Our Policies

Terms of website use

This page (together with the documents referred to on it) tells you the terms of use under which you may make use of our website www.behindeverykick.org (our site), whether as a guest or a registered user. Please read these terms of use carefully before you start to use the site. By using our site, you indicate that you accept these terms of use and that you agree to abide by them. If you do not agree to these terms of use, please refrain from using our site.

Information about us

www.behidneverykick.org is a site operated by Behind Every Kick (“We” or “Behind Every Kick”). is registered with the Charity Commission No. 1177250.

We can be contacted by emailing .

Accessing our site

Access to our site is permitted on a temporary basis, and we reserve the right to withdraw or amend the service we provide on our site without notice (see below). We will not be liable if for any reason our site is unavailable at any time or for any period.

From time to time, we may restrict access to some parts of our site, or our entire site, to users who have registered with us.

When using our site, you must comply with the provisions of our Acceptable Use Policy (scroll down).

You are responsible for making all arrangements necessary for you to have access to our site. You are also responsible for ensuring that all persons who access our site through your internet connection are aware of these terms, and that they comply with them.

Intellectual property rights

We are the owner or the licensee of all intellectual property rights in our site, and in the material published on it. Those works are protected by copyright laws and treaties around the world. All such rights are reserved.

Behind Every Kick believes that it is always unacceptable for a young person to experience abuse of any kind and recognises its responsibility to safeguard the welfare of all young people, by a commitment to practice which protects them.

We recognise that:

The welfare of the young person is paramount.

All children and young people, regardless of age, disability, gender, racial heritage, religious belief, sexual orientation or identity, have the right to equal protection from all types of harm or abuse.

Working in partnership with young people, their parents, carers and their agencies is essential in promoting young people’s welfare.

The purpose of the policy is:

To provide protection for the young people who participate in the Behind Every Kick programme

To provide staff and volunteers with guidance on procedures they should adopt in the event that they suspect a young person may be experiencing or be at risk of harm.

This policy applies to the board of trustees, paid staff/consultants, volunteers, agency staff, or anyone working on behalf of Behind Every Kick.


We will seek to safeguard young people by:

Valuing them, listening to and respecting them.

Recruiting staff, consultants and volunteers safely, ensuring all necessary checks are made.

Sharing information about young people’s protection and good practice with sports coaches, teachers, staff, consultants and volunteers and young people.

Providing effective management for staff, consultants and volunteers through support and training.

We are also committed to reviewing our policy and good practice annually.

Definitions

Charity
means Behind Every Kick which is registered with the Charity Commission for England and Wales as a charitable incorporated organisation under registration number 1177250

GDPR
means the General Data Protection Regulations which came into effect on 25 May 2018

Responsible Person
means Debra Fox, Executive Director Behind Every Kick

Register of Systems
means a register of all systems or contexts in which personal data is processed by the Charity.

1. Data protection principles

The Charity is committed to processing data in accordance with its responsibilities under the GDPR.

Article 5 of the GDPR requires that personal data shall be:

a. processed lawfully, fairly and in a transparent manner in relation to individuals;

b. collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;

c. adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;

d. kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and

f. processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.


2. General provisions

a. This policy applies to all personal data processed by the Charity.

b. The Responsible Person shall take responsibility for the Charity’s ongoing compliance with this policy.

c. This policy shall be reviewed at least annually.

d. The Charity shall register with the Information Commissioner’s Office as an organisation that processes personal data.


3. Lawful, fair and transparent processing

a. To ensure its processing of data is lawful, fair and transparent, the Charity shall maintain a Register of Systems.

b. The Register of Systems shall be reviewed at least annually. 

c. Individuals have the right to access their personal data and any such requests made to the charity shall be dealt with in a timely manner.


4. Lawful purposes

a. All data processed by the charity must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests (see ICO guidance for more information).

b. The Charity shall note the appropriate lawful basis in the Register of Systems.

c. Where consent is relied upon as a lawful basis for processing data, evidence of opt-in  consent shall be kept with the personal data.

d. Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent should be clearly available and systems should be in place to ensure such revocation is reflected accurately in the Charity’s systems.


5. Examples of how we may use your data

- To inform you of dates and locations for Development Sessions, workshops and other events which we think may be relevant to you

- To contact you in response to a specific enquiry or request 

- To be able to evaluate our services based on your feedback and to measure and monitor our impact based on how you respond to our questionnaires.

In line with data protection laws, you still have the right to opt out at any time.


6. Use of photographs, Films and Video footage

From time to time we take photographs and/ video footage of Development Sessions, workshops and other events.

Wherever possible, we ensure that we have received consent on behalf of all participants by virtue of each sports club /school having agreed to photo and filming for authorized purposed via the BEK application process. Wherever possible and in addition to the above, we also ask seek permission of participants who we may be photographing and /filming at the start of any session and /event.

We endeavor to keep these photographs and video footage digitally secure on password-protected phones, computers and hard drives, to safeguard them from misuse, loss, or unauthorized access. We cannot legislate for drives or files which may become corrupt over time.

From time to time, we use these photos, films and video footage on our website and social media to promote Behind Every Kick and demonstrate its impact.


7. Data minimisation

The Charity shall ensure that personal data are adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.


8. Accuracy

a. The Charity shall take reasonable steps to ensure personal data is accurate. 

b. Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date.


9. Archiving / removal

a. To ensure that personal data is kept for no longer than necessary, the Charity shall put in place an archiving policy for each area in which personal data is processed and review this process annually.

b. The archiving policy shall consider what data should/must be retained, for how long, and why.


10. Security

a. The Charity shall ensure that personal data is stored securely using modern software that is kept-up-to-date.

b. Access to personal data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing of information.

c. When personal data is deleted this should be done safely such that the data is irrecoverable.

d. Appropriate back-up and disaster recovery solutions shall be in place.


11. Breach

a. In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, the Charity shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the ICO (more information on the ICO website).

SAFEGUARDING AND PROMOTING THE WELFARE OF YOUNG PEOPLE IS EVERYONE’S RESPONSIBILITY

Everyone who comes into contact with young people has a role to play in safeguarding young people.

Trustees, staff, trainers and volunteers (the ‘BEK Community’) should ensure that their approach is young person centred: this means considering at all times what is in the best interests of the young person. Trustees, staff, trainers, volunteers and visitors must raise any safeguarding concerns with one of the appropriate safeguarding leads immediately.

If in exceptional circumstances, the Designated Safeguarding Lead (DSL) or Deputy Designated Safeguarding Lead (Deputy) is not available, this should not delay appropriate action being taken. The adult concerned should speak to a member of the BEK executive team and/or take advice from the NSPCC and /or relevant Local Authority Safeguarding Team. In these circumstances, any action taken should be shared with the DSL or Deputy as soon as is practically possible.

All concerns must be logged using a confidential form obtained from BEK. If a trainer and /volunteer /staff member and /trustee  has serious concerns about immediate risk to a young person or, that a young person has suffered significant harm and continues to be at risk, they should contact the Local Authority Designed Office (LADO) of whichever local authority  the school or sports team is located (contact details for each local authority available online) - wherever possible with the support of the DSL.

A referral in urgent circumstances can be made on the telephone or in any other effective way.

Notes: 

• The principles set down in this document that apply to ‘young people’ or a ‘young person’ do so in a broad sense which includes vulnerable young people above the age of 18

• Principles set down in this document apply to all young people who participate in any part of parts of any BEK programme, irrespective of gender, ethnicity, disability, sexual orientation or religion

• The term substantial access refers to the situation of being in a position of authority or influence when working with young people

• The term parent is a generic term that refers to parents, guardians and carers

KEY PRINCIPLES

BEK believes that:
• All young people have a right to be protected from harm and /or abuse;

• The prime concern at all times must be the welfare and safety of the young person. Where there is a conflict between the needs of the young person and the school/ sports team /parent/carer, the interests of the young person must be paramount;

• The ethos of each BEK programme must support good communication and a safe culture in which young people can thrive and learn;

• All trainers and volunteers and other members of the BEK community, should feel able to raise concerns about poor or unsafe practice and know that these concerns will be taken seriously by BEK and dealt with sensitively and appropriately.

BEK recognises that:
• Abuse and neglect can be physical, emotional and sexual, are complex issues and are rarely stand-alone events and therefore require a culture of vigilance, professional curiosity and respectful challenge and effective recording and monitoring systems;

• Abuse occurs in all cultures, religions and social classes and that trainers, staff and volunteers need to be sensitive to the many differing factors which need to be taken into account depending on the young person’s cultural and social background when dealing with safeguarding issues. However, we also recognise that the needs of the young people are paramount and any concerns will be referred on appropriately whatever the family background of the young person concerned;

• A young person who is abused or witnesses abuse or violence may find it difficult to develop and maintain a sense of self-worth, they may feel helpless and humiliated and may feel self-blame

• BEK Trainers and /volunteers may provide some stability in the lives of young people who have been abused or are at risk of harm;

• In order to help all young people, succeed, BEK potentially plays an important role in supporting young people to be resilient and mentally healthy;

• It is important that young people feel secure, are encouraged to talk and are sensitively listened to, and that young people know that there are adults in school and within their sports clubs whom they can approach if they are worried or unhappy.

BEK acknowledges that:
• Although some trainers, staff and /volunteers  have the skills and experience to respond to a variety of situations and issues, there may be occasions where it will be appropriate to consider whether specific or additional arrangements need to be put in place where an issue is particularly sensitive due to gender, cultural or faith issues.

BEK adheres to:
• The commitment to working in partnership with those who hold school, sports club and / parental responsibility for each young person.

POLICY STATEMENT

The aims of BEK’s Safeguarding Policy are to ensure that all its programmes operate consistent procedures to identify safeguarding concerns and robust and compliant actions are taken when dealing with them.

Specially, this policy is designed to:

• Raise awareness with the BEK Community and regular visitors, of the need to safeguard all young people and of their responsibilities in identifying and reporting possible cases of abuse without delay;

• Emphasise the need for good communication between all BEK trainers, staff, volunteers, and trustees in matters relating to safeguarding;

• Develop a structured procedure that will be followed by all members of the BEK Community in cases of suspected abuse;

• Work openly and in partnership with sports clubs, schools and parents in relation to young people’s protection or safeguarding concerns;

• Support all young people's development in ways that will foster security, confidence and independence; 

• Promote safe practice and challenge poor and unsafe practice; 

• Ensure that all adults working within BEK programmes have been checked as to their suitability to work with young people, in line with current guidance;;

BEK will endeavour to safeguard young people and vulnerable adults by:

• Adopting young people’s protection guidelines through procedures and a code of conduct for the BEK Community

• Where appropriate, sharing information about safeguarding and good practice with sports teams, school and the BEK Community

• Sharing information about concerns with agencies who need to know, and involving responsible adults within sports teams and /schools and young people appropriately

• Using appropriate practices for recruitment and selection of trainers, staff and volunteers and reference checking in all circumstances to ensure that any person recruited to the BEK Community, is suited to work directly and indirectly with young people

• Providing effective management for trainers, staff and volunteers through support and safeguarding training prior to undertaking any role withing BEK and thereafter, at least every eighteen months 

• Promote safe practice and challenge poor and unsafe practice; 

• We are committed to reviewing our policy and good practice at regular intervals and at least once every 12 months.

WHAT THE BEK COMMUNITY SHOULD LOOK OUT FOR WHEN WORKING WITH YOUNG PEOPLE

It is important that all trainers, staff and volunteers, are aware of the signs of abuse and neglect so that they are able to identify cases of young people who may be in need of help or protection. We recognise that knowing what to look for is vital to the early identification of all of the above. Trainers, staff and volunteers working with young people are advised to maintain an attitude of 'it could happen here' where safeguarding is concerned. When concerned about the welfare of a young person, trainers, staff and volunteers should always act in the interests of the young person.

BEK are committed to sourcing appropriate additional training on what to be aware of for those trainers, staff and volunteers who request this.

CONFIDENTIALITY

We recognise that matters related to safeguarding of a young person is of a confidential nature. The DSL (or Deputy) will therefore share detailed information about a young person with trainers, other staff members, trustees and /volunteers on a need-to-know basis only.

All trainers, staff and volunteers must be aware that they have a professional responsibility to share information with the DSL (or Deputy) and with other relevant agencies where necessary to safeguard and promote the welfare of young people.

All trainers, staff and volunteers must be aware that they cannot promise a young person that they will keep certain information secret if it puts the young person or, any other person, at risk.


CONTEXUAL SAFEGUARDING

Safeguarding incidents and/or behaviours can be associated with factors outside the BEK sessions and /programmes and/or can occur between young people outside BEK sessions and /programmes.

All trainers, staff and volunteers but especially the DSL (or Deputy) should be considering the context within which such incidents and/or behaviours occur. This is known as contextual safeguarding, which simply means assessments of young people should consider whether wider environmental factors are present in a young person’s life that are a threat to their safety and/or welfare.


ALLEGATIONS AGAINST MEMEBERS OF THE BEK COMMUNITY

We recognise that there will be occasions when a young person, or a parent, teacher, sports coach, or another person, may make an allegation against a BEK trainer, member of staff, volunteer or trustee. 

The term “allegations” refers to concerns reported or raised that might indicate a person has caused harm to a young person, acted in a way that created potential serious risk to a young person or would pose a risk of harm if they continue to work in regular or close contact with young people in their present position, or in any capacity. This means it has been alleged that a trainer, member of staff, volunteer or trustee has:

• behaved in a way that has, or may have, harmed a young person;

• possibly committed a criminal offence against or related to a young person; or

• behaved towards a young person or group of young people in a way that indicates he or she would pose a risk of harm to young people.

In this event the DSL must be informed, who is turn must inform the Chair of the Board of Trustees and make the appropriate referrals to the relevant local authority and/ police

If the allegation is against the DSL then the information must pass instead to the Chair of the Board of Trustees.

TRUSTEE BOARD INVOLVEMENT IN SAFEGUARDING

In line with Charity Commission guidance, the Trustee Board has the following responsibilities for ensuring effective safeguarding by BEK:

• Ensuring the charity has an adequate policy, code of conduct and procedures.

• Reviewing the policy on an annual basis and updating policy and procedures to ensure they are fit for purpose

• Regularly evaluating safeguarding training to ensure that it is current and relevant

• Identifying significant safeguarding risks and working to mitigate them as part of the Board’s wider responsibilities for risk management

• Reviewing any serious incidents or ‘near misses’ to ensure a culture of learning and sharing with regards to safeguarding exists within the organisation

• Ensuring all trustees, trainers, staff, volunteers, participants and wider stakeholders, are aware of how to raise a safeguarding concern. In addition, to ensure effective oversight, the Executive Director is required to inform the Trustee Board of any serious incidents or any allegations made against any member(s) of the BEK Community.

PEER TO PEER ABUSE

We recognise that young people are capable of abusing their peers. It is important to be conscious that any young person who is engaging in abusive behaviour towards others may have been subject to abuse from other young people or from adults.

Abusive behaviour can be displayed in a variety of ways and can consist of sexual abuse/activity; physical harm; emotional abuse and/or verbal abuse.

Young people who abuse others should be held responsible for their abusive behaviour, whilst being identified and responded to in a way which meets their needs as well as protecting others. In such incidences, BEK will follow guidance and local procedures issued by the relevant school/ sports club in relation to young people who abuse others and if applicable, make referrals to the local authority, and/or police as appropriate.

ON THE GROUND STRATEGY - OVERVIEW

• BEK work in partnership with sports clubs and schools and therefore follow their established referral routes for allegations regarding their young people.

• Generally, where a trainer, staff member or volunteer suspects that a young person is being abused they should disclose this to both a) the partner school’s/ sports club’s Designated Safeguarding Lead, and b) BEK’s DSL or Deputy.

• Where the school/sports club cannot be contacted and if BEK has knowledge of or a suspicion that a young person or is suffering significant harm or is at risk of significant harm, it has a duty to refer their concern to one of the statutory agencies – Local Authority, NSPCC or Police.

• All concerns must be logged with the DSL (or Deputy) as soon as possible. If in doubt, seek advice from the DSL (or Deputy).

• Confidentiality is of the utmost importance and incidents should only be discussed with the relevant persons ie the DSL (or Deputy).

• Every member of the BEK Community is to undergo an Enhanced Disclosure and Barring Service (DBS) check which is subject to review every two years.

ON THE GROUND STRATEGY - GUIDELINES

• Ensure BEK’s position on young people’s protection and safeguarding is readily available to anyone who should enquire and on the website.

• Operate an “open door” environment. Keep sports clubs and schools informed about what the trainers, staff and volunteers are doing. Advise school, sports clubs and any parents who enquire that all members of the BEK community are Enhanced DBS checked and trained in safeguarding.

• Establish procedures through which all complaints or concerns can be voiced and dealt with confidentially.

• Monitor staff and volunteer training needs and ensure they are kept up to date with safeguarding training.

• When recruiting new staff whether they are volunteers or paid staff, ensure correct procedures are adopted in the advertising and selection process.

• Ensure all members of the BEK Community with access to young people agree to undergo enhanced DBS checking.

• Ensure all member of the BEK Community complete the SAFCIC in line Safeguarding course or such other safeguarding training as BEK may require from time to time. 

CODE OF CONDUCT

All members of the BEK community should:

• Treat all young people with respect 

• Provide an example of good conduct you wish others to follow

• Ensure that whenever possible there is more than one adult present during BEK programme sessions, or at least that you are within others’ sight or hearing

• Respect a young person’s right to personal privacy and encourage young people to feel comfortable and caring enough to point out attitudes or behaviours they do not like

• Remember that someone else might misinterpret your actions, no matter how well intentioned

• Be aware that even physical contact with a young person may be misinterpreted

• Adopt extra caution when discussing sensitive issues with young people

• Challenge unacceptable behaviour and report allegations and suspicions of abuse

RESPONDING TO ALLEGATIONS OF ABUSE

It is the responsibility of the DSL (or Deputy) to deal with allegations or suspicions of abuse. Everyone at BEK must be aware that the DSL or Deputy should always be informed of any concerns about a young person being abused.

GUIDELINES FOR INFORMING:

1. If the DSL is contactable, always refer to him/her in the first instance. If he/she is not available please try and contact the Deputy. If neither are available, contact the Designated Safeguarding Lead at the relevant partner school or sports club.

 2. If a young person is in immediate danger call the police

3. If the DSL or Deputy is not contactable, remember that you are not qualified to determine whether or not abuse has taken place – that is the responsibility of the Local Authority and/or police. Your responsibility is to inform them. 

4. It is the responsibility of the DSL to contact the Local Authority or go directly to the police if out of hours. Take the name and designation of the Local Authority member of staff or police officer and follow this up with confidential written confirmation within 24 hours of receiving the allegation. The legal principle that the ‘welfare of the young person is paramount’ means that considerations of confidentiality which might apply to other situations in the organisation, should not be allowed to override the right of young people to be protected from harm. Confidentiality should be maintained on a strictly “need to know” basis and any relevant documentation stored in a secure place with access available to designated people only. For further information see Data Protection Policy. 

KEY CONTACTS

Designated Safeguarding Lead –Debra Fox
M:07779302216
E:
 

Deputy Designated Safeguarding Lead – Nick Brown
M: 07710844229
E:

NSPCC helpline number 0800 1111
Police: 999 (in an emergency) 

Next review date for Young Person’s policy:  01.02.2021
Last reviewed
30.12.19 -Debra Fox

BEK Development Sessions are delivered free of charge to schools and sports teams on the understanding that all costs (excluding venue hire) are met by the BEK, a registered charity.In order to protect charitable funds, in the event of any school or team cancelling any Development Session without prior and reasonable notice (or in circumstances where cancellation pertains to an entire season following the agreement to participate in BEK Development) the following charges will apply:

PER SESSION

Cancellation Period
Cancellation Cost
<24 hours
£200
During delivery week but > 24 hours
£100
Ahead of next delivery week
£0

Notwithstanding BEK’s right to apply cancellation charges, in the event of any cancellation arising as a result of unforeseen and exceptional circumstances and only where BEK is able to offer a re-scheduled session (subject to trainer availability) and within the same delivery week, charges may be waived at the discretion of BEK and only in circumstances where additional charitable costs can be avoided.

Cancellation charges are based on the costs to the charity arising from contractual obligations in relation (but not exclusively) to the costs of trainer recruitment, training and session preparation.

In the event of BEK being required to cancel any Development Session, BEK will endeavour to give reasonable notice, and wherever possible, to re schedule any session cancelled within the relevant delivery week period.

Should the number of BEK participants attending a session be 6 or below (the ‘minimum number’), BEK reserves the right to cancel the session and for cancellation charges to be levied in accordance with the above policy. This right remains whether BEK is advised in advance of the numbers being at the minimum level and / or whether the minimum number transpires at the time of the session.

PER SEASON

Cancellation Period
Cancellation Cost
Requested by team
£200 per remaining session

COVID-19 NOTICE

During any times where restrictions apply as a result of Covid-19, BEK will apply discretion to its charges and policies to act in line with Government guidelines and will endeavour to act reasonably and in the best interests of the charity and the young people we serve.