Play fair.
Play safe.

Purpose And Scope

Frodsham Padel Club recognises our moral and statutory responsibility to safeguard and promote the welfare of all children (anyone under 18) and adults at risk. We are committed to ensuring our safeguarding practice reflects statutory responsibilities, government guidance and LTA standards.

We are committed to prioritising the well-being of children and adults at risk and providing a safe and welcoming environment where they are respected and valued. We are alert to the signs of abuse and neglect and follow our procedures to ensure that children and adults at risk receive effective support and protection.

Our full Safeguarding Policy and Procedures is available to view below and can also be requested from the club.

The purpose of this policy statement is to:

• Protect children and adults at risk (including children of adults who use our services) from harm
• Provide the necessary information to enable people to meet their safeguarding responsibilities
• Deliver good practice and high safeguarding standards
• Outline our commitment to safeguarding children and adults at risk

This policy applies to any person who plays, coaches, officiates, works, volunteers, or otherwise participates (or visits) at our venue.

Raising A Safeguarding Concern

Concerns should be raised to our Welfare Officer via jennifer@ladyheyespark.com or 01928 788557. If they are unavailable or a safeguarding concern relates to them, the concerns should be referred directly to the LTA via https://safeguardingconcern.lta.org.uk/.

We Recognise That

• the welfare of children and adults at risk is paramount
• working in partnership with children, their parents/carers and adults at risk is essential in promoting their welfare
• all children and adults at risk, regardless of age, disability, gender reassignment, race, religion or belief, sex, or sexual orientation have an equal right to protection from all types of harm or abuse
• some children and adults at risk, including LGBTQ+ people, disabled people or people from ethnic minority communities, can be particularly vulnerable to abuse and additional measures and safeguards may be needed to ensure their welfare.

We Will Seek To Keep Children And Adults At Risk Safe By

• promoting and prioritising their safety and well-being
• appointing a Welfare Officer with responsibility for safeguarding in our venue
• ensure everyone understands their roles and responsibilities in respect of safeguarding and is provided with appropriate induction and learning opportunities to recognise, identify and respond to signs of abuse, neglect and other safeguarding concerns relating to children and adults at risk
• safely recruiting and selecting staff, coaches and volunteers
• promoting and maintaining a positive safeguarding culture where people feel able to raise a genuine concerns and are confident they will be taken seriously
• ensure appropriate action is taken in the event of incidents/concerns of abuse and support provided to the individual/s who raise or disclose the concern
• ensure that confidential, detailed and accurate records of all safeguarding concerns are maintained and securely stored
• prevent the employment/deployment of unsuitable individuals
• ensuring that we have a process to deal with complaints and whistleblowing measures in place
• ensure robust safeguarding arrangements and procedures are in place for other activities, including coaching, competitions, holiday camps, social activities, online activity and social media, transportation and supervision

This policy was last reviewed on 10 February 2026 and will be reviewed every three years (or earlier if there is a change in national legislation).

Purpose and scope

Frodsham Padel Club strives to ensure that all children (anyone under 18) and adults at risk are safeguarded from abuse and have an enjoyable padel experience.

Bullying is defined as a range of abusive behaviour that is repeated and intended to hurt someone either physically or emotionally.

This document sets out how to help prevent bullying from happening to all children and adults at risk. It also sets out how to make sure bullying is stopped as soon as possible if it does happen and that those involved receive the support they need. It also provides information to all staff, volunteers, children and their families about what should be done to prevent and deal with bullying.

This policy applies to all staff, coaches, volunteers, players, parents/carers and any other individuals associated with Frodsham Padel Club.

We recognise that

• Bullying causes real distress. It can affect a person’s health and development and, at the extreme, can cause significant harm
• All children and adults at risk, regardless of age, disability, gender reassignment, race, religion or belief, sex or sexual orientation, have the right to equal protection from all types of harm or abuse
• Everyone has a role to play in preventing all forms of bullying (including online) and putting a stop to bullying.

We will seek to keep children and adults at risk safe by

• Recognising that bullying is closely related to how we respect and recognise the value of diversity.
• Recognising our duty of care and responsibility towards safeguarding
• Promoting and implement this anti-bullying policy in addition to our safeguarding policy and procedures
• Ensuring that bullying behaviour is not tolerated or condoned
• Taking action to respond and deal with any reports of bullying towards children
• Encouraging and facilitating children to play a part in developing and adopting appropriate behaviours
• Promoting a code of conduct for behaviour
• Employing safe recruitment practices
• Making sure our response to incidents of bullying takes into account:
• the needs of the person being bullied
• the needs of the person displaying bullying behaviour
• the needs of others who may be affected
• our venue as a whole

Players, parents, coaches, volunteers and other members of staff will:

• Encourage individuals to speak out about bullying behaviour and report incidents of bullying behaviour they see to the Welfare Officer (or suitable alternative representative, e.g. county coach, tournament organiser, league organiser etc).
• Respect every child’s need for, and right to, a play environment where safety, security, praise, recognition and opportunity for taking responsibility are available
• Respect the feelings and views of others, even if you don’t agree with them
• Recognise that everyone is important and equal, and that our differences make each of us special and worthy of being valued
• Show appreciation of others by acknowledging individual qualities, contributions and progress
• Ensure safety by having rules and practices carefully explained and displayed for all to see
• Report incidents of bullying behaviour they see or hear about

Supporting children

• We’ll let children know who will listen to and support them
• We’ll create an “open door” ethos where children feel confident to talk to an adult about bullying behaviour or any other issue that affects them
• Potential barriers to talking (including those associated with a child’s disability or impairment) will be acknowledged and addressed at the outset to enable children to speak out
• We’ll make sure children are aware of helpline numbers
• Anyone who reports an incident of bullying will be listened to carefully and reports will be taken seriously
• Any reported experience of bullying behaviour will be investigated and will involve listening carefully to all those involved
• Children experiencing bullying behaviour will be supported and helped to uphold their right to play and live in a safe environment
• Those who display bullying behaviour will be supported and encouraged to develop better relationships
• We’ll make sure that any sanctions are proportionate and fair

Support to the parents/carers

• Parents will be advised on the anti-bullying policy and practice
• Any experience of bullying behaviour will be discussed with the child’s parents or carers
• Parents will be consulted on action to be taken (for both victim and bully)
• Information and advice on coping with bullying will be made available
• Support will be offered to parents, including information from other agencies or support lines

Related Policies And Procedures

This policy should be read alongside our venue policies and procedures, including:

• Code of conduct
• Diversity and inclusion
• Online safety and communication
• Photography and filming
• Use of changing rooms
• Safeguarding policy
• Safeguarding at events, activities and competitions
• Safe recruitment

Useful contacts

NSPCC Helpline 0808 800 5000

Childline 0800 1111 / www.childline.org.uk

Kidscape www.kidscape.org.uk

This policy is reviewed every three years (or earlier if there is a change in national legislation).

This policy sets out Frodsham Padel Club’s commitment to a culture of everyday inclusion and driving greater diversity and equitable outcomes in padel. It outlines some of the ways in which we will work to bring this commitment to life. It sets out what our membership can expect of us, and holds us to account against, in the way we operate on a day-to-day basis.

Who is responsible for the implementation of this policy?

While helping to build a culture of inclusion and drive greater diversity across padel is everyone’s responsibility, the management of Frodsham Padel Club are individually and collectively responsible for ensuring that this policy is followed.

What does this policy cover?

This policy applies to all aspects of Frodsham Padel Club’s work and to all people who work or volunteer for it as they conduct those roles, as well as anyone taking part in tennis related activity which Frodsham Padel Club is responsible for.

What is meant by equity, diversity and inclusion?

Equity is about working to achieve parity of outcome for people with different characteristics or from different backgrounds. It is different from equality. Equality assumes that everyone should be treated the same regardless of needs, experiences and opportunity. Equity is about recognising that not everyone starts from the same place and that sometimes targeted interventions are needed to give people the same chance of achieving a particular outcome, such as playing tennis regularly or becoming a coach.

Diversity is the mix of characteristics, experiences and other distinctions which make people different from one another. This can include differences in race, sex, religion, sexual identity, age, gender identity, socio-economic background or whether someone is disabled. Understanding this mix is vital to being able to make all people feel included.

Inclusion for all is the ultimate goal; it is a culture in which everybody can feel comfortable and confident to be themselves, no matter their visible or hidden differences. Diversity without inclusion means that people from more diverse backgrounds will feel excluded and so that diversity, and the benefits for tennis or an organisation which come with it, will not last.

Commitment to everyday inclusion, greater diversity and more equitable outcomes

Frodsham Padel Club is fully committed to playing its part in opening padel up. We will do this by building a culture of everyday inclusion and operating in a way which enables, encourages and values greater diversity and equitable outcomes for all, in all aspects of our sport, with the intention that the sport and our Venue reflect the diversity of the communities around us.

In order to achieve this, we will:

• Encourage equity, diversity and inclusion in every aspect of our work as a Venue, recognising that it brings benefits both to padel and to the strength of our work both on and off the court.
• Create an environment for all members and those in key roles which is free of bullying, harassment, victimisation and unlawful discrimination, promoting dignity and respect for all., where individual differences and the contributions of all are recognised and valued.
• Ensure that the Venue is run in a positively inclusive way on a day-to-day basis, considering that people from different backgrounds and with different personal contexts have different needs to enable them to contribute fully to the organisation.
• Ensure our venue committee is appropriately equipped to embed a culture of inclusion by offering access to the LTA’s EDI training to foster a sense of collective responsibility and support their efforts in creating an inclusive environment.
• Ensure that our recruitment processes and policies enable and encourage people from all backgrounds to become part of the Venue and/or its work. We will make decisions concerning roles within the Venue based on merit, including the benefits of maintaining diversity across all individuals engaged in the Venue’s work.
• Take seriously complaints of non-inclusive and/or discriminatory behaviour of all kinds in relation to any aspect of the Venue’s work, on and off the court. We will deal with all such complaints in line with our published venue complaints policy and, where appropriate, in conjunction with the LTA Disciplinary and EDI teams centrally.
• Record baseline diversity data of our members and key roles to better understand how the venue's diversity aligns with that of the local community.

Agreement to follow this policy

The equity, diversity and inclusion policy is fully supported by the Venue Management.

Reporting and Breaches

If you are concerned about the behaviour or conduct of someone at a Venue event, someone representing the Venue, or any other breach of this policy, please refer to the complaints policy.

Appendix 1: The law and types of unlawful discrimination

The Equality Act 2010 is the main, overarching anti-discrimination law which Frodsham Padel Club is required to follow to help ensure that equality of opportunity is promoted across various groups and that diversity is at the heart of all that we do.

It is unlawful for Frodsham Padel Club as an employer, potential employer, padel venue and in relation to any of its functions to discriminate against persons directly or indirectly in membership, recruitment or employment because of age, disability, sex, gender reassignment, marriage, civil partnership, pregnancy, maternity, race (which includes colour, nationality and ethnic or national origins), sexual orientation or religion or belief.

Direct discrimination involves intentionally treating someone less favourably than others because of a characteristic listed above, without a lawful exception.

For example, excluding a member from a tournament because of their ethnic background, or denying a job opportunity to a woman because she is pregnant.

Indirect discrimination occurs where less favourable treatment is not the main effect or objective of an action or decision. The nature of indirect discrimination is that the discriminatory effect can be an unexpected or unforeseen effect of a good faith decision.

For example, implementing a rule that all members wishing to compete in national league matches must attend early morning practices could disproportionately disadvantage older members or those with family commitments, as they may find it more challenging to attend at that time.

Disability discrimination is direct or indirect discrimination, any unjustified less favourable treatment because of the effects of a disability or impairment, and failure to make reasonable adjustments to alleviate disadvantages caused by a disability or impairment.

For example, a wheelchair tennis player who regularly participates in local tournaments is informed that the courts used for a competition do not have accessible entryways despite the player requesting reasonable adjustments, such as temporary ramps or an alternative court.

Harassment is where there is unwanted conduct, related to one of the characteristics outlined above (other than marriage, civil partnership, pregnancy or maternity) that has the purpose or effect of violating a person’s dignity; or creating an intimidating, hostile, degrading, humiliating or offensive environment.

For example, during practices and matches, a group of male members frequently make sexist comments, questioning a women’s abilities due to her gender.

Associative discrimination is where an individual is discriminated against, harassed, or potentially victimised because of their association with another individual who has a characteristic outlined above (other than marriage, civil partnership, pregnancy or maternity, however, pregnancy or maternity may fall within a sex discrimination claim because of association with a pregnant woman or a woman on maternity leave).

For example, a coach has caring responsibilities at home and the organisation assumes that they will not be able to perform other duties, they are then overlooked for promotions, with the justification that "outside distractions" might interfere with their work.

Perceptive discrimination is where an individual is discriminated against or harassed based on a perception that they have a characteristic outlined above when they do not, in fact, have that characteristic (other than marriage, civil partnership, pregnancy or maternity).

For example, a young tennis player at a local club is perceived by some members to be gay, even though they do not identify as such.

Victimisation happens when an individual is mistreated, such as being denied participation in training or competition selection, because a person filed or backed a complaint or legal action under the Equality Act 2010. However, a person is not protected from victimisation if they acted with malice or supported a false complaint.

For example, a tennis player at a club observes that players who are less experienced or in lower teams are consistently given less favourable court times.

Appendix 2: Related policies and documents

Please also see the following documents for further context and information:

• LTA Inclusion Strategy
• LTA Code of Conduct
• LTA Disciplinary Code

Purpose And Scope

Frodsham Padel Club strives to ensure that all children (anyone under 18) and adults at risk are safeguarded from abuse and have an enjoyable padel experience.

This document sets out how the venue uses the internet and social media, and the procedures for doing so. It also outlines expectations for online behaviour and communication with children.

The principles in this policy apply no matter which current or future technology is used.

The purpose of this policy is to:

• Protect children involved with our organisation and who make use of technology (such as mobile phones, tablets, games consoles and the internet).
• Provide staff, coaches and volunteers with policy and procedure information regarding online safety and inform them how to respond to incidents
• Ensure our organisation operates within the law regarding how we behave online

This policy applies to all staff, coaches, volunteers, players, parents/carers and any other individuals associated with Frodsham Padel Club.

We Recognise That

• the online world provides everyone with many opportunities; however, it can also present risks and challenges
• we have a duty to ensure that all children and adults involved in our organisation are protected from potential harm online
• we have a responsibility to help keep children safe online, whether or not they are using Frodsham Padel Club’s network and devices
• all children, regardless of age, disability, gender reassignment, race, religion or belief, sex or sexual orientation, have the right to equal protection from all types of harm or abuse
• working in partnership with children, their parents, carers, and other organisations is essential in helping them to be responsible in their approach to online safety

We Will Seek To Keep Children Safe By

• understanding the safety aspects, including what is acceptable and unacceptable behaviour for staff, coaches, volunteers, and children, when using website, social media, apps and other forms of digital communication
• being aware that it doesn’t matter what device is being used for digital interaction, but that the same safety aspects apply whether it is a computer, mobile phone, or game console
• when using social media or video conferencing platforms (including live streaming), ensure that we adhere to relevant legislation and good practice
• ensuring the person managing our organisation’s online presence is suitably trained and experienced
• providing staff with policy and procedure information regarding online safety and inform them of how to respond to incidents

Managing Our Online Presence

Our online presence through our website or social media platforms will adhere to the following guidelines:

• all social media accounts will be password-protected, and at least two members of staff and/or volunteers will have access to each account and password
• social media accounts will be monitored by a designated person, who will have been appointed by the committee
• the designated person managing our online presence will seek advice from our Welfare Officer / County Safeguarding Officer and the LTA to advise on safeguarding requirements as required
• the designated person will remove any inappropriate posts, explaining why, and informing anyone who may be affected (as well as the parents of any children involved)
• account, page and event settings will be set to 'private' so that only those invited can see their content
• social media pages/groups (e.g. Facebook pages/groups) used to communicate with children must be an organization, community or sports group and not personal
• identifying details such as a child's home address, school details, telephone number or email will not be posted on social media platforms
• any posts or correspondence will be of a professional purpose
• we'll make sure children are aware of who manages our social media accounts and who to contact if they have any concerns about the running of the account
• parents will be asked to give their consent for us to communicate with their children through social media, via video conferencing platforms or by any other means of communication
• parents will need to give consent for photographs or videos of their child to be posted on social media
• all of our accounts and email addresses will be appropriate, fit for purpose and only used for venue/county specific activities

What We Expect Of Staff, Coaches And Volunteers

• they should be aware of this policy and behave in accordance with it
• they should seek the advice from our Welfare Officer / County Safeguarding Officer and the LTA if they have any concerns about the use of the internet or social media
• any messages they wish to send out to children must be sent through the designated person responsible for the organisation's online presence
• they must not 'friend' or 'follow' children from personal accounts on social-media and maintain the same professional boundaries online as they would in person when using organisation accounts
• they must make sure any content posted is accurate and appropriate
• they must not communicate with children via personal accounts or private messages
• they must communicate with parents through email or in writing, or use an organisational account, profile or website rather than via personal social media accounts
• they must copy in parents or at least one other member of staff, coach or volunteer should to any communications sent to children
• they must avoid communication with children beyond dedicated event or activity timings , unless it is necessary for professional purposes (i.e. emergencies, whilst on a trip, etc.) and contacting the parents is not possible
• they must sign off any communication in a professional manner, avoiding the use of emojis or symbols such as kisses (“X’s”)
• they will respond to any concerns reported through social media in the same way as a face-to-face disclosure, in accordance with our safeguarding policy
• they must not engage in sexting, or send pictures or messages that are abusive, obscene, inappropriate, indecent, or menacing to anyone
• they must ensure any 1-2-1 sessions with children involve the parents/carers being able to supervise their child, or alternatively, that another coach/member of staff is present. This supervision would not necessarily require the parents to be in the same room, as long as they are able to check in on the session

What We Expect Of Children

• they should be aware of this policy
• they will sign and adhere to the acceptable use statement for internet and social media use
• they will behave responsibly online and refrain from any bullying or abusive behaviour

What We Expect Of Parents/Carers

• they should be aware of this policy and behave in accordance with it
• they should seek the advice from our Welfare Officer/County Safeguarding Officer and the LTA if they have any concerns about the use of the internet or social media
• they should communicate with staff, coaches and volunteers in a professional and appropriate manner
• they must not engage in sexting, or send pictures or messages that are abusive, obscene, inappropriate, indecent or menacing to anyone
• they will ensure their children understand and sign the acceptable use statement for internet and social media use on all devices

Using Mobile Phones Or Other Devices To Communicate

When using mobile phone or other devices to communicate, we will take the following precautions to help keep children safe:

• staff, coaches, and volunteers will communicate through parents directly or copy them into all messages to children
• where it is necessary to contact children directly, and it is not possible to copy for the parents into the message, we will seek parental consent to do this or include a second practitioner
• In some circumstances it may be necessary for staff, coaches and volunteers to message children directly for logistical reasons and it is impractical to text the parents, for example cancelling or rescheduling the lesson.
• Where this type of one-to-one communication by text message is needed, the message will not be deleted from the device to ensure an audit trail exists.
• messages will be used for professional communication, such as reminders about lesson times, meeting points etc.
• If staff, coaches and volunteers only have one mobile phone, and it is not possible to have a second business phone, they will ensure the parents and child understand this and agree and adhere to clear boundaries.
• if a child tries to engage a member of staff, coach or volunteer in a conversation which is not of a professional manner (for example, their personal life), the member of staff, coach or volunteer will:
• end the conversation or not reply
• inform the Welfare Officer / County Safeguarding Officer as soon as possible and arrange to address the matter with the child and their parents appropriately
• if the conversation raises safeguarding concerns, notify the LTA as soon as possible

Using Mobile Phones/Devices During Activities

So that all children can enjoy and actively take part in padel activities, we discourage the use of mobile phones/devices. As part of this policy, we will:

• make children aware of how and who to contact if there is an emergency or a change to previously agreed arrangements
• inform parents of appropriate times they can contact children who are away on trips
• advise parents that it may not be possible to contact children during activities and provide a contact within the venue or organisation who will be reachable should there be an emergency
• explain to children how using mobile phones during activities has an impact on their safe awareness of their environment, and their level of participation and achievement

Situations Requiring One-To-One Communication

Some roles are directly positioned to support a child’s well-being and are therefore delivered in one-to-one environments (upon receiving written parental consent). These roles are usually members of the well-being group (Performance Lifestyle Advisors, Sport Psychologists, Clinical Psychologist, Medical Doctor) and collectively have the expertise to support any concerns raised to player or staff well-being.

Practitioners in this group may at times be required to maintain confidentiality in regards to well-being support. This confidentiality may also extend to certain follow up communication, e.g. emails which relate to what was discussed in the session. This means that it may not necessarily be appropriate to include parents or other practitioners in the sessions or related communications.

In some circumstances, practitioners who are not in the well-being group may need to communicate with a child directly. These situations should be limited to logistical or pastoral reasons. For example, to let the child know they are running late, to cancel or reschedule a session, or whilst on a trip it is necessary to call the player directly.

For all practitioners, where one-to-one communication takes place, an audit trail should be retained. For example, ensuring written communication (e.g. email, text messages, etc) are not deleted and that logs are kept of any telephone/video call.

Related Policies And Procedures

This policy should be read alongside our venue policies and procedures, including:

• Anti-Bullying
• Code of conduct
• Diversity and inclusion
• Photography and filming
• Use of changing rooms
• Safeguarding policy
• Safeguarding at events, activities and competitions
• Safe recruitment

Further information for parents about keeping children safe online

Keeping children safe online | NSPCC

CEOP Education (thinkuknow.co.uk)

Parents and Carers - UK Safer Internet Centre

This policy is reviewed every three years (or earlier if there is a change in national legislation).

Frodsham Padel Club strives to ensure that all children (anyone under 18) are safeguarded from abuse and have an enjoyable padel experience.

This policy applies to all staff, coaches, volunteers, players, parents/carers and any other individuals associated with Frodsham Padel Club.

This document sets out our policy for the acceptable use of our changing rooms.

1. Groups of children will have sole use of changing rooms. This reduces any risks and potential vulnerability associated with mixing adults and children when changing and showering.
2. If adults and children need to share our changing rooms, they will do so at different times.
3. Where it is unavoidable that changing rooms are used by both adults and children at the same time, there will be access to separate changing, showering and toilet areas.
4. Under no circumstances will adult staff, coaches or volunteers change or shower at the same time as children using the changing rooms.
5. Mixed gender groups of children will have access to separate changing rooms, or use the same changing room but at different times.
6. Mobile phones and other electronic devices must not be used in changing rooms.
7. For younger groups of children, a DBS checked member of staff or volunteer will wait outside the changing rooms to allow children to call for assistance if required.
8. Where no changing facilities are available children, parents and travelling teams/players will be made aware prior to the game and advised to make alternative arrangements and to take appropriate additional clothing e.g. tracksuits etc.

Purpose and scope

Frodsham Padel Club strives to ensure that all children (anyone under 18) and adults at risk are safeguarded from abuse and have an enjoyable padel experience.

The purpose of this policy is to:

• protect children who take part in our venue’s activities and events, specifically those where photographs and videos may be taken
• set out the overarching principles that guide our approach to photographs/videos being taken of children during our events and activities
• ensure that we operate in line with our values and within the law when creating, using and sharing photographs/videos of children.

This policy applies to all staff, coaches, volunteers, players, parents/carers and any other individuals associated with Frodsham Padel Club.

We recognise that:

• sharing photographs/videos of our activities can help us celebrate the successes and achievements of our children, provide a record of our activities and raise awareness of our club
• the welfare of the children taking part in our activities is paramount
• children, their parents/carers have a right to decide whether their photograph/video is taken and how these may be used, regardless of age, disability, gender reassignment, race, religion or belief, sex or sexual orientation
• consent to take photographs/videos of children is only meaningful when children, their parents/carers understand how the photographs/videos will be used and stored, and are fully aware of the potential risks associated with the use and distribution
• there are potential risks associated with sharing photographs/videos of children online.

Risks of sharing photographs/videos online

Sharing photographs/videos of children on social media or other online platforms carries potential risks. For example:

• children may become vulnerable to grooming if a photograph/video is shared alongside information that makes them identifiable. This includes: personal details; a tag with location information; visual details such as a school/venue uniform
• inappropriate photographs/videos of children may be shared online
• photographs/videos may be copied, downloaded, screenshotted or shared by anyone
• photographs/videos of children may be adapted and used inappropriately
• photographs/videos may appear in internet search results
• depending on the terms and conditions of using an online platform, the photographs/videos may be owned by the platform once it’s been posted. Platforms may then license photographs/videos for use by third parties – such as for commercial purposes
• each photograph/video, and any comments on them, become a part of a child’s public image.

We will seek to keep children safe by

• always asking for written consent from a child and their parents/carers before taking and using a child’s photograph/video
• always explaining what photographs/videos will be used for, how they will be stored and what potential risks are associated with sharing photographs/videos of children
• if consent is withdrawn, take reasonable steps to remove the photographs/videos of the child from public view. It may not be possible to delete or destroy all photographs/videos that have been disseminated online (such as via social media) or in hard copy.
• only using first names of children, unless:
• it’s considered necessary – such as for elite /high profile child players
• it’s in the child’s best interests
• the child and parent have consented (and been informed how, where, in what context a photograph/video might be used, e.g. public website, or through social media, and are aware of potential risks)
• never publish personal information about children
• making sure children, their parents/carers understand how photographs/videos will be securely stored and for how long (including how we will control access to the photographs/videos and their associated information)
• reducing the risk of photographs/videos being copied and used inappropriately by:
• only using photographs/videos of children in appropriate clothing
• avoid photographs/videos and camera angles that may be prone to misinterpretation or misuse
• avoiding full face and body shots of children taking part in activities such as swimming where there may be a heightened risk of photographs/videos being misused
• using photographs/videos that positively reflect children’s involvement in the activity
• using business devices unless not practical / possible to do so. It is important that where personal devices are to be used, this is justifiable and not simply because that is the way it has always been done
• undertake reasonable spot checks on personal devices to monitor compliance
• setting expectations around consent and the use of any personal devices among staff, volunteers and young players
• if children and parents/carers do not consent to photographs/videos being taken, we will respect their wishes. We will agree in advance how they would like to be identified so the photographer/videographer knows not to take pictures of them. We will not exclude a child from an activity because we do not have consent to photograph/video them.

Photography and/or filming for personal use

When children, parents/carers or spectators are taking photographs/videos for personal use:

• photographs/videos captured by the parent or carer (or another adult with the express permission of the parent or carer) of the child is permitted
• we will recommend that people check the privacy settings of their social media account to understand who else will be able to view any photographs/videos they share
• we will remind children, parents/carers who they can talk to if they have any concerns about photographs/videos being shared.

For specific events we run, we will publicise what will be allowed before the start of the event.

If a player wishes to enter into a private arrangement with a commercial photographer or videographer, the photographer or videographer must have the express consent of that player (or their parent or legal guardian where the player is under 18 years old) and will notify the venue (including the Competition Organiser/Director for any event) of their attendance in advance.

Using official or professional photographers

If we engage a photographer/videographer for an event, we will:

• follow a safe recruitment process
• provide the photographer/videographer with a clear brief about appropriate content and behaviour
• ensure the photographer/videographer wears identification at all times
• inform children and parents/carers that a photographer/videographer will be at the event and ensure they give written consent to any close up photographs/videos of their child*
• inform the photographer/videographer about how to identify – and avoid taking photographs/videos of children without the required parental consent
• clarify areas where all photography/filming is prohibited (i.e. toilets, changing areas, first aid areas)
• not allow the photographer/videographer to have unsupervised access to children
• not allow the photographer/videographer to carry out sessions outside the event or at a child’s home
• report any concerns regarding inappropriate or intrusive photography/filming.

*At some events, wide-angle and general photographs/videos of the event, the site, award ceremonies, and similar may be taken. It may not be reasonable, practical or proportionate to secure consent for every participating child in order to take such photographs/videos. In these circumstances, we will make clear to all participants and parents that these kinds of photographs/videos will be taken, and for what purposes.

Photography and/or filming for wider use

If people such as local journalists or professional photographers wish to operate at an event and share photographs/videos, we will ensure they have been given proper permission in advance and that they have provided us with the following information:

• the name and address of the person using the camera
• the names of children they wish to take photographs/videos of (if possible)
• the reason for taking the photographs/videos and/or what they will be used for
• a signed declaration that the information provided is valid and that the photographs/videos will only be used for the reasons given.

We will verify these details and decide whether to grant permission for the photographs/videos to be taken. We will also ensure the children who are the intended subjects of the photographs/videos and their parents have given consent and inform the photographer of anyone who does not give consent.

We will also inform children and parents/carers that an external photographer is present and ensure they are easily identifiable.

Concerns

If we become concerned that someone is taking photographs/videos without the necessary consent, we reserve the right to ask them to delete the photographs/videos and may ask them to leave and (depending on the nature of the concerns) follow our safeguarding procedures.

If we become concerned that inappropriate photographs/videos have or are being taken, this will be reported to the Welfare Officer and LTA Safeguarding Team. It may also be necessary to report this to the police.

Storing photographs/videos

We will store photographs/videos of children securely and in accordance with data protection law.

Hard copies of photographs/videos will be kept in a locked drawer and electronic photographs/videos in a protected folder with restricted access. Personal devices will be set so as to not to automatically upload photographs/videos to the cloud.

Photographs/videos of children will not be stored on unencrypted portable equipment such as laptops, memory sticks and mobile phones.

Photographs/videos will be deleted after use and not repurposed for personal use (e.g. marketing or otherwise);

When obtaining consent for photographs/videos, we will state how long they will be kept for.

Access to photographs/videos will be controlled, i.e. through a password protected folder

Photographs/videos which are deemed to be no longer necessary will be deleted, and in any event, will not be kept longer than consent was given for.

RELATED POLICIES AND PROCEDURES

This policy should be read alongside our other policies and procedures, including:

• Anti-Bullying
• Code of conduct
• Diversity and inclusion
• Online safety and communication
• Use of changing rooms
• Safeguarding policy
• Safeguarding at events, activities and competitions
• Safe recruitment

This policy is reviewed every three years (or earlier if there is a change in national legislation).

PURPOSE AND SCOPE

Frodsham Padel Club is committed to safeguarding children (anyone under 18) and adults at risk. Our venue complies with National Safe Recruitment Procedures and relevant legislation to ensure a consistent and thorough recruitment process. We conduct criminal record checks (such as Disclosure and Barring Service (DBS) checks, Protecting Vulnerable Groups (PVG) scheme checks or similar) on applicable positions as part of this process.

The aim of the Safe Recruitment policy is to help deter people who might abuse children or adults at risk from applying for paid or voluntary roles where they will have access to those vulnerable groups.

Individuals involved in the recruitment and selection of staff, coaches and volunteers are responsible for familiarising themselves with and complying with the provisions of this policy.

This Policy shall be applied consistently in relation to all staff, coaches and volunteers regardless of age, disability, gender reassignment, marital or civil partnership status, pregnancy or maternity status, race, religion or belief, sex, or sexual orientation.

This policy applies to all staff, coaches, volunteers, players, parents/carers and any other individuals associated with Frodsham Padel Club.

RECRUITMENT PROCESS

If a role involves working with children (anyone under 18) or adults at risk, the role requirements will be carefully reviewed to determine if a DBS check is required.

We will advertise for any vacant positions and any adverts and/or job descriptions will refer to any requirements to complete the appropriate DBS check.

All applicants are required to complete a standard application process to ensure they have all the information they need about our organisation, including the advertised role and to ensure we can assess their suitability for the role. This process will provide us with essential information such as employment history (either paid or voluntary), further education background, academic or vocational qualifications.

During the application process applicants are asked to confidentially self-disclose any unspent criminal offences or child protection investigations. If the role requires an enhanced DBS check, we will also ask applicants to disclose any unprotected spent offences. Where the information raises a safeguarding concern, details will be shared with the LTA Safeguarding Team.

We will take reasonable steps to confirm the applicant’s suitability for the role, including; verifying qualifications and professional memberships, assessing skills and relevant experience. All applicants will be asked to provide an explanation for any significant gaps or repeated changes in employment history where no reasons have been provided on their application. We may also ask interview questions which are designed to allow candidates to demonstrate the attitudes and values that people working with children need to have.

Applicants will be asked to provide contact details of people willing to act as a referee during the application process. Referees should include someone who can comment on the applicant’s previous work with children (where possible). References are normally sought after a conditional offer of employment or engagement has been made, however there may be occasions when we ask applicants for their consent to contact a referee before an offer of employment or engagement has been made. All conditional offers of employment or engagement are subject to satisfactory completion of all vetting processes including references.

Frodsham Padel Club provides an induction programme for all new staff, coaches and volunteers which includes our safeguarding policies and procedures. As part of the induction process all staff, coaches and volunteers are required to complete an initial probationary period to ensure that their conduct, performance, behaviours and attendance meet the required standards.

DBS CHECKS

Any individual intending to work in Regulated Activity with children, young people or adults are required to complete an Enhanced DBS check and Barred List check before commencement of employment or engagement and at least every 3 years during their employment or engagement.

Regulated activity is work that a barred person must not do. It is defined in the Safeguarding Vulnerable Groups Act 2006 (SVGA) which has been amended by the Protection of Freedoms Act 2012 (PoFA).

Any individual intending to work in a role which involves work with children or adults at risk but is not defined as Regulated Activity will be required to complete an Enhanced DBS check before commencement of employment or engagement and at least every 3 years during their employment or engagement. We will regularly monitor the specific nature of roles and whether they are defined as Regulated Activity.

All conditional offers of employment or engagement are subject to receipt of a satisfactory DBS check completed through the LTA, and an Overseas Criminal Record check if appropriate.

In order to minimise risk, if a role is not defined as Regulated Activity but requires an Enhanced DBS check and this check takes much longer than anticipated, in exceptional circumstances where a delay in employment or engagement may cause significant operational difficulties the Director may authorise an individual to commence their work in a supervised capacity. However, this does not apply to roles considered as working in Regulated activity.

If we are not satisfied with the outcome of any of the above checks (DBS check or Overseas Criminal Record check) we may decide to withdraw a conditional offer of employment or engagement. We may also withdraw a conditional offer of employment or engagement if an applicant has failed to co-operate with this process or if the process has not been completed within reasonable timescales.

Staff, coaches and volunteers who begin performing additional duties or a different role that moves them into Regulated Activity will be asked to complete a new Enhanced DBS and Barred List check.

All agency workers and contractors used by Frodsham Padel Club are required to always comply with the Enhanced DBS and Barred List Check requirements as outlined in this Policy. If new or adverse information emerges or appropriate checks have not been made by the Agency Frodsham Padel Club will require the Agency to withdraw the temporary worker immediately. Furthermore we will consider the implications of these Policy requirements on the provision of service agreements for all contractors, including any additional vetting requirements for those roles engaged in Regulated Activity with children, young people or adults at risk.

DBS CHECKS REVEALING CONTENT

A DBS check will disclose any spent convictions, cautions or reprimands that are not protected and been subject to filtering by the DBS. DBS checks may also disclose other relevant information based on the position applied for.

The LTA will receive a notification when a DBS check has revealed content (i.e. an offence); however, the LTA will not know the details of the content.

When the LTA receives a notification that a DBS check has revealed content, the applicant will be asked to provide the original DBS check for review. The LTA will then review the information to decide if any further information or action is required.

If the DBS is not provided to the LTA for review, Frodsham Padel Club may withdraw any conditional offer of employment or engagement and take appropriate steps to prevent the individual from working with children and adults at risk.

RELATED POLICIES AND PROCEDURES

This policy should be read alongside our other policies and procedures, including:

• Anti-Bullying
• Code of conduct
• Diversity and inclusion
• Online safety and communication
• Photography and filming
• Use of changing rooms
• Safeguarding policy
• Safeguarding at events, activities and competitions

This policy is reviewed every three years (or earlier if there is a change in national legislation).

Frodsham Padel Club is committed to maintaining a safe, transparent and responsible environment for everyone involved in our club. We take concerns about wrongdoing, misconduct and safeguarding seriously and encourage anyone with a genuine concern to speak up.

What is whistleblowing?

Whistleblowing is the reporting of suspected wrongdoing, particularly where it may affect the safety, wellbeing or interests of others. This may include:

• Safeguarding concerns or failures to follow safeguarding procedures.
• Suspected criminal activity, fraud or serious misconduct.
• Health and safety risks.
• Breaches of legal or regulatory requirements.
• Attempts to conceal wrongdoing.

How to raise a concern

If you have a concern, you can contact our Club Welfare Officer:

Email: jennifer@ladyheyespark.com

If your concern relates to the Welfare Officer, or you would prefer to report it externally, you can contact the Lawn Tennis Association (LTA) Safeguarding Team.

LTA safeguarding information: https://www.lta.org.uk/about-us/safeguarding/overview/

You may also report serious whistleblowing concerns through the LTA's independent reporting service, Safecall, using the contact details published in the LTA's current safeguarding policy.

Confidentiality and protection

All concerns will be treated seriously and handled sensitively. We will take reasonable steps to protect the confidentiality of anyone raising a concern, sharing information only where necessary and appropriate.

Frodsham Padel Club will not tolerate victimisation or unfair treatment of anyone who raises a genuine concern in good faith. Concerns will be assessed appropriately and, where necessary, investigated.

You do not need to have proof of wrongdoing before raising a concern, but you should provide as much information as you reasonably can.

Safeguarding and urgent concerns

Any concern relating to the safety or welfare of a child or an adult at risk must be reported promptly in accordance with our safeguarding procedures.

If someone is in immediate danger, call 999.

Our commitment

Frodsham Padel Club is committed to following the LTA's safeguarding principles and ensuring that concerns can be raised without fear of retaliation. We encourage everyone involved with our club to speak up if something does not seem right.

For further information, please refer to the LTA's safeguarding guidance and our club safeguarding policy.

Who we are

Frodsham Padel Club is operated by Lady Heyes Limited (company number 08811174). Lady Heyes Limited is the data controller responsible for personal information collected in connection with the club, its website and enquiries.

Our registered office is Lady Heyes Craft Village, Kingsley Road, Frodsham, Cheshire, WA6 6SU.

For questions about this notice or to exercise your data protection rights, please email info@frodshampadelclub.co.uk or write to us at the address above.

What personal information we collect

Depending on how you interact with us, we may collect:

• Your name, email address, telephone number and any other contact details you provide.
• Enquiries, messages, attachments and conversation history sent through email, contact forms or our website live chat.
• Court booking or session details, including dates, attendance and information required to administer a booking.
• Relevant payment and transaction records where we process a payment, but not necessarily full payment-card details (which may be handled by a payment provider).
• Technical information such as IP address, device and browser details, cookie preferences and information about how you use the website where the relevant tools are enabled.
• Images or videos taken at club events where photography or filming takes place, subject to relevant notices and permissions.
• Information about a parent or guardian where they contact us concerning a child or junior activity.

Please avoid sharing sensitive medical or other special-category personal information in live chat unless it is genuinely needed. If this information is required for a specific activity or safeguarding concern, we will handle it in accordance with applicable data protection requirements.

Why we use your information and our lawful bases

We use personal information only where there is an appropriate lawful basis under UK data protection law. The basis depends on why we need the information:

• Answering enquiries and providing customer support: our legitimate interests in responding to questions, managing the club and delivering an effective service.
• Arranging or administering bookings and requested services: taking steps before entering into a contract or performing a contract with you, as appropriate.
• Keeping financial and business records or meeting legal requirements: compliance with a legal obligation, where applicable.
• Maintaining website security and preventing misuse: our legitimate interests in protecting visitors, the website and the club, where those interests are not overridden by individuals’ rights.
• Sending optional marketing communications: consent where required, or another permission available under the applicable electronic marketing rules. You can opt out of marketing at any time.
• Using non-essential cookies or similar technologies: consent where required by the Privacy and Electronic Communications Regulations (PECR).

Where we rely on legitimate interests, we consider whether that use is necessary and proportionate and take account of the rights and interests of the people affected.

Website live chat and HubSpot

If you use our website chat, the information you type, and any contact details you choose to provide, may be stored in our customer service platform, HubSpot, so our team can respond to you and follow up where appropriate.

The club and Lady Heyes Holiday Park may use the same HubSpot account because they are operated by Lady Heyes Limited. Authorised staff may therefore handle enquiries through a shared system, with access managed according to their roles.

HubSpot may use cookies or similar technologies to operate the chat, maintain a conversation when moving between pages and support service functionality. Any cookies requiring consent should be managed through the website’s and chat widget’s consent controls.

Using the chat does not by itself sign you up to marketing emails. We will not use a support enquiry as permission to send unrelated marketing where separate consent or another lawful permission is needed.

Bookings, websites and other service providers

Our website is operated using Squarespace. Court bookings may direct you to Playtomic, which has its own privacy information and may handle some booking and payment data under its own terms. Please review the privacy information shown by the booking service when you use it.

We may use trusted providers for website hosting, customer support, email, analytics, security or payment processing, where relevant. Providers that process data on our behalf must be subject to appropriate contractual and security measures. We may also share information with professional advisers, authorities or regulators where necessary or required by law.

We do not sell your personal information.

Cookies and website tracking

Our website and embedded third-party services may use cookies and similar technologies. Some are necessary for functions you request, such as security or maintaining a live chat. Other cookies, including analytics or marketing cookies, may require your permission.

Where consent is required, you should be given a way to accept or reject non-essential technologies. You can also control cookies through your browser. Disabling some cookies may affect how parts of the website or live chat work.

We will review the active cookies and tracking technologies on the site and provide more detailed cookie information and controls where required.

Photographs, video and social media

Photographs or video may be taken at our club, including during events. Where appropriate, we will give notice, seek relevant permission and take particular care regarding children and young people. Please refer to our separate Photography & Filming Policy for more information.

If you visit our social media pages or follow links to external services such as Instagram, those services may collect information under their own privacy notices.

How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including dealing with an enquiry, administering a booking, meeting legal requirements, resolving disputes or maintaining relevant records.

Lady Heyes Limited retains records for the applicable statutory retention periods where the law requires this, including relevant accounting, tax and other legally required records. For information that is not subject to a specific statutory retention period, such as routine website enquiries and live chat messages, we keep it only for as long as reasonably necessary to answer the enquiry, provide our services, resolve issues or deal with potential legal claims. We periodically review such information and securely delete or anonymise it when it is no longer required.

How we keep information secure and international transfers

We take reasonable organisational and technical steps to protect personal information, including appropriate access controls and using reputable service providers. No method of transmitting information online can be guaranteed completely secure.

Some of our providers may store or access personal information outside the UK. If a transfer is subject to the UK’s international transfer rules, we will ensure an appropriate UK adequacy arrangement or other lawful safeguard is in place, as required.

Your data protection rights

Subject to the legal conditions and exemptions that apply, you may have the right to:

• Request access to the personal information we hold about you.
• Ask us to correct information that is inaccurate or incomplete.
• Request deletion or restriction of information in certain circumstances.
• Object to particular uses of your data, including processing based on legitimate interests.
• Request transfer of certain data to you or another provider where the right to data portability applies.
• Withdraw your consent at any time where consent is the lawful basis. This does not affect processing that was lawful before withdrawal.
• Raise a concern with us or complain to the UK Information Commissioner’s Office (ICO).

To make a request or complaint, email info@frodshampadelclub.co.uk. You can also contact the ICO at ico.org.uk/make-a-complaint.

Information about children

Where a parent or guardian contacts the club about junior activities, we may need relevant information to help arrange the activity safely. We aim to collect only information necessary for that purpose and take additional care with children’s personal information.

Children should not submit personal or sensitive information through live chat without help from a parent or guardian.

Changes to this policy

We may update this policy if our services, technology or legal obligations change. The latest version will be published on this page.

Policy prepared: 13 October 2026.