Safeguarding Policy

FITPRO-X is committed to safeguarding and promoting the welfare of children, young people and adults at risk. We take a learner-centred approach and expect everyone working for or with FITPRO-X to share this responsibility.

Safeguarding is everyone’s responsibility. Concerns must be acted on promptly, even where information is incomplete, the alleged harm occurred outside FITPRO-X activity or the person does not describe the situation as abuse.

This policy applies across online learning, classroom delivery, practical sessions, assessments, events, workplace or gym placements, mentoring, careers activity, social media and any contact undertaken on behalf of FITPRO-X.

A child is anyone under 18. An adult at risk is an adult who has care and support needs, is experiencing or at risk of abuse or neglect, and because of those needs may be unable to protect themselves. FITPRO-X may also support adults who are vulnerable because of circumstances that do not meet the statutory definition.

Contact route: [email protected], marked “Confidential: Safeguarding”, and [0191 468 2952].

The DSL leads safeguarding arrangements, advice, records, referrals, liaison with agencies, staff training and policy review. The Deputy acts when the DSL is unavailable. A concern must not be delayed because a named person cannot be reached.

• The welfare and safety of the person at risk are the primary consideration.
• Concerns are listened to, taken seriously and responded to without blame or discrimination.
• Information is shared on a need-to-know basis where necessary and lawful to protect people.
• Consent and the person’s wishes are considered, but a lack of consent does not prevent action where there is a serious risk, a child is involved, others may be at risk or a legal duty applies.
• Safeguarding practice must be inclusive and alert to barriers affecting disabled people, people with communication needs, people from minority groups and those facing discrimination or isolation.
• FITPRO-X works with local safeguarding partners, funders, awarding organisations, employers and other agencies where required.

• Physical, sexual, emotional or psychological abuse.
• Neglect, acts of omission and self-neglect.
• Domestic abuse, including coercive control and economic abuse.
• Financial or material abuse, exploitation, fraud and forced debt.
• Discriminatory, organisational or institutional abuse.
• Modern slavery, trafficking, forced labour and criminal exploitation.
• Child sexual exploitation, child criminal exploitation, county lines and serious youth violence.
• Radicalisation, extremism and terrorism-related concerns.
• Bullying, harassment, stalking, hate incidents, sexual harassment and harmful sexual behaviour.
• Online abuse, grooming, image-based abuse, cyberbullying, harmful content and misuse of personal information.
• Female genital mutilation, forced marriage, honour-based abuse and abuse linked to faith or belief.

There is no single test for abuse. Indicators may include unexplained injury, fear, withdrawal, sudden behavioural or attendance changes, controlling relationships, poor hygiene, hunger, financial distress, sexualised behaviour, disclosure, unsafe living or working conditions, concerning online contact, extremist material or repeated unexplained absence.

Staff must remain professionally curious and consider the wider context, including what may be happening at home, online, in a workplace, gym, peer group or relationship.

If a person discloses harm, stay calm, listen and take them seriously. Do not promise secrecy, investigate, confront the alleged person responsible or ask leading questions. Explain that information may need to be shared to keep them or others safe.

• Make the immediate situation safe. Call 999 where there is imminent danger, serious injury or a crime in progress.
• Listen and clarify only what is necessary to understand the immediate concern. Use the person’s own words.
• Report the concern to the DSL or Deputy as soon as possible and on the same working day. Do not wait for proof.
• Create a factual, dated and timed record, including what was seen, heard, said and done. Separate fact from opinion.
• Preserve evidence and do not circulate messages, images or records unnecessarily.
• Follow the DSL’s instructions and continue to support the person without conducting an independent investigation.

The DSL will assess urgency and determine whether to contact children’s social care, adult safeguarding, the police, the local authority designated officer (LADO), the Prevent/Channel route, a funder, awarding organisation or another relevant body. Referrals should be made to the local authority connected with the person or incident where appropriate.

Anyone may make a direct referral where they believe a child or adult is at immediate or serious risk, particularly if internal action is delayed or inadequate. The DSL must be informed as soon as it is safe to do so.

Any allegation that a person working for or with FITPRO-X has harmed, may have harmed, behaved in a way that indicates they may pose a risk, or committed a relevant offence must be reported immediately to the DSL and a director who is not implicated. Where the concern relates to the DSL, it must be reported directly to a director. Where it relates to a director, it must be reported to another director or appropriate external authority.

The DSL and senior manager will consider referral to the relevant LADO, police, safeguarding service, DBS, funder, awarding organisation or employer. FITPRO-X will not investigate an allegation in a way that prejudices statutory processes.

Low-level concerns, boundary breaches and conduct that is inconsistent with the staff code must also be recorded and reviewed, even if it does not meet the threshold for external referral.

Protecting people from being drawn into terrorism is part of safeguarding. Staff must report concerns about susceptibility to radicalisation, extremist influence or terrorism-related activity to the DSL. The DSL will consider the Prevent referral process and other support in line with current guidance.

FITPRO-X promotes respectful discussion and does not treat lawful political, religious or philosophical views as a safeguarding concern without evidence of risk. Decisions must be proportionate and based on behaviour, context and vulnerability.

• Use approved systems and professional accounts for learner communication wherever practicable.
• Maintain professional boundaries. Do not engage in sexualised, exploitative, intimidating or secretive communication with learners.
• Do not share personal contact details, images or confidential information unnecessarily.
• Online sessions should use appropriate access controls, moderation and recording arrangements. Learners must be told where a session is recorded and why.
• Suspected grooming, harmful content, non-consensual imagery or online exploitation must be reported through safeguarding procedures.

Fitness education may require demonstration, observation and limited physical correction. Contact must be necessary, proportionate, explained in advance and undertaken with consent. A learner may refuse contact and should be offered a safe alternative where possible.

Staff must avoid unnecessary one-to-one isolation, inappropriate changing-room access, sexualised comments, humiliating practice or photography without permission. Venue and gym safeguarding rules must also be followed.

• Partners used for practical assessment, mentoring or placement must provide a suitable and safe environment.
• Roles, supervision, emergency contacts, reporting routes and information-sharing expectations should be clear before activity begins.
• Concerns arising at a partner venue remain reportable to FITPRO-X even where the partner is also investigating.
• FITPRO-X may suspend a placement or venue where safeguarding concerns are not managed adequately.

FITPRO-X will use proportionate recruitment, identity, reference, qualification, employment history and criminal record checks for relevant roles. DBS checks will be obtained where the role is eligible and required. A criminal record does not automatically prevent engagement; decisions must be lawful, fair and risk-based.

Job descriptions, contracts and induction will make safeguarding responsibilities clear. Staff must disclose relevant changes that may affect suitability where legally required.

All staff and relevant contractors must receive safeguarding information at induction and refresher learning appropriate to their role. The DSL and Deputy must maintain suitable specialist knowledge. Attendance and completion records will be retained.

Managers must create a culture in which concerns can be raised, professional challenge is welcomed and safeguarding is not treated as the responsibility of one person only.

Safeguarding information is confidential but not secret. FITPRO-X will share relevant and proportionate information where necessary to protect a person, support a referral, meet a legal duty or cooperate with an investigation. Data protection law does not prevent appropriate safeguarding information sharing.

Records will be stored securely, access will be restricted and safeguarding records will normally be kept separately from general learner files. The DSL will determine retention in line with legal, regulatory, funding and limitation requirements.

A person who believes safeguarding concerns are being ignored, concealed or mishandled should use the whistleblowing route or contact an appropriate external authority. No one will be penalised for raising a genuine concern in good faith, although deliberately false or malicious allegations may be addressed under relevant procedures.

Complaints about the safeguarding process may be sent to [email protected], unless this would create a conflict. A safeguarding complaint must not delay protective action or a statutory referral.

The DSL will maintain a secure chronology of concerns, decisions, referrals, actions and outcomes. Safeguarding themes, training, partner compliance and response quality will be reviewed by senior management without exposing unnecessary personal information.

This policy will be reviewed at least annually and sooner following a serious incident, statutory guidance update, organisational change, audit finding or identified weakness. A specific review will be completed before 1 September 2026 to reflect the operative version of Keeping Children Safe in Education 2026.

References are included for governance and review. The policy should be updated where legislation, guidance or contractual requirements change.

• Keeping Children Safe in Education 2025 (current until 31 August 2026)
• Working Together to Safeguard Children 2026
• Care and Support Statutory Guidance – safeguarding adults
• Prevent duty guidance: England and Wales
• Guidance for work-based learners and the Prevent duty