Document Owner: Squid Academy Ltd
Version: 1.0
Review Date: Annually
Approved By: Senior Management Team

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1. Purpose

Squid Academy is committed to safeguarding and promoting the welfare, safety, and well-being of all children and young people who engage with our educational programs, esports activities, online learning platforms, workshops, coaching sessions, and community events. We believe that:

• Every child has the right to learn in a safe environment.
• Safeguarding is everyone’s responsibility.
• All concerns regarding the welfare of a child must be taken seriously.
• Appropriate action must be taken whenever a child may be at risk of harm.

This policy outlines the measures Squid Academy takes to protect children and vulnerable young people participating in our services.

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2. Scope

This policy applies to:

• Employees
• Directors
• Contractors
• Coaches
• Tutors
• Volunteers
• Guest speakers
• External partners delivering services on behalf of Squid Academy

It applies to all learning environments, including:

• Virtual classrooms
• Live online coaching
• Esports competitions
• Educational workshops
• Community events
• Learning management systems
• Discord or community platforms operated by Squid Academy

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3. Definitions

For the purposes of this policy: Child
A person under the age of 18. Safeguarding
Protecting children from abuse, neglect, exploitation, and harm while promoting their welfare and development. Child Protection
Actions taken when there is a reasonable concern that a child may be suffering or at risk of suffering significant harm.

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4. Types of Abuse

Staff must be aware of the following categories of abuse:

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Physical Abuse

Physical harm or injury caused deliberately. Examples include:

• Hitting
• Shaking
• Burning
• Assault

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Emotional Abuse

Persistent emotional mistreatment. Examples include:

• Humiliation
• Intimidation
• Bullying
• Threats

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Sexual Abuse

Any sexual activity involving a child. Examples include:

• Grooming
• Exploitation
• Sexual communication
• Sharing inappropriate content

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Neglect

Failure to meet a child’s basic physical or emotional needs. Examples include:

• Lack of supervision
• Lack of medical care
• Failure to provide safe living conditions

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Online Abuse

Abuse facilitated through technology. Examples include:

• Cyberbullying
• Grooming
• Exploitation
• Harassment
• Sharing harmful content

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5. Safeguarding Principles

Squid Academy will:

• Put the welfare of children first.
• Maintain a safe learning environment.
• Promote respect and inclusion.
• Encourage students to report concerns.
• Respond promptly to safeguarding concerns.
• Work with parents, schools, and authorities where appropriate.
• Maintain confidentiality while protecting children’s welfare.

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6. Safer Recruitment

Where applicable, Squid Academy will:

• Verify identity.
• Obtain references.
• Verify qualifications.
• Conduct right-to-work checks.
• Conduct criminal background checks where legally required.
• Ensure staff understand safeguarding responsibilities before working with learners.

No individual may work unsupervised with children until appropriate checks have been completed.

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7. Staff Code of Conduct

All staff must:

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Do

• Treat students respectfully.
• Maintain professional boundaries.
• Use approved communication channels.
• Report safeguarding concerns immediately.
• Promote a safe and inclusive environment.

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Do Not

• Engage in inappropriate conversations.
• Share personal contact information.
• Communicate privately with students through personal social media.
• Request personal photographs.
• Arrange unsupervised meetings with students.
• Develop relationships outside professional educational settings.

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8. Online Safety

As an online education provider, Squid Academy places particular importance on digital safeguarding. We will:

• Use moderated learning platforms.
• Monitor community spaces where appropriate.
• Restrict inappropriate content.
• Provide reporting mechanisms for learners.
• Encourage safe online behavior.
• Educate learners about digital citizenship.

Students are expected to:

• Treat others respectfully.
• Report inappropriate behavior.
• Avoid sharing personal information publicly.
• Follow platform rules and community guidelines.

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9. One-to-One Communication

To reduce safeguarding risks:

• One-to-one communication with minors should be avoided where possible.
• Communications should occur through approved platforms.
• Parents or schools may be copied into communications when appropriate.
• Sessions should be recorded where permitted and practical.
• Staff must maintain professional language at all times.

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10. Reporting Safeguarding Concerns

Any staff member who:

• Observes concerning behaviour;
• Receives a disclosure;
• Suspects abuse;
• Becomes aware of online exploitation or grooming;

must report the concern immediately. Reports should include:

• Date and time
• Individuals involved
• Facts observed
• Exact words used where possible
• Any immediate risk identified

Staff must not:

• Promise confidentiality.
• Investigate allegations themselves.
• Confront alleged perpetrators.

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11. Responding to a Disclosure

If a child discloses abuse:

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Staff should:

• Stay calm.
• Listen carefully.
• Take the child seriously.
• Reassure them they did the right thing by speaking up.
• Record information accurately.
• Report immediately.

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Staff should not:

• Ask leading questions.
• Make promises.
• Express shock.
• Conduct their own investigation.

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12. Escalation Process

Where a safeguarding concern is identified:

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Low-Level Concern

Examples:

• Inappropriate language
• Minor bullying

Action:

• Record incident
• Monitor behaviour
• Inform relevant supervisors

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Safeguarding Concern

Examples:

• Grooming indicators
• Self-harm concerns
• Significant emotional distress

Action:

• Escalate immediately
• Notify safeguarding lead
• Consider parent/school notification

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Immediate Risk

Examples:

• Threat of serious harm
• Sexual exploitation
• Suicidal intent

Action:

• Contact emergency services or relevant authorities immediately
• Notify safeguarding lead
• Preserve evidence

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13. Confidentiality and Information Sharing

Information will only be shared:

• When necessary to protect a child.
• With relevant authorities.
• With schools or parents, where appropriate.
• In accordance with applicable data protection laws.

The welfare of the child takes precedence over confidentiality concerns.

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14. Record Keeping

Safeguarding records will:

• Be stored securely.
• Be access-controlled.
• Be retained in accordance with Squid Academy’s Data Retention Schedule.
• Be available only to authorized personnel.

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15. Training

All staff involved with learners must receive safeguarding awareness training covering:

• Child protection principles
• Online safety
• Recognising abuse
• Reporting procedures
• Professional boundaries

Training will be refreshed regularly.

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16. Responsibilities

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Senior Management

Responsible for:

• Policy oversight
• Resource allocation
• Compliance monitoring

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Safeguarding Lead

Responsible for:

• Receiving concerns
• Managing incidents
• Liaising with authorities
• Maintaining records
• Staff guidance

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Staff and Volunteers

Responsible for:

• Following this policy
• Reporting concerns
• Maintaining professional conduct

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17. Review

This policy will be reviewed annually or sooner if:

• Legislation changes;
• New safeguarding risks emerge;
• Significant incidents occur;
• Regulatory guidance is updated.

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Disclaimer

In case there are any concerns, questions or feedback, please feel free to contact us at [email protected]