Safeguarding and Whistleblowing Policy

Ace of Base Tennis LTD

1. Safeguarding Statement

Ace of Base Tennis Ltd is fully committed to safeguarding and promoting the welfare of all children, young people, and adults at risk who participate in its activities. The club aims to provide a safe, inclusive, and positive environment in which all individuals are able to enjoy tennis free from harm, abuse, neglect, or exploitation.

The welfare of children and adults at risk is of paramount importance and takes precedence over all other considerations, including performance or competition. All coaches, volunteers, parents, and participants share a collective responsibility to contribute to a safe and respectful environment.

Ace of Base Tennis Ltd operates in accordance with safeguarding guidance and best practice issued by the Lawn Tennis Association.

2. Scope of This Policy

This policy applies to all individuals involved in the delivery, participation, or support of Ace of Base Tennis Ltd activities, including but not limited to coaches, volunteers, players, parents, guardians, and members of the public.

It covers all tennis-related activities organised, delivered, or overseen by the club, including term-time junior group lessons, holiday camps, private coaching sessions, and any other associated events or programmes.

3. Key Safeguarding Principles

Ace of Base Tennis Ltd is committed to upholding the following safeguarding principles at all times:

•The welfare of children and adults at risk is paramount and must always be the primary consideration

•Safeguarding is the responsibility of everyone involved in the club, regardless of role

•All children and adults at risk have the right to protection from abuse, harm, and exploitation

•All safeguarding concerns will be taken seriously, recorded appropriately, and responded to without delay

•Individuals should feel confident, supported, and safe when raising concerns

4. Roles and Responsibilities

Safeguarding within Ace of Base Tennis Ltd is a shared responsibility across all individuals involved in the club.All coaches and volunteers are required to:

•Actively contribute to creating and maintaining a safe, inclusive, and positive environment for all participants

•Adhere to this safeguarding policy and associated procedures at all times

•Remain vigilant to potential safeguarding concerns and report any issues promptly and appropriately

Club Welfare Officer

Name: Sonya Oltean-Dic

Telephone: 07495020691

The Club Welfare Officer acts as the designated safeguarding lead and is responsible for receiving, managing, and responding to all safeguarding concerns raised within the club. This includes maintaining accurate and confidential records, assessing concerns, and making referrals to the Lawn Tennis Association Safeguarding Team and/or relevant external agencies such as the police or local authority where appropriate.

Due to the size and structure of the club, the Welfare Officer role is currently undertaken by the Club Director. Any individual who feels unable or uncomfortable raising a concern internally is encouraged to make use of the independent external reporting channels outlined within this policy.

5. Safe Recruitment and Training

Ace of Base Tennis Ltd takes all reasonable steps to ensure that individuals working with children and adults at risk are suitable, appropriately qualified, and properly vetted for their roles.

This includes, where applicable, verification of coaching qualifications, completion of recognised safeguarding training, obtaining references, and holding a valid Disclosure and Barring Service (DBS) check in line with current legal and LTA requirements.

These measures are designed to minimise risk and ensure that all participants are supported within a safe and professionally managed environment.

6. Recognising Safeguarding Concerns

Abuse can take a variety of forms and may occur in different settings, including within sporting environments and relationships of trust such as between a coach and player. It may involve a single incident or a pattern of behaviour over time, and can take place both in person and online.

All individuals involved in Ace of Base Tennis Ltd activities should remain alert to possible indicators of abuse and be prepared to act appropriately.

Types of Abuse

Physical Abuse

Physical abuse involves the deliberate use of force resulting in injury or harm, including actions such as hitting, shaking, pushing, or inappropriate physical restraint. Within a sporting context, this may also include forcing a participant to train or compete through injury or using excessive or inappropriate physical contact.

Emotional Abuse

Emotional abuse is the persistent emotional mistreatment of an individual, which may involve constant criticism, humiliation, intimidation, or the application of excessive pressure to perform. This can include creating a negative or fear-based coaching environment that undermines confidence and well-being.

Sexual Abuse

Sexual abuse involves forcing or encouraging an individual to take part in sexual activity, whether or not they understand or consent. This includes physical contact, inappropriate comments or messages, grooming behaviour, and the sharing or exposure to sexual content.

Neglect

Neglect refers to the ongoing failure to meet basic physical or emotional needs, such as providing adequate supervision, ensuring safe collection arrangements, responding to injuries, or ensuring appropriate hydration, rest, and care during activities.

Bullying (Including Cyberbullying)

Bullying involves behaviour intended to hurt, intimidate, or isolate another individual, whether physically, verbally, emotionally, or through digital platforms. This may include name-calling, exclusion, spreading rumours, or online harassment.

Online Abuse

Online abuse includes any form of harm facilitated through digital communication, such as inappropriate messaging, sharing images without consent, or exposure to harmful or explicit material.

How Concerns May Arise

Safeguarding concerns may arise through a variety of means, including direct disclosure by a child or adult, observations of behaviour or physical indicators, noticeable changes in mood or participation, or information shared by parents, guardians, or third parties.

All concerns, regardless of how minor they may initially appear, must be taken seriously and acted upon in accordance with this policy.

7. Reporting a Safeguarding Concern

Where a child or adult at risk is in immediate danger or at risk of significant harm, emergency services must be contacted immediately by calling 999.

In all other cases, safeguarding concerns must be reported without delay to the Club Welfare Officer, who will take appropriate action, including recording the concern in detail and referring it to the Lawn Tennis Association Safeguarding Team and/or relevant external authorities where necessary.

8. Whistleblowing

Ace of Base Tennis Ltd is committed to maintaining a culture of openness, integrity, and accountability, and encourages all individuals to raise concerns about poor practice or safeguarding risks without fear of retaliation.

Whistleblowing refers to the reporting of concerns regarding the behaviour or conduct of individuals within the organisation that may pose a risk to others.

Concerns may be raised internally with the Club Welfare Officer or, where this is not appropriate, externally via:

•LTA Safeguarding Team: 020 8487 7000

•NSPCC Helpline: 0808 800 5000

If concerns are not addressed satisfactorily, the NSPCC Whistleblowing Advice Line is available on 0800 028 0285 or via email at help@nspcc.org.uk.

All concerns will be handled seriously, appropriately, and with due regard for confidentiality. Ace of Base Tennis Ltd will not tolerate any form of victimisation or disadvantage directed at individuals who raise concerns in good faith.

9. Information to Include When Raising a Concern

Individuals reporting a concern should, where possible, provide clear and accurate information, including their contact details (unless they wish to remain anonymous), the names of those involved, the date, time, and location of the incident, a factual description of what has occurred, and details of any witnesses.

10. Confidentiality

All safeguarding concerns will be handled with sensitivity and shared only with those who have a legitimate need to know in order to take appropriate action. Records will be maintained securely and in accordance with applicable data protection legislation.

11. Safeguarding Responsibilities for Coaches

All coaches delivering activity on behalf of Ace of Base Tennis Ltd are required to meet and maintain the safeguarding standards set by the Lawn Tennis Association.

This includes holding appropriate qualifications, maintaining valid LTA accreditation, completing safeguarding training at required intervals, holding a valid DBS check, and maintaining up-to-date first aid certification.

Coaches are expected to consistently demonstrate high standards of professional conduct by prioritising the welfare of participants, maintaining appropriate boundaries, acting as positive role models, and ensuring that all sessions are delivered in a safe, inclusive, and respectful manner.

Coaches must avoid situations where they are alone with a child where possible, ensure that communication is appropriate and transparent, and refrain from engaging in private or personal messaging with children. Any concerns arising from coaching activity must be reported immediately in line with this policy.

Failure to adhere to these standards may result in disciplinary action and referral to the LTA or relevant authorities.

12. Code of Conduct

We follow the official LTA Code of Conduct (effective January 2025). All our coaches and staff adhere to these standards to ensure a safe, respectful, and positive environment for every player. https://www.lta.org.uk/siteassets/about-lta/file/lta-code-of-conduct-jan-2025.pdf

13. Policy Review

This policy will be reviewed on a regular basis to ensure that it remains current, effective, and aligned with national safeguarding standards and guidance.

Version: 1.0

Last Reviewed: April 2026

Next Review: April 2027