Safeguarding Policy

1. Policy Statement & Purpose

KODA:MA BJJ LTD believes that everyone participating in Brazilian Jiu-Jitsu has a right to do so in a safe, respectful, and inclusive environment. KODA:MA is primarily an adult (18+) BJJ gym, however the IBJJF allows the adult ranking and competition of “juniors” (aged 16 & 17) and as such KODA:MA can allow “Junior” members to train alongside adults with the explicit permission of parents or guardians.

While 16 and 17-year-olds are developing young adults who can train alongside adults in our main curriculum, they are legally considered children under the Children Act 1989.

This policy ensures that KODA:MA BJJ meets its legal duties, satisfies sports insurance requirements, and upholds strict safeguarding standards aligned with Sport England and the Child Protection in Sport Unit (CPSU).

2. Core Principles

  • Welfare is Paramount: As with all our members, the safety and well-being of the young person, are our top priorities.

  • Inclusivity & Mutual Respect: In line with our non-hierarchical club culture, all members—regardless of age, rank, or experience—are treated with equal dignity. Traditional formalities (such as bowing) are rejected in favour of open, clear communication.

  • The Right to Autonomy: As with all our members, every young person retains the absolute right to "tap out," verbally stop a task, or pause a round at any moment, with any partner, for any reason.

3. Personnel & Accountability

Welfare Officer & Head Coach: Wayne Tomsett

  • Primary point of contact for safeguarding concerns, disclosures, or investigations. Responsible for enforcing operational mat safety.

4. Operational Mat Safety & Coaching Practices

  • All coaches tasked with leading instructional games must hold an up-to-date Enhanced DBS (Disclosure and Barring Service) check.

  • Coaches must complete certified safeguarding training.

4.1 Supervision

  • Open Mat Environment: All technical coaching, feedback sessions, or other reviews must take place in the main mat area where others are present.

4.2 Task-Based Training & Physical Contact

  • Instructional Purpose Only: Physical contact on the mats is limited to what is necessary for coaching, ecological task-based games, and competitive sparring.

5. Photo & Video Policy

  • Video & photo content: Video recording and photography is frequently used at KODA:MA BJJ for social media and marketing use.

  • Consent Requirements: No specific individual footage or photography of junior members will be published on public website channels or social media platforms without explicit, signed parental consent.

    • Incidental background footage where Juniors are not the focus is an exception.

6. Incident Reporting & Disclosure Procedures

If a young person discloses a safeguarding concern, or if a member witnesses behaviour violating this policy:

  1. React Calmly: Listen to the young person without making assumptions or promises of absolute secrecy (explain that you must report it to ensure their safety).

  2. Document: Write down the exact details, dates, times, and phrases used within 24 hours.

  3. Report: Pass the information directly to the Head Coach & Welfare Officer.

  4. External Escalation: If the Head Coach & Welfare Officer is unavailable, or if the risk is immediate, contact the local authority Children's Social Care team, or the police.

7. Data Protection (GDPR)

All junior membership records, parental consent forms, and medical disclosures are processed under the UK Data Protection Act 2018. These records are stored digitally via password-protected systems, are treated as strictly confidential, and will only be shared with emergency medical personnel or statutory authorities when legally required.

Policy Reviewed on: June 2026

Next Review Date: June 2028

Wayne Tomsett

Head Coach & Founder - KODA:MA BJJ