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Club Information

Safeguarding Resources

 Safeguarding, Welfare and Inclusion Policies and Procedures

 i)            Role of the Welfare and Inclusion Officer at Swanage Tennis Club

 The Welfare & Inclusion Officer is responsible for creating a safe and inclusive venue for everyone.  By ‘Safe and Inclusive tennis’ we mean safeguarding and Equality, Diversity and Inclusion (EDI).

 Main duties

·       To promote safe and inclusive tennis, empowering staff, volunteers, coaches, members and the committee to deliver a safe and inclusive venue and culture

·       To ensure safeguarding and equality are on the agenda at committee meetings and to assist where required with safe and inclusive risk assessments

·       To ensure safe and inclusive information, including policies, reporting procedures and Welfare Officer poster is clearly displayed

·       To champion respect and Fair Play

·       To be the main point of contact for all children and adults to report concerns and disclosures, handling concerns calmly and sensitively in line with the club’s reporting procedure and prioritising the wellbeing of the child/adult at risk at all times

·       To work with the LTA Safe and Inclusive Tennis teams when concerns arise within your club.  To record concerns on the Reporting a Concern Form and forward to the Safeguarding Team

·       To contact the Local Authority children’s or adults’ social care teams and the police where appropriate

·       To support and assist your club to fulfill its safeguarding and EDI responsibilities for Tennismark accreditation

·       To ensure the relevant people at your club attend the LTA Safeguarding and Protection in Tennis training

·       To support any young volunteers at the club, having regular check-ins and being aware of young volunteer guidelines

·       To check the LTA safeguarding section online for updates and resources.


Skills and traits

·      Tactful and discrete

·       Able to resolve conflict

·       Engaging and supportive

·       Approachable and trustworthy

·       Good listener and friendly

·       Caring and understanding

·       Professional and helpful.


Key relationships

·       Chairperson and management committee

·       Coaches

·       Volunteers at the venue

·       All members – junior and senior, plus parents/carers of junior members.


Time commitment

·       Attendance at key club events, such as open days and junior competition

·       Attendance at management committee meetings

·       2-3 hours per week.


Criminal records check

·       Essential for this role 


ii)          Safeguarding Children, Young People and Vulnerable Adults Policy and Procedures


Safeguarding Plan for Junior Match Play

 Supervision of Children

 The number of adults required to supervise children is;

 ·       2:8 for children 10 years and under

·       2:10 for children 11 years and over

 (This may be different for children with special needs and supported by a risk assessment)

  It is recommended that children under the age of 13 years are supervised by their parent/carer whilst at a tennis venue and outside of any venue sessions, such as coaching lessons or tennis camps.

 If the tennis club wishes, at their discretion to opt for a different age a thorough risk assessment of the venue, facilities and location should inform the decision.

 Transportation of Children

 If at all possible, coaches or volunteers should not be responsible for transporting children to and from the venue unless as part of a club organised trip (see below).

 Parents may choose to make private arrangements with another adult (such as a family friend or other parent to transport their child, however, should let the team manager/head coach know.

 In situations where the club is arranging transport for children (for example to an away match) the club must ensure;

 ·       Parents are informed of the destination, reason for journey and who the driver will be.

 ·       Parents must return to the team manager/head coach a completed ‘Consent and Emergency Contact’ form and the driver should have a copy of this with them on the journey in case of emergencies.

 ·       There are two adults in the car.  If children are a mixture of female and male, where possible the two adults should also be male and female.

 ·       Children are seated in the back of the vehicle at all times.

·       There is an established procedure in the event of a breakdown/emergency.

§  Driver to contact team manager

§  Team manager to contact children’s parents/carers

§  Team manager to contact host venue of necessary

 ·       The driver has a valid UK driving licence, satisfactory DBS check, correct insurance, MOT certificate and complies with the laws on the use of seatbelts.

 ·       If transporting in a mini-bus or bus the driver must also have the correct type of licence.

 ·       If a taxi company is hired then the above checks need to be made


 Code of Conduct for players


Players should take pride in their appearance and act in a professional manner when representing the tennis club, both on and off the court.

Captains/ Team managers should remind all players to be on their best behaviour when away, to lead by example and play by the LTA competition rules at all times.


Code of Conduct for adult coaches/volunteers/parents


All coaches/volunteers/parents should be made aware of the club’s safeguarding policies and procedures.

All coaches/volunteers/parents are expected to abide by the LTA and club code of conduct at all times.

iii)       Lost, Abandoned or Missing Child Form


iv)        Accident and Incident Reporting Form

Please see "Accidents and incidents" under Club News

v)            Equality, Diversity and Inclusion Policy

The aim of this policy is to ensure that everyone is treated fairly and with respect and ensure members, non-members and visiting teams are not denied access to our tennis venue because of a discriminatory reason. An explanation of the different types of discrimination (age, disability, ethnicity, gender, gender reassignment, religion and belief and sexual orientation)

 can be found in the LTA / Tennis Foundation Equality and Diversity Policy – www.lta.org.uk/equality.


 This policy is fully supported by the management committee who are responsible for the implementation and review of this policy.

Therefore we will adhere to the following:

1.     Take responsibility for setting and upholding standards and values that apply throughout the tennis venue at every level, so tennis can be enjoyed by everyone who wants to participate.

2.     Demonstrate a commitment to eliminating discrimination by reason of age, gender, gender reassignment, sexual orientation, race, nationality, ethnic origin, religion or belief, ability or disability and to encourage equal opportunities and an inclusive welcoming environment.

3.     Ensure that employees, members, non-members and visiting teams are treated fairly and with respect and ensure that all members of the community regardless of their ability have access to and opportunities to take part in, and enjoy its programmes of activities, competitions and events.

4.     Oppose all forms of harassment, bullying or abuse towards an individual or group whether it is physical, verbal or online that is based on any of the characteristics listed above or for any other reason. Any incidents of this or a similar nature will be treated seriously and subjected to the appropriate disciplinary process.

5.     Ensure there is an immediate investigation of any complaints of discrimination on the above grounds, once they are brought to the attention of the tennis venue. Complaints will be dealt with in accordance with the complaints policy and, where such a complaint is upheld, the management committee may impose such sanctions as it considers appropriate and proportionate to the discriminatory behaviour.

6.     Promote a culture that encourages the learning and development of coaches and volunteers in order to achieve greater diversity and inclusion within tennis. As a minimum the Head Coach and at least two volunteers will undertake the LTA’s Equality, Diversity and Inclusion Training.

7.     Support, promote and enforce the LTA/Tennis Foundation Fair Play values within all tennis activities and environments.

8.     Be committed to and deliver a policy of fair and equitable treatment for all members and employees and require all members, employees and volunteers to abide by and adhere to these policies and the requirements of the Equality Act 2010 as well as any amendments to this Act or any new equality legislation.

9.     Be committed and take action to create an inclusive environment that is welcoming and seeks to improve representation across all groups and participation at all levels within tennis.


 Lodging a Complaint

In the event that any employee, member, volunteer, visitor or visiting team feels that he, she or they have suffered discrimination or harassment in any way or that the policies, rules or code of conduct have been broken they should follow the procedures below.

1.     The complainant should report the matter in writing to the Welfare & Inclusion Officer or another member of the management committee. The report should include:

a) details of what occurred;

b) details of when and where the occurrence took place;

c) any witness details and copies of any witness statements;

d) names of any others who have been treated in a similar way (provided that those people consent to their names being disclosed);

e) details of any former complaints made about the incident, including the date and to whom such complaint was made; and

f) an indication as to the desired outcome.

2.     If the person accused of discriminatory behaviour is an employee, the management committee will regard the incident as a disciplinary issue and will follow any disciplinary procedure set out for employees or (if none exists) the statutory disciplinary procedure.

3.     If the person accused of discriminatory behaviour is a non-employee, the management committee or representatives of the management committee:

3.1 will request that both parties to the complaint submit written evidence regarding the incident(s);

3.2 may decide (at its sole discretion) after reviewing the complaint and supporting evidence to uphold or dismiss the complaint without holding a hearing;

3.3 may (at its sole discretion) hold a hearing (whether or not such a hearing is requested by either party) at which both parties will be entitled to attend and present their case;

3.4 will have the power to impose any one or more of the following sanctions on any person found to be in breach of any policy, (including the Equality Policy):

a) warn as to future conduct;

b) suspend from membership;

c) remove from membership;

d) exclude a non-member from the facility, either temporarily or permanently; and

e) turn down a non-member’s current and/or future membership applications.

3.5 will provide both parties with written reasons for its decision to uphold or dismiss the complaint within one (1) calendar month of such decision being made.

3.6 Either party may appeal a decision of the management committee to the County Association (including a decision not to hold a hearing) by writing to the [County Secretary] within 3 months of the Place to Play’s decision being notified to that party.

4.        If the nature of the complaint is with regard to the management committee or other body or group in the Place to Play, the member/visitor has the right to report the discrimination or

harassment directly to the relevant County Association.

 Last Updated: August 2018


vi)        Anti Bullying Policy

 Statement of Intent

 We don’t put up with bullying in our club.  You should tell someone if you see bullying.

 We are committed to providing a caring, friendly and safe environment for all our members so they can play tennis in a relaxed and secure atmosphere.  Bullying of any kind is unacceptable at our club.  If bullying does occur, all

players or parents should be able to tell and know that incidents will be dealt with promptly and effectively.

 We are a TELLING club.  This means that anyone who knows that bullying is happening is expected to tell the club Welfare and Inclusion officer or a member of the committee.  (Helen Knight & Alison Phin are currently undertaking the role of Welfare and Inclusion officer for the club).

 What is Bullying?

 Bullying is the use of aggression with the intention of hurting another person.  Bullying results in pain and distress to the victim.  Bullying can be carried out by anyone, children or adults.

 Bullying can have lots of different forms:

 ·      Emotional – being unfriendly, excluding (emotionally and physically), sending hurtful text messages, tormenting, (e.g. hiding racquets/other equipment, threatening gestures

·       Physical – pushing, kicking, hitting, punching or any use of violence

·       Racist – racial taunts, graffiti, gestures

·       Sexual – unwanted physical contact or sexually abusive comments

·       Homophobic – because of, or focusing on the issue of sexuality

·       Verbal – name-calling, sarcasm, spreading rumours, teasing

 Here are some examples of what we call ‘bullying’:

 ·       Someone calling you names

·       Being threatened

·       Being pressured to give someone your money or your things

·       Being hit or pushed

·       Having your possessions damaged or broken

·       Someone spreading rumours about you or about your family

·       Someone posting hurtful comments or pictures on the web (such as on Facebook)

 Why do we care about bullying?

 Bullying is a serious problem.  You have the right to stop it.

Bullying hurts.  No one deserves to be a victim of bullying.  Everybody has the right to be treated with respect.  Players who are bullying need to learn a different way of behaving.

 A club has a responsibility to respond promptly and effectively to issues of bullying.

 Objectives of this Anti Bullying Policy


·       To make sure that the club finds out about bullying and deals with it as well as possible.

·       All committee members, coaches, volunteers, players and parents should know what bullying is.

·       All committee members, coaches and volunteers must know and understand this policy and should follow it when bullying is reported.

·       All players and parents should know about this policy, and should understand what to do if bullying arises.

·       As a club we take bullying seriously.  Players and parents should be assured that they would be supported when bullying is reported.

·       Bullying will not be tolerated.


How to spot if someone is being bullied?

A child might show that he or she is being bullied in lots of ways.  Adults should be aware of these possible signs and they should investigate if a child:

·       Says he or she is being bullied

·       Is unwilling to go to club sessions

·       Becomes withdrawn anxious or lacking in confidence

·       Feels ill before training sessions

·       Comes home with torn/damaged clothes or damaged equipment

·       Has possessions “go missing”

·       Asks for money or starts stealing money (to pay bully)

·       Has unexplained cuts or bruises

·       Is frightened to say what’s wrong

·       Gives unlikely explanations for any of the above


In more extreme cases

 Starts stammering

 Cries themselves to sleep or has nightmares

 Becomes aggressive, disruptive or unreasonable

 Bullies other children or siblings

 Stops eating

 Attempts or threatens suicide or runs away

These signs and behaviour may indicate other problems, but bullying should be considered a possibility and should be investigated.



1. Report bullying incidents to the club Welfare and Inclusion officer, a member of the club committee or ring the LTA Safeguarding Team (contact details on website).

2. In cases of serious bullying, the club should contact the LTA for advice

3. Parents should be informed and will be asked to come in to a meeting to discuss the problem

4. If necessary and appropriate, the police will be consulted

5. The bullying behaviour and threats of bullying will be investigated and bullying will be stopped as quickly as possible.

6. An attempt will be made to help the bully (bullies) change their behaviour and disciplinary action will also be considered where there have been serious acts of misconduct.

7. The club will initiate disciplinary action under the club constitution if the bully does not change his or her behaviour.


How we will work with the bully and the victim.

If we decide (if necessary after receiving advice from the LTA) that it is appropriate for us to deal with the situation, we will follow the procedure outlined below.

1. Where the victim is comfortable to do so and the bullying has not become very serious, reconciliation will be attempted by getting the parties together.  It may be that a genuine apology solves the problem.

2. If this fails/ or is not appropriate, a small panel (Made up from Chairman, Welfare and Inclusion officer, Secretary, Committee members) will meet with the parent and child alleging bullying to get details of the allegation.

Notes/minutes will be taken for clarity, and these should be agreed by all as a true account of the matter being investigated.

vii)      Whistleblowing Policy

Safeguarding children and adults at risk requires everyone to be committed to the highest possible standards of openness, integrity and accountability. As a club, we are committed to encouraging and maintaining a culture where people feel able to raise a genuine safeguarding concern and are confident that it will be taken seriously.

What is whistle blowing?

In the context of safeguarding, “whistle blowing” is when someone raises a concern about the well-being of a child or an adult at risk.

A whistle blower may be:

·        a player;

·        a volunteer;

·        a coach;

·        other member of staff;

·        an official;

·        a parent;

·        a member of the public.


How to raise a concern about a child or an adult at risk at the club

If a child or an adult at risk is in immediate danger or risk of harm, the police should be contacted by calling 999.

Where a child or an adult at risk is not in immediate danger, any concerns about their well-being should be made without delay to the Club Welfare Officers (Helen & Alison). The Club Welfare Officers will pass the details of the concern on to the LTA Safeguarding Team at the earliest opportunity and the relevant local authority and the police will be contacted, where appropriate.

If, however, the whistle blower does not feel comfortable raising a concern with the Club Welfare Officers, the whistle blower should contact the LTA Safeguarding Team directly on 020 8487 7000, the Local Authority Designated Officer (LADO) or the NSPCC on 0808 800 5000.

Information to include when raising a concern

The whistle blower should provide as much information as possible regarding the incident or circumstance which has given rise to the concern, including:

·        their name and contact details (unless they wish to remain anonymous);

·        names of individuals involved;

·        date, time and location of incident/circumstance; and

whether any witnesses were present.  ‘Reporting A Concern’ forms can be found on the club noticeboard

What happens next?

All concerns raised by a whistle blower about the well-being of a child or an adult at risk will be taken seriously and every effort will be made to deal with each concern fairly, quickly and proportionately.

If the whistle blower does not believe that the concern has been dealt with appropriately and wishes to speak to someone outside the club or the LTA Safeguarding Team, the NSPCC Whistleblowing advice line should be contacted on 0800 028 0285 or by emailing This email address is being protected from spambots. You need JavaScript enabled to view it..


 The club will not tolerate any harassment, victimisation or unfair treatment of, and will take appropriate action to protect, whistle blowers when they raise a concern in good faith.

Updated: August 2018



Consent for the use of image

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Logging a concern

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Parental Consent Form 

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Junior matchplay and coaching consent form

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Data Privacy Policy

About this Policy

1.1 This policy explains when and why we collect personal information about our members and coaches, how we use it and how we keep it secure and your rights in relation to it

1.2 We may collect, use and store your personal data, as described in this Data Processing Policy and as described when we collect data from you

1.3 We reserve the right to amend this Data Processing Policy from time to time without prior notice. You are advised to check our website and the Club notice board regularly for any amendments (but amendments will not be made retrospectively)

1.4 We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website from the Information Commissioner (www.ico.gov.uk). For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you

Who are we?

1.5 We are Swanage Tennis Club. We can be contacted at Beach Gardens, Swanage, Dorset.

What information we collect and why

Type of Information Purposes Legal Basis of Processing
Members name, address(es), telephone number and email address(es) Managing the member’s membership of the Club. Performing the Club’s contract with the Member For the purposes of our legitimate interests in operating the Club
Bank account details of the members or other person making payment to the club Managing the Member’s and their dependants membership of the Club, the provision of services and events. Bank account details of the members or other person making payment to the club Managing the Member’s and their dependants membership of the Club, the provision of services and events. Performing the Club’s contract with the Member
BACS or other electronic payments made to the Club by the member (but not the payor's bank details   Performing the Club’s contract with the Member For the purposes of our legitimate interests in operating the Club
Emergency contact details Contacting the next of kin in the event of an emergency Protecting the Member’s vital interests and those of their dependants
Date of birth/age related information Managing membership categories which are age related Performing the Club’s contract with the Member

How we protect your personal data

1.6 We will not transfer your personal date outside the EEA without your consent.

1.7 We have implemented generally acceptable standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alternation or destruction. We will notify you promptly in the event of any breach of your personal data which might expose you to serious risks

1.8 Please note however that where you are transmitting information to us over the internet this can never be guaranteed as 100% secure

1.9 For any payments which we take from you online we will use a recognised online secure payment system

1.10 We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk Who else has access to the information you provide us?

1.11 We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where required to do so by law or as set out in the table above or paragraph 1.12 below

1.12 We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to print newsletters and send you mailings). However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes. How long do we keep your information?

1.13 We will hold your personal data on our systems for as long as you are a member of the Club and for as long afterwards as is necessary to comply with our legal obligations. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations e.g. compliance with tax requirements and exemptions, and the establishment exercise or defence of legal claims.

1.14 We securely destroy all financial information once we have used it and no longer need it

Your rights

1.15 You have the rights under GDPR:

a) To access your personal data

b) To be provided with information about how your personal data is processed

c) To have your personal data corrected

d) To have your personal data erased in certain circumstances

e) To object to or restrict how your personal data is processed

f) To have your persona data transferred to yourself or to another business in certain circumstances


1.16 You have the right to take any complaints about how to process your personal data to the information commissioner  https://ico.org.uk/concerns/

0303 123 1113

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow Cheshire


For more details, please address any questions comments and requests regarding date processing practice to the Tennis Club committee at the above address

March 2018

Club Mission Statement

Our club strives to offer the people of Swanage and beyond the opportunity to play tennis, to develop their game, to enjoy the sport and the company of other members.

We aim to be as inclusive and welcoming as possible, to create positive social experiences as well as opportunities for competition.

All ages and abilities should be given the opportunity to enjoy tennis here.

The role of the committee is to help and steer the club to achieve these aims.

Club Sessions

Monday  Tuesday  Wednesday  Thursday  Friday  Saturday 


Beginners Coaching



Junior Coaching

Variety Age Groups



Daytime Club

All Standards Welcome



Daytime Club

All Standards Welcome


Ladies Coaching 


Open Session

All Standards Welcome

(Until 24/06/15)

 Junior Coaching

4-5pm Years 2+3

5-6pm Years 4,5+6


 Junior Coaching

4-4.30pm Reception

4.45-5.50pm Year 1

 Junior Coaching

4-5pm Years 2+3

5-6pm Years 4,5+6

 Junior Coaching

4-5pm Years 4,5+6



Club Session

All Standards Welcome


Junior Club

Free for club members 8 years and up


Team Practice

For Team Players



Club Session

All Standards Welcome



Sometimes play continues for stronger players


-10pm max


Cardio Tennis

For members (£5) and Non-Members (£6)


Beginners Coaching

   Can Play on -10pm