1. Purpose of the Policy

Sport with a Smile is committed to safeguarding and promoting the welfare of all children attending our sports and holiday camps. This policy sets out clear expectations regarding the use of mobile phones and wearable devices to protect children, staff and visitors.

This policy applies to all staff, volunteers, visitors and children attending Sport with a Smile camps.

2. Safeguarding Principles

• The safety and welfare of children is our priority at all times.

• Mobile phones and wearable devices must never be used in a way that compromises safeguarding.

• The taking of photographs or videos of children is strictly controlled.

3. Mobile Phones – Staff and Volunteers

• Staff and volunteers should keep personal mobile phones out of sight and not on their person during camp sessions.

• Mobile phones may only be used:

  • during breaks and away from children, or

  • in an emergency, or

  • with permission from the Camp Leader for work-related reasons.

• Staff must never use personal phones to:

  • take photos or videos of children

  • communicate with children or parents unless authorised

Any work-related communication or photography will be carried out using authorised devices only.

4. Wearable Devices – Staff and Volunteers

Wearable technology includes devices such as smart watches, fitness trackers, or devices with camera, video or audio recording capabilities.

• Wearable devices capable of taking photos, videos or audio recordings must not be worn during camp sessions.

• Basic fitness trackers or watches without recording features may be worn.

• If there is any doubt, staff should remove the device or seek guidance from the Camp Leader.

5. Mobile Phones & Devices – Children

• Children should not bring mobile phones or smart devices to camp unless agreed in advance with parents/carers.

• If a child does bring a mobile phone, it must be:

  • handed to staff for safe storage, or

  • used only with permission and supervision.

• Sport with a Smile accepts no responsibility for loss or damage to personal devices brought to camp.

6. Visitors and Parents

• Visitors and parents/carers are not permitted to take photographs or videos of children while on site.

• Mobile phone use by visitors should be limited to essential purposes only.

• Any breach of this rule will be addressed immediately by staff.

7. Photography and Video Recording

• Photographs and videos of children may only be taken using authorised devices and in line with parental consent recorded via our booking system.

• Images are used only for approved purposes such as marketing or celebration of activities.

• Children without consent will never be photographed or filmed.

8. Storage and Data Protection

• All authorised images and videos are stored securely.

• Images are not stored on personal devices.

• All use of images complies with our GDPR & Data Protection Policy.

9. Breaches of the Policy

Any breach of this policy will be:

• taken seriously

• recorded by the Camp Leader

• managed in line with safeguarding and disciplinary procedures

Serious breaches may result in removal from site and further action.

10. Policy Review

This policy will be reviewed annually or following any incident or change in guidance. Last reviewed: (Jan 2026)

11. Declaration

Sport with a Smile is committed to maintaining a safe and professional environment where mobile phones and wearable devices are used responsibly and appropriately.

Sport with a Smile is committed to providing a safe, inclusive and welcoming environment for all children, families, staff and visitors. We value diversity and work to ensure that no individual is treated unfairly or discriminated against.

This form supports our commitment to equality, diversity and inclusion and helps us meet the individual needs of children attending our camps.

1. Our Commitment to Equality

Sport with a Smile does not discriminate on the grounds of:

• disability or special educational needs

• gender or gender reassignment

• race, ethnicity or nationality

• religion or belief

• sexual orientation

• family background or socio-economic status

We aim to ensure that every child has equal access to opportunities, activities and support while attending our camps.

2. Special Educational Needs and Disabilities (SEND)

We welcome children with Special Educational Needs and Disabilities (SEND) and work closely with parents/carers to provide appropriate support.

Camp SENCO

The designated SENCO for Sport with a Smile is:

Name: Dylan Krikler
Role: Special Educational Needs Coordinator (SENCO)

The SENCO is responsible for:

• liaising with parents/carers regarding individual needs

• supporting staff to implement reasonable adjustments

• promoting inclusive practice across all activities

• monitoring children’s wellbeing and participation

3. Child Support Information (to be completed by parents/carers)

To help us support your child effectively, please provide details below (if applicable):

Does your child have any special educational needs or disabilities?
☐ Yes ☐ No

If yes, please provide details:

• Nature of need (e.g. ASD, ADHD, sensory needs, learning difficulties):

• Strategies that work well for your child:

• Triggers or things that your child may find challenging:

• Support currently in place (if any):

4. Reasonable Adjustments

Where possible, Sport with a Smile will make reasonable adjustments to ensure children can participate fully in activities. This may include:

• adapting activities

• providing additional guidance or reassurance

• allowing sensory breaks

• flexible approaches to participation

All adjustments are considered on an individual basis in partnership with parents/carers.

5. Staff Training and Experience

Staff working with children with additional needs are supported through:

• safeguarding training

• experience working with children with SEND

• guidance from the SENCO

6. Monitoring and Review

We regularly review our inclusive practice to ensure we continue to meet the needs of all children attending our camps.

7. Declaration

Sport with a Smile is committed to promoting equality of opportunity and inclusive practice for every child.

Last reviewed: (Jan 2026)

1. Purpose of the Policy

Sport with a Smile is committed to safeguarding and promoting the welfare of all children attending our sports and holiday camps. This Visitor Policy sets out clear procedures for managing visitors on site to ensure children’s safety and wellbeing at all times.

This policy applies to all visitors to Sport with a Smile camps, including parents/carers, contractors, venue staff, inspectors and other professionals.

2. Definition of a Visitor

A visitor is anyone who is not a registered child attending the camp or an authorised member of staff/volunteer, including but not limited to:

• Parents or carers

• Venue staff or contractors

• External coaches or professionals

• Inspectors or advisors

3. General Visitor Principles

• Children’s safety and safeguarding are always the priority.

• Visitors are not permitted unsupervised access to children.

• All visitors must follow staff instructions while on site.

• Visitors must act in a professional and appropriate manner at all times.

4. Visitor Access to Camps

Parents and Carers

• Parents/carers are welcome at drop-off and pick-up times only, unless prior permission has been given by the Camp Leader.

• Parents/carers are not permitted to remain on site during camp sessions unless invited or required for specific reasons.

• Any concerns or messages should be shared directly with a member of staff.

Other Visitors

• All non-parent visitors must have a valid reason for being on site.

• Visitors must report to the Camp Leader on arrival.

• Visitors must not interact with children unless authorised and supervised by a member of staff.

5. Identification and Supervision

• Visitors may be asked to provide identification where appropriate.

• All visitors must be supervised at all times while on site.

• Visitors must not take photographs or videos of children under any circumstances.

6. DBS and Safeguarding Checks

• Visitors who require regular or unsupervised access to children will be subject to appropriate safeguarding checks, including an Enhanced DBS with Children’s Barred List, where applicable.

• Visitors without the appropriate checks will not be left alone with children.

7. Confidentiality and Data Protection

• Visitors must respect the confidentiality of all children, families and staff.

• No personal information about children may be shared with visitors.

• Any information seen or heard while on site must remain confidential.

8. Photographs and Mobile Phones

• Visitors are not permitted to take photographs or videos of children.

• Mobile phone use should be kept to a minimum while on site.

• Any breach of this rule will be addressed immediately.

9. Professional Conduct

Visitors are expected to:

• follow safeguarding guidance at all times

• communicate respectfully with staff and children

• comply with health and safety requirements

Any visitor behaving inappropriately or failing to follow this policy may be asked to leave the site immediately.

10. Emergencies

In the event of an emergency:

• visitors must follow staff instructions

• visitors may be asked to leave the site to support evacuation or safeguarding procedures

11. Breaches of the Policy

Any concerns regarding visitor behaviour will be:

• recorded by the Camp Leader

• managed in line with Sport with a Smile safeguarding procedures

• escalated where necessary

12. Policy Review

This policy will be reviewed annually or following any incident or change in guidance. Last reviewed: (Jan 2026)

13. Declaration

Sport with a Smile is committed to maintaining a safe, welcoming and secure environment for all children attending our camps. This Visitor Policy forms part of our wider safeguarding framework.

1. Introduction

Sport with a Smile is committed to protecting the personal data and privacy of children, parents/carers, staff and volunteers. This policy explains how we collect, store, use and protect personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy applies to all personal data processed in relation to our sports camps, holiday camps and activities.

2. Who We Are (Data Controller)

Sport with a Smile is the Data Controller for the personal data we collect and process.

For any data protection queries, concerns or requests, please contact:

Data Controller: Sport with a SmileContact email: sportwithasmile@gmail.com

3. What Personal Data We Collect

We collect and process the following types of personal data:

Children

• Full name

• Date of birth / age

• Medical information (e.g. allergies, conditions, medication)

• Emergency contact details

• Photo/video consent preferences

Parents / Carers

• Names

• Contact details (email, phone number)

• Booking and payment information (processed securely via ClassForKids)

Staff / Volunteers

• Contact details

• Employment and recruitment information

• DBS status (not DBS certificate details)

• Training records

4. How We Collect Data

All parent and child data is collected securely via ClassForKids, our online booking and management system. Parents/carers enter information directly into the system, including:

• medical information

• emergency contact details

• consent for photographs and videos

ClassForKids is password-protected and only accessible by the owner of Sport with a Smile.

5. Lawful Basis for Processing Data

We process personal data under the following lawful bases:

• Consent – e.g. photo/video consent provided by parents

• Legal obligation – safeguarding, health and safety requirements

• Vital interests – medical information needed to protect a child’s health

• Legitimate interests – running safe, organised sports camps

Parents may withdraw consent for photos/videos at any time via ClassForKids or by contacting us.

6. How We Use Personal Data

We use personal data to:

• manage bookings and attendance

• ensure children’s health, safety and welfare

• contact parents/carers when necessary

• respond appropriately to medical or emergency situations

• comply with safeguarding and insurance requirements

Medical information is only accessed when necessary and shared strictly on a need-to-know basis with relevant staff.

7. Photographs and Videos

Photo and video consent is managed through ClassForKids. Parents/carers actively tick whether they consent to images of their child being taken.

Images are used only for:

• marketing and promotional purposes (e.g. website, social media)

• celebrating participation in Sport with a Smile activities

Children without consent will not be photographed or filmed. Images are stored securely and never shared with third parties without consent.

8. Data Storage and Security

• All digital data is stored securely within ClassForKids

• Access is password-protected and restricted to authorised users only

• Strong passwords are used and kept confidential

• Paper records (if any) are stored securely and locked away

We take reasonable steps to protect personal data from loss, misuse, unauthorised access or disclosure.

9. Data Retention

We only keep personal data for as long as necessary:

• Booking and attendance records: retained for up to 3 years

• Medical and consent information: retained only for the duration of the camp and a short period afterwards

• Accident and incident records: retained in line with insurance requirements

Data is securely deleted once it is no longer required.

10. Data Sharing

We do not sell or share personal data with third parties.

Data may be shared only when:

• required by law

• necessary for safeguarding or medical emergencies

• requested by regulatory or safeguarding authorities

11. Individual Rights

Under UK GDPR, individuals have the right to:

• access their personal data

• request correction of inaccurate data

• request deletion of data (where applicable)

• restrict or object to processing

• withdraw consent at any time

Requests can be made by contacting us using the details above. We will respond within one month.

12. Data Breaches

In the unlikely event of a data breach, Sport with a Smile will:

• assess the risk

• take immediate steps to secure data

• report to the Information Commissioner’s Office (ICO) if required

• inform affected individuals where appropriate

13. Policy Review

This policy will be reviewed annually or when there are changes to how we process personal data. Last reviewed: (Jan 2026)

14. Declaration

Sport with a Smile is committed to handling personal data responsibly, lawfully and transparently to protect the privacy and safety of all children, families and staff involved in our camps.

(Early Years, Compulsory & Voluntary Childcare Registers)

Setting: Sport With A Smile holiday camps
Venue: North West London Jewish Day School
Last updated: Jan 2026
Next review: Jan 2027

1. Purpose

The purpose of this policy is to promote positive behaviour and ensure that all children attending Sport With A Smile activities feel safe, respected, and supported. We recognise that children learn best in a calm, inclusive, and well-managed environment.

This policy applies across Early Years, Compulsory and Voluntary Childcare Registers and reflects EYFS safeguarding and welfare requirements.

2. Our Approach to Behaviour

Sport With A Smile adopts a positive behaviour management approach, which focuses on:

• Encouraging good behaviour through praise and positive reinforcement

• Supporting children to understand expectations

• Helping children manage emotions appropriately

• Promoting kindness, teamwork, and respect

We recognise that behaviour is a form of communication and that children may display challenging behaviour when they are tired, overwhelmed, or struggling to express themselves.

3. Expectations for Children

Children attending Sport With A Smile activities are encouraged to:

• Treat others with kindness and respect

• Follow instructions given by staff

• Take care of equipment and the environment

• Use appropriate language and behaviour

Expectations are communicated clearly, age-appropriately, and consistently by all staff.

4. Strategies to Promote Positive Behaviour

Staff will:

• Build positive relationships with children

• Model calm, respectful behaviour

• Use clear routines and structure

• Give clear, simple instructions

• Praise effort, cooperation, and positive choices

• Offer choices where appropriate

• Use distraction or redirection to de-escalate situations

For younger children, including those in the EYFS age range, staff will provide additional emotional support and reassurance.

5. Responding to Challenging Behaviour

When challenging behaviour occurs, staff will:

1. Remain calm and speak to the child at their level

2. Acknowledge the child’s feelings

3. Explain why the behaviour is not acceptable

4. Support the child to make a better choice

Time away from activities may be used briefly to help a child calm down, but children will never be isolated or excludedas a form of punishment.

6. Prohibited Practices

The following are not permitted under any circumstances:

• Physical punishment

• Threats or intimidation

• Shouting at children

• Humiliation or ridicule

• Deprivation of food, drink, rest, or toileting

• Forced isolation or exclusion

Any use of inappropriate behaviour management will be treated as a safeguarding concern.

7. Supporting Individual Needs

Sport With A Smile recognises that some children may require additional support.

Where appropriate, staff will:

• Work with parents/carers to understand individual needs

• Adapt activities to support inclusion

• Provide consistent strategies and reassurance

• Seek advice from the DSL where behaviour causes concern

Children with SEND will be supported in line with their individual needs.

8. Recording and Reporting

Significant or repeated incidents of challenging behaviour will be:

• Recorded factually

• Shared with the Camp Manager or DSL

• Discussed with parents where appropriate

Behaviour records will be stored securely and used to inform future support strategies.

9. Role of Staff and Volunteers

All staff and volunteers are responsible for:

• Following this policy

• Managing behaviour consistently

• Modelling positive behaviour

• Seeking support when needed

Volunteers are supported and supervised at all times and must follow staff guidance when managing behaviour.

10. Review

This policy will be reviewed annually or sooner if required due to changes in guidance or following a significant incident.

Designated Safeguarding Lead:
Dylan Krikler
Contact: 07873 492277
sportwithasmile@gmail.com

All staff and volunteers must read and follow this Behaviour Management Policy as part of their safeguarding responsibilities.

(Early Years, Compulsory & Voluntary Childcare Registers)

Setting: Sport With A Smile holiday camps
Venue: North West London Jewish Day School
Last updated: October 2025
Next review: October 2026

1. Purpose

Sport With A Smile is committed to providing a high-quality, safe, and positive experience for all children and families. We recognise that concerns or complaints may arise and welcome feedback as an opportunity to improve our service.

This procedure sets out how complaints will be managed fairly, promptly, and transparently, in line with Ofsted requirements for Early Years, Compulsory and Voluntary Childcare Registers.

2. Scope

This procedure applies to all complaints made by parents, carers, or members of the public relating to:

• The care or safety of children

• Staff conduct or professionalism

• Health and safety

• Policies, procedures, or service delivery

Safeguarding concerns must be managed in line with the Safeguarding & Child Protection Policy.

3. Informal Resolution

Where possible, concerns should be raised initially with the Camp Manager.

Many issues can be resolved quickly and informally through discussion. The Camp Manager will:

• Listen carefully to the concern

• Take the issue seriously

• Seek to resolve the matter promptly

A written record may be kept if appropriate.

4. Formal Complaints

If a complaint cannot be resolved informally, or the complainant wishes to make a formal complaint:

• The complaint should be submitted in writing (email or letter)

• The complaint should include details of the concern and any relevant dates

Formal complaints will be:

• Acknowledged within 3 working days

• Investigated fairly and thoroughly

• Responded to in writing within 28 days

5. Investigation Process

The investigation will:

• Be led by the Camp Manager or DSL where appropriate

• Involve gathering relevant information

• Be conducted confidentially and impartially

The written response will outline:

• The outcome of the investigation

• Any actions taken

• Any learning or improvements identified

6. Complaints Involving Safeguarding or Staff Allegations

If a complaint:

• Raises safeguarding concerns, or

• Involves an allegation against a member of staff or volunteer

It will be managed in line with the Safeguarding & Child Protection Policy, including referral to the Local Authority Designated Officer (LADO) or other external agencies where required.

Such matters will not be handled solely through this complaints procedure.

7. Record Keeping

Sport With A Smile will:

• Maintain a written record of all complaints

• Record the outcome and actions taken

• Retain records securely

Records will be made available to Ofsted upon request.

8. Escalation to Ofsted

Parents and carers have the right to raise concerns directly with Ofsted if they feel a complaint has not been handled appropriately.

Ofsted contact details:
Ofsted, Piccadilly Gate Store Street Manchester M1 2WD

Telephone: 0300 123 1231
Website: www.gov.uk/ofsted

9. Review

This procedure is reviewed annually or sooner if required due to changes in guidance or following a significant complaint.

Designated Safeguarding Lead:
Dylan Krikler
Contact: 07873 492277
sportwithasmile@gmail.com

This Complaints Procedure is available to parents and carers and must be followed by all staff and volunteers.

(Early Years, Compulsory & Voluntary Childcare Registers)

Last updated: Jan 2026
Next review: Jan  2027 (or sooner if guidance changes)

1. Statement of Intent

Sport With A Smile is fully committed to safeguarding and promoting the welfare of all children and young people. We believe every child has the right to enjoy activities in a safe, positive, and inclusive environment, free from harm, abuse, or neglect.

Safeguarding is everyone’s responsibility. All staff, coaches, contractors, and volunteers share a duty to protect children and act in the child’s best interests at all times.

Sport With A Smile operates on the premises of North West London Jewish Day School and follows the school’s site policies on Health & Safety, Fire Safety, First Aid, and Site Access. Our safeguarding arrangements are designed to complement and align with those of the host school to ensure consistency and child safety across the site.

Safeguarding practice follows relevant statutory guidance, including Working Together to Safeguard Children.

2. Purpose of the Policy

The purpose of this policy is to:

• Set out Sport With A Smile’s approach to safeguarding and child protection

• Clarify roles and responsibilities in relation to safeguarding

• Ensure all adults working with children understand how to recognise and respond to concerns

• Promote a culture of vigilance, accountability, and safe practice

3. Scope

This policy applies to all individuals involved in Sport With A Smile activities, including:

• Staff and coaches

• Volunteers and young volunteers (aged 16–17)

• Contractors and external providers

• Parents and guardians (where relevant)

It covers all Sport With A Smile programmes, including holiday camps, after-school clubs, coaching sessions, and events.

4. Designated Safeguarding Lead (DSL)

The Designated Safeguarding Lead (DSL) has overall responsibility for safeguarding and child protection within Sport With A Smile.

Designated Safeguarding Lead: Dylan Krikler
Email: sportwithasmile@gmail.com
Phone: 07873 492277

The DSL is responsible for:

• Receiving and responding to safeguarding concerns

• Making referrals to children’s services, the LADO, or the police where required

• Maintaining secure safeguarding records

• Providing advice and guidance to staff

• Ensuring safeguarding procedures are implemented consistently

In the absence of the DSL, safeguarding concerns must still be escalated without delay in line with this policy.

5. Key Safeguarding Principles

• The welfare of the child is paramount

• All children, regardless of age, gender, ability, culture, religion, or background, have the right to equal protection

• Safeguarding is everyone’s responsibility

• Children are listened to and taken seriously

• We work in partnership with parents, schools, and external agencies to safeguard children

6. Safer Recruitment & Vetting

Sport With A Smile follows safer recruitment practices to ensure that only suitable adults work with children.

DBS Requirements by Role

• Enhanced DBS with Children’s Barred List: Required for all staff and regular volunteers engaged in regulated activity

• Supervised or occasional helpers: At minimum, a Basic DBS (or Enhanced without barred list depending on duties). These individuals are always supervised, never alone with children, and do not carry out one-to-one or intimate care tasks.

No Unsupervised Work Until Checks Are Complete

• No individual may work unsupervised or in regulated activity until all required checks are completed

• Individuals awaiting checks may shadow only, under line-of-sight supervision, in public areas

Pre-Engagement Checks (All Roles)

• Identity verification and right to work

• Employment history review and explanation of gaps

• References (including from child-related roles where applicable)

• Self-disclosure of relevant criminal history

• Verification of relevant qualifications (e.g. first aid, coaching)

Record Keeping

A Single Central Record / Staff DBS & Training Log is maintained, recording DBS status, training dates, role restrictions, and Update Service information where applicable.

Contractors & External Providers

Written assurance of safeguarding suitability and DBS status is obtained, and individuals are briefed on the Code of Conduct and site procedures before working with children.

Young Volunteers (Aged 16–17)

Young volunteers are treated as staff for safeguarding purposes, are not counted in ratios, and are always supervised.

(Early Years, Compulsory & Voluntary Childcare Registers)

Setting: Sport With A Smile holiday camps
Venue: North West London Jewish Day School
Last updated: Jan 2026
Next review: Jan 2026

1. Statement of Intent

Sport With A Smile is committed to providing a safe and healthy environment for all children, staff, volunteers, and visitors. We recognise our responsibility to minimise risk, prevent accidents, and promote wellbeing at all times.

This policy sets out our approach to health and safety management and applies across Early Years, Compulsory and Voluntary Childcare Registers, in line with Ofsted safeguarding and welfare requirements.

2. Responsibilities

Management Responsibilities

The Camp Manager and Designated Safeguarding Lead (DSL) are responsible for:

• Ensuring health and safety procedures are implemented and followed

• Carrying out and reviewing risk assessments

• Ensuring staff understand emergency procedures

• Ensuring appropriate first aid provision

• Liaising with the host school regarding site safety

Staff & Volunteer Responsibilities

All staff and volunteers must:

• Take reasonable care of their own health and safety and that of others

• Follow health and safety procedures at all times

• Report hazards, accidents, or near misses immediately

• Use equipment safely and as instructed

3. Site Safety & Environment

Sport With A Smile operates on the premises of North West London Jewish Day School and follows the school’s policies on:

• Health & Safety

• Fire Safety

• First Aid

• Site Access and Security

Staff must familiarise themselves with site-specific procedures, including:

• Entry and exit points

• Restricted areas

• Emergency evacuation routes

4. Risk Assessment

• Risk assessments are completed daily and reviewed throughout the day

• Additional risk assessments are carried out for new activities, outings, or changes to the environment

• Identified risks are addressed immediately, and activities adapted where necessary

A separate Risk Assessment Process and Template supports this policy.

5. Supervision & Ratios

• Appropriate staff-to-child ratios are maintained at all times

• Children are supervised appropriately during activities, transitions, breaks, and toileting

• Staff positioning is used to ensure effective supervision of all areas

6. Fire Safety & Emergency Procedures

• Staff are trained in fire evacuation procedures

• Fire exits are kept clear at all times

• Fire drills are practised where appropriate

• Emergency evacuation procedures follow host school guidance

In the event of an emergency, staff will prioritise children’s safety and follow agreed procedures.

7. Accidents, Incidents & Near Misses

• All accidents and incidents are responded to immediately

• A qualified first aider will provide appropriate care

• Accidents and incidents are recorded accurately

• Parents are informed as appropriate

• Near misses are reported to help prevent future incidents

Serious incidents will be reported to relevant authorities in line with statutory guidance.

8. Equipment & Activities

• Equipment is checked daily for safety and suitability

• Damaged or unsafe equipment is removed immediately

• Activities are age-appropriate and risk assessed

• Children are instructed on safe use of equipment

9. Hygiene & Infection Control

• Good hygiene practices are promoted

• Handwashing is encouraged regularly

• Areas and equipment are kept clean

• Staff follow procedures when dealing with bodily fluids

Children who are unwell will be supported appropriately, and parents contacted where necessary.

10. Visitors & Contractors

• Visitors and contractors are required to follow site safety procedures

• Contractors working with children must provide appropriate safeguarding assurances

11. Monitoring & Review

This policy is reviewed annually or sooner if required due to changes in guidance, incidents, or operational needs.

Designated Safeguarding Lead: Dylan Krikler
Contact: 07873 492277
sportwithasmile@gmail.com

All staff and volunteers must read and follow this Health & Safety Policy as part of their safeguarding responsibilities.