Version: April 2026
Review Date: April 2027

Policy Statement

Tōukon Academy® is committed to safeguarding and promoting the welfare of all children, young people and vulnerable individuals. We recognise our responsibility to provide a safe, structured, and supportive environment in which all participants can train, develop, and thrive.

All individuals, regardless of age, gender, ethnicity, disability, religion, or background, have the right to protection from harm.

Scope

This policy applies to:

• All coaches and instructors
• Assistant coaches and volunteers
• Staff and contractors
• Children and young people under the age of 18
• Parents, guardians, and carers

This policy applies across all Academy programmes, including:

• Jiu Jitsu Tots®
• Junior and youth classes
• School and outreach programmes

Safeguarding Roles & Responsibilities

Designated Safeguarding Lead (DSL)

Name: Joanne Webb

The DSL is responsible for:

• Acting as the first point of contact for safeguarding concerns
• Managing and recording safeguarding incidents
• Escalating concerns to appropriate authorities
• Ensuring safeguarding procedures are followed
• Maintaining safeguarding records securely
• Ensuring staff awareness and compliance

Deputy Safeguarding Lead (David Webb)

To support continuity, the Academy has appointed the above named Deputy Safeguarding Lead.

All Coaches & Staff

All individuals working with children must:

• Hold a valid enhanced DBS check (Disclosure and Barring Service)
• Follow this policy and all safeguarding procedures
• Act in the best interests of the child and vulnerable adults at all times
• Report concerns immediately
• Maintain appropriate professional boundaries

Types of Abuse (Awareness)

Safeguarding concerns may include, but are not limited to:

• Physical abuse – harm or injury caused deliberately
• Emotional abuse – persistent emotional harm or intimidation
• Sexual abuse – inappropriate or exploitative behaviour
• Neglect – failure to meet basic physical or emotional needs

All concerns must be taken seriously.

Reporting Procedure

If a safeguarding concern arises:

Step 1 - Listen

• Take the concern seriously
• Do not interrupt or dismiss
• Do not promise confidentiality

Step 2 - Record

• Make a written record as soon as possible
• Use the Academy Incident Report Form
• Record facts only (no assumptions)

Step 3 - Report

• Report immediately to the Designated Safeguarding Lead

Step 4 - Escalate (if required)

The DSL will determine appropriate action, which may include:

• Contacting the Local Authority Safeguarding Children Partnership
• Contacting the NSPCC helpline
• Contacting emergency services if there is immediate risk

Important:

• Staff must not investigate safeguarding concerns
• Staff must not discuss concerns with others outside the appropriate channels

Recording & Data Handling

• All safeguarding concerns must be recorded using a standard Incident Report Form
• Records must be stored securely and access restricted
• Information will be handled in line with the Academy’s Privacy Policy and UK GDPR

 Safer Recruitment

The Academy follows safer recruitment practices, including:

• Application and interview process
• Verification of identity
• Reference checks
• Enhanced DBS checks (mandatory before unsupervised access)
• Probationary periods
• Ongoing supervision and training

No individual will have unsupervised access to children until all checks are complete.

Professional Boundaries & Conduct

All coaches and staff must:

• Avoid being alone with a child where possible
• Ensure visibility and transparency at all times
• Maintain appropriate physical and professional boundaries
• Avoid any form of inappropriate communication or behaviour

Physical Contact in Training

Due to the nature of Brazilian Jiu Jitsu:

• Physical contact is an inherent part of training
• Contact must always be appropriate, safe, and instructional
• Techniques must be demonstrated with care and control
• Any unnecessary or inappropriate contact is strictly prohibited

Supervision & Ratios

• Children must not be left unattended
• Adequate supervision must be maintained at all times
• Assistant instructors must be supervised

 Digital Communication & Online Safety

• Communication with children should be appropriate and professional
• Where possible, communication should include parents/guardians
• Direct private messaging with minors should be avoided unless necessary and appropriate
• No inappropriate content or communication is permitted

Transport & External Activities

• Children must not be transported without parental consent
• Approved drivers must be insured and appropriate
• Risk assessments must be completed for all trips and outings

Whistleblowing

Concerns regarding staff or safeguarding practices must be reported to the DSL.

If the concern involves the DSL, it must be escalated to an appropriate external authority.

Training & Awareness

The Academy will:

• Promote safeguarding awareness among all staff
• Encourage relevant training
• Ensure policies are understood and followed

Policy Review

This policy will be reviewed annually or sooner if required.

Contact Information

Designated Safeguarding Lead: Jo Webb
Academy Contact: [email protected]

External Support:

• NSPCC Helpline: 0808 800 5000
• Emergency Services: 999