XYZ Music Academy Ltd

Safeguarding & Child Protection Policy
Effective from: 1st September 2025
Review date: Annually

Designated Safeguarding Lead (DSL): Duncan Lee
📞 07708 733288 | ✉ duncan@xyzmusicacademy.com

Deputy Safeguarding Lead (DDSL): Richard Wainwright
📞 07359 042622 | ✉ richard@xyzmusicacademy.com

1. Policy Statement

XYZ Music Academy Ltd is committed to safeguarding and promoting the welfare of every child we work with.
We believe:

The welfare of children is paramount.
All children, regardless of background, ability, or identity, have the right to protection from harm.
Safeguarding is everyone’s responsibility — staff, volunteers, visitors, and contractors.
Concerns must be taken seriously, acted upon quickly, and handled with professionalism.

2. Purpose

This policy sets out how XYZ Music Academy Ltd:

Protects children attending lessons, clubs, workshops, and events.
Ensures staff and volunteers know their responsibilities.
Provides clear reporting routes for concerns or disclosures.
Works with schools, parents, and safeguarding partners to keep children safe.

It is aligned with:

Children Acts 1989 & 2004
Working Together to Safeguard Children (2018)
Keeping Children Safe in Education (2025)
Local guidance from Buckinghamshire and Oxfordshire Safeguarding Partnerships

3. Roles & Responsibilities

Designated Safeguarding Lead (DSL) / Deputy DSL

First point of contact for safeguarding concerns.
Liaises with schools, safeguarding partners, and statutory agencies.
Maintains safeguarding records securely.
Ensures staff training and policy compliance.

All Staff & Volunteers

Complete safeguarding training before working with children.
Stay alert to signs of abuse, neglect, bullying, or exploitation.
Report concerns immediately to the DSL/DDSL (or to school safeguarding lead if on school premises).
Maintain professional boundaries at all times.

Visitors & Contractors

Must sign in and follow our Code of Conduct.
Never left alone with children.
Report any concerns to the DSL immediately.

4. Recognising & Reporting Concerns

Abuse may take many forms: physical, emotional, sexual, neglect, bullying/peer-on-peer abuse, criminal or sexual exploitation, extremism/radicalisation, county lines, and online abuse.

If a Child Discloses Abuse

Stay calm and listen.
Do not ask leading questions.
Reassure the child that telling you was right.
Do not promise secrecy.
Record the disclosure in the child’s own words.
Report immediately to the DSL/DDSL.

Reporting Procedures

Complete a Safeguarding Concern Form as soon as possible.
If the child is in immediate danger: call 999.
In schools: inform both XYZ’s DSL and the school’s DSL.
For private lessons/clubs: DSL leads and makes referrals if needed.

5. Record Keeping & Confidentiality

Concerns are recorded factually and stored securely by the DSL.
Records are kept for up to 6 years after last contact with the child (unless required longer).
Only DSL/DDSL and safeguarding authorities have access.
Information is shared strictly on a need-to-know basis.

6. Safe Working Practices

Staff/volunteers never contact children outside of lessons (all communication goes via parents).
No private 1:1 situations without visibility (doors open, in sight of others).
Physical contact must be minimal, appropriate, and in the child’s best interests.
No use of personal phones, emails, or social media to contact children.
Photography of children only with parental consent and for approved purposes.

7. Safer Recruitment

XYZ Music Academy Ltd follows safer recruitment practices:

Application and reference checks.
Identity, right to work, and employment history verified.
Enhanced DBS checks for all staff and volunteers before working with children.
Safeguarding responsibilities included in job descriptions and contracts.

8. Training

All staff complete safeguarding induction and refresher training every 2 years.
DSL and DDSL hold Level 3 Designated Safeguarding Lead training.
Regular internal safeguarding updates provided (minimum once per term).

9. Whistleblowing & Allegations Against Staff

Concerns about staff conduct must be reported to the DSL or DDSL.
DSL will contact the Local Authority Designated Officer (LADO) within 24 hours for allegations involving staff.
Whistleblowers are protected from retaliation.
Malicious allegations will be treated as disciplinary matters.

10. Supporting Policies

This policy works alongside:

Behaviour & Anti-Bullying Policy
Staff Code of Conduct
E-Safety & Social Media Policy
Complaints Policy
Health & Safety Policy

11. Key Contacts

Buckinghamshire

First Response Team: 01296 383962 (Out of hours: 0800 999 7677)
Email: secure-cypfirstresponse@buckscc.gov.uk

Oxfordshire

Multi-Agency Safeguarding Hub (MASH): 0345 050 7666 (Out of hours: 0800 833 408)

National

NSPCC Helpline: 0808 800 5000
Police (Emergency): 999

Signed:
Duncan Lee, Managing Director & Designated Safeguarding Lead
Date: 01/09/2025