Policies
Adult Safeguarding & Child Protection Policy
Livingston Fight Centre
Adult Safeguarding & Child Protection Policy
1. Policy Statement
Livingston Fight Centre is committed to providing a safe, respectful, and inclusive environment for all members. We recognise our legal and moral duty of care to safeguard and promote the wellbeing of children, young people, adults at risk, and all participants involved in our activities.
Safeguarding is everyone’s responsibility. The welfare of children and adults at risk is paramount and will always take precedence over training, competition, or performance goals.
This policy applies to all coaches, assistants, volunteers, members, parents/carers, and visitors.
2. Scope of Activities
This policy covers all activities delivered by Livingston Fight Centre, including:
Brazilian Jiu Jitsu
Kickboxing
Boxing
Mixed Martial Arts (MMA)
Children’s and youth classes
Adult classes
Open mats, competitions, seminars, and events
Online and digital communication connected to gym activities
3. Legal and Policy Framework (Scotland)
This policy is informed by and complies with:
Children (Scotland) Act 1995
Children and Young People (Scotland) Act 2014
National Guidance for Child Protection in Scotland (2023)
Adult Support and Protection (Scotland) Act 2007
Protection of Vulnerable Groups (Scotland) Act 2007
Disclosure (Scotland) Act 2020
Equality Act 2010
Getting It Right for Every Child (GIRFEC)
sportscotland – Child Wellbeing and Protection in Sport
Children 1st – Safeguarding in Sport
4. Definitions
Child / Young Person
Any person under the age of 18.
Adult at Risk
An adult who:
Is unable to safeguard their own wellbeing, rights or interests
Is at risk of harm
Is affected by disability, mental disorder, illness, or infirmity
Harm
Includes physical, emotional, sexual abuse, neglect, bullying, harassment, discrimination, coercive control, or exploitation.
5. Children and Young People at Livingston Fight Centre
Livingston Fight Centre actively delivers children’s classes and is committed to best practice safeguarding standards.
Safeguarding measures include:
Children are coached in groups only
More than one coach present during children’s sessions
CCTV in operation throughout the facility
Parents and carers are welcome to observe classes at all times
Clear separation of children’s and adult sessions where appropriate
Children are never left unsupervised
6. Roles and Responsibilities
Named Safeguarding & Wellbeing Officer
Ben Tate
(Head Coach)
Responsibilities include:
Promoting and implementing this policy
Acting as the first point of contact for safeguarding concerns
Ensuring concerns are responded to appropriately and promptly
Liaising with external agencies where required
Maintaining secure safeguarding records
Coaches
Ben Tate
Andrew Gibson
Mark Armstrong
All coaches:
Hold current PVG membership
Follow safer recruitment practices
Complete safeguarding training
Uphold this policy at all times
Report concerns without delay
7. Safer Coaching Practice in Martial Arts
Due to the close-contact nature of martial arts:
Physical contact is only for legitimate coaching or training purposes
Techniques are explained before physical demonstration
Coaches seek verbal consent where appropriate
No unnecessary or prolonged physical contact
One-to-one coaching with children is avoided
Changing areas are respected at all times
No sexualised language, jokes, or behaviour
No private or secret communication with children or young people
8. Equality, Diversity and Inclusion
Livingston Fight Centre is committed to equality and non-discriminatory practice.
We recognise that some individuals may be more vulnerable to harm, including:
Disabled people
Children and young people
LGBTQIA+ individuals
People from ethnic minority communities
Survivors of trauma
We take reasonable steps to protect all members and foster a culture of respect and inclusion.
9. Recruitment, Training and PVG
All coaches working with children or adults at risk hold PVG membership
Safer recruitment processes are followed
Safeguarding training is mandatory and refreshed regularly
Unsuitable individuals will not be employed or permitted to coach
10. Responding to Safeguarding Concerns
All concerns will be:
Taken seriously
Acted upon promptly
Recorded accurately
Managed confidentially
If a child or adult discloses abuse:
Listen calmly
Reassure without making promises
Do not investigate
Report immediately to the Safeguarding Officer
Concerns may be referred to:
Local Authority Social Work
Police Scotland
Child Protection Committees
11. Recording and Confidentiality
Records are factual, dated, and signed
Stored securely
Shared on a strict need-to-know basis
Managed in line with data protection legislation
12. Breaches of Policy
Failure to comply may result in:
Suspension or removal from sessions
Termination of role or membership
Referral to statutory agencies or governing bodies
13. Monitoring and Review
This policy will be reviewed:
Annually
After any safeguarding incident
Following changes in legislation or guidance
14. Code of Conduct
14.1 Code of Conduct – Coaches
Coaches must:
Put the welfare of children and adults at risk first
Act as positive role models
Maintain professional boundaries
Treat all members fairly and with respect
Use appropriate language at all times
Avoid favouritism
Never engage in abusive, discriminatory, or sexualised behaviour
Never use physical punishment or humiliation
Report safeguarding concerns immediately
Never work under the influence of alcohol or drugs
14.2 Code of Conduct – Members
Members are expected to:
Treat others with respect and dignity
Follow gym rules and instructions
Avoid bullying, harassment, or intimidation
Use appropriate language and behaviour
Respect personal boundaries
Report concerns to a coach or safeguarding officer
14.3 Code of Conduct – Parents and Carers
Parents and carers must:
Treat coaches, staff, and members respectfully
Support the gym’s safeguarding procedures
Avoid coaching from the sidelines
Raise concerns through appropriate channels
Ensure children arrive and leave sessions safely
Respect confidentiality and boundaries
15. Acceptance
All members, coaches, parents, and carers are expected to adhere to this policy and code of conduct. Participation in Livingston Fight Centre activities constitutes acceptance of these standards.
Injury Management & Injury Recording Policy
Livingston Fight Centre
Injury Management & Injury Recording Policy
1. Policy Statement
Livingston Fight Centre recognises that martial arts and combat sports carry a risk of injury. We are committed to managing these risks responsibly and to responding promptly and appropriately when injuries occur.
All injuries, including minor injuries, must be reported immediately at the time they occur and brought to the attention of the coach on duty.
This ensures that injuries are managed safely, recorded correctly, and followed up where needed.
2. Legal and Guidance Framework
This policy is informed by relevant health, safety, and safeguarding legislation and guidance, including:
Health and Safety at Work etc. Act 1974
Management of Health and Safety at Work Regulations 1999
Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 2013
Children (Scotland) Act 1995
Adult Support and Protection (Scotland) Act 2007
sportscotland guidance
3. Reporting Injuries – What We Expect
Everyone training at Livingston Fight Centre has a role in keeping the gym safe.
Members, parents, and carers are expected to:
Tell the coach on duty immediately if an injury occurs
Stop training if injured and follow coach instructions
Make coaches aware of any pain or injury that develops during a session
Prompt reporting helps us provide appropriate care and reduces the risk of further injury.
4. Immediate Response to Injury
When an injury occurs:
The coach on duty will assess the situation
First aid will be given where appropriate
Training may be paused or stopped if needed
The injured person will never be pressured to continue
Parents/carers will be contacted immediately for all under-18s
Emergency services will be called if required
5. Head Injuries and Concussion
Because of the nature of combat sports:
Any knock to the head or suspected concussion must be reported immediately
The participant will stop training straight away
They will not return to training the same day
Parents/carers will be informed for all children and young people
Medical advice will be followed before returning to training
6. Recording of Injuries
All injuries reported at the time — even minor ones — are recorded by the coach on duty.
This record includes:
What happened
When and where it happened
What action was taken
Who was informed
Keeping accurate records helps us spot patterns, improve safety, and support members appropriately.
7. RIDDOR – Serious Incidents
In very rare cases, the law requires gyms to notify the Health and Safety Executive (HSE) about a serious injury or incident. This is known as RIDDOR reporting.
For reassurance:
Most training injuries do not need to be reported under RIDDOR
RIDDOR applies only to serious situations, such as:
A significant injury requiring hospital treatment
A serious head injury or loss of consciousness
A major equipment or facility failure
If a RIDDOR report is required, this will be handled by gym management.
All injuries, whether RIDDOR-related or not, are still recorded internally and reviewed to help keep training as safe as possible.
8. Injuries Involving Children or Adults at Risk
Where an injury involves:
A child or young person
An adult who may be at risk
The incident will also be shared with the Safeguarding & Wellbeing Officer (Ben Tate) to ensure appropriate support and follow-up.
9. Confidentiality
Injury records are:
Kept confidential
Stored securely
Shared only when necessary to protect health, safety, or wellbeing
10. Monitoring and Review
Injury records are reviewed regularly
Training practices may be adjusted if patterns are identified
This policy is reviewed annually or following a serious incident
11. Acceptance
By participating in activities at Livingston Fight Centre, members and parents/carers agree to follow this Injury Management & Injury Recording Policy, including the requirement to report injuries immediately to the coach on duty.
Digital & Social Media Policy (Opt-Out)
Livingston Fight Centre
Digital & Social Media Policy (Opt-Out)
1. Purpose of this Policy
Livingston Fight Centre uses digital media, including photographs and videos, to celebrate achievements, promote the gym, and communicate with our community. This policy explains how images and digital content may be used and how parents and carers can opt out if they do not wish their child to be included.
The safety and wellbeing of children and young people is our priority at all times.
2. How Images and Videos Are Used
Unless a parent or carer opts out, Livingston Fight Centre may use photographs or videos of children and young people participating in activities for:
Gym social media pages
Gym website
Promotional materials
Internal communications
Images will only be used in a positive, respectful, and appropriate manner.
3. Safeguarding Standards
Livingston Fight Centre commits to the following safeguards:
Children will always be appropriately dressed
Images will not be sexualised, exploitative, or humiliating
No personal contact details will be shared
First names only may be used (no surnames)
Images will not be used to identify a child’s location outside the gym
Children will not be singled out in a way that could cause distress or harm
4. Live Streaming
Children’s sessions will not be live streamed without explicit prior notification
Parents will be informed in advance where live streaming is planned
Parents retain the right to opt out at any time
5. Right to Opt Out
Parents and carers may opt out at any time, without explanation, by:
Informing a coach
Emailing or messaging Livingston Fight Centre
Completing the gym’s opt-out form
Once an opt-out is received:
Reasonable steps will be taken to ensure the child is not included in future media
Previously published content will be reviewed and removed where appropriate and practicable
6. Communication with Children and Young People
Safeguarding arrangements for digital communication remain unchanged:
Coaches do not privately message under-18s
Communication includes parents/carers or uses official gym platforms
Messages are professional and limited to gym-related matters
7. Expectations of Parents and Carers
Parents and carers are asked to:
Respect the privacy of other children
Not post images of other children without consent
Avoid tagging children or sharing identifying information
Raise concerns directly with the gym rather than online
8. Concerns and Complaints
Any concerns relating to digital content or online behaviour should be raised with:
Safeguarding & Wellbeing Officer:
Ben Tate
Concerns will be managed in line with Livingston Fight Centre safeguarding procedures and, where necessary, referred to appropriate authorities.
9. Review of this Policy
This policy will be reviewed:
Annually
Following any safeguarding or data protection incident
In response to changes in guidance or legislation
10. Acknowledgement
By allowing your child to participate in Livingston Fight Centre activities, you acknowledge this Digital & Social Media Policy. If you do not wish your child to be included in digital content, please notify the gym to opt out.