Safeguarding & Child Protection Policy

Effective date: 07 January 2026

Version: 2.0

Policy owner: Designated Safeguarding Lead (DSL)

DSL: David St Croix, Director of Teaching & Learning — safeguarding@lessonwise.org

Deputy DSL: Manfred Oldbrich — safeguarding@lessonwise.org

Out-of-hours: email inbox monitored — escalate to Police (999) if immediate danger.

Table of contents (key sections)

1. Core Policy: Purpose, Scope, Definitions, Principles
2. Governance, Roles & Accountability
3. Recognising Concerns (incl. Online Risks)
4. Responding to Concerns & Disclosures
5. Reporting, Recording & Escalation
6. High-Risk Pathways: Allegations Against Adults (LADO)
7. Preventive Controls & Safer Recruitment
8. Digital Safeguarding & Online Lesson Standards
9. Lesson Recording & Monitoring
10. Confidentiality & Data Protection
11. Monitoring, Review & Continuous Improvement
Appendix A: Whistleblowing & Low-level Concerns
Appendix B: Student Online Behaviour Expectations
Appendix C: Incident Record – Minimum Fields
Appendix D: Contact & Availability

1. Safeguarding & Child Protection Policy (Core Policy)

Purpose — What we do

• Protect learners (11–18) using LessonWise online services from harm and ensure prompt, proportionate action when concerns arise.
• Maintain a preventive, child-centred culture and meet statutory duties (UK).

Scope — Where this applies

• All LessonWise employees, contractors, volunteers, tutors/mentors.
• On-platform video lessons and messaging; lesson recordings (with parental consent); attempted off-platform contact linked to LessonWise.
• Extension clause: if a learner is under 11 or over 18, we apply equivalent standards and escalate to DSL for case-by-case controls before any engagement.

Key Definitions — Use these terms in records

• Safeguarding: protecting from maltreatment; preventing impairment; safe care; best outcomes.
• Child protection: action to protect from significant harm.
• Concern: any worry about welfare/safety.
• Disclosure: child shares information indicating harm/risk.
• Allegation (adult): meets LADO threshold (see section 6).

Principles — How we operate

• Child-first decisions; act quickly and record factually.
• Professional boundaries online; platform-only communication.
• Share information on a need-to-know basis when required to protect a child.
• ‘Compliance gating’: not compliant = not matchable.

2. Governance, Roles & Accountability

Designated Safeguarding Lead (DSL) — David St Croix

Do:

1. Receive, triage and record all safeguarding concerns/allegations.
2. Decide actions and external referrals (Children’s Social Care/Police/Prevent/Channel).
3. Manage LADO pathway for allegations against adults.
4. Ensure secure, restricted safeguarding records.
5. Oversee training, compliance and QA; report themes/metrics to CEO and Board.

Deputy DSL — Manfred Oldbrich

Do: cover DSL functions when DSL unavailable; co-lead audits, training and QA.

Tutors/Mentors — Everyone’s duty

Do: complete training before first lesson and annually; keep all communication on-platform; report concerns immediately; never investigate.

CEO — Oversight (not operational DSL)

Do: approve policy/resources; support serious incident learning; ensure independence of DSL.

Accountability — When something goes wrong

• DSL owns decisions, records and referrals.
• CEO ensures adequate resourcing and governance.
• Tutors are accountable for prompt reporting and boundary adherence.

3. Recognising Safeguarding Concerns (Including Online Risks)

What to look for — indicators

• Abuse: physical, emotional, sexual; neglect.
• Grooming/exploitation; coercion; controlling behaviour.
• Bullying/cyberbullying; sexual harassment; hate incidents.
• Self-harm/suicidal ideation; acute distress.
• Extremism/radicalisation indicators (online/offline).
• Boundary-testing: secrecy requests; repeated personal detail sharing; off-platform contact attempts.

4. Responding to Concerns & Disclosures (What to do in the moment)

If a child discloses harm/risk — Do this

1. Listen calmly; take it seriously.
2. Reassure: ‘You did the right thing by telling me.’
3. Do NOT promise confidentiality; explain you must share with safeguarding staff to keep them safe.
4. Ask minimal, necessary questions for immediate safety; do not investigate.
5. Record promptly in exact words where possible; time/date; who was present.
6. Report immediately via platform tools and safeguarding@lessonwise.org.

Immediate danger — 999 rule

Call Police (999) first; then email safeguarding@lessonwise.org; preserve evidence (chat excerpts, timestamps, recordings).

What NOT to do

• Don’t probe for details or test credibility.
• Don’t delay reporting.
• Don’t contact suspected adults or families without DSL direction.

5. Reporting, Recording & Escalation Procedures

Report routes — Use immediately

• Email: safeguarding@lessonwise.org  (monitored).
• BrightPath in-platform report button.
• 999 for immediate danger (then notify DSL).

Time expectations — Our standard

• Triage same working day where possible.
• Incident record created within 24 hours.
• DSL acknowledges receipt and documents decision/rationale.

Include this information — Minimum fields

• Student name/ID; tutor name/ID; session ID/link; date/time.
• Facts: what happened; exact words if disclosure.
• Evidence: message excerpts/screenshots/recording references + timestamps.
• Actions taken so far.

Recording standards — How to write it

• Factual, objective, dated; avoid opinion.
• Update with decisions, actions, outcomes and rationale.
• Store securely with restricted access.

DSL triage — Decision steps

1. Risk assess: low/medium/high; immediate danger Y/N.
2. Decide actions: internal monitoring/support; parent/carer contact (if safe); external referrals (Children’s Social Care/Police/Prevent/Channel).
3. Document everything in the incident record; set review date.

6. High-Risk Pathways: Allegations Against Adults (LADO)

Definition — When it’s an allegation

An adult has: harmed/may have harmed a child; possibly committed a criminal offence against/related to a child; behaved in a way indicating risk of harm; or behaved in a way indicating they may not be suitable to work with children.

Immediate actions — Do this

1. DSL conducts immediate risk assessment; restrict access to students pending triage.
2. Preserve evidence (messages, recordings, logs).
3. Consult/refer to LADO where threshold is met; follow LADO direction.

Confidentiality — Keep it tight

• Strict need-to-know.
• Manage communications with parents/students carefully to protect the child and any investigation.

Outcomes — Record with rationale

• Return to role with conditions/training; removal/termination; external referrals; product/process improvements.

7. Preventive Controls & Safer Recruitment

Before activation — Compliance gating (No compliance = No match)

• Identity verified (photo ID + address).
• Two professional references verified (suitability questions included).
• Enhanced DBS verified (re-check every 3 years; Update Service where available).
• Safeguarding training completed pre–first lesson; annual refreshers.
• Tutor Agreement signed; Online Safety Standards acknowledged.

Ongoing monitoring — Keep it live

• Track expiries (DBS/training); reminders; suspend until compliant.
• Compliance status: Green/Amber/Red; evidence trail in Tutor Compliance Register.

8. Digital Safeguarding & Online Lesson Standards

Platform-only communication — Boundaries

• All tutoring/messages on LessonWise platform; no external channels.

Professional online conduct — Environment

• Appropriate background and dress; privacy ensured; minimal interruptions.

Lesson routines — Set the tone

• Start check: audio/video OK; comfort check; boundary reminder: ‘We keep all lesson communication here on LessonWise.’

Chat safety — Keep records clear

• Do not request/accept personal contact details.
• If shared by student, remind not to and report repeated attempts.

Managing distress online — Follow policy

• Apply disclosure steps; use 999 rule for immediate danger; notify DSL.

9. Lesson Recording & Monitoring

Consent — Before recording

• Parent/carer consent captured (checkbox/e-signature + timestamp).
• Student informed in clear language; consent can be withdrawn for future sessions.

Approved uses — Keep it narrow

• Safeguarding triage/investigations; QA/coach development; complaint/dispute resolution.

Access controls — Lock it down

• Authorised roles only (DSL/Deputy DSL/QA) on need-to-know basis; access/review logged; no tutor downloads/local storage.

Retention — How long

• Standard: 90 days.
• If flagged: retain with case record for 6 years from closure; log deletions.

External sharing — Only when necessary

• Share lawfully where necessary (Police/LADO/Children’s Social Care); document what/whom/why/date.

10. Confidentiality, Information Sharing & Data Protection

Need-to-know — Apply consistently

• Restrict access to safeguarding records (DSL/Deputy DSL/authorised senior staff).
• Tutors receive only information necessary for safe teaching.

Sharing without consent — When permitted

• Share to protect a child/prevent crime/protect life; document rationale.

Retention — Keep and delete securely

• Safeguarding case records: 6 years from closure; secure deletion thereafter (unless legal requirements dictate otherwise).

11. Monitoring, Review & Continuous Improvement

Audits — Check the system

• Monthly review of concerns for themes; quarterly tutor compliance audit; annual policy review or after serious incident/product change/guidance update.

QA observations — See practice

• Targeted lesson observations (new tutors; risk-flagged tutors).

Trend analysis — Learn and act

• Track boundary issues in messaging; report to leadership; implement improvements.

Appendix A: Whistleblowing & Low-level Concerns

Purpose — What this covers

• Concerns about colleagues.
• Concerns that do not meet the LADO ‘allegation’ threshold (low-level).
• Tutor-to-tutor reporting.

Duty to raise concerns — Your responsibility

• Report promptly and honestly to DSL or via anonymous inbox (route to be published to staff).
• Low-level concerns are logged and reviewed for patterns; escalation if threshold is met.

Protection from retaliation — Our commitment

• No victimisation; confidentiality respected within legal limits; concerns handled fairly and in line with policy.

Appendix B: Student Online Behaviour Expectations

Expectations — Communicate at start of programme

• Use respectful language; no harassment, bullying or hate content.
• No sharing of personal contact details; use platform messaging only.
• Followtutor instructions; appropriate attire and environment for learning.
• Misuse of chat (spam, inappropriate content) will be addressed and may lead to session pause, DSL review, and parent/carer contact where appropriate.

Why this matters — Outcomes

• Protects tutors; strengthens fairness; reduces disputes; supports safe, productive lessons.

Appendix C: Incident Record – Minimum Fields

Include these fields in every safeguarding record:

• Learner name/ID
• Tutor name/ID
• Date/time
• Session ID/link
• What happened (facts only)
• Exact words if disclosure
• Evidence references + timestamps
• Immediate actions taken
• DSL decision/actions/referrals
• Outcome and rationale
• Review date

Appendix D: Contact & Availability

• DSL & Deputy DSL: safeguarding@lessonwise.org (monitored inbox)
• Emergency: Police 999 (immediate danger).
• Prevent/Channel referral: via DSL (local arrangements).
• LADO: referral via DSL (local authority-dependent).