Safeguarding
Taoist Arts Organisation Safeguarding Policy Children, Young People and Adults at Risk
Taoist Arts Organisation (TAO)
Policy status: Current
Approved by: TAO Committee
Policy owner: TAO Safeguarding Officer
Review: At least every 3 years and sooner where legislation, guidance or organisational circumstances require
1. Purpose and Commitment
The Taoist Arts Organisation (TAO) is committed to safeguarding and promoting the welfare of everyone who participates in its activities.
TAO recognises that everyone has the right to participate in an environment that is safe, respectful and free from abuse, exploitation, discrimination, bullying and inappropriate behaviour.
Safeguarding is the responsibility of everyone within TAO, including instructors, assistants, committee members, volunteers and members.
TAO is committed to:
• protecting children, young people and adults at risk from abuse and neglect;
• listening to and taking seriously safeguarding concerns;
• providing clear procedures for reporting concerns;
• ensuring that concerns are dealt with promptly, appropriately and fairly;
• maintaining appropriate professional boundaries;
• learning from safeguarding concerns, including historic concerns;
• continually reviewing and strengthening safeguarding practice; and
• ensuring that no individual’s position, reputation, seniority or contribution to TAO places them above safeguarding procedures.
The safety and welfare of participants will always take priority over organisational reputation, personal relationships or concerns about embarrassment or reputational damage.
At the same time, TAO recognises its responsibility to safeguard its instructors, volunteers and its members. Concerns and allegations must therefore be handled fairly, proportionately, confidentially and in accordance with appropriate procedures.
2. Scope
This policy applies to all TAO activities and to everyone acting on behalf of TAO, whether paid or voluntary.
It applies to:
• instructors;
• assistant instructors;
• committee members;
• officers;
• volunteers;
• members;
• children and young people;
• adults at risk;
• visitors and participants at TAO events, courses and activities.
It applies to safeguarding concerns arising during TAO activities as well as concerns relating to conduct outside TAO where that conduct may affect the safety or welfare of participants.
3. Terminology
Children and young people
For the purposes of this policy, a child or young person is anyone under the age of 18.
Adults at risk
TAO uses the term adult at risk rather than the older term “vulnerable adult”.
An adult at risk is an adult who may be unable to protect themselves from abuse, neglect or exploitation because of their care and support needs or circumstances.
Safeguarding concern
A safeguarding concern may arise where there is information, behaviour, an allegation, disclosure or observation suggesting that a child or adult at risk may have experienced, or may be at risk of, abuse, neglect, exploitation or other harm.
A concern does not have to be proven before it is reported
4. Safeguarding Principles
TAO believes that:
• everyone has the right to safety and dignity;
• the welfare of children is paramount;
• adults at risk should be protected from abuse and neglect;
• safeguarding is everyone’s responsibility;
• people should be listened to and taken seriously;
• concerns should be reported rather than investigated informally by members;
• confidentiality must be respected but cannot prevent information being shared where safeguarding requires it;
• people raising genuine concerns must not suffer retaliation or disadvantage;
• allegations must be dealt with fairly and without prejudging the outcome;
• safeguarding procedures must apply equally to people in positions of authority; and
• TAO must learn from safeguarding concerns and continually improve its practice.
5. Responsibilities of Instructors, Assistants and Members
It is not the responsibility of an individual member, instructor or assistant to determine whether abuse has occurred.
Their responsibility is to:
1. recognise that something may be a safeguarding concern;
2. listen appropriately if someone raises a concern or makes a disclosure;
3. make an accurate record;
4. report the concern promptly through the safeguarding procedure; and
5. maintain appropriate confidentiality.
Doing nothing is not an acceptable response to a safeguarding concern.
Members should not investigate allegations themselves, interview witnesses, confront an alleged perpetrator or attempt to determine whether an allegation is true.
6. Responsibilities of the Organisation
The TAO Committee is responsible for ensuring that:
• an appropriate safeguarding policy is maintained;
• safeguarding procedures are implemented;
• instructors and relevant volunteers receive appropriate training;
• appropriate recruitment and DBS procedures are followed;
• a Safeguarding Officer is appointed and that the Safeguarding Officer has appropriate Safeguarding training in accordance with up to date national Safeguarding requirements, Sport England guidance and National Governing Body requirements;
• safeguarding concerns are acted upon promptly;
• appropriate external agencies are contacted where required;
• safeguarding records are securely maintained;
• concerns about people in positions of authority are handled independently and appropriately;
• the policy is reviewed regularly; and
• lessons arising from safeguarding concerns are incorporated into future practice.
The Committee must not allow concerns about reputation, organisational disruption or personal relationships to prevent appropriate safeguarding action.
7. Safeguarding Officer
TAO will appoint a Safeguarding Officer (SO) who will:
• provide advice and guidance on safeguarding concerns;
• receive safeguarding reports;
• ensure concerns are recorded appropriately;
• advise on referrals to relevant authorities;
• liaise with appropriate external safeguarding bodies where necessary;
• maintain appropriate confidentiality;
• monitor implementation of this policy;
• report safeguarding matters and recommendations to the Committee; and
• ensure that safeguarding procedures remain current.
The Safeguarding Officer must have appropriate independence and authority to act. However he/she must follow Sport England guidance and the Safeguarding procedures of the National Governing Body in managing all matters.
The Safeguarding Officer must maintain impartiality in all cases and hand management over should there be a risk of conflict of interest.
The safeguarding contact details must be clearly available to all TAO members.
8. Safer Recruitment, DBS and Training
Anyone undertaking regulated activity with children must meet the appropriate legal requirements for that role.
TAO will ensure that:
• appropriate DBS checks are undertaken where required;
• DBS requirements are reviewed when roles or legislation change;
• instructors and relevant assistants receive safeguarding training;
• safeguarding training is kept up to date;
• qualifications and experience are appropriately checked;
• appropriate references are obtained where required; and
• safeguarding responsibilities are clearly explained to those working with children and adults at risk.
A DBS check is only one part of safer recruitment and does not replace appropriate recruitment, supervision and safeguarding procedures.
9. Working with Children
TAO will maintain appropriate safeguards for activities involving children, including:
• appropriate instructor and assistant arrangements;
• appropriate adult-to-child ratios;
• parental consent and emergency information;
• appropriate supervision;
• suitable premises and risk assessments;
• appropriate first-aid arrangements;
• clear procedures for photography and video;
• appropriate arrangements for trips and external events; and
• procedures for responding to concerns about a child’s welfare.
Children should be encouraged to raise concerns with an adult they trust.
Refer concerns to appropriate Children’s Social Care safeguarding services or the Police when necessary.
10. Working with Adults at Risk
TAO recognises that adults may be at increased risk of abuse or neglect because of their circumstances.
TAO will:
• treat adults at risk with dignity and respect;
• support their participation and independence;
• take concerns seriously;
• consider their wishes and feelings wherever possible;
• make reasonable adjustments where appropriate; and
• refer concerns to appropriate safeguarding services where necessary.
11. Professional Boundaries and Positions of Trust
TAO recognises the particular responsibility held by instructors, coaches, assistants, committee members and others in positions of authority.
People in positions of trust must:
• maintain appropriate professional boundaries;
• avoid exploiting their authority;
• avoid inappropriate relationships with participants;
• never use their position to obtain sexual, emotional, financial or other inappropriate advantage;
• avoid inappropriate private communications with children;
• follow TAO’s code of conduct; and
• report concerns about inappropriate behaviour by others.
The fact that a relationship is described as consensual does not automatically make it appropriate where there is a significant imbalance of power or a position of trust.
12. Physical Contact
Martial arts and related practices may involve physical contact.
Any physical contact must:
• have a legitimate training or safeguarding purpose;
• be appropriate to the activity;
• be proportionate;
• respect the participant’s dignity;
• take account of age, ability and circumstances; and
• stop if the participant indicates that they do not wish to continue, subject to legitimate safety requirements.
Instructors should explain contact where appropriate and avoid unnecessary or inappropriate contact.
13. One-to-One Situations
Instructors should avoid being alone with a child or adult at risk wherever reasonably possible.
Where one-to-one instruction or communication is necessary, it should be conducted openly and transparently.
TAO will seek to minimise situations where safeguarding concerns could arise through isolation or lack of appropriate oversight.
14. Bullying, Discrimination and Poor Practice
TAO does not tolerate:
• bullying;
• harassment;
• discrimination;
• intimidation;
• humiliation;
• threatening behaviour;
• inappropriate sanctions;
• coercive behaviour; or
• other conduct that undermines the safety or dignity of participants.
Poor practice may not always amount to abuse, but it may nevertheless create safeguarding risks and must be addressed.
15. Types of Abuse and Neglect
Safeguarding concerns may include, but are not limited to:
• physical abuse;
• sexual abuse;
• emotional or psychological abuse;
• neglect;
• financial or material abuse;
• discriminatory abuse;
• bullying;
• coercive or controlling behaviour;
• exploitation; and
• abuse of authority or trust.
Abuse may consist of a single incident or repeated behaviour.
It may also involve an act or an omission to act.
16. Allegations Against People in Positions of Trust
Safeguarding concerns or allegations involving an instructor, assistant, committee member, officer, volunteer or any other person acting on behalf of TAO must be taken seriously.
This includes concerns about:
• current members of the TAO leadership or teaching team;
• former instructors or officials;
• people who previously held senior positions within TAO;
• volunteers and assistants; and
• anyone who has had responsibility for or access to children or adults at risk through TAO.
The person’s position, length of service, reputation, qualifications or contribution to TAO must not influence whether a concern is taken seriously.
Where an allegation may involve abuse or a criminal offence, TAO must not conduct its own investigation in place of the appropriate statutory authorities.
The role of TAO is to:
• listen;
• record;
• preserve relevant information;
• report;
• seek appropriate safeguarding advice;
• cooperate with external agencies; and
• take appropriate immediate safeguarding measures.
Where appropriate, concerns will be referred to the police, children’s social care, adult safeguarding services, the Local Authority Designated Officer (LADO), DBS or another appropriate authority.
17. Historic Safeguarding Allegations
TAO recognises that safeguarding concerns and allegations may be raised years after the events concerned.
The passage of time does not, in itself, make a safeguarding concern irrelevant or mean that it should not be reported.
A person who raises a historic safeguarding concern must be listened to and treated with respect. They should not be expected to explain why they did not report the matter at the time, nor should they be expected to establish that abuse occurred before their concern is passed to the appropriate person or authority.
Historic concerns may relate to the conduct of:
• current or former instructors;
• former senior instructors or Technical Directors;
• committee members or officers;
• assistants or volunteers; or
• any other person who held a position of responsibility or trust within TAO.
A person’s former position, status, reputation, contribution to TAO or current lack of involvement must not determine whether a historic allegation is taken seriously.
Where an allegation concerns conduct towards a person who was under 18 at the time, TAO will consider whether the matter should be referred to the police, children’s social care, the LADO, DBS or another appropriate safeguarding authority.
The fact that the person making the allegation is now an adult does not prevent a concern about abuse experienced during childhood from being a safeguarding matter.
Historic allegations may also be relevant to current safeguarding, particularly where the person concerned continues to have access to children or adults at risk, or where the information indicates a wider pattern of behaviour.
Where more than one historic concern is raised, TAO will not attempt to investigate, compare or reconcile the accounts itself. Information will be recorded accurately and shared with the appropriate safeguarding authority where required. Patterns or repeated concerns may be important to an external investigation.
TAO will seek to ensure that people who raise historic safeguarding concerns:
• are listened to;
• are treated respectfully;
• are not blamed for the passage of time;
• are not subjected to retaliation or disadvantage; and
• are given appropriate information about what action can be taken.
Confidentiality will be respected, but TAO cannot promise absolute confidentiality where information needs to be shared to protect someone from harm or where there is a legal requirement to disclose it.
TAO will not conduct its own investigation into allegations of criminal behaviour. Its responsibility is to listen, record, report, preserve relevant information and cooperate with the appropriate authorities.
Learning from historic concerns
TAO recognises that historic safeguarding concerns can provide important lessons for the organisation.
Where appropriate, TAO will consider whether lessons should be incorporated into:
• safeguarding procedures;
• leadership and governance;
• recruitment and DBS arrangements;
• instructor supervision;
• professional boundaries;
• training;
• complaints procedures;
• reporting arrangements;
• organisational culture; and
• the protection of members and participants.
A historic allegation is not simply a matter belonging to the past. Where it reveals a safeguarding weakness, TAO has a responsibility to learn from it and strengthen its protection of members and participants now.
18. Where the Safeguarding Officer or Committee Is Involved
If a safeguarding concern relates to the Safeguarding Officer, the person reporting the concern should not be required to report it to that individual.
Similarly, if a concern relates to a Committee member or a significant part of the Committee, an alternative reporting route must be available.
TAO will maintain an appropriate independent route for reporting such concerns.
Where necessary, external safeguarding advice will be sought directly.
No person should be prevented from reporting a safeguarding concern because the usual reporting route involves the person about whom the concern has been raised.
19. Whistleblowing & Escalation
Anyone who has a genuine safeguarding concern about TAO’s handling of a matter should be able to raise that concern without fear of retaliation.
Where a concern has not been appropriately addressed internally, or where internal reporting is inappropriate, individuals should be able to seek advice from an appropriate external safeguarding authority.
Escalation procedures must be in place for matters where there are concerns about the management of Safeguarding concerns, liaising with the governing body who may take independent advice and review, and with referral to LADO, Children or Adult Services.
20. Responding to a Disclosure
If someone tells you that they are being or have been abused:
DO
• remain calm;
• listen;
• take them seriously;
• allow them to speak in their own words;
• reassure them that they have done the right thing by telling someone;
• explain that you may need to share the information to keep people safe;
• make an accurate written record as soon as possible; and
• report the concern promptly.
DO NOT
• investigate;
• ask leading questions;
• press for additional details;
• make assumptions;
• promise secrecy;
• confront the alleged perpetrator;
• attempt to mediate;
• make promises about the outcome; or
• conduct your own investigation.
21. Reporting a Safeguarding Concern
Anyone with a safeguarding concern must act promptly.
The person receiving the concern should:
1. ensure that any immediate danger is addressed;
2. listen and respond appropriately;
3. make a factual record;
4. report the concern to the Safeguarding Officer as soon as possible;
5. seek external assistance immediately where there is an immediate risk of harm or an emergency; and
6. follow the advice of the appropriate safeguarding authority.
Where a concern relates to the Safeguarding Officer or Committee, the alternative reporting procedure must be used.
TAO members must not delay reporting because they are uncertain whether the concern is “serious enough”.
It is for the appropriate safeguarding professionals or authorities to assess the information and determine what action is required.
22. Confidentiality and Information Sharing
Safeguarding information must be handled sensitively.
Information should only be shared with people who need it for safeguarding purposes.
However, confidentiality does not mean keeping information secret where sharing is necessary to protect a child or adult at risk.
Safeguarding records must be stored securely and handled in accordance with applicable data protection requirements.
23. Photography, Video and Social Media
Appropriate consent must be obtained before children are photographed or filmed for TAO purposes.
Images must only be used for the purposes for which consent has been obtained.
Instructors and members must not use photographs, videos or social media communications in ways that compromise the safety, dignity or privacy of participants.
Particular care must be taken with direct messaging and online communication involving children.
24. Parents and Carers
Parents and carers should be made aware of TAO’s safeguarding arrangements. Parents and carers are encouraged to raise concerns with the Safeguarding Officer, TAO Committee, National Governing Body or local Authorities if required.
TAO will provide clear information about:
• how to raise a safeguarding concern;
• who the Safeguarding Officer is;
• how safeguarding information is handled; and
• what parents and carers should do if they have concerns.
25. Trips and External Events
Safeguarding must form part of the planning and risk assessment for trips, competitions, courses and external events.
Appropriate arrangements must be made for:
• supervision;
• transport;
• accommodation where relevant;
• emergency contacts;
• medical information;
• parental consent;
• safeguarding reporting; and
• appropriate adult-to-child ratios.
26. Risk Assessment
TAO will consider safeguarding risks as part of relevant risk assessments.
This includes risks arising from:
• premises;
• activities;
• physical contact;
• supervision;
• travel;
• changing areas;
• online communication;
• residential events; and
• relationships of authority or trust.
27. Records
Safeguarding concerns and actions taken must be recorded accurately and objectively.
Records should distinguish between:
• what was observed;
• what was said;
• what was reported by another person; and
• any action taken.
Records must not contain unnecessary speculation or personal opinion.
28. Equality and Inclusion
TAO is committed to treating participants fairly and with dignity.
Safeguarding practice must take account of individual circumstances and must not discriminate on the basis of protected characteristics or other personal circumstances.
Additional barriers to reporting or recognising abuse should be considered where a participant has a disability, communication difficulty or other additional need.
29. Complaints and Safeguarding
Safeguarding concerns and ordinary complaints are not always the same thing.
Where a complaint contains information suggesting abuse, neglect, exploitation or a safeguarding risk, it must be treated as a safeguarding matter as well as being considered under the appropriate complaints procedure.
The safeguarding process must not be compromised by an internal complaints process.
30. Insurance
TAO and its instructors must maintain appropriate insurance for the activities they undertake.
Insurance arrangements do not replace safeguarding responsibilities.
31. Monitoring and Review
The Committee has overall responsibility for ensuring that this policy is implemented and remains effective.
The policy will be reviewed:
• at least every 3 years;
• following significant safeguarding concerns;
• following relevant changes in legislation or guidance;
• following changes to TAO’s structure or activities; or
• whenever the Committee or Safeguarding Officer considers a review necessary.
TAO will seek to learn from safeguarding concerns and improve its practice accordingly.
32. Related Policies and Documents
This policy should be read alongside relevant TAO policies and procedures, including:
• TAO Code of Conduct;
• TAO Anti-Bullying Policy;
• TAO Equal Opportunities Policy;
• TAO Complaints Procedure;
• TAO Instructor’s Manual;
• safer recruitment procedures; and
• relevant health and safety and risk assessment procedures.
33. Key Legislation and Guidance
TAO will have regard to current legislation and statutory guidance relevant to safeguarding children and adults at risk, including:
• Children Act 1989;
• Children and Social Work Act 2017;
• Safeguarding Vulnerable Groups Act 2006;
• Care Act 2014;
• Mental Capacity Act 2005;
• Equality Act 2010;
• UK data protection legislation;
• relevant DBS requirements; and
• current statutory safeguarding guidance.
Statutory Guidance:
www.gov.uk/government/publications/working-together-to-safeguard-children
TAO will review this list when the relevant legislation or guidance changes.
Appendix 1 – Immediate Safeguarding Procedure
If someone is in immediate danger
Call 999.
If a child or adult at risk tells you about abuse
Listen → reassure → record → report.
Do not investigate.
If you have a concern
Report it promptly to the Safeguarding Officer.
If the Safeguarding Officer is involved
Use the alternative independent reporting route.
If the concern involves a serious allegation against a person in a position of trust
Seek appropriate external safeguarding advice and refer to the relevant authority where required.
If the concern is historic
Do not dismiss it because of the passage of time. Listen, record and report it appropriately.
Policy review date: September 2029
Safeguarding Officer: Vicki Raven
Safeguarding email: hello@taoistarts.org
Alternative/independent reporting route: Chair
Local authority safeguarding contact: each borough/council should add their own
LADO contact: each borough/council should add their own
References