Safeguarding Policy

last updated 1 March 2026

PRINCIPLES

Kingston Chess Club (KCC) seeks to promote and develop chess as a recreational, social and educational activity. It recognises the importance of safeguarding and promoting the welfare of children and young people and of vulnerable adults. It is committed to ensuring that safeguarding practice reflects statutory responsibilities as well as government, English Chess Federation (ECF) and Surrey County Chess Association (SCCA) guidance, and seeks to comply with best practice.  It takes account of the safeguarding policies of the management of the premises in which it meets.

KCC recognises that the welfare and interests of children and young people and vulnerable adults are paramount in all circumstances. It aims to ensure that regardless of age, gender, religion or beliefs, ethnicity, disability, sexual orientation or identity, or socioeconomic background, all children, young people and vulnerable adults:

  • have a positive and enjoyable experience of chess in a safe and sociable environment
  • are protected from harm and abuse while participating in chess and related activities and while travelling to and from them
  • are not subject to inappropriate behaviour

It also aims to provide volunteers with the overarching principles that guide our approach to safeguarding. KCC acknowledges that some children, young people and vulnerable adults can be subject to abuse and recognises the need to take reasonable and  appropriate steps to ensure their welfare at KCC matches and events. With respect to safeguarding at such matches and events, KCC will seek to:

  • promote and prioritise the safety and wellbeing of children, young people and vulnerable adults
  • value, listen to and respect children, young people and vulnerable adults;
  • ensure that everyone understands their roles and responsibilities in respect of safeguarding and is provided with appropriate learning opportunities to recognise, identify and respond to signs of abuse, neglect and other safeguarding concerns relating to children, young people and vulnerable adults;
  • ensure that 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;
  • ensure that robust safeguarding arrangements and procedures are in operation;
  • share concerns with relevant agencies, involving parents and children appropriately. 

PEOPLE

All members should be made aware of the club’s safeguarding policy and of the requirement to report any relevant incident to the Safeguarding Officer (or to the police in the case of an emergency or imminent threat to a child, young person or vulnerable adult.)

The club will appoint one person to be the overall lead on the committee for safeguarding policy and a separate person to be responsible for implementing the policy. The lead for safeguarding does not need to be DBS-checked but it is desirable that they should at least have received training in safeguarding. These two individuals should be named on the club website. The Club Secretary should notify the SCCA of who has safeguarding responsibilities.

COMMITTEE LEAD ON SAFEGUARDING

The Lead for Safeguarding is responsible for:

  • Strategic Oversight: Monitoring the club’s safeguarding policy and ensuring it is implemented effectively.
  • Committee Champion: Ensuring safeguarding is a standing item on board agendas and that the board is “professionally curious” about safety.
  • Liaison Role: Working with the operational Safeguarding Officer (see below) to understand the practicalities of safeguarding, without managing daily operational cases.
  • Risk Management: Overseeing the risk register and ensuring safeguarding risks are properly assessed and mitigated.
  • Reporting: Regularly reporting to the main board on safeguarding matters, including incidents, training, and policy updates.

SAFEGUARDING OFFICER [SO]

The Safeguarding Officer (SO) must have current DBS clearance. The SO will use their best endeavours to:

  1. Ensure that all issues concerning the safety and welfare of children, young people and vulnerable adults who participate in or attend KCC matches and events are properly dealt with
  2. Ensure that everyone involved with KCC events is aware of that they should do if they have issues/concerns about a child, young person or vulnerable adult.
  3. Receive, record and report information from anyone who attends a KCC event and has such issues/concerns
  4. Advise and support KCC members and the committee on safeguarding and protection
  5. Maintain a list of members who are DBS checked and who are prepared to take on the responsibility of looking after children.
  6. Take the lead on dealing with information that may constitute either a protection issue/concern around a child, young person or vulnerable adult or an allegation about a member or volunteer. This includes where necessary clarifying and assessing the information and taking decisions in consultation with the KCC committee or outside chess and child or adult protection agencies or services as appropriate, handling all information sensitively and confidentially.
  7. Consult with, pass information to and receive information from relevant statutory protection agencies and authorities when relevant and appropriate, including making formal referrals to those agencies if required.
  8. Be familiar with issues relating to child protection and keep up to date with developments
  9. When appropriate attend training on issues relevant to child protection and share knowledge therefrom with the KCC committee and other officers and members 
  10. Undertake risk assessments as required of venues proposed for KCC events
  11. Undertake annual monitoring and review of the policy, and advise and assist the KCC committee in updating it
  12. Report to the KCC committee as required, and at least once a year, on the level of risk management achieved. 

GUIDANCE

The club’s basic position is that a child or young person aged under 16 travelling to an away match or attending a club home match or event must be accompanied by a parent/carer. Exceptions to this general policy are set out below.

HOME MATCHES

For home matches, the parent/carer must remain on the premises throughout unless there is (a) a DBS-checked member present willing to act in loco parentis and (b) either of the following conditions apply :

  • Conditional absence The parent/carer is absent until an agreed time and they are amenable to return within 20 minutes from being called
  • Good standing Children aged over 12 of good behaviour who are well known to the club may be allowed to remain unaccompanied upon agreement with the parent/carer at the discretion of the Safeguarding Officer. The parent/carer remains responsible for the return home of the child.

AWAY MATCHES

For away matches, the parent/carer must remain on the playing premises throughout unless there is a DBS-checked member willing to act in loco parentis. Note that a member may not drive a child to a match or event more than three times in 30 days unless they have an Enhanced DBS check.

RESTRICTIONS ON PERSONAL INTERACTION

  • Club members should avoid being alone with a child aged under 16. If this must happen, e.g. in a quiet room for a post-mortem or training, then the room door should be kept open.
  • Club members are prohibited from obtaining the direct contact details of children under 16. All communications must be through the parents.