SAFEGUARDING AND CHILD PROTECTION POLICY

3. SAFEGUARDING AND CHILD PROTECTION POLICY

Last updated: 15 July 2026

1. Purpose

Joyful Tutors Ltd is committed to safeguarding children and young people who use our tutoring, workshops, digital services and related educational support.

This policy applies to directors, staff, tutors, contractors, volunteers and anyone acting on behalf of Joyful Tutors Ltd.

2. Safeguarding lead

Designated Safeguarding Lead

Erika Moreno

Founder and Director

Email: hello@joyfultutors.com

Telephone: +44 7441 442617

There is currently no permanent Deputy Designated Safeguarding Lead.

If a concern relates to the Designated Safeguarding Lead personally, it should not be referred to her for investigation. It should be reported to the relevant local authority children’s services, the police, the Local Authority Designated Officer where applicable, or another appropriate safeguarding authority.

3. Our safeguarding principles

We believe

the welfare of the child is paramount;

every child has the right to be safe and treated with dignity;

safeguarding is everyone’s responsibility;

concerns must be taken seriously;

information should be shared lawfully and proportionately where necessary to protect a child; and

online tutoring requires clear professional boundaries.

4. Scope

This policy applies to

one-to-one online tutoring;

group tutoring;

workshops and events;

in-person activities;

video calls;

WhatsApp, email and other communications;

TutorCruncher records;

digital learning platforms; and

any interaction arranged through Joyful Tutors Ltd.

5. Safer recruitment and checks

Tutors are expected to undergo appropriate checks before becoming active, which may include:

identity checks;

right-to-work checks where applicable;

qualification and experience checks;

references;

Enhanced DBS checks where the role is legally eligible;

use of the DBS Update Service where available;

overseas criminal-record checks where relevant; and

safeguarding training.

A check does not remove the need for professional boundaries, supervision, reporting and ongoing vigilance.

6. Safeguarding training

Tutors must complete safeguarding training before or shortly after becoming active.

Training must be refreshed at least every two years, or sooner where

law or guidance changes;

the tutor’s role changes;

a tutor returns after a significant period of inactivity;

a concern identifies a training need; or

Joyful Tutors Ltd requires an earlier update.

7. Code of conduct

Tutors must

maintain professional boundaries;

communicate respectfully;

use approved platforms;

keep parents or guardians informed;

report safeguarding concerns immediately;

protect confidential information;

avoid favouritism or dependency; and

follow reasonable safeguarding instructions.

Tutors must never

engage in private or secret communication with a child;

exchange personal social-media accounts with a child;

meet a child privately in person without formal approval;

transport a student;

give personal gifts to a student without approval;

photograph or film a student without proper authorisation;

record a lesson without written authorisation;

use sexualised, humiliating or discriminatory language;

seek or maintain an inappropriate personal relationship;

ask a child to conceal communication;

share private student information without authority; or

continue an interaction that feels unsafe or inappropriate.

8. Communication with children

Communication involving a child should normally take place through a parent-inclusive group chat, TutorCruncher or another approved channel.

A parent, guardian or Joyful Tutors Ltd should be included in communications where reasonably practicable.

Tutors should not move conversations to personal or secret channels.

9. Online lesson expectations

For online lessons

tutors and students must dress appropriately;

backgrounds should be neutral or appropriate;

participants should use a suitable shared or study space where practical;

parents should know the lesson time and platform;

younger students should have an adult nearby;

doors should be left open for younger students where practical;

bedrooms should be avoided unless there is no reasonable alternative;

personal information visible in the background should be minimised;

lessons must not be recorded without written authorisation; and

tutors should end or pause a lesson if the environment becomes unsafe or inappropriate.

10. Parent and guardian responsibilities

Parents or guardians should

provide accurate emergency contact details;

provide the student’s current address or location where reasonably required for safeguarding during online lessons;

remain reasonably contactable;

ensure an appropriate learning environment;

supervise younger children nearby;

tell us about relevant safeguarding, health or additional needs;

report concerns promptly; and

not ask tutors to communicate secretly or outside approved arrangements.

11. Recognising concerns

Safeguarding concerns may include

disclosure of abuse or neglect;

unexplained injury;

sexualised behaviour;

threats of self-harm or suicide;

severe emotional distress;

exploitation;

grooming;

domestic abuse;

online abuse;

radicalisation;

bullying;

unsafe home conditions;

inappropriate conduct by an adult; or

concerning changes in behaviour.

A tutor is not expected to investigate. The tutor’s role is to listen, preserve information and report.

12. Responding to a disclosure

If a child discloses a concern, the tutor should

stay calm;

listen carefully;

take the child seriously;

avoid expressing shock or disbelief;

not promise confidentiality;

not ask leading or investigative questions;

explain that information may need to be shared to keep them safe;

record the child’s words as accurately as possible;

note the date, time, context and people present; and

report immediately to the Designated Safeguarding Lead.

13. Immediate danger

If a child or another person is in immediate danger

call emergency services on 999 where appropriate;

contact the parent or guardian unless doing so may increase risk;

contact the relevant local authority or police;

inform the Designated Safeguarding Lead as soon as safely possible; and

preserve relevant records.

For online lessons, the student’s current location may be essential for emergency action.

14. Reporting concerns

Tutors must report concerns to the Designated Safeguarding Lead immediately, preferably on the same day.

Reports should include

student name;

date and time;

lesson or context;

what was seen, heard or disclosed;

exact words where possible;

immediate action taken;

known location and emergency contacts; and

any supporting evidence.

The report should be sent securely to hello@joyfultutors.com and recorded in the approved safeguarding record. TutorCruncher may be used only where access is appropriately restricted and the record is suitable for confidential safeguarding information.

15. Referrals and external reporting

The Designated Safeguarding Lead will consider whether to refer to

the relevant local authority children’s services based on the child’s location;

the police;

emergency services;

the Local Authority Designated Officer;

the Disclosure and Barring Service;

a school or education setting;

healthcare services; or

another appropriate authority.

Consent is not always required to share information where a child may be at risk.

16. Allegations against tutors or adults

An allegation that a tutor or adult has harmed, may have harmed or behaved inappropriately toward a child must be reported immediately.

The person receiving the allegation must not investigate it personally.

Joyful Tutors Ltd may

suspend contact or lesson allocation;

preserve records;

refer to the LADO, police, DBS or another authority;

cooperate with external investigations;

take contractual action; and

provide appropriate information to the family.

17. Confidentiality and record keeping

Safeguarding information is confidential but not secret.

It should be

accurate;

factual;

dated;

stored securely;

accessible only to those with a genuine need to know;

retained according to the nature of the concern and applicable guidance; and

shared lawfully and proportionately.

18. In-person workshops and events

Before an in-person event, we will consider

venue safety;

emergency procedures;

supervision ratios;

registration and collection arrangements;

medical or accessibility needs;

photography permissions;

staff and contractor checks;

first-aid arrangements; and

insurance requirements.

No tutor may arrange a private in-person meeting with a child outside an approved and risk-assessed arrangement.

19. Whistleblowing

Tutors and contractors should report concerns about unsafe practice, concealment, retaliation or failures in safeguarding.

A person who reports a genuine concern in good faith should not be penalised for doing so.

20. Review

This policy will be reviewed at least annually and sooner following

a safeguarding incident;

legal or guidance changes;

a change in services;

a serious complaint; or

an identified weakness.