Privacy Policy

Last Update: May 2018



Your personal data is data which by itself or with other data available to us can be used to identify you.  This data protection statement sets out how we will use your personal data.  You can contact the Data Protection Officer (DPO) at 10a West St, Southend on Sea, Essex. SS2 6HJ if you have any queries.

The types of data we collect and use


Full name, and personal details including contact information (eg home address, email address, home and mobile telephone numbers)

Date of Birth, Gender and age

Education details

Occupation Details

Previous Martial Arts History

Medical conditions

Bank account information

Images for Marketing and Publicity


Using your personal data

We will process your personal data;

  • As necessary in order to be able to contact you in the event of an emergency
  • In order for us to communicate with you regarding activities that are taking place at MKF.
  • As a method for payments being taken for the services we provide, no bank account information is kept by MKF(HQ), as soon as the form are processed they are sent to the relevant bank for processing no copies of this data are kept.
  • Images taken during club training. If you decide to leave the club these images will not be used for future purpose and will be deleted from our systems.

Sharing of your personal data.

Your data is not shared with any third parties.  The only legal entities that have access to your data are direct associates with MKF (UK).

Marketing preferences

We may use your phone number, email address and social media (eg Facebook, Instagram, Twitter and message facilities in other platforms) to contact you with promotional material for MKF (UK).  This promotional information may include special offers for clothing or additional classes available for school holidays etc.

Retention of Personal Data

If you leave MKF (HQ) we will retain your phone number and email address for future marketing reference.

Your rights under data protection law

Your rights are as follows (noting that these rights don’t apply in all circumstances and that data portability is only relevant from May 2018)

  • The right to be informed about personal data
  • The right to have your personal data corrected if it’s inaccurate and to have incomplete personal data completed;
  • The right to object to processing of your personal data;
  • The right to restrict processing of your personal data;
  • The right to have your personal data erased (the “right to be forgotton”);
  • The right to request access to your personal data and information how we process it;
  • The right to move, copy, or transfer your personal data and information how we process it;
  • Rights in relation to automated decision-making including profiling

You have the right to complain to the Information Commissioners Office, it has enforcement powers and can investigate compliance with data protection law: ico.org.uk

Club Policies

Club Policies

Last Update: October 2016


  1. Acceptance of an application for Membership of each Club is at our absolute discretion (although we will exercise our discretion reasonably and in compliance with applicable laws).
  2. Membership entitles Members to use the facilities available from time to time at their Home Club. We offer different types of membership and facilities at each Club and the types of memberships and facilities offered by us will differ from Club to Club and may change from time to time.
  3. You should contact your Home Club if you would like further details of different types of membership that are available. Each category of membership has different restrictions, conditions and benefits. Another category of membership or Club may be of interest to you if your requirements or circumstances change.

Membership Licence

  1. A Membership Licence will be issued to each Member when they join a Club.
  2. There is a fee as set out in the relevant then current Club price list for replacement of lost, stolen or damaged cards.
  3. Each Member must have his/her licence renewed annually.
  4. A Member must not lend his Membership Card to anyone else as Membership is personal and covers only the Member’s use of a Club.
  5. On termination of Membership for any reason, the Member is required to surrender his Membership licence.
  6. Where Meridian Kung Fu terminates a Member’s Membership, this will make the Member ineligible for Membership of all Clubs, for which purpose we will communicate such of the Member’s personal data and reason for termination to such other Clubs as may be necessary to administer this Rule.
  7. A Member who has “frozen” his/her Membership will not be allowed access to any Club (including as a guest).


  1. Opening times for a Club will be prominently displayed at the relevant Club.
  2. You must not consume any food or drink in a Club that you have brought in from outside the Club.
  3. We reserve the right to show potential Members and other individuals the facilities o
Child Protection Policy

Safeguarding Lead

Steve Carpenter

07812 410866


Steve Carpenter is the designated person within the organisation and has primary responsibility for putting into place procedures to safeguard adults at risk, supporting club, county and regional welfare/safeguarding leads, where relevant and for managing concerns about adults at risk.

Duties and responsibilities include:

  • Working with others within the organisation to create a positive inclusive environment within the sport.
  • Play a lead role in developing and establishing the organisation’s approach to safeguarding adults and in maintaining and reviewing the organisation’s implementation plan for safeguarding adults in line with current legislation and best practice.
  • Coordinate the dissemination of the safeguarding adult policy, procedures and resources throughout the organisation.
  • Contribute to ensuring other policies and procedures are consistent with the organisation’s commitment to safeguarding adults.
  • Advise on the organisation’s training needs and the development of its training strategy.
  • Receive reports of and manage cases of poor practice and abuse reported to the organisation – including an appropriate recording system.
  • Support the chair to co-ordinate the case management process.
  • Manage liaison with, and referrals to, external agencies for example adult social-care services and the police.
  • Create a central point of contact for internal and external individuals and agencies concerned about the safety of adults within the organisation.
  • Provide advice and support to regional/ safeguarding/ welfare officers and play a lead role in their recruitment, selection and training.
  • Represent the organisation at external meetings related to safeguarding

Child Protection Policy

This policy is to ensure your children's protection.

All Branches within Meridian Kung Fu that makes provision for children and young people must ensure that:

  • The welfare of the child is paramount.
  • All children, whatever their age, culture, disability, gender, language, racial origin, religious beliefs and/or sexual identity, have the right to protection from abuse.
  • All suspicions and allegations of abuse will be taken seriously and responded to swiftly and appropriately.
  • All staff (paid/unpaid) working in sport have a responsibility to report concerns to the appropriate officer.

Our Child Protection Policy Statement

Meridian Kung Fu has a duty of care to safeguard all children involved in martial arts training from harm, in any of its clubs. All children have a right to protection, and the needs of disabled children and others who may be particularly vulnerable must be taken into account.

Meridian Kung Fu will ensure the safety and protection of all children involved in its activities through adherence to the Child Protection guidelines adopted by Meridian Kung Fu

A child is defined as a person under the age of 18 (The Children Act 1989).

Policy Aims

The aim of the Meridian Kung Fu Child Protection Policy is to promote good practice:

  • Providing children and young people with appropriate safety and protection whilst in the care of any of its teachers, administrators and Clubs.
  • Allow all staff/volunteers to make informed and confident responses to specific child protection issues.

Promoting Good Practice

Child abuse, particularly sexual abuse, can arouse strong emotions in those facing such a situation. It is important to understand these feelings and not allow them to interfere with your judgement about the appropriate action to take.

Abuse can occur within many situations including the home, school and the sporting environment. Some individuals will actively seek employment or voluntary work with young people in order to harm them. A coach, instructor, teacher, official or volunteer will have regular contact with young people and be an important link in identifying cases where they need protection. All suspicious cases of poor practice should be reported following the guidelines in this document.

When a child enters the club having been subjected to child abuse outside the sporting environment, sport can play a crucial role in improving the child’s self-esteem. In such instances the club must work with the appropriate agencies to ensure the child receives the required support.

Good Practice Guidelines

All personnel should be encouraged to demonstrate exemplary behavior in order to protect themselves from false allegations. The following are common sense examples of how to create a positive culture and climate.

Good practice means:

  • Always working in an open environment avoiding private or unobserved situations and encouraging open communication.
  • Treating all young people/disabled adults equally with respect and dignity.
  • Always putting the welfare of each young person first.
  • Maintaining a safe and appropriate distance with players (eg it is not appropriate for staff or volunteers to have an intimate relationship with a child or to share a room with them).
  • Building balanced relationships based on mutual trust and empowering children to share in decision making.
  • Playing sports fun, enjoyable and promoting fair play.
  • Ensuring that if any form of manual/physical support is required, it should be provided openly and according to guidelines provided by the Coach Education Programme. If it is difficult to maintain hand positions when the child is constantly moving, young people should always be consulted, and their agreement gained. Some parents are becoming increasingly sensitive about manual support and their views should always be carefully considered.
  • Keeping up to date with technical skills, qualifications and insurance.
  • Involving parents/carers wherever possible. For example, encouraging them to take responsibility for their children in the changing rooms. If groups have to be supervised in the changing rooms, always ensure parents, teachers, coaches or officials work in pairs.
  • Ensuring that if mixed teams are taken away for the day or night, they should always be accompanied by a male and female member of staff. However, remember that same gender abuse can also occur.
  • Ensuring that at tournaments or residential events, adults should not enter children’s rooms or invite children into their rooms.
  • Being an excellent role model – this includes not smoking or drinking alcohol in the company of young people.
  • Giving enthusiastic and constructive feedback rather than negative criticism.
  • Recognising the developmental needs and capacity of young people and disabled adults – avoiding excessive training or competition and not pushing them against their will.
  • Securing parental consent in writing to act in loco parentis, if the need arises to administer emergency first aid and/or other medical treatment.
  • Keeping a written record of any injury that occurs, along with the details of any treatment given.
  • Requesting written parental consent if club officials are required to transport young people in their cars.

Practices to be Avoided

The following should be avoided except in emergencies. If a case arises where these situations are unavoidable (eg the child sustains an injury and needs to go to hospital, or a parent fails to arrive to pick a child up at the end of a session), it should be with the full knowledge and consent of someone in charge in the club or the child’s parents.

Otherwise, avoid:

  • Spending excessive amounts of time alone with children away from others.
  • Taking or dropping off a child to an event.

Practices Never to be Sanctioned

The following should never be sanctioned. You should never:

  • Engage in rough physical or sexually provocative games, including horseplay.
  • Share a room with a child.
  • Allow or engage in any form of inappropriate touching.
  • Allow children to use inappropriate language unchallenged.
  • Make sexually suggestive comments to a child, even in fun.
  • Reduce a child to tears as a form of control.
  • Allow allegations made by a child to go unchallenged, unrecorded or not acted upon.
  • Do things of a personal nature for children or disabled adults that they can do for themselves.
  • Invite or allow children to stay with you at your home unsupervised.

NB It may sometimes be necessary for staff or volunteers to do things of a personal nature for children, particularly if they are young or are disabled. These tasks should only be carried out with the full understanding and consent of parents and the players involved. There is a need to be responsive to a person’s reactions. If a person is fully dependent on you, talk with him/her about what you are doing and give choices where possible. This is particularly so if you are involved in any dressing or undressing of outer clothing, or where there is physical contact, lifting or assisting a child to carry out particular activities. Avoid taking on the responsibility for tasks for which you are not appropriately trained.

Incidents That Must be Reported/Recorded

If any of the following occur, you should report this immediately to another colleague and record the incident. You should also ensure the parents of the child are informed:

  • if you accidentally hurt a player
  • If he/she seems distressed in any manner
  • if a player appears to be sexually aroused by your actions
  • if a player misunderstands or misinterprets something you have done.

Use of Photographic/Filming Equipment at Sporting Events

There is evidence that some people have used sporting events as an opportunity to take inappropriate photographs or film footage of young and disabled sports people in vulnerable positions. All clubs should be vigilant, and any concerns should to be reported to the Child Protection Officer.

Video as a coaching aid: there is no intention to prevent club coaches and teachers using video equipment as a legitimate coaching aid. However, performers and their parents/carers should be made aware that this is part of the coaching programme and such films should be stored safely. Recruitment and Training of Staff and Volunteers

Recruitment and Training of Staff and Volunteers

Meridian Kung Fu recognises that anyone may have the potential to abuse children in some way and that all reasonable steps are taken to ensure unsuitable people are prevented from working with children.

Pre-selection checks must include the following:

  • All volunteers (to include teachers, Black Belts, administrators and chaperones should complete an application form. The application form will elicit information about an applicant’s past and a self-disclosure about any criminal record.
  • Consent should be obtained from an applicant to seek information from the Criminal Records Bureau.
  • Two confidential references, including one regarding previous work with children. These references must be taken up and confirmed through telephone contact.
  • Evidence of identity should be provided (e.g. passport or driving licence with photo).

Interview and Induction

All Teachers, Black Belts (and volunteers) will be required to undergo an interview carried out to acceptable protocol and recommendations. All Teachers, Black Belts and volunteers should receive formal or informal induction, during which:

  • A check should be made that the application form has been completed in full (including sections on criminal records and self-disclosures).
  • Their qualifications should be substantiated.
  • The job requirements and responsibilities should be clarified.
  • They should sign up to Meridian Kung Fu Code of Ethics and Conduct.
  • Child protection procedures are explained and training needs are identified.


In addition to pre-selection checks, the safeguarding process includes training after recruitment to help staff and volunteers to:

  • Analyse their own practice against established good practice, and to ensure their practice is likely to protect them from false allegations.
  • Recognise their responsibilities and report any concerns about suspected poor practice or possible abuse.
  • Respond to concerns expressed by a child or young person.
  • Work safely and effectively with children.

Meridian Kung Fu requires:

  • Coaching staff to attend a recognised 3-hour good practice and child protection awareness training workshop, to ensure their practice is exemplary and to facilitate the development of a positive culture towards good practice and child protection.
  • Non-coaching staff and volunteers to complete a recognised awareness training on child protection.
  • Relevant personnel to receive advisory information outlining good practice and informing them about what to do if they have concerns about the behaviour of an adult towards a young person.
  • All Teachers, Black Belts, Chaperones and administrators to undergo national first aid training on a yearly basis…
  • Attendance of update training when necessary. Information about meeting training needs can be obtained from sports coach UK, the NSPCCand Sport England.

Responding to Allegations or Suspicions

It is not the responsibility of anyone working in Meridian Kung Fu, in a paid or unpaid capacity, to decide whether or not child abuse has taken place. However, there is a responsibility to act on any concerns through contact with the appropriate authorities.

We will assure all staff/volunteers that they will be fully supported and protected, anyone who in good faith reports his/her concern that a colleague is, or may be, abusing a child.

Where there is a complaint against a member of staff there may be three types of investigation:

  • a criminal investigation
  • a child protection investigation
  • a disciplinary or misconduct investigation.

The results of the police and child protection investigation may well influence the disciplinary investigation, but not necessarily.


  1. Concerns about poor practice:
  • If, following consideration, the allegation is clearly about poor practice, the Child Protection Officer will deal with it as a misconduct issue.
  • If the allegation is about poor practice by the Child Protection Officer, or if the matter has been handled inadequately and concerns remain, it should be reported to the relevant officer who will decide how to deal with the allegation and whether or not to initiate disciplinary proceedings.
  1. Concerns about suspected abuse:
  • Any suspicion that a child has been abused by either a member of staff or a volunteer should be reported to the Child Protection Officer, who will take such steps as considered necessary to ensure the safety of the child in question and any other child who may be at risk.
  • The Child Protection Officer will refer the allegation to the social services department which may involve the police or go directly to the police if out-of-hours.
  • The parents or carers of the child will be contacted as soon as possible following advice from the social services department.
  • The Child Protection Officer should also notify the relevant Local Authorities officer who in turn will inform the Local Authorities Child Protection Officer who will deal with any media enquiries.
  • If the Child Protection Officer is the subject of the suspicion/allegation, the report must be made to the appropriate Local Authorities Manager or in his/her absence the Duty Social work Child Protection Officer who will refer the allegation to social services.


Every effort should be made to ensure that confidentiality is maintained for all concerned. Information should be handled and disseminated on a need to know basis only.

This includes the following people:

  • The Child Protection Officer
  • the parents of the person who is alleged to have been abused
  • the person making the allegation
  • social services/police
  • The alleged abuser (and parents if the alleged abuser is a child)

Seek social services advice on who should approach the alleged abuser.

Information should be stored in a secure place with limited access to designated people, in line with data protection laws (e.g. that information is accurate, regularly updated, relevant and secure).

Internal enquiries and suspension

  • The Meridian Kung Fu Child Protection Officer will make an immediate decision about whether any individual accused of abuse should be temporarily suspended pending further police and social services inquiries.
  • Irrespective of the findings of the social services or police inquiries the Error! Reference source not found. Disciplinary Committee will assess all individual cases to decide whether a member of staff or volunteer can be reinstated and how this can be sensitively handled. This may be a difficult decision, particularly where there is insufficient evidence to uphold any action by the police. In such cases, the Disciplinary Committee must reach a decision based upon the available information, which could suggest that on a balance of probability; it is more likely than not that the allegation is true. The welfare of the child should remain of paramount importance throughout.

Support to deal with the aftermath of abuse

  • Consideration should be given to the kind of support that children, parents and members of staff may need. Use of helplines, support groups and open meetings will maintain an open culture and help the healing process. The British Association for Counselling Directory is available from The British Association for Counselling, 1 Regent Place, Rugby CV21 2PJ, Tel: 01788 550899, Fax: 01788 562189, Email: bac@bacp.co.uk, Internet: www.bacp.co.uk
  • Consideration should be given to what kind of support may be appropriate for the alleged perpetrator.

Allegations of previous abuse
Allegations of abuse may be made some time after the event (eg by an adult who was abused as a child or by a member of staff who is still currently working with children).

Where such an allegation is made, the club should follow the procedures as detailed above and report the matter to the social services or the police. This is because other children, either within or outside sport, may be at risk from this person. Anyone who has a previous criminal conviction for offences related to abuse is automatically excluded from working with children. This is reinforced by the details of the Protection of Children Act 1999.

Action if bullying is suspected

If bullying is suspected, the same procedure should be followed as set out in ‘Responding to suspicions or allegations’ above.

Action to help the victim and prevent bullying in sport:

  • Take all signs of bullying very seriously.
  • Encourage all children to speak and share their concerns (It is believed that up to 12 children per year commit suicide as a result of bullying, so if anyone talks about or threatens suicide, seek professional help immediately). Help the victim to speak out and tell the person in charge or someone in authority.
  • Investigate all allegations and take action to ensure the victim is safe. Speak with the victim and the bully(ies) separately.
  • Reassure the victim that you can be trusted and will help them, although you cannot promise to tell no one else.
  • Keep records of what is said (what happened, by whom, when).
  • Report any concerns to the Child Protection Officer or the school (wherever the bullying is occurring).

Action towards the bully(ies):

  • Talk with the bully(ies), explain the situation, and try to get the bully(ies) to understand the consequences of their behaviour. Seek an apology to the victim(s).
  • Inform the bully(ies)’s parents.
  • Insist on the return of ‘borrowed’ items and that the bully(ies) compensate the victim.
  • Provide support for the victim’s coach.
  • Impose sanctions as necessary.
  • Encourage and support the bully(ies) to change behaviour.
  • Hold meetings with the families to report on progress.
  • Inform all organisation members of action taken.
  • Keep a written record of action taken.
  1. Concerns outside the immediate sporting environment (eg a parent or carer):
  • Report your concerns to the Child Protection Officer, who should contact social services or the police as soon as possible.
  • See 4. below for the information social services or the police will need.
  • If the Child Protection Officer is not available, the person being told of or discovering the abuse should contact social services or the police immediately.
  • Social services and the Child Protection Officer will decide how to involve the parents/carers.
  • Maintain confidentiality on a need to know basis only.
  • See 4. below regarding information needed for social services.
  1. Information for social services or the police about suspected abuse:

To ensure that this information is as helpful as possible, a detailed record should always be made at the time of the disclosure/concern, which should include the following:

  • The child’s name, age and date of birth of the child.
  • The child’s home address and telephone number.
  • Whether or not the person making the report is expressing their own concerns or those of someone else.
  • The nature of the allegation. Include dates, times, any special factors and other relevant information.
  • Make a clear distinction between what is fact, opinion or hearsay.
  • A description of any visible bruising or other injuries. Also any indirect signs, such as behavioural changes.
  • Details of witnesses to the incidents.
  • The child’s account, if it can be given, of what has happened and how any bruising or other injuries occurred.
  • Have the parents been contacted?
  • If so, what has been said?
  • Has anyone else been consulted? If so, record details.
  • If the child was not the person who reported the incident, has the child been spoken to? If so, what was said?
  • Has anyone been alleged to be the abuser? Record details.
  • Where possible referral to the police or social services should be confirmed in writing within 24 hours and the name of the contact who took the referral should be recorded.

If you are worried about sharing concerns about abuse with a senior colleague, you can contact social services or the police direct, or the NSPCC Child Protection Helpline on 0808 800 5000, or Childline on 0800 1111.

The copyright for the content of the Child Protection Policy is owned by NSPCC Child Protection in Sport Unit (CPSU), which has given permission to Sport England for its reproduction.

Adult Safeguarding Policy

Safeguarding Lead

Steve Carpenter

07812 410866


Steve Carpenter is the designated person within the organisation and has primary responsibility for putting into place procedures to safeguard adults at risk, supporting club, county and regional welfare/safeguarding leads, where relevant and for managing concerns about adults at risk.

Duties and responsibilities include:

  • Working with others within the organisation to create a positive inclusive environment within the sport.
  • Play a lead role in developing and establishing the organisation’s approach to safeguarding adults and in maintaining and reviewing the organisation’s implementation plan for safeguarding adults in line with current legislation and best practice.
  • Coordinate the dissemination of the safeguarding adult policy, procedures and resources throughout the organisation.
  • Contribute to ensuring other policies and procedures are consistent with the organisation’s commitment to safeguarding adults.
  • Advise on the organisation’s training needs and the development of its training strategy.
  • Receive reports of and manage cases of poor practice and abuse reported to the organisation – including an appropriate recording system.
  • Support the chair to co-ordinate the case management process.
  • Manage liaison with, and referrals to, external agencies for example adult social-care services and the police.
  • Create a central point of contact for internal and external individuals and agencies concerned about the safety of adults within the organisation.
  • Provide advice and support to regional/ safeguarding/ welfare officers and play a lead role in their recruitment, selection and training.
  • Represent the organisation at external meetings related to safeguarding


Meridian Kung Fu UK
Safeguarding Adults Policy


Policy Owner: Meridian Kung Fu

Policy approved by: S Carpenter

Date Policy approved: May 1st, 2024

Next review Date: May 1st 2027


Section 1: Safeguarding Adults Policy

Section 1: Safeguarding Adults Policy
Policy Statement 

Section 2: Supporting Information
Key Points 
Safeguarding Adults Legislation 
Definition of an Adult at Risk 
Abuse and Neglect 
Signs and Indicators of Abuse and Neglect 
Wellbeing Principle 
Person Centred Safeguarding/ Making Safeguarding Personal 
Mental Capacity and Decision Making 
Recording and Information Sharing 
Multi-Agency Working 

Section 3: Appendices
Appendix 1 - Example Role Description: Safeguarding Lead 
Appendix 2 - Case Management Groups 
Appendix 3 – Sources of Information and Support 


MKF (UK)is committed to Safeguarding Adults in line with national legislation and relevant national and local guidelines.

We will safeguard adults by ensuring that our activities are delivered in a way which keeps all adults safe.

MKF is committed to creating a culture of zero-tolerance of harm to adults which necessitates: the recognition of adults who may be at risk and the circumstances which may increase risk; knowing how adult abuse, exploitation or neglect manifests itself; and being willing to report safeguarding concerns.

This extends to recognising and reporting harm experienced anywhere, including within our activities, within other organised community or voluntary activities, in the community, in the person’s own home and in any care setting.

MKF is committed to best safeguarding practice and to uphold the rights of all adults to live a life free from harm from abuse, exploitation, and neglect.

Policy Statement

MKF believes everyone has the right to live free from abuse or neglect regardless of age, ability or disability, sex, race, religion, ethnic origin, sexual orientation, marital or gender status. 

MKF is committed to creating and maintaining a safe and positive environment and an open, listening culture where people feel able to share concerns without fear of retribution.

MKF acknowledges that safeguarding is everybody’s responsibility and is committed to prevent abuse and neglect through safeguarding the welfare of all adults involved.

MKF recognises that health, well-being, ability, disability and need for care and support can affect a person’s resilience.  We recognise that some people experience barriers, for example, to communication in raising concerns or seeking help.   We recognise that these factors can vary at different points in people’s lives.

 recognises that there is a legal framework within which sports need to work to safeguard adults who have needs for care and support and for protecting those who are unable to take action to protect themselves and will act in accordance with the relevant safeguarding adult legislation and with local statutory safeguarding procedures.

Actions taken by MKF will be consistent with the principles of adult safeguarding ensuring that any action taken is prompt, proportionate and that it includes and respects the voice of the adult concerned. 


The purpose of this policy is to demonstrate the commitment of MKFt o safeguarding adults and to ensure that everyone involved in MKF is aware of: 

  • The legislation, policy and procedures for safeguarding adults.
  • Their role and responsibility for safeguarding adults.
  • What to do or who to speak to if they have a concern relating to the welfare or wellbeing of an adult within the organisation. 


This safeguarding adult policy and associated procedures apply to all individuals involved in MKF including Board members, Staff, Coaches, Volunteers and Members and to all concerns about the safety of adults whilst taking part in our organisation, its activities and in the wider community.

We expect our partner organisations, including for example, affiliated clubs, suppliers, and sponsors to adopt and demonstrate their commitment to the principles and practice as set out in this Safeguarding Adults Policy and associated procedures.


In order to implement this policy MKF will ensure that: 

  • Everyone involved with MKF is aware of the safeguarding adult procedures and knows what to do and who to contact if they have a concern relating to the welfare or wellbeing of an adult.
  • Any concern that an adult is not safe is taken seriously, responded to promptly, and
    followed up in line with MKF safeguarding Adults Policy and Procedures.
  • The well-being of those at risk of harm will be put first and the adult actively supported to communicate their views and the outcomes they want to achieve. Those views and wishes will be respected and supported unless there are overriding reasons not to (see the Safeguarding Adults Procedures).
  • Any actions taken will respect the rights and dignity of all those involved and be proportionate to the risk of harm.
  • Confidential, detailed and accurate records of all safeguarding concerns are maintained and securely stored in line with our Data Protection Policy and Procedures
  • acts in accordance with best practice advice, for example, from UK Sport, Sport England, Sport Wales, Sport Scotland, Sport Northern Ireland, National Governing Bodies, NSPCC, Ann Craft Trust.
  • MKF will cooperate with the Police and the relevant Local Authorities in taking action to safeguard an adult.
  • All Board members, staff, officials and volunteers understand their role and responsibility for safeguarding adults and have completed and are up to date with safeguarding adult training and learning opportunities appropriate for their role.
  • MKF uses safe recruitment practices and continually assesses the suitability of volunteers and staff to prevent the employment/deployment of unsuitable individuals in this organisation and within the sporting community.
  • MKF shares information about anyone found to be a risk to adults with the appropriate bodies. For example: Disclosure and Barring Service, Services, Police, Local Authority/Social Services.
  • When planning activities and events MKF includes an assessment of, and risk to, the safety of all adults from abuse and neglect and designates a person who will be in attendance as a safeguarding lead for that event.
  • Actions taken under this policy are reviewed by the Board and senior management team on an annual basis.
  • This policy, related policies (see below) and the Safeguarding Adults Procedures are reviewed no less than on a two yearly basis and whenever there are changes in relevant legislation and/or government guidance as required by the Local Safeguarding Board, UK Sport, Sport England/Wales/Scotland/Northern Ireland and/or National Governing Bodies and MKF or as a result of any other significant change or event.


[MKF is committed to developing and maintaining its capability to implement this policy and procedures.
In order to do so the following will be in place:

  • A clear line of accountability within the organisation for the safety and welfare of all adults.
  • Access to relevant legal and professional advice. 
  • Regular management reports to the Board detailing how risks to adult safeguarding are being addressed and how any reports have been addressed.
  • Safeguarding adult procedures that deal effectively with any concerns of abuse or neglect, including those caused through poor practice.
  • A Safeguarding Lead/ Welfare Officer (see Appendix 1).
  • A delegated Safeguarding Lead/Welfare Officer for events/trips/camps/ competitions. 
  • A standing Case Management
  • A process for forming a Case Management Group on a case-by-case basis within clear terms of reference 
  • Arrangements to work effectively with other relevant organisations to safeguard and promote the welfare of adults, including arrangements for sharing information.
  • Codes of conduct for Board members, Staff, Coaches, Officials, Volunteers and Members and other relevant individuals that specify zero tolerance of abuse in any form.
  • Risk assessments that specifically include safeguarding of adults.
  • Policies and procedures that address the following areas and which are consistent with this Safeguarding Adults policy.


  • Safeguarding Children 
  • Bullying and harassment 
  • Social Media 
  • Equality, diversity and inclusion 
  • Safe activities risk assessments
  • Code of Conducts and a process for breach of these - Staff, Coaches, Officials, Volunteers, Participants/Members, Carers/Personal Assistants, Fans
  • Discipline and grievance 
  • Concerns, Complaints and Compliments 
  • Whistleblowing 
  • Safe recruitment and selection (staff and volunteers)
  • Contract compliance
  • Information policy, data protection and information sharing

Key Points

  • There is a legal duty on Local Authorities to provide support to ‘adults at risk’.
  • Adults at risk are defined in legislation and the criteria applied differs between each home nation. (see definitions for each home nation on page 12).
  • The safeguarding legislation applies to all forms of abuse that harm a person’s well-being.
  • The law provides a framework for good practice in safeguarding that makes the overall well-being of the adult at risk a priority of any intervention.
  • The law in all four home nations emphasises the importance of person-centred safeguarding, (referred to as ‘Making Safeguarding Personal’ in England). 
  • The law provides a framework for making decisions on behalf of adults who can’t make decisions for themselves (Mental Capacity).
  • The law provides a framework for sports organisations to share concerns they have about adults at risk with the local authority.
  • The law provides a framework for all organisations to share information and cooperate to protect adults at risk.

Safeguarding Adults Legislation 

Safeguarding Adults in all home nations is compliant with United Nations directives on the rights of disabled people and commitments to the rights of older people.  It is covered by:

  • The Human Rights Act 1998
  • The Data Protection Act 2018
  • General Data Protection Regulations 2018

The practices and procedures within this policy are based on the relevant legislation and government guidance.  

  • England - The Care Act 2014
    Care and Support Statutory Guidance (especially chapter 14) 2014
  • Wales - Social Services and Well Being Act 2014
    Wales Safeguarding Procedures 2019
  • Scotland - Adult Support and Protection Act 2007
    Adult Support and Protection (Scotland) Act 2007 Code of Practice 2014
  • Northern Ireland - Adult Safeguarding Prevention and Protection in Partnership 2015

Many other pieces of UK and home nation legislation also affect adult safeguarding. 
These include legislation about different forms of abuse and those that govern information sharing. For example, legislation dealing with 

  • Murder/attempted murder
  • Physical Assault
  • Sexual Offences
  • Domestic Abuse/Coercive control
  • Forced Marriage
  • Female Genital Mutilation
  • Theft and Fraud
  • Modern slavery and Human exploitation
  • Hate crime 
  • Harassment
  • Listing and Barring of those unsuitable to work with adults with care and support needs

Each home nation also has legislation about the circumstances in which decisions can be made on behalf of an adult who is unable to make decisions for themselves:

  • England and Wales - Mental Capacity Act 2005
  • Scotland - Adults with Incapacity Act 2000
  • Mental Capacity (Northern Ireland) 2016
  • There are specific offences applying to the mistreatment of and sexual offences against adults who do not have Mental Capacity and specific offences where mistreatment is carried out by a person who is employed as a carer: e.g. wilful neglect and wilful mistreatment. 

Definition of an Adult at Risk

The Safeguarding Adults legislation creates specific responsibilities on Local Authorities, Health, and the Police to provide additional protection from abuse and neglect to Adults at Risk. 

When a Local Authority has reason to believe there is an adult at risk, they have a responsibility to find out more about the situation and decide what actions need to be taken to support the adult.  In Scotland and Wales, the Local Authority can gain access to an adult to find out if they are at risk of harm for example, if that access is being blocked by another person.

The actions that need to be taken might be by the Local Authority (usually social services) and/or by other agencies, for example the Police and Health.  A sporting organisation may need to take action as part of safeguarding an adult, for example, to use the disciplinary procedures in relation to a member of staff or member who has been reported to be harming a participant.  The Local Authority role includes having multi-agency procedures which coordinate the actions taken by different organisations.

An Adult at risk is ENGLAND CARE ACT 2104

England (Care Act 2014)

Northern Ireland (Adult Safeguarding Prevention and Protection in Partnership 2015)

An adult at risk is an individual aged 18 years and over who:

  1. has needs for care and support (whether or not the local authority is meeting any of those needs) AND;
  2. is experiencing, or at risk of, abuse or neglect, AND;
  3. as a result of those care and support needs is unable to protect themselves from either the risk of, or the experience of abuse or neglect.

An adult at risk of harm is a person aged 18 or over, whose exposure to harm through abuse, exploitation or neglect may be increased by their a) personal characteristics and/or b) life circumstances.

  1. Personal characteristics may include, but are not limited to age, disability, special educational needs, illness, mental or physical frailty or impairment of, or disturbance in, the functioning of the mind 

or brain.  

  1. Life circumstances may include, but are not limited to, isolation, socio-economic factors and environmental living conditions.

An adult in need of protection is a person aged 18 or over, whose exposure to harm through abuse, exploitation or neglect may be increased by their:  

Personal characteristics AND/OR Life circumstances AND; 

  1. who is unable to protect their own well-being, property, assets, rights or other interests; AND 

d)  where the action or inaction of another person or persons is causing, or is likely to cause, him/her to be harmed.  

In order to meet the definition of an ‘adult in need of protection’ either (a) or (b) must be present, in addition to both elements (c), and (d)

Scotland (Adult Support and Protection Act 2007)

An adult at risk is an individual aged 16 years and over who:

  1. is unable to safeguard their own well-being, property, rights or other interests,
  2. is at risk of harm, and
  3. because they are affected by disability, mental disorder, illness or physical or mental infirmity, is more vulnerable to being harmed than adults who are not so affected.

Wales (Social Services and Well Being Act 2014)

An adult at risk is an individual aged 18 years and over who:

  1. is experiencing or is at risk of abuse or neglect, AND;
  2. has needs for care and support (whether or not the authority is meeting any of those needs) AND;
  3. as a result of those needs is unable to protect himself or herself against the abuse or neglect or the risk of it.

Abuse and Neglect 

Abuse is a violation of an individual’s human and civil rights by another person or persons. It can occur in any relationship and may result in significant harm to, or exploitation of, the person subjected to it. Any or all of the following types of abuse may be perpetrated as the result of deliberate intent, negligence, omission or ignorance. 

There are different types and patterns of abuse and neglect and different circumstances in which they may take place.

Safeguarding legislation in each home nation lists categories of abuse differently however, they all include the following types of abuse:

  • Physical 
  • Sexual 
  • Psychological 
  • Neglect
  • Financial

Abuse can take place in any relationship and there are many contexts in which abuse might take place; e.g. Institutional abuse, Domestic Abuse, Forced Marriage, Human Trafficking, Modern Slavery, Sexual Exploitation, County Lines, Radicalisation, Hate Crime, Mate Crime, Cyber bullying, Scams. Some of these are named specifically within home nation legislations.

Abuse can take place within a sporting context and the person causing harm might be any other person. For example: a member of staff, a coach, a volunteer, a participant or a fan.

Some examples of abuse within sport include:

  • Harassment of a participant because of their (perceived) disability or other protected characteristics.
  • Not meeting the needs of the participant e.g. training without a necessary break.
  • A coach intentionally striking an athlete
  • One elite participant controlling another athlete with threats of withdrawal from their partnership 
  • An official who sends unwanted sexually explicit text messages to a participant with learning disabilities.
  • A participant threatens another participant with physical harm and persistently blames them for poor performance.  

Abuse or neglect outside sport could be carried out by: 

  • A spouse, partner or family member
  • Neighbours or residents
  • Friends, acquaintances or strangers
  • People who deliberately exploit adults they perceive as vulnerable
  • Paid staff, professionals or volunteers providing care and support

Often the perpetrator is known to the adult and may be in a position of trust and/or power. 

Table 2
The Safeguarding Adults Legislation in each Home Country defines categories of adult abuse and harm as follows.

England (Care Act 2014)

Northern Ireland (Adult Safeguarding Prevention and Protection in Partnership 2015)




Neglect and acts of Omission

Financial or material abuse


Organisational / Institutional 


Domestic Abuse (including coercive control)

Modern slavery


Sexual violence 

Psychological / emotional 





Domestic violence 

Human trafficking

Hate crime

Scotland (Adult Support and Protection Act 2007)

Wales (Social Services and Well Being Act 2014)











Signs and Indicators of Abuse and Neglect

An adult may confide to a member of staff, coach, volunteer or another participant that they are experiencing abuse inside or outside of the organisation’s setting.  Similarly, others may suspect that this is the case.

There are many signs and indicators that may suggest someone is being abused or neglected.  There may be other explanations, but they should not be ignored.  The signs and symptoms include but are not limited to:


  • Unexplained bruises or injuries – or lack of medical attention when an injury is present. 
  • Person has belongings or money going missing.
  • Person is not attending / no longer enjoying their sessions. You may notice that a participant in a team has been missing from practice sessions and is not responding to reminders from team members or coaches.
  • Someone losing or gaining weight / an unkempt appearance. This could be a player whose appearance becomes unkempt, does not wear suitable sports kit and there is a deterioration in hygiene.
  • A change in the behaviour or confidence of a person. For example, a participant may be looking quiet and withdrawn when their brother comes to collect them from sessions in contrast to their personal assistant whom they greet with a smile.
  • Self-harm.
  • A fear of a particular group of people or individual.
  • A parent/carer always speaks for the person and doesn’t allow them to make their own choices
  • They may tell you / another person they are being abused – i.e. a disclosure

Wellbeing Principle

The success of sport, in terms of helping people achieve their potential, making the most of existing talent, and attracting new people to sport relies on putting people – their safety, wellbeing and welfare – at the centre of what sport does.
Duty of Care in Sport Independent Report to Government Baroness Tanni Grey-Thompson DBE, DL.

The concept of ‘well-being’ is threaded throughout UK legislation and is part of the Law about how health and social care is provided.  Our well-being includes our mental and physical health, our relationships, our connection with our communities and our contribution to society.

Being able to live free from abuse and neglect is a key element of well-being.  

The legislation recognises that statutory agencies have sometimes acted disproportionately in the past. For example, removing an adult at risk from their own home when there were other ways of preventing harm.  In the words of Justice Mumby ‘What good is it making someone safe when we merely make them miserable?’ What Price Dignity? (2010)

For that reason any actions taken to safeguard an adult must take their whole well-being into account and be proportionate to the risk of harm.

Person Centred Safeguarding/ Making Safeguarding Personal 

The legislation also recognises that adults make choices that may mean that one part of our well-being suffers at the expense of another – for example we move away from friends and family to take a better job. Similarly, adults can choose to risk their personal safety; for example, to provide care to a partner with dementia who becomes abusive when they are disorientated and anxious.

None of us can make these choices for another adult. If we are supporting someone to make choices about their own safety we need to understand ‘What matters’ to them and what outcomes they want to achieve from any actions agencies take to help them to protect themselves.

The concept of ‘Person Centred Safeguarding’/’Making Safeguarding Personal’ means engaging the person in a conversation about how best to respond to their situation in a way that enhances their involvement, choice and control, as well as improving their quality of life, well-being and safety.  Organisations work to support adults to achieve the outcomes they want for themselves.  The adult’s views, wishes, feelings and beliefs must be taken into account when decisions are made about how to support them to be safe. There may be many different ways to prevent further harm.  Working with the person will mean that actions taken help them to find the solution that is right for them. Treating people with respect, enhancing their dignity and supporting their ability to make decisions also helps promote people's sense of self-worth and supports recovery from abuse. 

If someone has difficulty making their views and wishes known, then they can be supported or represented by an advocate.  This might be a safe family member or friend of their choice or a professional advocate (usually from a third sector organisation).

Table 1 The Principles of Adult Safeguarding in each home nation ENGLAND

Wales (Social Services and Well Being Act 2014) 

The Act’s principles are:

  • Responsibility - Safeguarding is everyone’s responsibility. 
  • Well-being - Any actions taken must safeguard the person’s well-being.
  • Person-centred approach - Understand what outcomes the adult wishes to achieve and what matters to them.
  • Voice and control - Expect people to know what is best for them and support them to be involved in decision making about their lives.
  • Language - Make an active offer of use of the Welsh language and use professional interpreters where other languages are needed.
  • Prevention - It is better to take action before harm occurs.

Scotland (Adult Support and Protection Act 2007)

The Act’s principles are:

The overarching principle underlying Part 1 of the Act is that any intervention in an individual's affairs should provide benefit to the individual and should be the least restrictive option of those that are available which will meet the purpose of the intervention.

This is supported by a set of guiding principles which, together with the overarching principle, must be taken account of when performing functions under Part 1 of the Act. These are:

  • The wishes and feelings of the adult at risk (past and present);
  • The views of other significant individuals, such as the adult's nearest relative; their primary carer, guardian, or attorney; or any other person with an interest in the adult's well-being or property;
  • The importance of the adult taking an active part in the performance of the function under the Act;
  • Providing the adult with the relevant information and support to enable them to participate as fully as possible;
  • The importance of ensuring that the adult is not treated less favourably than another adult in a comparable situation; and
  • The adult's abilities, background and characteristics (including their age, sex, sexual orientation, gender, religious persuasion, racial origin, ethnic group and cultural and linguistic heritage).

Northern Ireland (Adult Safeguarding Prevention and Protection in Partnership 2015)

The Act’s principles are:

    • A Rights-Based Approach – To promote and respect an adult’s right to be safe and secure; to freedom from harm and coercion; to equality of treatment; to the protection of the law; to privacy; to confidentiality; and freedom from discrimination.
    • An Empowering Approach – To empower adults to make informed choices about their lives, to maximise their opportunities to participate in wider society, to keep themselves safe and free from harm and enabled to manage their own decisions in respect of exposure to risk.
    • A Person-Centred Approach – To promote and facilitate full participation of adults in all decisions affecting their lives taking full account of their views, wishes and feelings and, where appropriate, the views of others who have an interest   safety and well-being.
  • A Consent-Driven Approach – To make a presumption that the adult has the ability to give or withhold consent; to make informed choices; to help inform choice through the provision of information, and the identification of options and alternatives; to have particular regard to the needs of individuals who require support with communication, advocacy or who lack the capacity to consent; and intervening in the life of an adult against his or her wishes only in particular circumstances, for very specific purposes and always in accordance with the law.
  • A Collaborative Approach – To acknowledge that adult safeguarding will be most effective when it has the full support of the wider public and of safeguarding partners across the statutory, voluntary, community, independent and faith sectors working together and is delivered in a way where roles, responsibilities and lines of accountability are clearly defined and understood. Working in partnership and a person-centred approach will work hand-in-hand.

England (Care Act 2014)

The Act’s principles are:

    • Empowerment - People being supported and encouraged to make their own decisions and informed consent.
    • Prevention – It is better to take action before harm occurs.
    • Proportionality – The least intrusive response appropriate to the risk presented.
    • Protection – Support and representation for those in greatest need.
  • Partnership – Local solutions through services working with their communities. Communities have a part to play in preventing, detecting and reporting neglect and abuse
  • Accountability – Accountability and transparency in delivering safeguarding.

Mental Capacity and Decision Making 

We make many decisions every day, often without realising.  UK Law assumes that all people over the age of 16 have the ability to make their own decisions, unless it has been proved that they can’t.  It also gives us the right to make any decision that we need to make and gives us the right to make our own decisions even if others consider them to be unwise.

We make so many decisions that it is easy to take this ability for granted.  The Law says that to make a decision we need to:

  • Understand information
  • Remember it for long enough
  • Think about the information
  • Communicate our decision

A person’s ability to do this may be affected by things such as learning disability, dementia, mental health needs, acquired brain injury and physical ill health.

Most adults have the ability to make their own decisions given the right support however, some adults with care and support needs have the experience of other people making decisions about them and for them.

Some people can only make simple decisions like which colour T-shirt to wear or can only make decisions if a lot of time is spent supporting them to understand the options.  If someone has a disability that means they need support to understand or make a decision this must be provided.  A small number of people cannot make any decisions.  Being unable to make a decision is called “lacking mental capacity”. 

Mental capacity refers to the ability to make a decision at the time that decision is needed.  A person’s mental capacity can change.  If it is safe/possible to wait until they are able to be involved in decision making or to make the decision themselves.

For example:

  • A person with epilepsy may not be able to make a decision following a seizure.
  • Someone who is anxious may not be able to make a decision at that point.
  • A person may not be able to respond as quickly if they have just taken some medication that causes fatigue.

Mental Capacity is important for safeguarding for several reasons.

Not being allowed to make decisions one is capable of making is abuse.  For example, a disabled adult may want to take part in an activity but their parent who is their carer won’t allow them to and will not provide the support they would need.  Conversely the adult may not seem to be benefiting from an activity other people are insisting they do.

Another situation is where an adult is being abused and they are scared of the consequences of going against the views of the person abusing them.  It is recognised in the law as coercion and a person can be seen not to have mental capacity because they cannot make ‘free and informed decisions’.

Mental Capacity must also be considered when we believe abuse or neglect might be taking place.  It is important to make sure an ‘adult at risk’ has choices in the actions taken to safeguard them, including whether or not they want other people informed about what has happened, however, in some situations the adult may not have the mental capacity to understand the choice or to tell you their views. 

Each home nation has legislation that describes when and how we can make decisions for people who are unable to make decisions for themselves.  The principles are the same.  

  • We can only make decisions for other people if they cannot do that for themselves at the time the decision is needed.
  • If the decision can wait, wait – e.g. to get help to help the person make their decision or until they can make it themselves. 
  • If we have to make a decision for someone else then we must make the decision in their best interests (for their benefit) and take into account what we know about their preferences and wishes.
  • If the action we are taking to keep people safe will restrict them then we must think of the way to do that which restricts to their freedom and rights as little as possible.

Many potential difficulties with making decisions can be overcome with preparation.  A person needing support to help them make decisions whilst taking part in a sports organisation will ordinarily be accompanied by someone e.g. a family member or formal carer whose role includes supporting them to make decisions. 

It is good practice to get as much information about the person as possible.  Some people with care and support needs will have a ‘One page profile’ or a ‘This is me’ document that describes important things about them.  Some of those things will be about how to support the person, their routines, food and drink choices etc. but will also include things they like and don’t like doing.  It’s also important to have an agreement with the person who has enrolled the adult in the sports activity about how different types of decisions will be made on a day to day basis. 

If a person who has a lot of difficulty making their own decisions is thought to be being abused or neglected you will need to refer the situation to the Local Authority, and this should result in health or social care professionals making an assessment of mental capacity and/or getting the person the support they need to make decisions.

There may be times when a sporting organisation needs to make decisions on behalf of an individual in an emergency.  Decisions taken in order to safeguard an adult who cannot make the decision for themselves could include: 

  • Sharing information about safeguarding concerns with people that can help protect them.
  • Stopping them being in contact with the person causing harm.

Recording and Information Sharing 

All sports organisation must comply with the Data Protection Act (DPA) and the General Data Protection Regulations (GDPR). 

Information about concerns of abuse includes personal data.  It is therefore important to be clear as to the grounds for processing and sharing information about concerns of abuse.

Processing information includes record keeping. Records relating to safeguarding concerns must be accurate and relevant.  They must be stored confidentially with access only to those with a need to know.

Sharing information, with the right people, is central to good practice in safeguarding adults. However, information sharing must only ever be with those with a ‘need to know’.
This does NOT automatically include the persons spouse, partner, adult, child, unpaid or paid carer.  Information should only be shared with family and friends and/or carers with the consent of the adult or if the adult does not have capacity to make that decision and family/ friends/ carers need to know in order to help keep the person safe.

The purpose of Data Protection legislation is not to prevent information sharing but to ensure personal information is only shared appropriately.  Data protection legislation allows information sharing within an organisation. For example:

  • Anyone who has a concern about harm can make a report to an appropriate person within the same organisation 
  • Case management meetings can take place to agree to co-ordinate actions by the organisation

There are also many situations in which it is perfectly legal to share information about adult safeguarding concerns outside the organisation. Importantly personal information can be shared with the consent of the adult concerned.  However, the adult may not always want information to be shared.  This may be because they fear repercussions from the person causing harm or are scared that they will lose control of their situation to statutory bodies or because they feel stupid or embarrassed. Their wishes should be respected unless there are over-riding reasons for sharing information.

The circumstances when we need to share information without the adult’s consent include those where: 

  • it is not safe to contact the adult to gain their consent – i.e. it might put them or the person making contact at further risk.
  • you believe they or someone else is at risk, including children.
  • you believe the adult is being coerced or is under duress.
  • it is necessary to contact the police to prevent a crime, or to report that a serious crime has been committed.
  • the adult does not have mental capacity to consent to information being shared about them.
  • the person causing harm has care and support needs.
  • the concerns are about an adult at risk living in Wales or Northern Ireland (where there is a duty to report to the Local Authority).

When information is shared without the consent of the adult this must be explained to them, when it is safe to do so, and any further actions should still fully include them.

If you are in doubt as to whether to share information seek advice e.g. seek legal advice and/or contact the Local Authority and explain the situation without giving personal details about the person at risk or the person causing harm.

Any decision to share or not to share information with an external person or organisation must be recorded together with the reasons to share or not share information.

Multi-Agency Working

Safeguarding adults’ legislation gives the lead role for adult safeguarding to the Local Authority.  However, it is recognised that safeguarding can involve a wide range of organisations.

Sports bodies may need to cooperate with the Local Authority and the Police including to:

  • Provide more information about the concern you have raised.
  • Provide a safe venue for the adult to meet with other professionals e.g. Police/Social Workers/Advocates.
  • Attend safeguarding meetings.
  • Coordinate internal investigations (e.g. complaints, disciplinary) with investigations by the police or other agencies.
  • Share information about the outcomes of internal investigations.
  • Provide a safe environment for the adult to continue their sporting activity/ their role in the organisation.

Appendix 1 - Example Role Description: Safeguarding Lead 

The designated person within a sports organisation has primary responsibility for putting into place procedures to safeguard adults at risk, supporting club, county and regional welfare/safeguarding leads, where relevant and for managing concerns about adults at risk.

Duties and responsibilities include:

  • Working with others within the organisation to create a positive inclusive environment within the sport.
  • Play a lead role in developing and establishing the organisation’s approach to safeguarding adults and in maintaining and reviewing the organisation’s implementation plan for safeguarding adults in line with current legislation and best practice.
  • Coordinate the dissemination of the safeguarding adult policy, procedures and resources throughout the organisation.
  • Contribute to ensuring other policies and procedures are consistent with the organisation’s commitment to safeguarding adults.
  • Advise on the organisation’s training needs and the development of its training strategy.
  • Receive reports of and manage cases of poor practice and abuse reported to the organisation – including an appropriate recording system.
  • Support the chair to co-ordinate the case management process.
  • Manage liaison with, and referrals to, external agencies for example adult social-care services and the police.
  • Create a central point of contact for internal and external individuals and agencies concerned about the safety of adults within the organisation.
  • Provide advice and support to regional/ safeguarding/ welfare officers and play a lead role in their recruitment, selection and training.
  •  Represent the organisation at external meetings related to safeguarding.

Appendix 2 - Case Management Groups

Case Management Groups comprise of a select number of individuals with identified and relevant skills, knowledge experience and/or status within the organisation and include at least one member with safeguarding adult expertise. The group’s role and decision-making powers need to be embedded within the organisation’s governance structure and be linked to related organisational functions such as codes of conduct, and the disciplinary policy and procedures.

The senior management team and MKF Board should receive regular reports from the Case Management Group summarising the cases that have been addressed and their outcomes, as well as any issues that require action by MKF e.g. changes to policy or procedures.

Case Management Groups should have clear terms of reference.  They may be ‘standing committees’ who meet regularly or can be brought together as the need arises.  

Case Management Group roles include:

  • to ratify any actions already taken by Safeguarding Lead Officer.
  • to initially assess and agree immediate response to a safeguarding case (does there appear to be a case to answer?).
  • to identify appropriate ‘route’ for case (e.g. internal/ disciplinary action alone or referral to statutory agencies plus internal/ disciplinary action).
  • to decide the level (from local to national) at which the organisation will deal with the concern.
  • to consider the need for temporary/ interim suspension order (some organisations’ Case Management Group issue suspensions directly, while others can only make recommendations to their disciplinary group).
  • to review progress of case(s).
  • to identify/ communicate learning from cases.

Case Management Groups’ membership should include: 

  • A designated Chair
  • A secretary (often the designated Safeguarding Lead).
  • Mangers from relevant parts of the organisation where appropriate e.g. Human Resources, Membership, Legal.
  • Co-opted independent safeguarding expertise (e.g. from another Sport or relevant profession such as the Police or Social services).

Appendix 3 – Sources of Information and Support

Action on Elder Abuse

A national organisation based in London. It aims to prevent the abuse of older people by raising awareness, encouraging education, promoting research and collecting and disseminating information.

Tel: 020 8765 7000
Email: enquiries@elderabuse.org.uk

Ann Craft Trust (ACT) 

A national organisation providing information and advice about adult safeguarding. ACT have a specialist Safeguarding Adults in Sport and Activity team to support the sector

Tel: 0115 951 5400

Email: Ann-Craft-Trust@nottingham.ac.uk


Men’s Advice Line

For male domestic abuse survivors

Tel: 0808 801 0327

National LGBT+ Domestic Abuse Helpline
Tel: 0800 999 5428

National 24Hour Freephone Domestic Abuse Helplines


Northern Ireland

Tel: 0808 2000 247

Tel: 0808 802 1414


Twitter: www.twitter.com/dsahelpline

Facebook: www.facebook.com/dsahelpline




Tel: 0800 027 1234
Email: helpline@sdafmh.org.uk
Web chat: sdafmh.org.uk

Llinell Gymorth Byw HebOfn/ Live free from fear helpline
Tel: 0808 8010 800

Type Talk: 18001 0808 801 0800
Text: 078600 77 333

Rape Crisis Federation of England and Wales 

Rape Crisis was launched in 1996 and exists to provide a range of facilities and resources to enable the continuance and development of Rape Crisis Groups throughout Wales and England.

Email: info@rapecrisis.co.uk


Respond provides a range of services to victims and perpetrators of sexual abuse who have learning disabilities, and training and support to those working with them. 

Tel: 020 7383 0700or 

0808 808 0700(Helpline) 

Stop Hate Crime

Works to challenge all forms of Hate Crime and discrimination, based on any aspect of an individual’s identity. Stop Hate UK provides independent, confidential and accessible reporting and support for victims, witnesses and third parties.

24 hours service:

Telephone: 0800 138 1625

Web Chat: www.stophateuk.org/talk-to-us/

E mail: talk@stophateuk.org

Text: 07717 989 025
Text relay: 18001 0800 138 1625
By post: PO Box 851, Leeds LS1 9QS

Susy Lamplugh Trust 

The Trust is a leading authority on personal safety. Its role is to minimise the damage caused to individuals and to society by aggression in all its forms – physical, verbal and psychological. 

Tel: 020 83921839 
Fax: 020 8392 1830 

Victim Support 

Provides practical advice and help, emotional support and reassurance to those who have suffered the effects of a crime.  

Tel: 0808 168 9111 


Women’s Aid Federation of England and Wales

Women’s Aid is a national domestic violence charity. It also runs a domestic violence online help service. 


Health & Safety Policy

Health & Safety Policy

Making things safer

  1. The Directors of the Meridian Kung Fu regards the promotion of Health and Safety measures as a mutual objective of coach`s and members at every level, and will support all those who endeavour to carry it out.
  2. It is therefore this organisation’s policy to do all that is reasonable to prevent personal injury and damage to property and protect everyone including the public, from foreseeable hazards, in so far as they come into contact with the organisation and it’s activities. Meridian Kung Fu Health and Safety conforms to the Health and Safety at Work Act, hence the terminology of employer and employee that is used throughout.
  3. In particular we recognise a responsibility:
    (a) to provide and maintain a safe and healthy level of instruction.
    (b) to provide appropriate training and instructors, so far is reasonably practical, to enable members to practise safely and efficiently.
    (c) to encourage the use of all necessary protective equipment and to supervise their use.
    (d) to maintain a constant and continuing interest in health and safety matters applicable to this organisation’s activities.

Each School under Meridian banner is an independent entity. As such each school has a head instructor/ Head Master/Head Mistress and it is this individual who is directly responsible for the schools H & S. This individual is ultimately responsible within the kwoon and all facilities used by the instructors, employees, members and visitors. The Head Instructor can appoint a responsible individual to oversee H & S. but the Head Instructor cannot abdicate his or her ultimate responsibility for safety in their facilities.

Definition of individuals here and after shall be known as the following.
a) Head instructor the employer.
b) Assistant Instructors, any instructor other than the Head Instructor, potential instructors who are in training to instruct, Volunteers, executive committee members will be know as Employees. All employees, instructing or otherwise, who volunteer their services or obtain some gratuity or service (for example free instruction) in return for their duties must be given a written description of their duties and responsibilities that both parties must sign and agree to before those duties can commence. ALL employees must be CRB checked before they can commence in their duties.
c) Members, students, pupils are to be known as members.
d) Non-members, visitors, family members of students are to be known as visitors.

No visitor should participate in training, only members.

  1. Members and Employees have a duty to co-operate in the operation of this policy:
    (a) by encouraging safe practices.
    (b) by using protective equipment when required.
    (c) by reporting incidents that have lead, or may lead to injury or damage.
    (d) by adhering to Meridian Kung Fu’s procedures agreed on their behalf for securing a safe environment.
    (e) by assisting in the investigation of any incident with the object of introducing measures to prevent recurrence.

General Responsibilities for Health & Safety

It shall be the duty of every employee to ensure that they have familiarised themselves with the contents of this policy and shall include:

1.Familiarising themselves with the premises in use, noting:
a) All exit routes and assembly points.
b) First aid facilities
c) Fire extinguishers.
d) Toilets and changing rooms
e) Notice boards
f) Rules and regulations
g) Telephones
h) Nearest casualty hospital

It is the responsibility of every employer to provide opportunities to familiarise every employee with the above. It is the responsibility of every employer to provide initial induction for every new member in the above.

  1. Employees, Members and visitors to the premises shall observe Meridian Kung Fu Health and Safety rules, and any instruction/ advice given by the individuals responsible for the club/ premises or any member legitimately so entitled.

Responsibilities of Members

It shall be the legal duty of every Employer/employee/member/visitor whilst at the premises:
(a) To take reasonable care of Health and Safety of themselves and of other persons who may be affected by his/hers acts or omissions at the premises.
(b) To co-operate so far as is necessary with regard to any duty requirement imposed upon the Employer or instructing Employee or any other persons by or under any statutory provisions, to enable that duty or requirement to be performed or fulfilled.
(c) To make themselves familiar with Meridian Kung Fu’s Health and Safety policy at all times.

Responsibilities of Employers Instructing Employees / Persons in Charge

They shall:
a) familiarise themselves with the safety policy and enforce it at all times.
b) monitor any suggestions or complaints from members or instructors on the subject of safety, and take action where practicable.
c) investigate all accidents and dangerous practices, in conjunction with any person so authorised, and report accordingly.
d) ensure that a record is maintained of all injuries. Such record to be produced as and when required.
e) be directly responsible for the running of club/s under their control.
f) provide adequate supervision of all employees and members, particularly monitoring young or inexperienced members and/or instructing employees.
g) take any action necessary to ensure that legal safety obligations have been carried out by the owners/authority in charge of the premises, i.e. safety fire-check etc.
h) ensure that any training or safety equipment being used is in a safe, clean and serviceable condition.
i) ensure that any prospective instructing employees receives appropriate training as provided by the Meridian Kung Fu and that only authorised persons are placed in a position of supervision of others.
j) Introduce control measures where necessary, to reduce hazards.
k) Ensure that all persons acting on their behalf comply with this and all other Health and Safety regulations.
l) Ensure that all persons comply with any directives relative to insurance indemnities.

Executive / Management Committee

a) advise the members of any standards of safety.
b) have representation on any meetings on Health and Safety.
c) provide and maintain all Health and Safety policy documentation.
d) seek to provide information and training concerning Health and Safety.
e) ensure that all instructors of all ranks, including brown belts in training for instructor levels, are provided with an opportunity to undergo training for coaching and Health and Safety.
f) seek advice from the Central Council for Physical Recreation, The Sports Council and other bodies able to provide instruction or guidance.

Personal Safety Equipment
A wide range of personal protective equipment is available to all martial artists for the Health and Safety of not only the wearer, but also any other persons engaged in activities with them. It is the employers and employees responsibility to maintain an environment where individuals, members or employees, who wish to wear protective equipment are not made to feel inferior for doing so. It must be assumed that any individual wishing to wear protective equipment is doing so because he or she feels the need and as such it must be encouraged.

The range of equipment varies with martial arts disciplines and the rules of combat. The instructor will advise.

The following are available:
a) Head-guard. of suitable material; secure-fitting and protected all round
b) Gum-shield. These should be individually fitted
c) Chest protector for ladies and for
d) Forearm protector
e) Fist protector – These could be 10oz boxing gloves or above( full-contact and Light contact) or cotton mitts or open palmed gloves.( semi-contact)
f) Groin Box
g) Shin protector
h) Boot/instep protector

Safety equipment should be worn during all contact activities where injury could result. Such equipment will usually be determined by national or international rules and regulations.

For personal hygiene and efficiency, borrowing and lending of equipment is not to be encouraged. All members should obtain their own personal items of safety equipment.

Any refusal or non-compliance with any reasonable request to wear adequate safety equipment MUST result in the exclusion of the individual concerned, from any activity requiring such protection, for the health and safety of themselves and others.

First Aid

Under the Health and Safety (First Aid) regulations 1981, premises must have first aid provision.

At least one first aid box should be kept on each of the premises used or occupied by the club/s. Where applicable a qualified first aider or responsible person shall be expected to maintain the box.

A ‘Responsible’ or ‘Appointed person’ is someone who is authorised or expected to take charge of a serious situation (e.g. to call an ambulance) if there is a serious illness or injury. The person will act in the absence of the trained or qualified first aider, or where a qualified first aider is not required.

A qualified first aider is a person who must have undertaken training and obtained qualification. We provide such training by qualified experts in the field. The certificate is valid for 1year.

Emergency first aid training is insisted upon for all appointed persons and should be considered for all employees instructing or otherwise.

A record (Accident book) must be maintained in conjunction with the first aid box.

Members should be made aware of any activity that might be potentially dangerous, and any exclusions to their personal indemnity as a result of such practices.

First Aid Special Precautions
In any situation requiring first aid, certain precautions should be taken to reduce the risk of transmitting infections, including AIDS and hepatitis.
First aiders should always cover any exposed cuts or abrasions they may have with a waterproof dressing before treating a casualty whether or not any infection is suspected.
They should also wash their hands both before and after applying dressings
Whenever blood, semen, or other body fluids have to be mopped up, disposable plastic gloves should always be worn and paper towels used, these items should then be placed in plastic bags and safely disposed of, preferably by burning. Clothing may be cleaned in an ordinary washing machine using the hot cycle. The AIDS virus is killed by household bleach and the area in which any spills have occurred should be disinfected using one part bleach diluted with 10 parts water, caution should be exercised as bleach is corrosive and can be harmful to the skin.
If direct contact with another person’s blood or other body fluids occur, the area should be washed as soon as possible with ordinary soap and water. Clean cold tap water should be used if the lips, mouth, tongue, eyes or broken skin are affected and medical advice sought.
First aiders who may be called upon to give mouth to mouth resuscitation should be aware that mouthpieces are available for this procedure for specially trained persons. Such treatment should be provided by continuous chest compressions if someone is unwilling to give mouth to mouth.treatment should not be be withheld in an emergency if a mouth piece is not available. No case of infection has been reported from any part of the world as a result of giving mouth to mouth resuscitation.

Training Safety

Mat Space and Mat restrictions
These guidelines are for adult sized individuals training that is any individual equal to or over 14 years of age. Between 9-13 multiply values by 0.7. Between 4 and 9 multiply values by 0.5.
The following is a guide lines only and an employer or instructing employee need to use their professional judgement on safety.
1.5 m2/person for Karate, Tang Soo Do, Tae Kwon Do, most types of Kung Fu,Muay Thai training, savate,
2.0 m2/person goshin jiujutsu, silat , Krav Maga, Systema, ninpo taijutsu, Shau Giao, ambrasare, jeet Kune do, muay thai or semi/full contact striking. Taiji chuan
2.5 m2/person for Aikido, Jujitsu, Judo, escrima, Baguazhang and Shorinji Kempo
5-6 m2 with 1 m surround Jujitsu/ judo/ aiki randori matches.

Minimum Teacher numbers

DFES guidelines state that the maximum advisable pupil to instructor ratio for practical lessons is 20. If numbers exceed 20 per employee/employer then employees should be recruited, instructing or otherwise with the key responsibility of maintaining a safe training environment. It is the employers responsibility to train all individuals in the skills required for assisting in the maintenance of a safe training environment.

Weapons training

No individual shall participate in weapon sparring without the use of sufficient safety/protective equipment.
No Junior member shall participate in any weapon on weapon training or weapon on unarmed training without the direct and constant supervision of a single employer or instructing employee.
No live edged blades or sharp points are permitted to be used in training or permitted to be brought into the kwoon and facility such as changing area.

Notification of Injury and the monitoring of injuries

It is the responsibility of the employer, at he beginning of each lesson, to request from each student a declaration of fitness to train.
If an individual articulates an injury it must be noted in front of the group entire and the option must be given to that individual not to train.
That individual must then be openly monitored throughout the lesson and a training partner must be selected and informed and frequently reminded on the injury.
If the employer is of the opinion that the individual should not train then they should not, if the employer is of the opinion that they can train but with restricted activities then that course of action should be stuck to and monitored.
A written record should be maintained by the employer of the injury which is countersigned at the lesson/s in question by the member.
At the end of each lesson it is the employer’s responsibility to request a declaration from each member to declare their injury status at the end of the lesson. Again this should be done in front of the entire membership.


Warmups should be to reduce the possibility of injury while training. Any warm-up too vigorous so as to create fatigue within the individual are by there nature dangerous. As injuries are more likely to occur when fatigued. Relaxed stretching is advised in warm ups.

Members should be encouraged to perform any cardio-vascular exercises at a pace suitable for their fitness level. It is the Employee’s responsibility to maintain a positive environment that encourages individuals to rest when fatigued. Training partners should be encouraged who are at comparable fitness levels as to not encourage excessive competitiveness from those who lack fitness which may result in physical injury.

Cool downs must be performed at the end of the lesson.

Water and rest

All individuals must be encouraged to rest when needed and drink water when needed. This must be verbalised and frequently reinforced during the lesson.

Use of Toilet

Members must inform the employer or employees that they require the toilet. The Member must be asked if they are feeling unwell or injured and the time period of their absence should be monitored.

Employees who require the toilet must inform the employer. An employee may only go to the toilet if the ratio of a minimum of 20 members :1 employee/employer if still maintained. If it is not then members must be required to not participate in training until the employee returns.

Health and Safety Risk Assessment

It is the responsibility of the employer to personally, or via an appointed officer, perform an ongoing risk assessment of all facilities used by employees, members and visitors using the provided pro forma once per four months. These pro forma’s must be returned to Meridian Health and Safety Officer.

Our Health and Safety officer will visit all premises once per year to quality assure all risk assessments.

If a reasonable level of parity between employers and risk assessment does not exist, the employer will be given a period no more than one calendar month to raise standards to an acceptable level. If conditions have not improve to minimum acceptable level then the employers membership of Meridian Kung Fu and insurance will be revoked. After a level of minimum acceptability is reached a further two visits will occur at three month intervals to check that H & S issues have not reoccurred.

Risk Assessment of Syllabus

All syllabi must be submitted for inspection on membership of Meridian . The expectation of Meridian Kung Fu if that all safety issues regarding syllabi must be resolved.

Schools without Syllabi must prepare one, up to and including first degree, within one calendar year of membership of Meridian Kung Fu. Advice must be sought from both the Meridian Kung Fu Health and Safety and Child protection officer while compilation of the Syllabus takes place.

Competition Safety

In addition to the requirements listed elsewhere in this document: It shall be the duty of all competition organisers and promoters to observe the following requirements:
Medical: At all major competitions above club level, a medical doctor must be in attendance in addition to first-aiders and equipment.
Floors: Mats or sprung ring-boards for competitions which involve foot-sweeps, throws, takedowns and full-contact.
Licences: Every fighter must produce his licence which includes a medical record. Any head injury must be entered and in the case of a concussion, a fighter may not compete for 28 days or until cleared by a doctor.
Referees: will make the safety of the fighters the first priority and must stop the contest at any sign of distress or inability to defend.
Rules: Only approved sets of rules may be used including:

Disciplinary Procedures

While the substance of the Disciplinary Procedures (as defined in the Constitution of The Meridian Kung Fu is not changed , it is important to draw the attention of members that the procedure does apply to Health and Safety matters. Failure to observe the rules and guidance in this policy may lead to disciplinary action being taken.

Code of Conduct

Code of Conduct

All Members guests and visitors must comply with these Rules.

These Rules are incorporated into a Member’s Contract with us and compliance with these Rules is important both to maintain the standards at our Club and to enable Members to get full enjoyment from their Membership. Any person who does not comply with these Rules may be ejected from or denied access to a Club or may have their Membership terminated by Meridian Kung Fu if the non-compliance is serious.

We reserve the right to make reasonable amendments to these Rules or our individual Club operational rules at any time. If we do this we will give Members reasonable advance notice by placing the new Rules on a notice board at each Club.

Etiquette plays a very important role within martial arts and this tradition is held within high esteem at our School.

We expect;

Respect for instructors, the Kwoon and fellow Students:
This is shown by demonstrating general good manners and following the etiquette guide lines taught within class: bow when entering and leaving the Kwoon and when addressing your Sifu or fellow Student.

Respect for self: 
Good personal hygiene and smart Club uniform is mandatory. Shoddy, dirty or non-Club attire will not be admitted to the Kwoon under any circumstance.

Students will not be admitted into class once the session has begun unless by prior arrangement.

Only insured and licensed Members to participate:
Students are expected to ensure their Licence has not expired. We do remind students when licensing is due for renewal and will therefore refuse entry to the Kwoon until renewed.

Students are expected to progress through the grading syllabus in the structured manor. Belt promotions are held three times a year at HQ. Students must have a 90% attendance record to be eligible and must be recommended by an Instructor.

Any Student absent for a period over two months without good reason will be retro graded to the previous level.