Carlson Gracie London Safeguarding Policy
Version 1.0
Document Owner: Safeguarding Lead
Effective Date: May 2026
Review Frequency: Annually
Purpose
Carlson Gracie London is committed to maintaining a safe, respectful, and supportive environment for all members, visitors, coaches, volunteers, parents, and children.
This policy exists to:
promote the safety and wellbeing of all members
establish clear safeguarding expectations and reporting routes
support appropriate responses to concerns or incidents
maintain a positive and professional training environment
Safeguarding is everyone’s responsibility.
This policy is informed by UKBJJA safeguarding guidance and should be read alongside relevant UKBJJA safeguarding standards and procedures.
Scope
This policy applies to:
coaches and assistant coaches
volunteers and helpers
adult members
children and young people
parents and guardians
visitors attending the gyms
It applies to conduct:
within the gym environment
during classes, competitions, seminars, and gym-related events
in relevant online or digital communication connected to the gyms
Safeguarding Contact
Carlson Gracie London and Sheen maintain a designated Safeguarding Lead responsible for handling safeguarding concerns and coordinating appropriate responses.
Safeguarding concerns can be raised by:
speaking to any coach
speaking to a member of the management team
contacting the safeguarding lead directly
emailing:
safeguarding@bjjlondon.com
The current safeguarding lead will be identified on safeguarding notices and member communications.
Any safeguarding concern raised with a coach or member of management should be passed to the safeguarding lead as soon as reasonably possible.
Our Commitment
Carlson Gracie London aim to:
treat all members with dignity and respect
create an environment where concerns can be raised safely
respond to safeguarding concerns seriously and appropriately
protect children and vulnerable individuals from harm
maintain appropriate boundaries between coaches, adults, and children
encourage professionalism, accountability, and mutual respect
What Is a Safeguarding Concern?
Safeguarding concerns may include, but are not limited to:
bullying or harassment
inappropriate behaviour or language
boundary violations
sexual misconduct or sexually inappropriate behaviour
discriminatory behaviour
intimidation or coercion
concerns relating to child welfare
conduct or behaviour that makes someone feel unsafe or uncomfortable
inappropriate online communication
concerning behaviour occurring inside or outside the gym environment where it may affect member safety or wellbeing
A person does not need to be certain misconduct has occurred in order to raise a concern.
Safeguarding concerns may also be raised by parents or guardians on behalf of a child or young person.
Reporting Concerns
Concerns may be raised:
in person
by email
by a parent or guardian
by a third party who has witnessed concerning behaviour
Where possible, reports should include:
what happened
who was involved
when and where it occurred
whether there were witnesses
any immediate safety concerns
Individuals raising concerns will be treated respectfully and concerns will be handled sensitively and appropriately.
Confidentiality will be respected as far as reasonably possible. However, information may need to be shared where safeguarding obligations or legal responsibilities require it.
Immediate Risk
If there is an immediate risk of harm:
emergency services should be contacted where appropriate
reasonable steps should be taken to ensure immediate safety
the safeguarding lead and gym management should be informed as soon as possible
Response to Concerns
When a concern is raised, the gym may:
document the concern
seek clarification or additional information
implement temporary safeguarding measures
modify training arrangements or pairings
involve management
seek guidance from governing bodies or safeguarding professionals
refer matters to relevant authorities where appropriate
Carlson Gracie London and Sheen are not responsible for conducting criminal investigations but will cooperate appropriately with relevant agencies where required.
Conduct Expectations
All coaches, members, volunteers, and visitors are expected to:
treat others respectfully
maintain appropriate physical and verbal boundaries
avoid behaviour that could reasonably make others feel unsafe
act professionally when working with children
avoid inappropriate private communication with minors
raise safeguarding concerns when necessary
Retaliation against individuals who raise safeguarding concerns will not be tolerated.
Children and Young People
Additional care should be taken when working with children and young people.
Adults working with minors should:
maintain appropriate boundaries
avoid unnecessary one-to-one isolated situations where possible
use age-appropriate language and conduct
ensure communication with minors remains appropriate and transparent
involve parents or guardians appropriately when concerns arise
Photography & Social Media
Photography and video taken within the gym should be appropriate and respectful.
Coaches and adults should avoid:
inappropriate photography or filming of children
sharing images of children without appropriate parental awareness or consent
private or unnecessary direct messaging with minors
communication that could reasonably be viewed as inappropriate or secretive
Communication with children and young people should remain transparent, professional, and related to training or gym activities.
Record Keeping
Safeguarding concerns and incidents may be documented and retained securely where appropriate.
Records may include:
dates and times
factual summaries of concerns raised
actions taken
follow-up steps
Safeguarding records will be handled sensitively and access limited to appropriate individuals.
Policy Review
This policy will be reviewed periodically and updated where necessary to reflect:
operational changes
safeguarding guidance
lessons learned from incidents or procedures
Contact
Safeguarding concerns can be raised at:
Or by speaking with:
any coach
a member of the management team
the current Safeguarding Lead
