Safeguarding Policy

1. Purpose and Commitment
This Safeguarding Policy sets out how Pro-Fitness Gym complies with UK safeguarding legislation and guidance, including the Children Act 1989 & 2004, Working Together to Safeguard Children, and relevant guidance from UK Sport and Sport England.

We are committed to safeguarding and promoting the welfare of children, young people, and vulnerable adults. Although Pro-Fitness Gym operates primarily as an 18+ facility, we recognise that minors may access the gym only when supervised by a responsible adult or a qualified coach, and therefore robust safeguarding arrangements are essential.

Safeguarding is everyone’s responsibility. All staff, contractors, volunteers, and members must act in accordance with this policy.

2. Scope
This policy applies to:
All employees (full-time, part-time, and temporary)
Coaches, personal trainers, and instructors
Volunteers and contractors
Members and visitors

It covers:
All activities taking place on gym premises
One-to-one and group coaching sessions
Supervised training involving minors (under 18)
Off-site activities organised by the gym
Digital and online interactions connected to the gym

3. Definitions

Child / Young Person: Anyone under the age of 18 (as defined by UK law).
Vulnerable Adult: An adult aged 18 or over who may be unable to protect themselves from harm or exploitation due to care and support needs.
Safeguarding: Action taken to protect individuals’ health, wellbeing, and human rights, enabling them to live free from abuse, harm, and neglect.
Abuse: A form of maltreatment, including physical, emotional, sexual abuse, neglect, financial abuse, or discriminatory abuse.

4. Principles

Our safeguarding approach is based on the following principles:
The welfare of the individual is paramount
Everyone has the right to be safe and respected
Zero tolerance of abuse, harassment, bullying, or exploitation
Concerns are taken seriously and acted upon promptly
Confidentiality is respected but never a barrier to safety

5. Roles and Responsibilities

5.1 Safeguarding Lead
The gym will appoint a Safeguarding Lead who is responsible for:
Overseeing safeguarding procedures
Acting as the main point of contact for safeguarding concerns
Maintaining records securely
Liaising with external agencies where necessary
Safeguarding Lead: Andy Smith & Sam Barber
5.2 Staff and Volunteers
All staff and volunteers must:
Read, understand, and follow this policy
Complete safeguarding training as required
Maintain appropriate professional boundaries
Report any safeguarding concerns immediately

6. Safer Recruitment and Training

Pro-Fitness Gym is committed to safer recruitment in line with UK standards.
This includes:
Verification of identity and right to work
Reference checks
Enhanced DBS checks for staff and coaches who work directly with children or vulnerable adults
Clear role descriptions outlining safeguarding responsibilities
Safeguarding training will be:
Mandatory for all staff
Role-specific for coaches and personal trainers
Refreshed at regular intervals and when guidance changes

7. Code of Conduct

Staff, coaches, and volunteers must:
Treat all individuals with dignity, respect, and fairness
Maintain professional boundaries at all times
Avoid being alone with a child unless unavoidable and in line with agreed procedures
Ensure any physical contact is appropriate, necessary, and consented to
Never engage in inappropriate language, behaviour, or jokes
Never exchange personal contact details with minors or communicate privately via social media
Not show favouritism or offer gifts or incentives to minors
Members are also expected to behave respectfully and comply with gym rules.

8. Managing Risk

To safeguard minors training in an adult gym environment, Pro-Fitness Gym will:
Require all under-18s to be supervised at all times by a responsible adult or qualified coach
Obtain written parental/guardian consent prior to any training
Ensure under-18s only access agreed areas and equipment
Carry out regular risk assessments specific to mixed-age use of facilities
Maintain clear supervision ratios and session plans
Ensure first aid provision and emergency procedures are in place

9. Recognising Abuse and Concerns

Signs of abuse may include:
Unexplained injuries
Changes in behaviour or mood
Fear of certain individuals or environments
Disclosure of abuse (direct or indirect)
Staff do not need to investigate concerns but must report them.
10. Reporting Safeguarding Concerns
All safeguarding concerns must be taken seriously.

If a concern arises:
Ensure immediate safety – call emergency services (999) if there is immediate danger
Report the concern immediately to the Safeguarding Lead
Record the concern accurately, including dates, times, observations, and exact words used
Do not investigate or promise confidentiality
If the concern involves the Safeguarding Lead, report it directly to [Senior Manager / Owner].

Where appropriate, concerns may be referred to:
Local Authority Children’s Social Care
Local Authority Adult Safeguarding Team
Police

11. Confidentiality and Data Protection
Safeguarding information will be:
Shared only on a need-to-know basis
Stored securely in line with data protection legislation
Retained only as long as necessary

12. Allegations Against Staff or Volunteers
Any allegation or concern that a member of staff, coach, or volunteer has:
Harmed a child or vulnerable adult
Possibly committed a criminal offence
Behaved in a way that indicates they may pose a risk

Will be:
Reported immediately to senior management
Managed in line with UK safeguarding procedures
Referred to the Local Authority Designated Officer (LADO) where required
Suspension or temporary redeployment may be considered while investigations take place, without presuming guilt.

13. Online and Digital Safety
Staff and members must:
Use professional communication channels only
Avoid sharing personal images or information
Report any online behaviour that raises safeguarding concerns

14. Policy Review
This policy will be:
Reviewed annually
Updated in response to changes in legislation, guidance, or incidents