GymnaX Safeguarding & Child Protection Policy

Organisation: GymnaX
Policy: Safeguarding & Child Protection Policy
Effective from: September 2026
Review date: September 2027
Policy owner: GymnaX
Designated Safeguarding Lead (DSL): Cat Hall

1. Purpose

GymnaX is committed to safeguarding and promoting the welfare of all children and young people who participate in our gymnastics classes, programmes and activities.

The welfare of the child is paramount. GymnaX will take all reasonable steps to provide a safe, positive and welcoming environment in which children can participate in gymnastics, develop their skills and enjoy the activity free from abuse, neglect, bullying, discrimination or inappropriate behaviour.

This policy applies to all GymnaX coaches, staff, volunteers and other individuals working on behalf of GymnaX with children.

Where GymnaX delivers sessions on school premises, this policy is to be read alongside the school's safeguarding and child protection procedures. GymnaX staff will cooperate with the school's Designated Safeguarding Lead (DSL) and follow the school's procedures where applicable.

2. Our safeguarding principles

GymnaX believes that:

  • The welfare of the child is paramount.

  • Every child has the right to participate in gymnastics in a safe, positive and enjoyable environment.

  • Every child has the right to be protected from abuse, neglect, exploitation, bullying and inappropriate behaviour.

  • Safeguarding is everyone's responsibility.

  • All children should be treated fairly and with dignity and respect.

  • Concerns about a child's welfare must be taken seriously and acted upon promptly.

  • Children should be encouraged to speak about anything that makes them feel worried, uncomfortable or unsafe.

  • Parents and carers should feel able to raise concerns about the welfare of their children.

  • Staff must maintain appropriate professional boundaries when working with children.

GymnaX will not tolerate any behaviour by a member of staff, volunteer, participant or other person that places a child at risk of harm.

3. Responsibilities

3.1 Designated Safeguarding Lead

The GymnaX DSL is responsible for:

  • acting as the main point of contact for safeguarding concerns;

  • ensuring safeguarding concerns are recorded appropriately;

  • considering what action is required when a concern is raised;

  • liaising with the relevant school DSL when GymnaX operates on school premises;

  • contacting children's social care, the police or other appropriate agencies where necessary;

  • ensuring coaches and staff understand their safeguarding responsibilities;

  • ensuring safeguarding training is completed and kept up to date;

  • maintaining appropriate safeguarding records.

GymnaX DSL:
Name: Cat Hall
Telephone: 0771 890 5198
Email: cat.louise.hall@hotmail.com

4. Safer recruitment and DBS checks

GymnaX will take reasonable steps to ensure that people working with children are suitable to undertake their roles.

Where a role meets the relevant requirements for regulated activity with children, GymnaX will obtain the appropriate Enhanced DBS check with Children's Barred List information.

GymnaX will also:

  • verify relevant coaching qualifications;

  • ensure staff understand their safeguarding responsibilities;

  • provide appropriate safeguarding training;

  • consider any information disclosed during recruitment or safeguarding checks when determining suitability;

  • maintain appropriate records of checks and training.

GymnaX may operate a policy of reviewing DBS status and/or requesting a new DBS check periodically, including every three years where appropriate. A DBS certificate itself does not have an official expiry date; the decision to repeat a check is the responsibility of the organisation based on the role and circumstances.

5. Safeguarding training

All GymnaX coaches and relevant staff working with children must complete appropriate safeguarding training.

Training should cover, as appropriate:

  • recognising signs of abuse and neglect;

  • responding to safeguarding concerns and disclosures;

  • maintaining professional boundaries;

  • appropriate physical contact in gymnastics;

  • reporting and recording concerns;

  • online safety and appropriate use of technology;

  • responding to allegations or concerns involving staff.

Safeguarding training will be refreshed periodically and whenever significant changes to safeguarding guidance or GymnaX procedures require it.

6. Supervision, attendance and collection of children

GymnaX will maintain an accurate register for each session.

  • A register will be taken at the start of every session.

  • Coaches will know which children are present.

  • Children will remain under appropriate supervision throughout the session.

  • Children will not be permitted to leave the session without appropriate authorisation.

  • At the end of the session, children will be handed over to their parent, carer or other authorised adult in accordance with the arrangements agreed for the session.

  • Any unexplained absence or collection concern will be dealt with promptly and, where necessary, reported to the parent/carer and/or school DSL.

Where GymnaX sessions take place within a school, the school's arrangements for arrival, dismissal and collection will also be followed.

7. Professional boundaries and appropriate physical contact

Gymnastics coaching sometimes requires physical contact to teach, guide, support or protect a child.

Physical contact must always be:

  • necessary and appropriate for the coaching activity or the child's safety;

  • proportionate to the situation;

  • appropriate to the child's age, ability and level of understanding;

  • professional and respectful;

  • limited to what is necessary.

Examples may include spotting, supporting a child during a skill, preventing a fall, correcting body position or assisting a child to move safely.

Coaches must never use physical contact as punishment, intimidation or humiliation.

Where practical, coaches should explain or seek the child's agreement before providing physical assistance, particularly where this is appropriate to the child's age and understanding.

Any physical intervention required to prevent an immediate injury must be proportionate and reasonable in the circumstances.

8. Toilets and privacy

GymnaX will respect children's privacy and dignity when they need to use toilet facilities.

Where separate toilet facilities are available for pupils and adults, children should use the designated pupil facilities.

Coaches must not enter a toilet cubicle with a child except where there is an immediate and necessary safeguarding or medical reason.

Where a child requires assistance, GymnaX will follow the arrangements of the venue/school and seek parental or appropriate staff assistance wherever possible.

Any concern regarding a child's safety, privacy or behaviour in relation to toilet facilities must be reported to the DSL.

9. Recognising safeguarding concerns

Safeguarding concerns may include, but are not limited to:

  • physical abuse;

  • emotional abuse;

  • sexual abuse;

  • neglect;

  • bullying or harassment;

  • discriminatory behaviour;

  • exploitation;

  • inappropriate behaviour by an adult towards a child;

  • inappropriate behaviour between children;

  • concerns about a child's home circumstances;

  • online abuse or exploitation;

  • a child disclosing that they are being harmed or feel unsafe.

A concern does not need to be proven before it is reported.

10. Responding to a disclosure or concern

If a child tells a GymnaX coach or staff member that they have been harmed or are worried about their safety, the adult should:

  1. Listen calmly and take the child seriously.

  2. Allow the child to speak without unnecessary interruption.

  3. Reassure the child that they have done the right thing by speaking up.

  4. Avoid promising confidentiality. Explain that the information may need to be shared with people who can help keep them safe.

  5. Avoid asking leading or investigative questions.

  6. Do not investigate the allegation themselves.

  7. Record the concern as soon as possible, using the child's own words where practicable.

  8. Report the concern immediately to the GymnaX DSL or Deputy DSL.

  9. Where GymnaX is operating on school premises, inform the school's DSL in accordance with the school's safeguarding procedures.

If there is an immediate risk of serious harm, the police or emergency services should be contacted without delay.

11. Reporting concerns about a GymnaX staff member or coach

If a safeguarding concern relates to a GymnaX coach, staff member or volunteer, the concern must be reported immediately to the GymnaX DSL.

The person who is the subject of the concern must not be responsible for deciding how the concern is dealt with.

Where the concern relates to a member of GymnaX staff working on a school site, GymnaX will also follow the school's procedures and notify the school's appropriate safeguarding lead.

GymnaX will cooperate fully with any investigation by the school, children's social care, the police or other relevant statutory agency.

12. Information sharing and confidentiality

Safeguarding information will be handled sensitively and shared only with people who need the information to protect or support a child.

Confidentiality must not prevent appropriate information sharing where this is necessary to safeguard a child.

Where a safeguarding concern arises during a GymnaX session at a school, the concern will be shared promptly with the school's DSL in accordance with the school's safeguarding procedures.

GymnaX will maintain appropriate records of safeguarding concerns and actions taken.

13. Equality, inclusion and dignity

GymnaX is committed to providing an environment in which all children are treated with dignity and respect.

No child will be treated less favourably because of their:

  • age;

  • disability;

  • gender reassignment;

  • race;

  • religion or belief;

  • sex;

  • sexual orientation;

  • socio-economic background; or

  • any other protected or personal characteristic.

GymnaX will make reasonable efforts to understand and accommodate individual children's needs and will seek appropriate advice where additional support is required.

14. Safeguarding risk controls

Safeguarding risks are included within GymnaX's risk assessment arrangements.

Controls include:

  • an accurate register being taken at the start of each session;

  • appropriate arrangements for handing children back to parents/carers at the end of sessions;

  • appropriate DBS checks for staff undertaking relevant roles;

  • safeguarding training for coaches and staff;

  • professional boundaries and appropriate physical contact;

  • supervision of children throughout sessions;

  • appropriate arrangements for toilet use;

  • prompt recording and reporting of safeguarding concerns;

  • cooperation with the school's DSL when sessions take place on school premises.

15. Fire safety

GymnaX will follow the fire evacuation procedure of the school or venue where sessions take place.

Coaches will familiarise themselves with the relevant evacuation arrangements before delivering sessions.

Children will be supervised during an evacuation and taken to the designated assembly point in accordance with the school's/venue's procedure.

No fires, candles, naked flames or other unauthorised sources of ignition are permitted during GymnaX sessions.

16. Critical incidents and lockdown

GymnaX staff delivering sessions within a school will follow the school's critical incident and lockdown procedures.

GymnaX staff must familiarise themselves with the relevant procedures contained within the school's handbook and follow instructions from school staff during an incident.

The safety and welfare of children remains the priority during any critical incident.

17. Emergency contacts

Emergency services

Police / Fire / Ambulance: 999

Police non-emergency: 101

Surrey Children's Services – Children's Single Point of Access (C-SPA)

Telephone: 0300 470 9100
Opening hours: Monday-Friday, 9am-5pm
Email:cspa@surreycc.gov.uk

Out of hours Emergency Duty Team: 01483 517898

Where a child is in immediate danger, call 999.

NSPCC Helpline

Telephone: 0808 800 5000

18. School safeguarding arrangements

Where GymnaX provides gymnastics sessions on school premises, GymnaX staff will comply with the school's relevant safeguarding, emergency, fire and critical-incident procedures.

The school DSL should be identified to GymnaX staff before sessions commence.

Any safeguarding concern arising during a GymnaX session will be shared promptly with the school DSL in accordance with the school's procedures.

19. Policy review

This policy will be reviewed at least annually and sooner where:

  • legislation or statutory guidance changes;

  • safeguarding procedures change;

  • a significant safeguarding incident occurs;

  • GymnaX begins operating in a new setting;

  • the school or venue introduces new safeguarding requirements.

Approved by: Plamen Aleksandrov

Position: Director/ GymnaX

Date: September 2026

Next review: September 2027