Safeguarding Policy

Carpe Diem BJJ London is committed to creating and maintaining a safe, positive, and inclusive environment for all its members, staff, volunteers, and visitors. We believe that everyone, regardless of age, gender, ability, ethnicity, religion, or sexual orientation, has the right to be protected from harm, abuse, and neglect.

This policy outlines our commitment to safeguarding children (anyone under the age of 18) and adults at risk (as defined by the Care Act 2014) who participate in our activities or come into contact with our club. We recognise our moral and legal responsibility to protect and promote the welfare of all individuals and to take all reasonable steps to ensure their safety and well-being.

1. Scope

This policy applies to:

All staff (paid and unpaid), coaches, instructors, and volunteers working for or on behalf of Carpe Diem BJJ London.
All members, including children, young people, and adults.
Parents/guardians and visitors to our premises or events.

2. Definitions

Child: Anyone under the age of 18 years.
Adult at Risk: An adult (aged 18 or over) who:
- Has needs for care and support (whether or not the local authority is meeting any of those needs).
- Is experiencing, or is at risk of, abuse or neglect.
- As a result of those care and support needs, is unable to protect themselves from either the risk of, or the experience of, abuse or neglect.
Abuse and Neglect: Can take many forms, including:
- Physical Abuse: Hitting, slapping, pushing, kicking, misuse of medication, restraint, or inappropriate sanctions.
- Emotional/Psychological Abuse: Threats, humiliation, intimidation, coercion, harassment, verbal abuse, isolation, or cyberbullying.
- Sexual Abuse: Sexual acts to which the individual has not consented, or could not consent, or was pressured into consenting. This includes sexual harassment, exploitation, and inappropriate sexualised behaviour.
- Neglect: Failure to provide basic needs such as food, clothing, shelter, medical care, supervision, or emotional support.
- Financial Abuse: Theft, fraud, exploitation, pressure in connection with wills, property, inheritance or financial transactions, or the misuse of property, possessions or benefits.
- Discriminatory Abuse: Harassment, slurs, or ill-treatment based on age, disability, gender, race, religion, sexual orientation, or other protected characteristics.
- Organisational Abuse: Neglect and poor practice within an institution or specific care setting.
- Domestic Abuse: Any incident or pattern of incidents of controlling, coercive, threatening behaviour, violence or abuse between those aged 16 or over who are or have been intimate partners or family members regardless of gender or sexuality.
- Modern Slavery: Encompasses human trafficking, slavery, servitude, and forced or compulsory labour.
- Self-Neglect: Neglecting to care for one's personal hygiene, health, or surroundings.

3. Principles of Safeguarding

Carpe Diem BJJ London is committed to:

The welfare of the child/adult at risk is paramount: All decisions and actions will prioritise their best interests.

Prevention: Taking proactive steps to minimise risks of harm.
Protection: Responding appropriately to concerns and allegations of abuse.
Partnership: Working with parents, carers, and relevant agencies (e.g., Local Authority Children's Social Care, Adult Social Care, Police) to ensure effective safeguarding.
Empowerment: Supporting individuals to make their own choices and have control over their lives where possible.
Proportionality: Ensuring that any response to a concern is appropriate to the level of risk presented.
Accountability: Ensuring that all staff and volunteers understand and fulfil their safeguarding responsibilities.

4. Roles and Responsibilities

Designated Safeguarding Lead (DSL):

Name: Daniel Gharai.
Contact Number: 07354183764
Email: dan@carpediembjj.co.uk

Offsite Safeguarding Lead (OSL)

Name: Megan Hunt
Contact Number: 07400744855
Email: meg.hunty@gmail.com

The DSL is the first point of contact for all safeguarding concerns and has overall responsibility for implementing this policy. Their responsibilities include:

Acting as the first point of contact for all staff, volunteers, children, adults at risk, and parents/guardians regarding safeguarding concerns.
Providing advice and support to staff and volunteers on safeguarding matters.
Liaising with external agencies (e.g., Local Authority Children's Social Care, Adult Social Care, Police, LADO) as appropriate.
Maintaining accurate, confidential records of all safeguarding concerns and actions taken.
Ensuring that all staff and volunteers receive appropriate safeguarding training.
Promoting a culture of safeguarding within the club.
Reviewing and updating the safeguarding policy annually.

4.2 All Staff, Coaches, Instructors, and Volunteers

Everyone involved with Carpe Diem BJJ London has a responsibility to safeguard children and adults at risk. This includes:

Adhering to this Safeguarding Policy and the Club's Code of Conduct.
Attending mandatory safeguarding training.
Being vigilant and aware of potential signs of abuse or neglect.
Reporting any concerns immediately to the DSL.
Creating a safe and positive environment for all members.

4.3 Club Management/Owners

Ensuring the club has a robust safeguarding policy and procedures in place.

Appointing and supporting a DSL.

Providing adequate resources for safeguarding (e.g., training, DBS checks).

Ensuring all staff and volunteers are appropriately vetted.

Promoting a culture where safeguarding is everyone's responsibility.

5. Reporting Procedures

5.1 Concerns about a Child or Adult at Risk

If you have any concerns about the welfare or safety of a child or adult at risk, you must:

Report immediately to the DSL. If the DSL is unavailable, or you do not feel comfortable speaking to them, report to the OSL.
Do NOT investigate: It is not your role to investigate the concern. Your role is to report.
Record your observations: Make a factual, objective record of what you saw, heard, or were told, including dates, times, and names. Do not add your opinions or interpretations.
Maintain confidentiality: Only share information with the SLs or relevant authorities on a "need to know" basis.

The SLs will then:

Assess the information and determine the appropriate course of action.
Consult with relevant external agencies (e.g., Local Authority Children's Social Care, Adult Social Care, Police) if necessary.
Record all actions taken and decisions made.
Inform the referrer of the outcome where appropriate and safe to do so.

5.2 Concerns or Allegations Against a Staff Member or Volunteer

If you have a concern or allegation that a staff member or volunteer has:

Behaved in a way that has harmed a child or adult at risk, or may have harmed a child or adult at risk.
Possibly committed a criminal offence against or related to a child or adult at risk.
Behaved towards a child or adult at risk in a way that indicates they are unsuitable to work with children or adults at risk.

You must:

Report immediately to the DSL or OSL.
If the allegation is against the DSL, report directly to OSL or, if unavailable, directly to the Local Authority Designated Officer (LADO) for children's concerns, or Adult Social Care for adult concerns.
Do NOT investigate.
Do NOT inform the individual concerned.
Record your observations factually.

The SLs will then:

Immediately contact the Local Authority Designated Officer (LADO) for concerns involving children.
Immediately contact Adult Social Care for concerns involving adults at risk.
Contact the Police if a criminal offence may have been committed.
Follow the advice of these external agencies, which may include suspension of the individual concerned.

7. Codes of Conduct

7.1 Code of Conduct - Staff, Coaches, and Volunteers

How we run our classes:

Ensure classes are conducted safely and responsibly - while keeping the training environment positive and supportive.
Treat all individuals with respect and dignity.
Use appropriate language and behaviour; challenge inappropriate behaviour or language from others.
Do not consume alcohol or illegal drugs before or during club activities.
Respect personal space and boundaries and the right of any participant to decline sparring, drilling or physical contact in general.

How we support young people and adults at risk:

Always put the welfare of children and adults at risk first.
Maintain appropriate professional boundaries. Avoid 1:1 unsupervised contact with children where possible.
Do not engage in private communication (e.g., social media, text messages) with children or young people unless it is part of an official club communication channel and involves parents/guardians.
Ensure all physical contact is appropriate, necessary for instruction/safety, and open to observation.
Listen to and respect the views of children and adults at risk.
Report any concerns about a child, adult at risk, or another staff member/volunteer immediately.
Do not share photos, videos, or personal information of others without their consent (and parental consent if under 18).
Social media use related to Carpe Diem BJJ London should reflect the values of the school.
Operation of the team’s social media channels should also reflect these rules and values.

Responsibility and accountability:

Everyone is responsible for upholding this Code of Conduct.
Breaches of this Code may lead to disciplinary action, including suspension or removal from Carpe Diem BJJ London.

7.2 Code of Conduct for Students and Parents/Guardians

Treat coaches, staff, and other students with respect.
Listen to instructions and follow any rules set by coaches.
Respect personal space and boundaries and the right of any participant to decline sparring, drilling or physical contact in general.
Arrive on time, prepared, and with appropriate kit.
Keep good personal hygiene and maintain a clean uniform.
Use equipment safely and report any damage or hazards.
Report any concerns or worries to a coach or trusted adult.
No alcohol or banned substances are permitted before or during training.
Communicate respectfully, both in person and online.
Do not share photos, videos, or personal information of others without their consent (and parental consent if under 18).
Social media use related to Carpe Diem BJJ London should reflect the values of the school.

Code of Conduct for Parents/Guardians

Support and encourage your child and other members positively.
Respect the decisions of coaches and officials.
Communicate any concerns about your child's welfare or safety to the DSL.
Ensure your child is collected promptly after sessions.
Do not use abusive language or behaviour towards anyone at the club.
Inform the club of any medical conditions or special needs your child or you may have.

Responsibility and accountability:

Everyone is responsible for upholding this Code of Conduct.
Breaches of this Code may lead to disciplinary action, including suspension or removal from Carpe Diem BJJ London.

8. Recruitment and Vetting

Carpe Diem BJJ London is committed to safe recruitment practices.

All staff and volunteers who work with children or adults at risk will undergo an Enhanced Disclosure and Barring Service (DBS) check.
References will be sought and verified.
Interviews will include questions about safeguarding.
Self-declaration forms regarding suitability to work with children and adults at risk will be required.
New staff/volunteers will undergo an induction that includes safeguarding training and familiarisation with this policy.

9. Training

All staff and volunteers will receive appropriate safeguarding training, which will be refreshed regularly (at least every three years). The DSL will undertake more advanced and specific training.

10. Confidentiality and Information Sharing

All safeguarding concerns and records will be treated with the utmost confidentiality.
Information will only be shared on a "need to know" basis with relevant individuals or agencies (e.g., Local Authority Children's Social Care, Adult Social Care, Police) to protect the welfare of the child or adult at risk.
Consent to share information will be sought where appropriate, but safeguarding concerns will always take precedence over confidentiality if there is a risk of serious harm.

11. Photography and Social Media

Photography/Videography:
- Parental consent will be obtained for children to be photographed or videoed during club activities.
- Images will only be used for club-approved purposes (e.g., website, social media, promotional materials).
- No identifying information (e.g., full names) will be published alongside images of children without explicit consent.
- Members are requested to seek permission before taking photos/videos that include other individuals, especially children.

Social Media:
- Staff and volunteers must not engage in private social media contact with children or young people.
- All social media interactions should be professional and through official club channels.
- Members are reminded to be mindful of what they post online and to uphold the club's values.

12. Physical Contact (Martial Arts Specific)

Physical contact is an inherent and necessary part of martial arts training for instruction, demonstration, and safety. All physical contact by coaches/instructors must be:

Appropriate: Necessary for the activity and in line with coaching best practice.
Open and Observable: Not hidden or secretive.
For the Benefit of the Student: To aid learning, correct technique, or ensure safety.
Respectful: Coaches will be mindful of personal space and individual comfort levels.
Non-sexual: Never for gratification or in a sexualised manner.
Coaches will explain the purpose of physical contact to students, especially children, and seek consent where appropriate.

13. Monitoring and Review

This policy will be reviewed annually by the DSL and OSL, or sooner if there are changes to legislation, guidance, or club operations. The effectiveness of the policy will be monitored through feedback, incident reporting, and training records.

14. External Contact Information

In an emergency, or if you cannot reach the DSL:

Police: 999 (emergency) or 101 (non-emergency).
Local Authority Adult Social Care: Contacts here depending on the vulnerable group.
Local Authority Designated Officer (LADO): Eva.Simcock@southwark.gov.uk, Qau.Safeguarding@southwark.gov.uk, 020 7525 0689 / 07943 076608.
NSPCC (National Society for the Prevention of Cruelty to Children): 0808 800 5000 (for adults concerned about a child).
Childline: 0800 1111 (for children and young people).

CARPE DIEM LONDON