Last Updated: 31-08-2025

Policy Statement

We are committed to ensuring a safe, supportive, and inclusive environment for all children attending our clubs. We recognise our legal and moral responsibility to safeguard and promote the welfare of children in all aspects of our services. This policy is informed by the guidance in Keeping Children Safe in Education (KCSIE), issued by the Department for Education. Safeguarding is everyone’s responsibility, and all concerns must be taken seriously and responded to promptly.

Scope of the Policy

This policy applies to all staff, including tutors, administrators, and anyone working on behalf of Code PI Limited. It outlines procedures for recognising, responding to, and reporting child protection concerns.

• Tutors: All tutors, whether part-time, full-time, freelance, or contracted, are included. They are often the closest to the students and play a crucial role in identifying and responding to safeguarding issues.
• Administrative Staff: This includes office staff, coordinators, and anyone involved in the day-to-day running of Code Pi Limited. Their involvement in safeguarding is essential, as they may handle sensitive information or be in positions to notice changes in student circumstances.
• Volunteers and Interns: Even those not employed directly but working within Code Pi Limited are bound by this policy. This ensures a consistent approach to safeguarding across all levels of the organization.
• External Contractors: Any external contractors or consultants working with Code Pi Limited must comply with this policy. They should be made aware of their responsibilities and the procedures they must follow.

Designated Safeguarding Lead (DSL)

• Designated Safeguarding Lead: Sakshi Jain
• Deputy DSL: Mayank Patni
• Email/Phone: ja************@***il.com; +44 7827 022593
  If a serious concern arises during sessions, we report it to the Designated Safeguarding Lead of the host school or contact the Local Authority Designated Officer (LADO) or Children’s Services.

Our Responsibilities

We commit to the following:

• Promoting a culture where children feel safe and are listened to.
• Ensuring that safeguarding is embedded in our club culture and procedures.
• Maintaining appropriate boundaries at all times with children.
• Acting on any concern immediately and professionally.

Safer Recruitment and Staff Conduct

Code Pi is dedicated to ensuring that all staff members, especially those in contact with children and vulnerable adults, are thoroughly vetted and suitable for their roles. Implementing rigorous background checks for all new hires, including Disclosure and Barring Service (DBS) checks in the UK, or equivalent checks in other jurisdictions. Additionally, we conduct reference checks from previous employers to verify the candidate’s qualifications and suitability for working with children and vulnerable adults. During the onboarding process, new staff will be introduced to our safeguarding policies and procedures. This ensures they are aware of their responsibilities from the very start.We ensure that all staff members have read and understood Annex A of Keeping Children Safe in Education (KCSIE). Under no circumstances should staff be alone with a child out of sight of others. Additionally, taking photographs or video recordings of children is strictly prohibited without prior parental consent.

Identifying and Responding to Concerns

Staff are aware of signs of abuse and neglect and are trained to respond appropriately. This includes changes in behaviour, physical signs of harm, and any disclosure made by the student.

• Physical Signs: Unexplained injuries such as bruises, burns, or fractures. Indicators of physical neglect may include poor hygiene, inappropriate clothing for weather conditions, and consistent hunger.
• Behavioural Changes: Sudden changes in behavior can be indicative of abuse. This may manifest as withdrawal, aggression, fearfulness, or a decline in academic performance. Behavioural changes may also include inappropriate sexual behavior or language for the child’s age.
• Emotional Indicators: Signs such as extreme anxiety, depression, or withdrawal could suggest emotional abuse. This might also include a child being overly eager to please adults or a reluctance to go home.
• Changes in Communication: A child’s disclosure of abuse is a critical sign. This may not always be direct and could come through hints or changes in storytelling or play.
• Neglect: Signs of neglect might include consistently being left alone without appropriate care, lack of supervision, or the absence of necessary medical or dental care.

If a child discloses a concern, or if we observe signs of possible abuse:

• We listen carefully, offer reassurance, and do not promise confidentiality.
• We record the concern factually and without delay.
• We report it to the host school’s Designated Safeguarding Lead (DSL), or if they are unavailable, to the Local Safeguarding Team.
• In an emergency, we contact Children’s Social Care or call 999 if a child is in immediate danger.

Online Safety

All are clubs are conducted in a controlled, offline or restricted-access online environment. During these sessions, we supervise all screen time, avoid use of open internet browsing or unsecured platforms, do not collect or share children’s personal information and promote respectful digital behaviour. 

When offering online tutoring, Code Pi commits to prioritizing student safety through a multi-faceted approach:

• Secure Video Conferencing Platforms: Usage of secure, reputable video conferencing tools with end-to-end encryption to protect the privacy and security of online sessions. Features like password protection, waiting rooms, and the ability to control screen sharing and participant entry will be utilized to maintain a secure learning environment.
• Monitoring Online Interactions: Tutors are trained to monitor and manage online interactions effectively. This includes recognizing inappropriate behavior, managing disruptions, and ensuring a respectful and safe online learning atmosphere.
• Data Protection Compliance: Adherence to data protection laws such as GDPR is crucial. We ensure that personal data of students and staff are handled securely and lawfully, with clear policies on data storage, usage, and sharing.
• Safe Communication Channels: Establishing safe and transparent channels for communication between tutors, students, and parents. This includes using official email addresses and avoiding personal contact through social media or unapproved platforms.

Child Code of Conduct

Children will be expected to:

• Treat others with respect.
• Follow instructions from staff.
• Use computers safely and responsibly.
• Misconduct or behaviour that poses a safety risk will be addressed directly with the child and parent/guardian.

Communication with Parents

Parents/guardians will:

• be provided with a copy of this safeguarding policy.
• complete a consent and emergency contact form before sessions begin.
• be informed of any incidents or concerns relating to their child.

Policy Review

This policy is reviewed annually, or sooner if there are changes in legislation or safeguarding procedures.