Safeguarding Policy and Commitment Statement

Version: 1.0

Adoption Date: September 1st, 2026

Part A — Safeguarding Commitment Statement

London Flame is committed to creating a safe, respectful and inclusive environment in which everyone involved in the Club can participate, develop and enjoy flag football.

We recognise that safeguarding is everyone’s responsibility.

The Club will take reasonable steps to protect children, young people and adults at risk from abuse, neglect, exploitation, inappropriate behaviour and other safeguarding risks.

We will:

• take safeguarding concerns seriously;
• provide clear routes for reporting concerns;
• respond to concerns promptly and appropriately;
• promote a culture where people feel able to speak up;
• ensure coaches and volunteers understand their safeguarding responsibilities;
• follow applicable BAFA safeguarding requirements;
• maintain appropriate boundaries between coaches, volunteers and participants;
• consider safeguarding when planning training, competitions, travel and other Club activities;
• protect confidentiality while recognising that information may need to be shared where necessary to protect someone from harm; and
• review our safeguarding arrangements regularly.

No individual should be prevented from raising a safeguarding concern because they are worried about causing conflict, upsetting another person or damaging the reputation of the Club.

The welfare and safety of participants takes priority.

Part B — Safeguarding Policy

1. Scope

This policy applies to:

• players;
• coaches;
• Committee members;
• volunteers;
• team managers;
• Club representatives;
• parents/guardians where relevant;
• visitors and other persons participating in Club activities.

It applies to Club activities including:

• training;
• games;
• tournaments;
• travel;
• accommodation arranged in connection with Club activity;
• Club meetings;
• online meetings;
• Club communication channels; and
• other activities organised or endorsed by London Flame.

2. Definitions

Child / Young Person

For safeguarding purposes, a child is a person under 18.

Adult at Risk

An adult who may be unable to protect themselves against significant harm, abuse, neglect or exploitation because of their circumstances may be considered an adult at risk.

The circumstances of an individual should be considered rather than relying solely on a person’s age or diagnosis.

3. Responsibility for Safeguarding

Safeguarding is everyone’s responsibility.

Committee

The Committee is responsible for ensuring that appropriate safeguarding arrangements are in place.

Safeguarding Lead

The Club shall appoint a designated Safeguarding Lead/Welfare Officer.

The Safeguarding Lead shall:

• act as the principal Club contact for safeguarding concerns;
• provide appropriate support and guidance;
• ensure concerns are recorded and escalated appropriately;
• liaise with BAFA or statutory agencies where required;
• maintain appropriate confidentiality; and
• ensure safeguarding arrangements are reviewed.

The specific name and contact details of the Safeguarding Lead shall be maintained in the Club’s current operational information.

Coaches and Volunteers

Coaches and volunteers must:

• understand their safeguarding responsibilities;
• maintain appropriate professional boundaries;
• report concerns promptly;
• avoid situations that create unnecessary safeguarding risk; and
• comply with relevant training, qualification and suitability requirements.

BAFA currently expects Club Welfare Officers and relevant coaches to undertake appropriate safeguarding training. (britishamericanfootball.org)

Players and Members

All members should:

• treat others respectfully;
• report concerns;
• avoid inappropriate conduct;
• respect personal boundaries; and
• cooperate with reasonable safeguarding processes.

4. Recruitment and Suitability

Where roles involve children or adults at risk, the Club shall follow applicable BAFA requirements relating to suitability checks, safeguarding training, references and DBS/PVG requirements.

No person should undertake regulated activity with children or adults at risk unless the required checks and safeguards are in place.

The Club will comply with any more specific requirements imposed by BAFA or applicable law.

5. Professional Boundaries

Coaches and volunteers must maintain appropriate boundaries with players and other participants.

This includes:

• avoiding inappropriate relationships;
• avoiding sexualised or discriminatory comments;
• not using their position to exert inappropriate influence;
• communicating appropriately;
• avoiding unnecessary one-to-one situations where practicable; and
• avoiding private communication that would reasonably be considered inappropriate.

6. Physical Contact

Flag football is a physical sporting environment, but physical contact should always be appropriate to the activity.

Coaches should:

• use physical contact only where necessary and appropriate;
• explain physical demonstrations where practicable;
• respect an individual’s boundaries;
• avoid unnecessary physical contact; and
• consider additional safeguards where children or adults at risk are involved.

7. Online Communication

Club communication channels should be used appropriately.

Coaches and Club representatives should avoid inappropriate private communications with young participants.

Where communication with children is necessary, Club-approved channels and appropriate visibility should be used wherever practicable.

Messages must not contain bullying, harassment, sexualised content, discriminatory language or other inappropriate material.

8. Photography and Video

Photography and video may be used for legitimate Club, coaching, promotional or competition purposes.

Where children are involved, the Club shall follow applicable consent and safeguarding requirements.

Images or footage must not be used in a way that is exploitative, humiliating or inappropriate.

9. Travel and Accommodation

Where Club activity involves travel or accommodation, safeguarding considerations shall form part of the planning process.

Where children or adults at risk are involved, appropriate supervision, accommodation arrangements, communication and emergency procedures shall be established.

Participants should not be placed in unnecessarily vulnerable situations.

10. Recognising Safeguarding Concerns

Safeguarding concerns may relate to:

• physical abuse;
• emotional abuse;
• sexual abuse;
• neglect;
• exploitation;
• bullying or harassment;
• discriminatory abuse;
• domestic abuse;
• inappropriate relationships or boundaries;
• coercive or controlling behaviour;
• financial exploitation;
• online abuse; or
• other behaviour that creates a serious welfare concern.

A safeguarding concern does not require proof of abuse.

A concern, disclosure, observation or pattern of behaviour may be sufficient to require reporting.

11. Responding to a Disclosure

If someone discloses a safeguarding concern:

1. Listen calmly.
2. Take the person seriously.
3. Do not promise absolute confidentiality.
4. Do not investigate the allegation yourself.
5. Avoid leading questions.
6. Record what was said as accurately as possible.
7. Report the concern to the Safeguarding Lead promptly.

The priority is the person’s immediate safety and welfare.

12. Reporting

Concerns should normally be reported to the Club Safeguarding Lead.

BAFA’s current safeguarding guidance states that safeguarding concerns should be reported through the appropriate BAFA safeguarding route, and its policy specifies reporting concerns relating to children and adults at risk within 24 hours. (britishamericanfootball.org)

Where appropriate, the Club will report concerns to BAFA and/or relevant statutory agencies.

If someone is at immediate risk of serious harm, emergency services should be contacted.

BAFA also provides a dedicated safeguarding reporting route and advises contacting emergency services where someone is at immediate risk. (britishamericanfootball.org)

13. Confidentiality and Information Sharing

Safeguarding information shall be handled sensitively and only shared with those who need the information to protect an individual or manage the concern.

Confidentiality must not prevent information being shared where necessary to protect someone from harm or where required by law.

14. Allegations Against Coaches, Volunteers or Committee Members

Any allegation concerning a person acting on behalf of the Club shall be taken seriously.

The Club shall:

• ensure the concern is reported appropriately;
• avoid conducting an inappropriate internal investigation;
• protect the person raising the concern;
• consider whether the person accused should temporarily step away from relevant activities;
• cooperate with BAFA or statutory investigations; and
• maintain appropriate confidentiality.

Any temporary removal from duties is a safeguarding measure and does not itself imply guilt.

15. Safeguarding and Discipline

Safeguarding concerns may also constitute disciplinary matters.

The Club may take appropriate internal action while a safeguarding matter is being considered.

Club disciplinary action shall not prevent BAFA, the police, social services or another competent authority from taking independent action.

16. Training and Review

The Club will ensure that relevant coaches, Committee members and safeguarding personnel receive appropriate safeguarding education and training.

This policy shall be reviewed regularly and updated when necessary to reflect changes in BAFA requirements, legislation or Club activities.

17. Safeguarding Contacts

London Flame Safeguarding Lead:

Name: Meghann MacDonald

Contact: macdonald.meghann@gmail.com

+44 7930 210 499

BAFA Safeguarding:

The current BAFA safeguarding contact and reporting route should be used where a concern needs to be escalated to BAFA. (britishamericanfootball.org)

Emergency:

999 where someone is at immediate risk of serious harm.

Parental Permission Form for 16-18 year olds to train: https://drive.google.com/file/d/1pdghhpbAAd9-_HFmC02yvTU0SSiWCur6/view?usp=drivesdk