislative and club developments
• All individuals involved in/present at the club are required to adhere to the Policy and Code of Conduct
• The LTA Safeguarding Team and Tennis Scotland, Tennis Wales and Tennis Foundation Safeguarding Leads can offer support to help clubs proactively safeguard.

 

Where there is a safeguarding concern/disclosure:

• The individual who is told about, hears, or is made aware of the concern/disclosure is responsible for following the Reporting a Safeguarding Concern Procedure. Unless someone is in immediate danger, they should inform their club Welfare Officer, LTA Safeguarding Team or National Safeguarding Lead.
• The club Welfare Officer and Safeguarding Leads are responsible for reporting safeguarding concerns to the LTA Safe Safeguarding Team.
• The LTA Safeguarding Team is responsible for assessing all safeguarding concern/disclosures that are reported to them and working with the club Welfare Officer and national Safeguarding Leads to follow up as appropriate on a case-by-case basis, prioritising the well-being of the child/ adult at risk at all times. Dependent on the concern/disclosure, a referral may be made to:

 

• The police in an emergency (999);

     Local Authority Children’s Services 03001232224

• Local Authority Adult Services 03001232224
• Designated Officer (England only) for concerns/disclosures about a member of staff, consultant, coach, official or volunteer 03001232224

Disclosure and Barring Service (or Disclosure Scotland; Adult Social Work Team or Health and Social Service Department (Channel Islands) for concerns/disclosures about a member of staff, consultant, coach, official or volunteer 08453628226

 

5. Breaches of the Safeguarding Policy, Code of Conduct and Reporting Procedure

 

Breaches of this Policy and/or failure to comply with the outlined responsibilities may result in the following:

• Disciplinary action leading to possible exclusion from the club, dismissal and legal action
• Termination of current and future roles within the club and roles in other clubs, the LTA, Tennis Wales, Tennis Scotland and the Tennis Foundation.

 

Actions taken by players, parents or carers, staff, consultants, volunteers, officials, coaches inside or outside of the club that are seen to contradict this Policy may be considered a violation of this Policy.

Where an appeal is lodged in response to a safeguarding decision made by the club, the individual should adhere to the club’s appeal procedure.

This Policy is reviewed every two years (or earlier if there is a change in national legislation).

 

This Policy is recommended for approval by:

 

 

Club Committee Chair: Jennie Colton   Date:March 2018

 

Club Welfare Officer: Sarah Strawbridge      Date:March 2018

PRIVACY POLICY CHEDDAR TENNIS CLUB

 

For the purposes of the General Data Protection Regulation ("GDPR") and UK data protection laws, the controller is Cheddar Tennis Club (the “Venue”) of Sharpham Road, Cheddar.

 

About this document

 

This privacy policy sets out the way we process your personal data and we’ve created this privacy policy to make sure you are aware of how we use your data as a member of our tennis venue.

 

How we collect your information

 

We may collect your personal data in a few limited ways, namely:

 

• Directly from you, when you fill in an application for membership, when you make enquiries on our website, when you provide information via the Venue’s club management software or court booking system, or when you interact with us during your time as a member in various other ways (for example, where you enter a competition, renew your membership, sign up for a course or lessons);
• From someone else who has applied for membership on your behalf (for example a family member or your tennis coach who has provided us with your contact details for that purpose);
• From the LTA (for example, where the LTA passes on your details to us in connection with a complaint or query you have raised about our Venue).

 

The types of information we collect

 

We may collect the following types of personal data about you:

 

• Contact and communications information, including your contact details (including email address(es), telephone numbers and postal address(es) and records of communications and interactions we have had with you);
• Financial information, including Direct Debit details;
• Certain other information which you volunteer when making use of your membership benefits (for example, when making court bookings or making use of other Venue facilities).

 

We may also collect data about your health or medical conditions, where you have volunteered this, for example so that we can cater for you when you attend a Venue social event or a course/camp.

 

 

How we use personal data

 

Personal data provided to us will be used for the purposes set out at the time of collection and, where relevant, in accordance with any preferences you express.

 

More generally, we will use your personal data for the following purposes:

 

• Administration of your Venue membership, including:

 

• informing you about court / facilities opening hours;
• taking payment of membership fees;

 

• Fulfilment of orders for goods and services, including court bookings;

 

• Administration of the Wimbledon ballot;

 

where this is necessary for the performance of a contract (including any written terms and conditions relating to your membership) with you;

 

• Research and statistical analysis about who is playing tennis in our Venue;

 

• Communication about our Venue activities that we think may be of interest to you;

 

• Storing your details on the software platform we use for our online Venue member management database / court booking system. Please note that your own use of the software or system is subject to the Terms and Conditions and Privacy Policy published on that site;

 

where this is necessary for our legitimate interests (for example in increasing use of our Venue’s facilities and participation in the game generally);

 

• Promoting our Venue and promoting goods and services of third parties (for example, equipment suppliers, operators of coaching courses, and organisers of tennis events) where we think this will be of interest to you;

 

where this is necessary for our legitimate interests (or the legitimate interests of a third party), and/or where we have your consent, as applicable.

 

Your marketing preferences

 

We will always respect your wishes in respect of what type of communications you want to receive from us and how you want to receive them. There are some communications, however, that we need to send you regardless of your marketing preferences in order for us to fulfil our contractual obligations to you as a member of our Venue. Examples of these essential service communications are:

 

• Records of transactions, such as payment receipts or Direct Debit confirmations (as applicable).
• Membership related mailings such as your membership renewal reminder, notices of formal meetings and information about venue closures and holiday opening hours.

 

You are in control of how we communicate with you. You can update your choices and/or your contact details by contacting us at:

 

Telephone: 01934 750580

Email: rgilling@btconnect.com

Post: Sharpham Road, Cheddar BS27 3DR

 

Sharing your information with others

 

We do not sell or share your personal data for other organisations to use other than as set out below.

 

Personal data collected and processed by us may be shared with the following third parties, where necessary:

 

• Our employees and volunteers, for the purposes of administering your membership and giving you access to the membership benefits to which you are entitled.
• Our contractors and suppliers, including coaches and any provider of membership management services.

How long your information is kept

 

We keep your personal data only for as long as necessary for each purpose we use it. For most membership data, this means we retain it for so long as you have a valid Venue membership and for a period of six years after your last interaction with us (for accounting, tax reporting and record-keeping purposes).

 

Your rights

 

Under certain circumstances, by law you have the right to:

 

• Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).
• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal data for direct marketing purposes.
• Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.       You can also withdraw your consent, where this is the basis for our processing your data (without affecting the lawfulness of our previous processing based on consent).
• Request the transfer of your personal data to another party.

 

Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply.

 

Contact and complaints

If you have any queries about this privacy policy or how we process your personal data, or if you wish to exercise any of your legal rights, you may contact the secretary:

Telephone: 01934 750580

Email: rgilling@btconnect.com

Post: Sharpham Road, Cheddar BS27 3DR

If you are not satisfied with how we are processing your personal data, you can make a complaint to the Information Commissioner. You can find out more about your rights under applicable data protection laws from the Information Commissioner’s Office website: www.ico.org.uk.

 

Codes of Conduct

 

All members of staff and volunteers agree to:

• Prioritise the well-being of all children and adults at risk at all times
• Treat all children and adults at risk 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 adult at risk
• 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 adult at risk unless there are exceptional circumstances
• Refrain from transporting children or adults at risk, 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
• Not to have a relationship with anyone over 18 whilst continuing to coach or be responsible for them.

 

All children agree to:

• Be friendly, supportive and welcoming to other children and adults
• Play fairly and honestly
• Respect club staff, volunteers 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 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 adults 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, officials and members of staff 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 venue
• 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

 

This Policy is reviewed every two years (or earlier if there is a change in national legislation).

 

This Policy is recommended for approval by:

 

 

Club Committee Chair: Jennie Colton   Date:March 2018

 

Club Welfare Officer: Sarah Strawbridge      Date:March 2018

Reporting a Safeguarding Concern within the Tennis Environment

(For reporting concern outside the tennis environment, click here.)

Whistle Blowing Policy

Safeguarding children and adults at risk requires everyone to be committed to the highest possible standards of openness, integrity and accountability. As a club, we are committed to encouraging and maintaining a culture where people feel able to raise a genuine safeguarding concern and are confident that it will be taken seriously.

What is whistle blowing?

 

In the context of safeguarding, “whistle blowing” is when someone raises a concern about the well-being of a child or an adult at risk.

 

A whistle blower may be:

 

• a player;
• a volunteer;
• a coach;
• other member of staff;
• an official;
• a parent;
• a member of the public.

 

How to raise a concern

 

Any concerns about the well-being of a child or an adult at risk should be made without delay to the Club Welfare Officer.

 

If, however, the concern is about the Club Welfare Officer, it should be raised without delay with the Club Chairman or a senior member of the committee.

 

Information to include when raising a concern

 

The whistle blower should provide as much information as possible regarding the incident or circumstance which has given rise to the concern, including:

 

• their name and contact details;
• names of individuals involved;
• date, time and location of incident/circumstance; and
• whether any witnesses were present.

 

What happens next?

 

All concerns raised by a whistle blower about the well-being of a child or an adult at risk will be taken seriously and every effort will be made to deal with the concern fairly, quickly and proportionately.

 

999. a) Where a child or adult at risk is thought to be in immediate danger or risk of harm, the police should be contacted by calling 999.

 

1. b) If the concern is that a member of staff or a volunteer has or may have;

 

• behaved in a way that has or might have harmed a child or an adult at risk;
• committed a criminal offence against or involving a child or an adult at risk; and/or
• behaved in a way that indicates that he/she would or might pose a risk of harm to children or adults at risk,

 

the Club Welfare Officer (or other individual notified in accordance with this policy) will contact the LTA Safeguarding Team and the Local Authority Designated Officer (LADO) to discuss how the allegation should be investigated.

 

1. c) If the concern does not fall into one of the three categories set out in b) above or, after discussing the concern with the LADO or other appropriate statutory agency, it is agreed that the matter should be dealt with in accordance with the club’s internal processes, the club will consult with the LTA Safeguarding Team to determine what action should be taken.

 

1. d) If the concern is that the club has not followed appropriate safeguarding procedures or has not followed up with appropriate statutory agencies where a concern about the well-being of a child or an adult at risk persists, the whistle blower should contact the LTA Safeguarding Team and the LADO.

 

If the whistle blower still has concerns and wishes to speak to someone outside of the club or the LTA, the NSPCC Whistleblowing advice line: 0800 028 0285; help@nspcc.org.uk should be contacted.

 

Confidentiality

 

All concerns raised will be treated in confidence. The club will do its best to protect the identity of the whistle blower when they raise a concern and do not want their name to be disclosed. It must be appreciated that the investigation process may reveal the source of the information and a statement by the whistle blower may be required as part of the evidence.

 

Depending on the nature of the concern raised and the subsequent action taken, where possible, the whistle blower will be kept informed of the progress of the investigation and advised of the outcome.

 

Support

 

The club will not tolerate any harassment or victimisation of (including informal pressures) and will take appropriate action to protect whistle blowers when they raise a concern in good faith.

Last updated: March 2018

Next review: March 2021

 

Club Chair: Jennie Colton

Welfare Officer: Sarah Strawbridge

Social Media Statement

Cheddar Lawn Tennis Club recognizes the importance of social media for children and young people’s development. However, we recognize that relevant safeguards need to be put in place during any tennis session and/or competition to help keep children and young people safe whilst online or using social media.

 

We therefore ask that all parents/carers read through and discuss this Social Media Statement with their child/children:

• I will be responsible for my behaviour when using the internet and social media, including the content I access and how I conduct myself.
• I will not deliberately create, browse or access material that could be considered offensive or illegal. If I accidentally come across any such material, I will report this to Sarah Strawbridge, the club’s Welfare Officer.
• I will not use social media or the internet to send anyone material that could be considered threatening, offensive, upsetting, bullying or illegal.
• I understand that all my use of internet and social media is potentially visible to everyone in the online world and that any issues involving my behavior may be addressed by Sarah Strawbridge, the club’s Welfare Officer.
• I will not give out any of my personal information such as name, age, address or telephone number online.
• I will not share my passwords with anyone else.
• I will not arrange to meet someone that I have met online.
• I understand that these rules are designed to keep me safe and if they are not followed my parents/carers may be contacted.
• I will avoid using my mobile or smartphone during activities as I understand that it will have an impact on my safety and my opportunity to learn and achieve.
• I am aware that if I am experiencing bullying behaviour or abuse online, I can contact Sarah Strawbridge, the club’s Welfare Officer.
• I know I can also contact Childline on 0800 11 11 if I have any worries about something I’ve seen or experienced online.

covid-19-risk-assessment 200720

Appendix A: Glossary of Terms

 

Safeguarding: protecting children from abuse and neglect, preventing the impairment of children’s health or development, ensuring that children are growing up in circumstances consistent with the provision of safe and effective care, and taking action to enable all children to have the best life chances. Enabling adults at risk to achieve the outcomes that matter to them in their life; protecting their right to live in safety, free from abuse and neglect. Empowering and supporting them to make choices, stay safe and raise any concerns. Beginning with the assumption that an individual is best-placed to make decisions about their own wellbeing, taking proportional action on their behalf only if someone lacks the capacity to make a decision, they are exposed to a life-threatening risk, someone else may be at risk of harm, or a criminal offence has been committed or is likely to be committed.  

 

Abuse and neglect

 

Physical abuse: A form of abuse which may involve hitting, shaking, throwing, poisoning, burning or scalding, drowning, suffocating or otherwise causing physical harm to a child or adult at risk. Physical harm may also be caused when a parent or carer fabricates the symptoms of, or deliberately induces illness

 

Sexual abuse: Involves forcing or enticing a child or young person to take part in abuse sexual activities, not necessarily involving a high level of violence, whether or not the child is aware of what is happening. The activities may involve physical contact, including assault by penetration (for example, rape or oral sex) or non-penetrative acts such as masturbation, kissing, rubbing and touching outside of clothing. They may also include non-contact activities, such as involving children in looking at, or in the production of, sexual images, watching sexual activities, encouraging children to behave in sexually inappropriate ways, or grooming a child in preparation for abuse (including via the internet). Sexual abuse is not solely perpetrated by adult males. Women can also commit acts of sexual abuse, as can other children

 

Emotional abuse: The persistent emotional maltreatment of a child or adult at risk such as to cause severe and persistent adverse effects on their emotional development. It may involve conveying to a child/ adult at risk that they are worthless or unloved, inadequate, or valued only insofar as they meet the needs of another person; not giving them opportunities to express their views; deliberately silencing them or ‘making fun’ of what they say or how they communicate. It may feature age or developmentally inappropriate expectations being imposed, including interactions that are beyond a child or adult at risk’s developmental capability, as well as overprotection and limitation of exploration and learning, or preventing them participating in normal social interaction. It may involve seeing or hearing the ill-treatment of another. It may involve serious bullying (including cyber bullying), causing a child or adult at risk to feel frightened or in danger, or the exploitation or corruption of children. Some level of emotional abuse is involved in all types of maltreatment of a child, though it may occur alone.

 

Neglect: The persistent failure to meet a child/ adult at risk’s basic physical and/or psychological needs, likely to result in the serious impairment of their health or development. It may involve a parent or carer failing to:

• provide adequate food, clothing and shelter (including exclusion from home or abandonment);
• protect a child/ adult at risk from physical and emotional harm or danger;
• ensure adequate supervision (including the use of inadequate care-givers); or
• ensure access to appropriate medical care or treatment.

It may also include neglect of, or unresponsiveness to, a child’s or adult at risk’s basic emotional needs. Neglect may occur during pregnancy as a result of maternal substance abuse.

 

Additional examples of abuse and neglect of adults at risk

 

Financial abuse: having money or property stolen; being defrauded; being put under pressure in relation to money or other property; and having money or other property misused.

Discriminatory abuse: treating someone in a less favourable way and causing them harm, because of their age, gender, sexuality, gender identity, disability, socio-economic status, ethnic origin, religion and any other visible or non-visible difference.

Domestic abuse: includes physical, sexual, psychological or financial abuse by someone who is, or has been a partner or family member. Includes forced marriage, female genital mutilation and honour-based violence (an act of violence based on the belief that the person has brought shame on their family or culture). Domestic abuse does not necessarily involve physical contact or violence.

Psychological abuse: including emotional abuse, threats of harm or abandonment, deprivation of contact, humiliation, blaming, controlling, intimidation, coercion, harassment, verbal abuse, isolation or withdrawal from services or supportive networks.

 

Organisational abuse: where the needs of an individual are not met by an organisation due to a culture of poor practice or abusive behaviour within the organisation.

 

Self-neglect: behaviour which threatens an adult’s personal health or safety (but not that of others). Includes an adult’s decision to not provide themselves with adequate food, clothing, shelter, personal hygiene, or medication (when indicated), or take appropriate safety precautions

Modern slavery: encompasses slavery, human trafficking, criminal and sexual exploitation, forced labour and domestic servitude. Traffickers and slave masters use whatever means they have at their disposal to coerce, deceive and force individuals into a life of abuse, servitude and inhumane treatment.

 

• A person who is being abused may experience more than one type of abuse
• Harassment, and bullying are also abusive and can be harmful
• Female Genital Mutilation (FGM) is now recognised as a form of physical, sexual and emotional abuse that is practised across the UK
• Child Sexual Exploitation is recognised as a form of sexual abuse in which children are sexually exploited for money, power or status
• Child trafficking is recognised as child abuse where children are often subject to multiple forms of exploitation. Children are recruited, moved or transported to, or within the UK, then exploited, forced to work or sold
• People from all cultures are subject to abuse. It cannot be condoned for religious or cultural reasons
• Abuse can have immediate and long-term impacts on someone’s well-being, including anxiety, depression, substance misuse, eating disorders and self-destructive Conducts, offending and anti-social Conduct
• Those committing abuse are most often adults, both male and female. However, child-to-child abuse also takes place.

 

 

 

 

 

Appendix B: What to do if a disclosure from a child or adult at risk is made to you:

 

1. Reassure the child/adult that s/he is right to report the behaviour
2. Listen carefully and calmly to him/her
3. Keep questions to a minimum – and never ask leading questions
4. Do not promise secrecy. Inform him/her that you must report your conversation to the LTA Safe and Inclusive Tennis Team (and the police in an emergency) because it is in his/her best interest
5. REPORT IT! If someone is in immediate danger call the police (999), otherwise talk to the LTA Safeguarding Team as soon as possible. Once reported, the Safe and Inclusive Tennis Team will work with you to ensure the safety and well-being of the child/ adult at risk
6. Do not permit personal doubt prevent you from reporting the concern/disclosure
7. Make an immediate objective written record of the conversation using the Reporting a Concern Form (add link). Make certain you distinguish between what the person has actually said and the inferences you may have made. Your report should be sent to the LTA Safeguarding Team within 48 hours of the incident, who will store it safely.