Why Safeguarding Matters More Than Anything Else
If you run classes, clubs, or sessions for children, safeguarding is not optional. It is the foundation on which everything else in your business is built. Parents trust you with their most precious responsibility, and the law holds you to that standard.
In England and Wales, safeguarding is governed by the Children Act 1989 and 2004, the Working Together to Safeguard Children 2023 guidance, and a web of sector-specific regulations. Scotland and Northern Ireland have their own frameworks, but the principles are universal: every child deserves to be safe, and every adult working with children has a duty to make that happen.
This guide walks you through every element of safeguarding that applies to children's activity providers, whether you run a swimming school, a dance academy, a football club, or any other organised activity.
DBS Checks: Who Needs Them and Which Level
The Disclosure and Barring Service (DBS) provides criminal record checks for people working with children. There are three levels, and choosing the wrong one is a common and potentially serious mistake.
Basic DBS Check
Shows only unspent convictions. This is rarely sufficient for anyone working directly with children. It might be appropriate for administrative staff who never have unsupervised contact with participants.
Standard DBS Check
Shows spent and unspent convictions, cautions, reprimands, and warnings. Some activity providers use this level, but for most roles involving children it is not enough.
Enhanced DBS Check with Barred List
This is the level you need for anyone in regulated activity with children. It includes everything in the standard check plus a search of the children's barred list and any relevant police intelligence. Coaches, instructors, class assistants, and volunteers who regularly supervise children all need this level.
A critical point: DBS checks do not expire, but they are only accurate on the day they are issued. Best practice is to renew every three years, or use the DBS Update Service (which costs the individual £13 per year) so you can run instant status checks at any time.
A DBS check is a snapshot, not a guarantee. It tells you about someone's past, not their future behaviour. It is one part of safer recruitment, not the whole of it.
Safer Recruitment Beyond DBS
A thorough safer recruitment process also includes:
- Application forms that ask about gaps in employment history
- Two references, at least one from a previous role involving children
- Face-to-face interviews with safeguarding-specific questions
- Identity verification using original documents
- Probationary periods with supervision
Safeguarding Policies You Must Have
Every children's activity provider needs a written safeguarding policy. Your governing body (such as Swim England, British Gymnastics, or The FA) will have a template, but you need to tailor it to your specific context.
Core Policy Content
Your safeguarding policy should cover:
- Your organisation's commitment to safeguarding
- The name and contact details of your Designated Safeguarding Lead (DSL)
- How staff and volunteers should respond to concerns
- Your code of conduct for staff behaviour around children
- Your approach to physical contact (relevant for sports coaching)
- Photography and image-sharing rules
- Anti-bullying procedures
- Your whistleblowing procedure
This policy must be reviewed annually, shared with all staff and volunteers, and available to parents on request. Many providers publish it on their website, which is good practice and builds trust.
Code of Conduct
Your code of conduct sets behavioural expectations for everyone in your organisation. It should explicitly state that staff must never be alone with a child behind closed doors, must not exchange personal phone numbers or social media details with participants, and must report any concerns immediately to the DSL.
Reporting Procedures: What to Do When You Have a Concern
The single most important thing to understand about safeguarding reporting is this: it is not your job to investigate. It is your job to notice, record, and report.
The Four Rs
- Recognise: Be aware of the signs of abuse and neglect. These include unexplained injuries, sudden changes in behaviour, withdrawal, aggression, inappropriate sexual knowledge, and fear of particular adults.
- Respond: If a child discloses something to you, listen calmly, reassure them, and do not promise confidentiality. Say: "Thank you for telling me. I need to share this with someone who can help."
- Record: Write down what you saw or what the child said as soon as possible, using their exact words. Include the date, time, who was present, and any visible marks (using a body map if appropriate). Record facts, not opinions.
- Report: Pass your concern to your DSL immediately. If the DSL is unavailable or is the subject of the concern, contact your Local Authority Designated Officer (LADO) or the NSPCC Helpline on 0808 800 5000.
If a child is in immediate danger, call 999. Do not wait for internal procedures.
Recording and Storage
Safeguarding records are sensitive personal data under GDPR. They must be stored securely, with access restricted to the DSL and their deputy. AMES provides secure digital record-keeping that meets these requirements, with access controls and audit trails built in.
Photography and Image Consent
Photography at children's activities is a minefield if not handled properly. You need clear policies and explicit consent.
Your Photography Policy Should Cover
- Written consent from parents before photographing any child, specifying how images will be used (website, social media, print materials)
- A ban on personal devices being used to photograph children by staff
- Rules about parents photographing or filming at events (some providers allow it, others prohibit recording other people's children)
- How images are stored and for how long
- A clear process for parents to withdraw consent
Never use a child's full name alongside their photograph on public platforms. Use first names only, or avoid names altogether.
Online Safety
If you communicate with young participants digitally, whether through email, messaging apps, or an online portal, you need online safety measures in place.
- All digital communication with under-18s should be through official, monitored channels, never personal accounts
- If you use a booking or management platform like AMES, parent-facing communications go through the parent's account, maintaining appropriate boundaries
- If you run online classes or virtual sessions, ensure another adult is aware the session is happening and consider recording for safeguarding purposes (with appropriate consent)
- Be vigilant about online bullying between participants in any group chats or forums you manage
Creating a Safeguarding Culture
Policies and checks are essential, but they are not enough on their own. A genuine safeguarding culture means that everyone in your organisation understands that protecting children is their responsibility, not just the DSL's.
Practical Steps
- Training: All staff and volunteers should complete safeguarding training before they start and refresh it every two to three years. The NSPCC, your governing body, and local safeguarding partnerships all offer courses.
- Open culture: Encourage staff to raise concerns without fear of reprisal. Normalise safeguarding conversations in team meetings.
- Visible commitment: Display your safeguarding policy prominently. Include safeguarding information in your parent welcome packs. Show parents that you take this seriously.
- Regular review: Audit your safeguarding practices at least annually. Have someone outside your organisation review them if possible.
- Learn from incidents: If something goes wrong, conduct a thorough review and update your practices accordingly.
Key Contacts and Resources
- NSPCC Helpline: 0808 800 5000 (for adults with concerns about a child)
- Childline: 0800 1111 (for children and young people)
- DBS Service: gov.uk/dbs-check
- Local Authority Designated Officer (LADO): Contact your local council
- Your governing body's safeguarding team (e.g., Swim England Child Safeguarding, British Gymnastics Safeguarding)
Actionable Takeaways
- Audit your DBS checks today: Confirm every person in regulated activity has an enhanced DBS with barred list check, and set up the Update Service for ongoing monitoring.
- Review your safeguarding policy: If it has not been updated in the last 12 months, do it now. Share it with your team and publish it on your website.
- Book safeguarding training: Ensure every staff member and volunteer has current safeguarding training. Your governing body or the NSPCC can provide this.
- Test your reporting chain: Does everyone know who the DSL is? Could they report a concern at 7pm on a Tuesday evening during a class? If not, fix that gap.
