Safeguarding Policy
Wee Joys Japanese Language (Edinburgh, Scotland)
Version 1.0 · Last updated: 14.10.2025 · Next review: 14.10.2026
Our commitment: We believe every learner has the right to feel safe, respected and listened to. We take a prevention‑first approach and act promptly on any concerns.
1) Purpose & scope
This policy sets out how Wee Joys Japanese Language (“Wee Joys Japanese Language”) safeguards children and young people during in‑person and online activities, including:
- After‑school clubs, workshops and events
- Private 1‑to‑1 lessons (minors and adults)
- Online lessons and coaching
It applies to all staff, contractors, volunteers and partners engaged by Wee Joys Japanese Language.
Definitions (Scotland):
Child/young person: under 18 years.
PVG: Protecting Vulnerable Groups Scheme (Disclosure Scotland).
Regulated work: as defined by the Protection of Vulnerable Groups (Scotland) Act 2007.
2) Principles
Best interests: The learner’s welfare is paramount (UNCRC; Getting it right for every child—GIRFEC).
Prevention: Safer recruitment, clear boundaries and risk assessment.
Proportionality: Procedures are age‑appropriate and respectful.
Confidentiality: Share information on a need‑to‑know basis only.
Timely action: Record and report concerns without delay.
3) Roles & responsibilities
Designated Safeguarding Lead (DSL): Hitomi Kobayashi‑Prior
Email: weejoys.japanese.language[at]gmail.com · Phone: disclosed after booking is completed directly via email.
Responsible for policy, training, advice, record‑keeping and reporting.
All staff/contractors: Read and follow this policy; complete PVG where required; report concerns immediately to the DSL.
4) Safer recruitment & training
PVG Scheme membership (or update) for anyone in regulated work with children.
Identity check, right‑to‑work check and two references (one recent, one character/professional).
Induction on safeguarding, code of conduct, data protection and incident reporting.
Refresher briefing annually; policy review annually.
5) Code of conduct (all delivery)
Professional boundaries: Be friendly, not friends. No personal social media contact with learners.
Communication: Use official email/accounts/platforms only. Keep messages factual and lesson‑related.
Environment: Maintain respectful language; challenge bullying, discrimination or harassment.
One‑to‑one: Keep doors open or use rooms with visibility; for online, follow the e‑safety rules below.
Physical contact: Only if age‑appropriate, necessary and explained (e.g., first aid).
Gifts & favouritism: Avoid giving/accepting gifts; treat learners fairly.
Transport: Staff must not transport children alone in personal vehicles.
Photography/video: Obtain written parental consent before photographing/filming minors; follow Section 11.
6) In‑person activities (clubs, workshops, private lessons)
PVG‑checked staff present.
Sign‑in/out: Register on arrival; named adult collection with photo ID if unknown to staff.
Late collection: 10‑minute grace; after that, contact parent/guardian, then emergency contacts; record the incident.
Venue safety: Pre‑session check (fire exits, hazards, toilets access). Keep ratios small (e.g., max 1:4 in private/small groups).
Toileting: Children use public/venue toilets independently; staff do not enter cubicles.
Allergies & medical: Gather information at booking; no nuts policy; medicines only with written consent/care plan.
First aid: First‑aid kit on site; record any injury/incident; call 999 for emergencies; inform parents promptly.
Visitors: Only pre‑agreed adults may be present; all others sign in and are supervised.
7) Online lessons & coaching (e‑safety)
Platform: Google Meet (or agreed platform) via Wee Joys accounts. No personal accounts.
Cameras on at the start to verify identity; learners may switch off if agreed for accessibility/comfort once verified.
Recording: No recording by either party unless written consent is obtained in advance and purpose/retention is stated.
Environment: Tutor teaches from a quiet, neutral background; learners join from a suitable space.
Parent/guardian: For under‑16s, parent/guardian must attend the start/end and be within earshot throughout; and be the booking/payment contact.
Communication: All messaging via official channels (email/booking system). No personal phone, DMs or social media.
Safeguarding concerns online: End the session if a risk is identified; follow Section 12 reporting.
8) Planning, risk assessment & ratios
Written risk assessment for venues, activities and online delivery (including data/e‑safety).
Maintain low ratios appropriate to activity (typical: 1:4 or better).
For off‑site visits/events, obtain parental consent and venue risk info in advance.
9) Additional needs & inclusion
Gather additional needs and reasonable adjustments at booking.
Work with parents/guardians to plan support; adapt teaching methods accordingly.
Provide accessible materials where possible (e.g., font size, colour contrast).
10) Data protection & confidentiality
Comply with UK GDPR and the Data Protection Act 2018.
Keep records secure (encrypted devices/password‑protected storage).
Share information on a need‑to‑know basis only to protect a child.
Retention: keep safeguarding records for minimum 7 years (or in line with legal guidance); destroy securely thereafter.
Publish a separate Privacy Notice detailing what we collect and why.
11) Photography, video & testimonials
Obtain written parental consent before photographing/filming minors.
Use first names only; avoid identifying details (school, exact location).
Store media securely; delete on request where legally appropriate.
Clearly label any affiliate links or endorsements.
12) Managing concerns, disclosures & allegations
If a child is at immediate risk: call 999 (Police Scotland).
If you are worried about a child:
Listen & reassure. Do not promise confidentiality; explain you must share concerns.
Record facts in the child’s words (date/time, who was present).
Report to the DSL immediately.
DSL assesses and, if appropriate, contacts:
- City of Edinburgh Council Social Care Direct — [insert phone/email]
- Police Scotland (non‑emergency 101, emergency 999)
- NSPCC Helpline (for advice) 0808 800 5000
Allegations against staff/contractors:
Report to the DSL immediately; if the allegation concerns the DSL, report to the Deputy DSL or directly to Social Care Direct/Police.
Cease contact with the learner pending advice; follow instructions from authorities.
Keep a confidential record; do not investigate yourself.
Whistleblowing:
Staff can raise concerns in good faith to the DSL; if unresolved, escalate to Social Care Direct or Police Scotland. No detriment for honest reporting.
13) Behaviour, bullying & online conduct
Zero tolerance for bullying, harassment or discrimination.
Address incidents promptly; contact parents/guardians; agree behaviour plans where needed.
For online issues (e.g., inappropriate chat or screen sharing), warn once; if repeated, end session and notify parent/guardian.
14) Collection, late collection & transport (in‑person)
Named adult collects; changes must be emailed by the booking adult.
Staff do not release a child to an unknown person without confirmation/ID.
Late collection: follow Section 6; record; consider fee if set out in T&Cs.
Staff must not transport children in personal vehicles or accompany them alone off‑site.
15) First aid, accidents & emergencies
Keep a stocked first‑aid kit at venues.
Record accidents/incidents and share with parents/guardians the same day.
Follow venue emergency procedures (evacuation, lockdown); maintain attendance list for roll‑call.
16) Complaints
Encourage informal resolution first; if unresolved, follow the Complaints Procedure in T&Cs.
Acknowledge formal complaints within 5 working days and respond within 20 working days where possible.
17) Related policies & documents
Terms & Conditions
Privacy Notice (UK GDPR)
Risk Assessments (per venue/activity)
Staff/contractor Code of Conduct
Online Safety Guidance
18) Quick reference (for parents & carers)
PVG‑checked staff; small groups (typically max 1:4).
Sign‑in/out and named adult collection.
Allergy‑aware (no nuts); tell us about medical needs.
Online safety: official meeting links only; no recording without consent; parent within earshot for under‑16s.
Report concerns: speak to the tutor or email the DSL at weejoys.japanese.language[at]gmail.com.
This policy is designed to reflect Scottish guidance and good practice. It does not constitute legal advice. Wee Joys Japanese Language will update the policy as law and guidance evolve.
