Safeguarding & Child Protection
Llandudno Karate is committed to providing a safe, positive and supportive environment for every child and young person who takes part in our activities.
The welfare and safety of our members is a priority. Everyone involved with Llandudno Karate — including coaches, volunteers, participants and parents/carers — has a responsibility to help safeguard children and young people.
Club Welfare Officer
Our Club Welfare Officer is the first point of contact if you have a concern about the safety or welfare of a child or young person at Llandudno Karate.
Club Welfare Officer: Richard Prendergast
Email: info@shitoryu.wales
Telephone: 07909 357 357
You can contact the Welfare Officer if:
You are worried about a child or young person.
A child has told you something that concerns you.
You are concerned about the behaviour of a coach, volunteer, parent/carer or participant.
You have witnessed behaviour that you believe may be inappropriate.
You are unsure whether something should be reported.
You do not need to be certain that abuse or harm has occurred before raising a concern.
If a concern relates to the Club Welfare Officer, or you do not feel able to raise the matter through the club, concerns may be raised through the appropriate governing-body safeguarding procedures.
Welsh Karate Governing Body Safeguarding:
safeguarding@welshkarate.org.uk
If a Child Is in Immediate Danger
If you believe a child is in immediate danger, requires urgent medical attention or is at immediate risk of serious harm:
Call 999 immediately.
Do not delay emergency action in order to contact the club first.
For safeguarding advice you can also contact:
NSPCC Helpline: 0808 800 5000
Childline: 0800 1111
Police (non-emergency): 101
Llandudno Karate Safeguarding & Child Protection Policy
1. Our Commitment
Llandudno Karate is committed to safeguarding and promoting the welfare of all children and young people who participate in our activities.
Every child and young person has the right to participate in karate in a safe, positive and supportive environment and to be protected from abuse, neglect, bullying, exploitation, discrimination and poor practice.
We aim to create an environment where children feel safe, listened to and able to raise concerns.
This policy applies to all coaches, instructors, volunteers, officials and other individuals acting on behalf of Llandudno Karate.
2. Safeguarding Responsibilities
Everyone working or volunteering with children at Llandudno Karate has a responsibility to:
Promote the welfare and safety of children and young people.
Follow the club's safeguarding procedures and Codes of Conduct.
Maintain appropriate professional boundaries.
Challenge and report inappropriate behaviour and poor practice.
Listen to and take concerns raised by children seriously.
Report safeguarding concerns promptly.
Never attempt to investigate allegations of abuse themselves.
Maintain appropriate confidentiality.
Complete safeguarding training and checks appropriate to their role.
Safeguarding is everyone's responsibility. A concern should never be ignored because someone assumes another person will report it.
3. Recognising a Safeguarding Concern
A safeguarding concern may arise from something a child says, something another person reports, behaviour that has been witnessed, an injury or change in behaviour, inappropriate conduct by an adult or another participant, or information concerning something happening outside the club.
Concerns can include:
Physical abuse.
Emotional abuse.
Sexual abuse.
Neglect.
Bullying and cyberbullying.
Harassment or discrimination.
Grooming or exploitation.
Inappropriate communication or relationships.
Inappropriate physical contact.
Poor coaching or safeguarding practice.
Concerns about a child's welfare at home, school or elsewhere.
Behaviour that breaches appropriate adult/child professional boundaries.
You do not need proof that abuse has occurred before reporting a concern.
4. If a Child Tells You Something
If a child or young person makes a disclosure or tells you something that causes concern:
Listen — allow them to speak without interruption.
Stay calm — do not show shock, disbelief or anger.
Take them seriously — do not dismiss or minimise what they are telling you.
Do not investigate — do not ask leading questions or attempt to establish whether an allegation is true.
Do not promise secrecy — explain that you may need to tell someone who can help keep them safe.
Reassure them appropriately — explain that they have done the right thing by speaking to someone.
Record what was said — make an accurate factual record as soon as possible, using the child's own words where possible.
Report it — pass the concern promptly to the Club Welfare Officer or appropriate safeguarding authority.
5. Reporting and Recording Concerns
Safeguarding concerns should normally be reported promptly to the Club Welfare Officer.
An accurate record should be made including, where available:
The name of the child or young person.
The date, time and location of the incident or disclosure.
What was seen, heard or reported.
The child's own words where relevant.
Details of witnesses.
Details of anyone involved in the concern.
Any immediate action taken.
The name of the person making the report.
The date and time the concern was reported.
Records should clearly distinguish between fact, observation and opinion.
The Club Welfare Officer will consider the appropriate next action in accordance with applicable safeguarding procedures.
This may include seeking advice from or referring the matter to the relevant governing-body safeguarding lead, children's services, police or another appropriate safeguarding or statutory organisation.
6. Allegations Against Coaches, Volunteers or Other Adults
Any allegation or safeguarding concern involving a coach, instructor, volunteer or another adult working with children must be taken seriously and reported promptly.
Llandudno Karate will not attempt to determine guilt or conduct its own investigation where the matter should properly be considered by safeguarding or statutory authorities.
Where necessary to protect children or preserve the integrity of an investigation, the club may temporarily suspend an individual's coaching, volunteering or other club duties while the matter is considered.
Suspension in these circumstances is a precautionary safeguarding measure and does not itself represent a finding of wrongdoing.
Appropriate referrals will be made in accordance with governing-body and statutory safeguarding procedures.
7. Lower-Level Concerns and Poor Practice
Not every concern will amount to suspected abuse.
Concerns about professional boundaries, inappropriate communication, coaching behaviour, physical contact, favouritism or other behaviour inconsistent with our Codes of Conduct should still be reported where appropriate.
Individual concerns that appear relatively minor can become significant when considered as part of a wider pattern.
Llandudno Karate will therefore take reasonable steps to record and address lower-level safeguarding concerns.
Depending upon the circumstances, action may include advice, additional training, supervision, warnings, disciplinary action or referral for further safeguarding advice.
8. Confidentiality and Information Sharing
Safeguarding information will be handled sensitively and shared only with people who need the information to protect a child, manage a concern or fulfil a safeguarding or legal responsibility.
Absolute confidentiality cannot be promised where information indicates that a child may be at risk.
Safeguarding records will be stored securely and access will be appropriately restricted.
Information will not be unnecessarily shared with other parents, participants, coaches or club members.
Where appropriate, information may be shared with governing bodies, safeguarding organisations, children's services, police or other statutory agencies.
9. Parents and Carers
Llandudno Karate aims to work openly and constructively with parents and carers.
Parents and carers are encouraged to raise concerns about the welfare of any child with the Club Welfare Officer.
There may be circumstances where informing a parent or carer before obtaining safeguarding advice could place a child at greater risk or interfere with an investigation.
In these circumstances, appropriate safeguarding or statutory advice should be obtained before contacting them.
10. Professional Boundaries
Coaches and volunteers must maintain appropriate professional boundaries with children and young people at all times.
The position of trust created through coaching must never be exploited.
Communication, physical contact, one-to-one coaching, travel, changing facilities, photography, video and social-media interaction must be appropriate to the coaching role and conducted in accordance with club and governing-body policies.
Concerns about professional boundaries should be reported to the Club Welfare Officer.
11. Photography, Video, Social Media and Digital Communication
Photography, video and digital communication involving children and young people must be appropriate and undertaken in accordance with club policies and safeguarding standards.
Coaches and volunteers must maintain professional boundaries when communicating electronically with junior participants.
Club communication channels should be used appropriately and transparently.
Inappropriate private communication, imagery or social-media behaviour involving a child or young person may constitute a safeguarding concern and should be reported.
12. Recruitment, DBS Checks and Training
Llandudno Karate will take reasonable steps to ensure that individuals working with children are suitable for their roles.
Depending upon the role, this may include:
Appropriate DBS checks.
Safeguarding training.
Coaching qualifications.
References or other suitability checks.
Induction into club safeguarding procedures and Codes of Conduct.
Continuing training and monitoring.
A DBS check forms only one part of safeguarding and safer recruitment and does not replace appropriate supervision, training or safeguarding procedures.
13. Bullying, Harassment and Discrimination
Bullying, harassment, intimidation and discriminatory behaviour are not acceptable within Llandudno Karate.
This includes behaviour occurring:
During training.
At competitions and events.
During club-related travel or accommodation.
Online or through social media.
Through messaging or other electronic communication.
Concerns will be dealt with under the club's safeguarding, Codes of Conduct and disciplinary procedures as appropriate.
14. Competitions, Travel and Events
Our safeguarding standards continue to apply whenever athletes, coaches and volunteers are representing or participating with Llandudno Karate away from the dojo.
This includes competitions, squad sessions, seminars, courses, training camps, trips and overnight stays.
Coaches and volunteers must continue to maintain appropriate professional boundaries and safeguarding practices in these environments.
15. Responding Fairly to Concerns
Safeguarding concerns will be taken seriously and considered objectively.
The welfare and safety of children will be a primary consideration, while individuals who are the subject of concerns will also be treated fairly and appropriately.
No person should be victimised or disadvantaged for raising a genuine safeguarding concern in good faith.
An allegation which is subsequently found to be mistaken, unfounded or unsubstantiated is not the same as a deliberately false or malicious allegation.
16. Safeguarding Records
Appropriate records will be maintained of safeguarding concerns, disclosures, allegations, referrals and actions taken.
Records should be factual, dated and stored securely.
Safeguarding records should be kept separately from ordinary coaching notes and should only be accessible to people with a legitimate safeguarding reason to access them.
17. Related Club Policies
This Safeguarding & Child Protection Policy should be read alongside other Llandudno Karate policies and procedures, including:
Codes of Conduct and Dojo Kun.
Complaints and disciplinary procedures.
Anti-bullying procedures.
Equality and inclusion.
Photography, video and social-media guidance.
Health and safety procedures.
Relevant governing-body safeguarding policies and procedures.
18. Policy Review
This policy will be reviewed at least annually and sooner where appropriate following:
A significant safeguarding incident.
Changes to safeguarding legislation or guidance.
Changes to governing-body requirements.
Changes to the organisation or operation of the club.
All coaches and volunteers are expected to familiarise themselves with this policy and understand how to recognise, respond to, record and report safeguarding concerns.
Policy last reviewed: October 2026
Next scheduled review: October 2027