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Safeguarding Policy

Last reviewed: 4 May 2026

1. Our commitment

AcademyOS is committed to the safeguarding and welfare of all children and young people involved in our activities. We recognise that everyone has a responsibility to promote the welfare of children and that all children have the right to be protected from harm.

This policy applies to all staff, coaches, volunteers, parents/guardians, and anyone working on behalf of the academy.

2. Key principles

  • The welfare of the child is paramount
  • All children have the right to be protected from abuse and neglect
  • All concerns and allegations of abuse will be taken seriously and responded to swiftly
  • We work in partnership with parents/guardians and other agencies to safeguard children
  • We will ensure safe recruitment practices for all staff and volunteers

3. Designated Safeguarding Officer

Every academy on AcademyOS appoints a Designated Safeguarding Officer (DSO) — the first point of contact for any safeguarding concerns about a child at the academy.

To reach AcademyOS’s safeguarding team, please contact the academy directly:

Email: hello@academyos.co.uk

Mark your message “Safeguarding” so it reaches the DSO without delay. If a child is at immediate risk, call 999 first.

4. Recognising abuse

All staff and volunteers are trained to recognise the signs and indicators of abuse, which can be:

  • Physical abuse — hitting, kicking, burning, or otherwise causing physical harm
  • Emotional abuse — persistent emotional ill-treatment, bullying, or intimidation
  • Sexual abuse — involving children in sexual activities
  • Neglect — failing to meet a child's basic physical or psychological needs

5. Reporting concerns

If you have a safeguarding concern about a child at the academy:

  1. Contact the academy’s Designated Safeguarding Officer immediately, by emailing hello@academyos.co.uk with “Safeguarding” in the subject line.
  2. If you cannot reach anyone at the academy, contact your local authority children’s services. You can find your local team via gov.uk/report-child-abuse-to-local-council.
  3. In an emergency where a child is at immediate risk, call 999.
  4. You can also contact the NSPCC Helpline on 0808 800 5000 — available 24/7.

All concerns will be recorded, stored securely, and handled in confidence. The DSO will determine whether a referral to external agencies is required.

6. Safe recruitment

All coaching staff and volunteers undergo:

  • Enhanced DBS (Disclosure and Barring Service) checks, renewed in line with FA guidelines (typically every 3 years)
  • Reference checks
  • FA Safeguarding in Football qualification
  • Regular safeguarding training updates

7. Code of conduct

All staff and volunteers must:

  • Treat all children with respect and dignity
  • Avoid unnecessary physical contact
  • Never be alone with a child — maintain visible, open environments
  • Not use personal mobile phones to contact children directly
  • Not share personal social media accounts with players
  • Report any concerns or breaches immediately

8. Photography and social media

We only photograph or film children with explicit parental consent (collected during registration). Parents can withdraw photo consent at any time by contacting the academy.

  • Children will not be identified by full name alongside their photo on social media
  • Parents are asked not to photograph or film other children at sessions without consent
  • All images are stored securely and deleted when no longer needed

9. Anti-bullying

We have a zero-tolerance policy towards bullying of any kind. All players, parents, and staff are expected to treat others with respect. Bullying should be reported to any coach or the DSO, and will be investigated in line with FA Respect guidance.

Confirmed bullying may result in a verbal warning, written warning, temporary suspension from sessions, or in repeated/severe cases, removal from the academy. The decision rests with the academy management team, with the welfare of the children involved as the priority.

10. Data protection and safeguarding

Safeguarding records are stored securely in compliance with UK GDPR. Access is restricted to the DSO and authorised personnel. Records are retained in line with FA guidelines.

For full details on how we handle personal data, see our Privacy Policy.

11. External resources