Policies and Procedures

Wilton Coaching Limited Safeguarding Policy

Safeguarding is everyone’s responsibility: not responding to a safeguarding concern is not an option. The protection of children in our care is the responsibility of everyone employed by or working on behalf of Wilton Coaching Limited. This policy applies to all staff, including all contractors (self employed coaches), paid staff, volunteers, sessional workers, students or anyone working on behalf of Wilton Coaching Limited.

If you have any safeguarding concerns please in touch with the welfare officer of Wilton Tennis Club, Colette Mahieu colmm24@yahoo.com.au

The purpose of this policy:

  • To protect children and vulnerable adults who receive Wilton Coaching Limited’ services.
  • To provide staff and volunteers with the overarching principles that guides our approach to safeguarding and child protection.

Wilton Coaching Limited believe that a child or vulnerable adult should never experience abuse of any kind. We have a responsibility to promote their welfare and to keep them safe; it is the responsibility of every Wilton Coaching Limited employee to report any suspicions they have regarding the treatment of the children/vulnerable adults in their/our care.

We will seek to keep children and vulnerable adults safe by:

  • Valuing them, listening to them and respecting them
  • Appointing a Designated Safeguarding Officer.
  • Adopting child protection and safeguarding practices through procedures and a code of conduct for staff and volunteers.
  • Providing effective management for staff and volunteers through supervision, support, training and quality assurance measures
  • Recruiting staff and volunteers safely, ensuring all necessary checks are made.
  • Recording and storing information professionally and securely, and sharing information about safeguarding and good practice with children, their families, staff and volunteers via leaflets, posters etc…
  • Using our safeguarding procedures to share concerns and relevant information with agencies who need to know, and involving children, young people, parents, families and carers appropriately.
  • Creating and maintaining an anti-bullying environment and ensuring that we have a policy and procedure to help us deal effectively with any bullying that does arise.
  • Ensuring that we have effective complaints procedures in place.
  • Ensuring that we provide a safe physical environment for everyone, by applying health and safety measures in accordance with the law and regulatory guidance.

Safeguarding Code of Conduct

  • Prioritise the well-being of all children and adults at all times
  • Don’t travel alone with a child.
  • Be a positive role model. Act with integrity, even when no one is looking
  • Help to create a safe and inclusive environment both on and off court and promote the ?Fair Play values
  • Value and celebrate diversity and make all reasonable efforts to meet individual needs
  • Keep clear boundaries between your professional and personal life, including on social media
  • Check you have the relevant consent from parents/carers, children and adults before taking or ?using photos and videos
  • Ensure your own roles and responsibilities, and those of everyone you are responsible for, are ?clearly outlined and everyone has the information, training and support to carry them out. ?WHERE POSSIBLE, DO NOT BE ALONE WITH A CHILD OR ADULT AT RISK
  • Do not abuse, neglect, harm, radicalise, draw into extremist behaviour, or discriminate against anyone; or act in a way that may be interpreted as such*
  • Doing nothing is NOT an option: report all concerns and disclosures as soon as possible, following the Concern Reporting Procedure. If someone is in immediate danger, call the police (999).
  • ?*It is illegal to have a relationship with someone who is under 18 years old if you are in a position of trust; it is illegal to have a sexual relationship with anyone under the age of 16 whether they give consent or not.

The Code of Conduct should be interpreted in a spirit of integrity, transparency and common sense, with the best interests of children and adults at risk as the primary consideration.

Coaching Procedures

  • Registers should be taken at the beginning of every coaching session and head counts should be completed at regular intervals.
  • It is the coaches’ responsibility to decide whether or not the courts and surrounding area are fit for purpose.
  • All our coaches are first aid trained and have set procedures and regular training.
  • We have a full policies and procedures document that can be made available on request.

Best Practice Policy

The behaviour of the staff must not be open to criticism. Staff should protect themselves against liability or allegations that could cause conflict between them, the child and the parent. Staff must ensure that they do not put themselves in a position that may inadvertently threaten or upset children in their charge, and use best practice in all they do.

Best practice refers to the actions of our staff whilst working with or near to children. It also refers to the manner in which they communicate with the children and the information that they give them.

Therefore our staff will:

  • Avoid shouting and derogatory comments
  • Use positive comments and feedback whenever possible
  • Keep physical contact to a minimum unless absolutely necessary. When contact is necessary make sure there is at least one other adult present and the incident is recorded on an Incident Report Form
  • Treat all children equally and avoid favouritism
  • Be non-judgemental when talking to or dealing with the children
  • Empathise with the children and understand their emotions
  • Ensure you inform children of why you are making certain decisions in order for them to learn why certain things are done in certain ways e.g. why you walk a certain way across the car park
  • Understand that it is their legal responsibility to report any suspected cases of child abuse to the lead coach who in turn will inform Wilton Coaching Limited’ director so the best course of action for that child can be initiated
  • Not use a mobile phone or camera whilst leading a session with a group of children and this will be treated as a case of misconduct if the staff member is caught doing so.

Equality and Diversity Statement

Wilton Coaching Limited are adamant to provide excellent quality sports coaching and Kids school holiday camps in a friendly inclusive environment. This applies regardless of a person’s age, disability, gender reassignment status, sex, marital or civil partnership status, pregnancy or maternity, race, sex, sexual orientation, religion, race or sexual orientation, socio- economic status or any other background.

Anti bullying policy

Wilton Coaching Limited does not tolerate bullying.  You should tell someone if you see any form of bullying.

We are committed to providing a caring, friendly and safe environment for all our members so they can play tennis in a relaxed and secure atmosphere. Bullying of any kind is unacceptable at our centre. If bullying does occur, all players or parents should be able to tell and know that incidents will be dealt with promptly and effectively.

What is Bullying?

Bullying is the use of aggression with the intention of hurting another person. Bullying results in pain and distress to the victim. Bullying can be carried out by children or adults.

Complaints Procedure

Wilton Coaching Limited has a set procedure for addressing complaints. This procedure is for parents whose children are booked onto camps and/or coaching sessions. Removing children from a camp or session prior to a complaint being formally presented, forfeits access to or continuation with these procedures. The complaints procedure should be used only when informal attempts to resolve problems have been unsuccessful.

The nature of your complaint will determine the action you should take. Please see below how these have been categorised and what procedure you should follow.

** Complaints must be submitted within 7 days of an incident occurring, this is to ensure we have sufficient opportunity to investigate. **

Aims & Objectives

Wilton Coaching Limited will consider all complaints and will deal with them fairly and honestly. We will provide sufficient opportunity for any complaint to be fully aired, and aim to resolve it through open dialogue and mutual understanding.

Framework of Principles:

  • The complaints procedure should be accessible and publicised.
  • It should be simple to use and understand.
  • It should be as impartial as possible and allow the complainant to document and submit their complaint.
  • It should be non-adversarial
  • It should allow for swift handling with established time-limits for action, and for keeping people informed of progress
  • It should respect people’s desire for confidentiality, though some information sharing may be necessary to carry out a thorough investigation. Confidentiality does not apply when the OFSTED inspectors need to be informed under relevant laws governing the care of children.
  • The procedure should address all points of issue, providing an effective response and an appropriate redress, where necessary.

Formal Complaints


In the first instance, please discuss any issues within the categories set out below with the Head Coach/Director who is responsible for the venue your child is attending. Your complaint will be fully investigated.

  • Health and Safety
  • Management of the Camp
  • Activities and Timetabling
  • Staff
  • Bullying
  • Behaviour
  • Accidents and Incidents
  • What to Bring/Wear
  • AM/PM Club
  • Specific Needs
  • Other (camp/course related)
  • Booking
  • Dates and Prices
  • Venue
  • Hours
  • Terms and Conditions
  • Childs Group
  • Other (booking related)

The person carrying out the investigation will review the way the complaint has been handled by Wilton Coaching Limited and will ensure that the issues have been dealt with properly and fairly. He/she will write to you reporting the findings and recommendations of this investigation within 28 days of receiving the complaint.


If you are not satisfied with the result from Stage 1, you may choose to refer your complaint to Stage 2 of the procedure. This must be done in writing to Wilton Coaching Limited within 15 days of the completion of Stage 1.

The complainant will be informed in writing of the results of this review:

The general principle is that Wilton Coaching Limited should be able to produce documentary evidence to show that the complaint has received fair and proper consideration within the procedure set out here.

If you are still not satisfied, you may wish to put your complaint to OFSTED.

Early Years Provision

Parents have the right to phone OFSTED if they feel they have not received a satisfactory response to their complaint. OFSTED can be contacted on 0300 123 1231. Parents should have to hand the OFSTED registration number of the camp/course involved. Alternatively, you can write to: The National Business Unit, Ofsted, Piccadilly Gate, Store Street, Manchester, M1 2WD

Monitoring and Review

Wilton Coaching Limited monitors the complaints procedure, to ensure that all complaints are handled properly. All formal complaints received are logged and recorded.



Wilton Coaching Limited is Ofsted registered and therefore complies with all welfare and learning and development requirements. Not only can you rest assured that the staff caring for your children are fully vetted, but also our high standards are delivered at each venue for your peace of mind. Our policies and procedures are regularly updated to ensure we meet all necessary requirements and the welfare of the children in our care always takes priority.

We have a registration number and unique OFSTED registration numbers for the venues we use. These numbers will be required if you need to set up childcare vouchers with us, give feedback or view previous inspection reports.

Wilton Coaching Limited: RP550306RP540422


Director of Wilton Coaching Ltd, Marc Beckles: 07877571349


Phone: 0300 123 1231

Address: The National Business Unit, Ofsted, Piccadilly Gate, Store Street, Manchester, M1 2WD


We recognise that:

  • The welfare of the child is paramount, as enshrined in the Children Act 1989
  • All children, regardless of age, disability, gender, racial heritage, religious belied, sexual orientation or identity, have a right to equal protection from all types of harm or abuse.
  • Some children are additionally vulnerable because of the impact of precious experiences, their level of dependency, communication needs or other issues.
  • Working in partnership with children, young people, their parents, carers and other agencies is essential in promoting young people’s welfare.

Legal framework

This policy has been drawn up on the basis of law and guidance that seeks to protect children, namely:

  • Children Act 1999
  • United Convention of the Rights of the Child 1991
  • Date Protection Act 1998
  • Human Rights Act 1998
  • Sexual Offenders Act 2003
  • Children Act 2004
  • Safeguarding Vulnerable Groups Act 2006
  • Protection of Freedoms Act 2012
  • Children and Families Act 2014
  • Information sharing: Advice for practitioners providing safeguarding services to children, young people, parents and carers; HM Government 2015
  • Working together to safeguarding children: a guide to inter-agency working to safeguard and promote the welfare of children: HM Government 2015

The information in this document supports Ofsted requirements for the Early Years Register and the Voluntary Register. It reflects statutory guidance in “Keeping children safe in education” published in September 2016 and “Statutory framework for the early years foundation stage” published in 2017 By the Department for Education. It also supports the LTA Safeguarding Code of Conduct and the NSPCC Safeguarding policies.

Use of terminology

Child: a person under the age of eighteen years.

Adult at risk of abuse or neglect: an adult who: has care and support needs; is experiencing, or is at risk of abuse or neglect; and because of their care and support needs cannot protect themselves against actual or potential abuse or neglect.

Safeguarding children: protecting children from abuse and neglect, preventing the impairment of children’s health or development, preventing children from being drawn into extremism and/or terrorist activity, ensuring that they grow up in circumstances consistent with the provision of safe and effective care, and taking action to enable all children to have the best life chances. Recognise that some children may be more vulnerable to abuse or neglect, such as children with disabilities.

Safeguarding adults at risk: protecting adults from abuse and neglect and preventing them from being drawn into extremism and/or terrorism. Enabling individuals to achieve the outcomes that matter to them in their life; protecting their right to live in safety, free from abuse and neglect. Empowering and supporting them to make choices, stay safe and raise any concerns.

Beginning with the assumption that an individual is best-placed to make decisions about their own well- being, taking proportional action on their behalf only if someone lacks the capacity to make a decision; is exposed to a life-threatening risk; someone else may be at risk of harm; or a criminal offence has been committed or is likely to be committed.