Safeguarding Policy

Last updated: August 2026

1. Introduction

At BJJ UNION, we are committed to providing a safe, supportive, and inclusive environment for all members of our community. The wellbeing of children, young people, and vulnerable adults is a priority in every aspect of our academy.

This policy outlines the principles and procedures we follow to protect individuals from harm, abuse, neglect, or exploitation, ensuring that everyone can train in a safe, respectful, and positive environment.

Safeguarding is a shared responsibility and applies to all coaches, staff, volunteers, members, parents, guardians, and visitors.

2. Our Commitment

BJJ UNION is dedicated to safeguarding and promoting the welfare of all children, young people, and vulnerable adults participating in academy activities.

We believe that everyone has the right to enjoy sport in an environment that is:

• Safe and supportive
• Respectful and inclusive
• Free from abuse, bullying, discrimination, and harm

To achieve this, BJJ UNION will:

• Promote the safety and wellbeing of all participants.
• Take appropriate steps to protect individuals from harm or exploitation.
• Treat safeguarding concerns seriously and respond promptly.
• Foster a culture of respect, responsibility, and inclusion.
• Ensure coaches and staff understand their safeguarding responsibilities.

All members of the academy are expected to uphold these values.

3. Safeguarding Lead

BJJ UNION has appointed a Designated Safeguarding Lead (DSL) to oversee safeguarding matters.

The responsibilities of the DSL include:

• Acting as the main point of contact for safeguarding concerns.
• Receiving and responding to reports or disclosures.
• Ensuring safeguarding procedures are followed.
• Maintaining confidential records.
• Liaising with relevant authorities where required.
• Supporting appropriate background checks and safeguarding standards for staff working with children.

Designated Safeguarding Lead: Maria Lima
Contact: dsl@bjjnation.com

4. Recruitment and Background Checks

BJJ UNION is committed to ensuring that all coaches and staff working with children or vulnerable adults are suitable for their roles. Where appropriate, the academy may require:

• Enhanced DBS checks (or local equivalent).
• Proof of identity and address.
• Professional references.

The academy reserves the right to refuse or terminate involvement where safeguarding concerns arise.

5. Code of Conduct

All coaches, staff, volunteers, members, parents, and visitors are expected to behave respectfully and professionally at all times. This includes:

• Maintaining appropriate professional boundaries.
• Using physical contact only when necessary for instruction and safety.
• Treating all individuals with dignity and respect.
• Rejecting bullying, harassment, discrimination, or abusive behaviour.
• Supporting a positive and inclusive training environment.

Behaviour that compromises the safety or integrity of the academy may result in disciplinary action.

6. Changing Rooms and Supervision

BJJ UNION is committed to ensuring that changing facilities are used safely and appropriately. Guidelines include:

• Young children should be supervised by a parent or guardian.
• Parents and guardians are responsible for their children's behaviour in shared areas.
• Members should respect the privacy and comfort of others.
• Private changing facilities should be used where additional privacy is required.

Any concerns regarding behaviour in changing areas should be reported immediately to academy staff or the Designated Safeguarding Lead.

7. Photography and Video

Photographs and videos may occasionally be taken during classes, events, or competitions for promotional purposes. BJJ UNION will ensure that:

• Images are used responsibly and respectfully.
• Consent is obtained where required.
• Images do not compromise the safety or dignity of participants.

Anyone who does not wish to appear in photographs or videos should inform the academy.

8. Communication and Social Media

Coaches and staff must maintain appropriate professional boundaries when communicating with children and young people. Where possible:

• Communication involving minors should include parents or guardians.
• Personal or inappropriate communication through private social media accounts is not permitted.

9. Private Lessons

Private coaching sessions involving children should be arranged transparently and, wherever possible, take place in visible areas within the academy. Parents or guardians should be informed of all private sessions.

10. Reporting Concerns

Any concern regarding the welfare or safety of a child, young person, or vulnerable adult should be reported immediately to the Designated Safeguarding Lead. All reports will be:

• Treated seriously.
• Handled sensitively and confidentially.
• Investigated fairly and appropriately.

Where necessary, concerns may be referred to the relevant authorities.

11. Record Keeping

BJJ UNION maintains secure and confidential safeguarding records in accordance with applicable data protection legislation. Records will be:

• Kept confidential.
• Stored securely.
• Retained only where necessary and appropriate.

12. Training and Awareness

BJJ UNION is committed to ensuring that coaches, staff, and volunteers understand their safeguarding responsibilities. Training may include:

• Recognising signs of abuse or neglect.
• Responding appropriately to concerns.
• Maintaining professional boundaries.
• Understanding safeguarding procedures.

13. Review and Communication

This Safeguarding Policy will be reviewed periodically to ensure it remains effective and up to date. The policy will be available:

• On the BJJ UNION website.
• At the academy.
• Upon request from members or parents.