POLICIES
SAFEGUARDING
Policy Statement
At Give it a Tri Ltd, we believe every child has the right to feel safe, supported, and happy while participating in sport.
We are committed to providing a secure and enjoyable environment where children can develop swimming and fitness skills, build confidence, and achieve success at all levels.
Safeguarding is not just a policy, it is a culture of care and responsibility.
Our aim is to create an environment where every child can thrive in safety, free from harm, bullying, neglect, or abuse of any kind.
Purpose
This policy outlines our commitment and procedures for safeguarding all children and young people who take part in our programmes.
It ensures that Give it a Tri Ltd:
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Promotes the welfare of children and young people.
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Protects them from harm, abuse, and exploitation.
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Provides clear guidance for staff, volunteers, and clients.
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Works in line with national legislation and governing body guidance.
Legal Framework
This policy is based on the principles set out in:
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The Children Act 1989 and 2004 (as amended by the Children and Social Work Act 2017)
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Working Together to Safeguard Children (2018)
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Swim England’s Wave power: Child Safeguarding Policy and Procedures for Clubs
These documents emphasise that safeguarding is everyone’s responsibility and that services must always be child-centred, recognising each child’s unique needs, wishes, and experiences.
Our Commitment
Give it a Tri Ltd is committed to ensuring that:
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All children who participate in our sessions are safeguarded from harm.
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All staff, contractors, and volunteers understand their duty of care to protect children.
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Our recruitment practices ensure that only suitable individuals work with children.
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All concerns about a child’s welfare are taken seriously, reported promptly, and handled appropriately.
We believe that aquatic and sporting activities should be enjoyable and empowering for every child, helping them develop confidence, teamwork, and resilience in a safe and inclusive environment.
Responsibilities
Organisation Responsibilities
Give it a Tri Ltd will:
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Recruit staff safely, using Disclosure and Barring Service (DBS) and reference checks.
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Provide safeguarding training to all staff and volunteers.
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Follow Swim England’s Wave power guidelines and procedures.
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Ensure all staff understand how to identify, respond to, and report safeguarding concerns.
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Maintain clear communication channels for reporting and managing welfare issues.
Staff and Volunteer Responsibilities
All staff, coaches, and volunteers must:
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Always prioritise the safety and welfare of children.
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Recognise the signs of abuse and act without delay.
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Share concerns with the Designated Welfare Officer or management.
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Respect confidentiality but never promise to keep secrets that could compromise a child’s safety.
Public, Clients, and Visitors
Everyone on site, including parents and clients, has a shared responsibility to maintain a safe environment and report any concerns.
Designated Welfare Officer
Give it a Tri Ltd has a Designated Welfare Officer (DWO) who is responsible for all safeguarding and child protection matters.
They act as the first point of contact for any concerns, allegations, or disclosures.
Contact:
Email: hello@giveitatri.org
Phone: 0203 925 2770
All communications are treated confidentially and handled in line with safeguarding best practice.
Safeguarding Principles
The key principles of Working Together to Safeguard Children (2018) guide all our practices:
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Safeguarding is everyone’s responsibility:
Every individual working with or around children has a role to play in keeping them safe.
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A child-centred approach:
Decisions and actions should always be based on the needs, rights, and views of the child.
Effective safeguarding requires clear collaboration between individuals and agencies, ensuring that children receive the right help at the right time.
Safe Recruitment
Give it a Tri Ltd follows a safe recruitment process to prevent unsuitable individuals from working with children.
This includes:
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Verification of identity and qualifications
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Reference checks
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Enhanced DBS checks for all staff and volunteers working directly with children
Recruitment decisions are made in line with current safeguarding legislation and Swim England guidance.
Reporting Concerns
If a child is in immediate danger, call 999.
If you have a concern about a child’s welfare, contact the Designated Welfare Officer immediately at:
hello@giveitatri.org or 0203 925 2770
You can also seek support from:
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Swim England Safeguarding Team: safeguarding@swimming.org
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Swim line (confidential): 0808 100 4001
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Childline: 0800 1111
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NSPCC Helpline: 0808 800 5000
All safeguarding concerns are taken seriously and dealt with promptly and confidentially in accordance with Swim England’s Wave power and statutory guidance.
10. Athletes and Young People
If you are a swimmer or participant and you feel worried, unsafe, or unhappy about something:
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You can talk to your coach, welfare officer, or another adult you trust.
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If you cannot speak to someone in person, call one of the helplines above for confidential advice and support.
You will always be listened to, taken seriously, and supported appropriately.
Creating a Safe Culture
Give it a Tri Ltd promotes a culture where:
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Children’s safety and well-being come first.
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Everyone feels confident to raise concerns.
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Bullying, harassment, and discrimination are not tolerated.
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Safeguarding is discussed openly as part of daily operations.
We believe safeguarding is not just about protecting children from harm—it’s about creating a positive, nurturing environment where they can develop and enjoy sport safely.
Review and Continuous Improvement
This policy is reviewed annually or whenever there are significant changes in legislation or Swim England guidance.
We regularly evaluate our safeguarding practices to ensure continuous improvement and best practice implementation.
Further Information
You can find more about Swim England’s child safeguarding guidance at:
www.swimming.org/swimengland/wavepower-child-safeguarding-for-clubs
DIVERSITY & EQUALITY
1. Policy Statement
Give it a Tri Ltd is committed to creating a welcoming, inclusive, and supportive environment for everyone. We believe that every individual should have equal opportunity to participate, perform, and enjoy sport in a positive and respectful setting.
We treat all individuals equally and with respect, regardless of:
· Age
· Level of ability or disability
· Gender or gender reassignment
· Marital or civil partnership status
· Pregnancy or maternity
· Race, ethnicity, or nationality
· Religion or belief
· Sexual orientation
· Or any other characteristic protected by law
We ensure that equality, diversity, and inclusion are embedded across all aspects of our work, from coaching and participation to employment, volunteering, and community engagement.
2. Our Commitment
Give it a Tri Ltd recognises and adopts the Sport England definition of equality and diversity in sport:
“Sporting opportunities should be open to all.”
In line with this, we are committed to:
· Developing a culture that values and enables everyone’s full participation.
· Creating inclusive environments where people can train, compete, officiate, coach, volunteer, and contribute to community sport.
· Removing barriers for individuals and groups who may currently be underrepresented in sport.
3. Alignment with National Governing Body Standards
Give it a Tri Ltd fully supports and aligns with the British Swimming Equality and Diversity Policy, which states:
“British Swimming and its subsidiaries are fully committed to the principles and practice of equality of opportunity in all its functions: as an employer, membership organisation, awarding body, and facilitator of the aquatic disciplines by all its members.”
This includes ensuring that no individual, applicant, employee, volunteer, or member is unlawfully discriminated against based on any of the Protected Characteristics under the Equality Act 2010, including: age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, and sexual orientation.
British Swimming considers the aquatic disciplines to provide “sport for all”, they can and should be made accessible to everyone, to the greatest extent possible. Give it a Tri Ltd adopts this same principle across all its programmes and services.
4. Responsibilities
All staff, coaches, volunteers, and members of Give it a Tri Ltd share a responsibility to:
· Promote equality, diversity, and inclusion across all activities.
· Treat others with respect, fairness, and integrity.
· Challenge and report any form of discrimination, harassment, or abuse.
Management and senior coaches are responsible for ensuring that:
· Equality and inclusion principles are reflected in recruitment, training, and service delivery.
· All incidents of discriminatory behaviour are handled promptly in accordance with Give it a Tri Ltd.’s disciplinary procedures.
· All members and staff understand their rights and responsibilities under this policy.
5. Zero Tolerance of Discrimination
Give it a Tri Ltd has a zero-tolerance policy toward any form of discrimination, harassment, or abuse. Any such behaviour will be treated seriously and may lead to disciplinary action, including suspension or removal from membership or coaching programmes.
We are committed to ensuring that all participants can enjoy sport in an environment free from intimidation and prejudice, where everyone feels valued and supported.
6. Continuous Improvement
This policy is reviewed annually to ensure it remains effective, relevant, and aligned with current legislation, Sport England guidance, and National Governing Body standards.
We actively encourage feedback from clients, members, and staff to help us improve our inclusivity practices and maintain the highest possible standards.
7. Contact Information
For any questions, feedback, or to report a concern relating to equality, diversity, or inclusion, please contact:
Email: hello@giveitatri.org Phone: 0203 925 2770 In Person: Unit 101, Rainbow Estate, Raynes Park, SW20 0JY
Our Promise
At Give it a Tri Ltd, we believe that sport is for everyone. We are dedicated to fostering a community that celebrates diversity, promotes inclusion, and ensures that every person, athlete, coach, volunteer, or visitor, feels respected, supported, and empowered to achieve their goals
COMPLAINTS
1. Purpose
At Give it a Tri Ltd, we are committed to providing high-quality, professional, and safe fitness and coaching services across all our programmes, including Personal Training (PT), Swimming Lessons, Running, and Cycling Coaching.
We recognise that occasionally things may not go as expected. Feedback and complaints are valuable to us, they provide opportunities to improve our services and ensure our clients always receive the best possible experience.
This policy explains how you can raise a concern or complaint and how we will handle it fairly, promptly, and respectfully.
2. Scope
This policy applies to all clients, members, and visitors who use or participate in any Give it a Tri services or facilities.
Complaints may relate to (but are not limited to):
· The quality or delivery of coaching or training services
· Staff conduct and professionalism
· Facilities, equipment, or cleanliness
· Health, safety, or safeguarding issues
· Scheduling, communication, or administrative processes
3. Principles
We are committed to the following principles when handling complaints:
· Fairness: Every complaint will be treated seriously and without bias.
· Transparency: The process and outcome will be clearly explained.
· Confidentiality: All personal information will be handled sensitively and in line with data protection laws.
· Timeliness: We aim to resolve complaints as quickly as possible.
· Improvement: We use all feedback as an opportunity to learn and enhance our services.
4. How to Make a Complaint
4.1 Informal (Verbal) Complaints
Where possible, we encourage you to raise any concerns directly with a member of staff or management at the time of the issue. Many concerns can be resolved immediately and informally.
4.2 Formal (Written) Complaints
If the issue cannot be resolved informally, or if you prefer a formal approach, please submit your complaint in writing via email to: hello@giveitatri.org
Please include:
· The date and time of the incident or concern
· The service or staff member involved (if applicable)
· A clear description of the issue
· Any steps already taken to resolve it
5. Complaint Handling Process
5.1 Acknowledgment
We will acknowledge receipt of your complaint within 48 hours (excluding weekends and public holidays).
5.2 Investigation
Your complaint will be reviewed by the relevant manager or a designated representative. The process may include:
· Speaking with you for additional information or clarification
· Consulting with staff members involved
· Reviewing schedules, incident reports, or supporting documents
5.3 Resolution and Response
We aim to provide a written response within 10 business days. If further time is required (for example, in complex cases), you will be informed and given an updated timeline.
Our written response will include:
· A summary of our findings
· Steps taken to resolve the issue
· Any actions or service improvements to prevent recurrence
6. Escalation
If you are not satisfied with the outcome or handling of your complaint, you may request that it be reviewed by a senior member of management.
Where a resolution cannot be reached internally, clients may seek support from an independent mediator or relevant external body if appropriate.
7. Record Keeping
All complaints and their outcomes are logged and stored securely. These records are reviewed regularly to identify patterns or recurring issues, helping us to improve our services, training, and communication.
8. Continuous Improvement
Give it a Tri reviews all feedback and complaints quarterly as part of our ongoing quality assurance process. Lessons learned from complaints are used to update staff training, improve procedures, and maintain high standards across all services.
9. Confidentiality and Privacy
We take confidentiality seriously. All complaint information is treated in accordance with UK data protection laws (including GDPR). Personal details will only be shared where necessary to investigate and resolve the issue or if required by law.
10. Contact Information
If you have any questions about this policy or wish to make a complaint, please contact us via:
Phone: 02039252770 Email: hello@giveitatri.org In Person: Unit 101, Rainbow Estate, Raynes Park, SW20 0JY
Our Commitment
At Give it a Tri, we value open communication and aim to resolve any concerns quickly and fairly. Your feedback helps us uphold the high standards we set for all our coaching and training services.
MEDIA & MARKETING
Purpose
This policy sets out the principles and procedures for photography, filming, and marketing activities conducted by Give it a Tri Ltd. Its purpose is to:
· Protect the privacy and welfare of all participants, especially children and vulnerable individuals.
· Ensure compliance with relevant data protection and privacy legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
· Support ethical marketing practices that promote our services while respecting participants’ rights and personal boundaries.
Scope
This policy applies to all Give it a Tri Ltd staff, contractors, volunteers, and third-party media professionals who capture, use, or distribute photographs, videos, or other visual media for:
· Marketing and promotional purposes
· Coaching and instructional use
· Operational or administrative purposes
It covers all media captured on-site, during events, and at external locations where Give it a Tri Ltd operates or represents itself.
Consent
Adults
Written consent must be obtained from all adult participants before capturing or using their image or video for marketing, training, or promotional purposes.
Minors (Under 18s)
Special care must be taken when photographing or filming children.
· Consent must be obtained from a parent or legal guardian before any photography or filming involving minors.
· Consent forms must clearly outline how and where the images may be used (e.g., website, social media, print, or promotional materials).
· Consent should be renewed annually or at each new registration period.
Right to Refuse
Parents, guardians, or adult participants have the absolute right to refuse photography or video recording without it affecting their participation in activities or services.
Capture Guidelines
· Designated Areas: Photography and filming are only permitted in approved or designated areas where consent has been given.
· Sensitive Locations: The use of cameras or recording devices, including mobile phones, is strictly prohibited in changing rooms, toilets, and other private areas.
· Group vs. Individual Shots: When promoting activities involving children, group images should be used wherever possible instead of close-up shots of individual minors.
· Professional Conduct: All media capture must be conducted respectfully and without causing disruption to sessions or participants.
Social Media and Marketing Use
· Official Channels Only: Only authorised personnel or approved contractors may post or distribute images or videos on Give it a Tri Ltd.’s official platforms, including social media, website, and printed materials.
· Child Protection: When sharing images of minors, no identifying information (such as full names or addresses) should be included.
· Review Period: For all participants under 16, image use will be reviewed annually to ensure continued appropriateness and relevance.
· Tagging and Attribution: Give it a Tri Ltd may tag partners, sponsors, or event organisers in social media content only where this complies with consent agreements and privacy guidelines.
Storage and Security
· Secure Storage: All media files, especially those featuring minors, must be securely stored in password-protected systems. Access is limited to authorised personnel only.
· Retention: Images or videos of minors will be retained for a maximum of two years from the date of capture unless extended consent is obtained from a parent or guardian.
· Deletion or Archiving: At the end of the retention period, files will be securely deleted or archived with explicit permission.
External Media and Press Access
· Authorisation Required: External media or press representatives must obtain written permission from Give it a Tri Ltd management before capturing images or video on any premises or at any event.
· Event-Specific Notification: Where external media are invited (e.g., for competitions or showcases), all participants and parents/guardians will be informed in advance. Additional consent will be obtained where necessary.
Policy Violations
· Consequences: Breaches of this policy by staff, contractors, or authorised personnel may result in disciplinary action, including termination or legal proceedings where appropriate.
· Reporting: Any concerns about unauthorised photography, filming, or misuse of images should be reported immediately to Give it a Tri Ltd management.
Review and Updates
This policy is reviewed annually or as required to reflect changes in legislation, best practice, or organisational needs. Updates will be communicated to staff and shared with clients as part of registration or renewal processes.
Contact Information
For questions, feedback, or to report a concern related to photography, filming, or media use, please contact:
Email: hello@giveitatri.org Phone: 0203 925 2770 In Person: Unit 101, Rainbow Estate, Raynes Park, SW20 0JY
Our Commitment
At Give it a Tri Ltd, we believe in celebrating achievement and promoting participation in a way that is safe, respectful, and legally compliant. By following this policy, we can protect the privacy and dignity of all our members while continuing to share the positive impact of our programmes and community.