Policies & Safeguarding
Our approach to safeguarding, safety, wellbeing and professional standards in sport.
We aim to provide safe, inclusive and enjoyable sporting experiences. Explore our public policies below or download a PDF.
Safeguarding concern? Contact our safeguarding lead at contact@unmatchedcoaching.com. If a child is in immediate danger, call 999. During school sessions, also report concerns to the school’s designated safeguarding lead.
Internal records are not published here. Child-specific safeguarding forms, detailed school emergency sheets, staff vetting records and confidential risk assessments are held securely and made available only where appropriate.
Download Safeguarding & Child Protection (PDF)
Safeguarding and Child Protection Policy
Public policy - all Unmatched Coaching school-based sessions
UNMATCHED COACHING LTD. Version 1.1
Document owner: Unmatched Coaching Ltd
1. Purpose and approach
Unmatched Coaching Ltd is committed to protecting every child from harm, abuse, neglect and exploitation. The child's safety and welfare come first. This policy applies to directors, coaches, contractors and anyone representing Unmatched in school-based activities. We follow relevant national guidance, including Keeping Children Safe in Education and DfE guidance for out-of-school settings, alongside host schools' safeguarding arrangements.
2. Responsibility and contacts
Unmatched Coaching's safeguarding lead can be contacted at contact@unmatchedcoaching.com. During delivery on school premises, coaches must also use the host school's designated safeguarding lead (DSL) and its safeguarding reporting pathway. Coaches must know how to reach the DSL or duty safeguarding contact for each venue, including when the school day has ended.
When concerns relate to the safeguarding lead or cannot safely be reported internally, staff and parents may contact the relevant local authority children's social care service or Local Authority Designated Officer (LADO), as appropriate, and may contact police directly. Nobody is required to seek the safeguarding lead's permission to report a safeguarding concern externally. For immediate danger, call 999; otherwise make a prompt referral to children's social care or police as appropriate.
3. Recognising concerns
Concerns may arise from something a child says or shows, unexplained injury, changes in behaviour, bullying, online harm, exploitation, discriminatory abuse, neglect, or an adult's conduct. Staff should remain alert to SEND-related communication barriers and not assume that a child's additional needs explain away possible abuse.
4. What to do when worried
• Listen calmly and take the child seriously. Do not promise secrecy, ask leading questions, investigate or confront the person alleged to be responsible.
• If immediate harm is possible, protect the child, summon emergency services and contact the school's safeguarding arrangements without delay.
• Report a concern promptly to the school DSL and the safeguarding lead, or an independent route if the concern relates to the safeguarding lead or reporting internally is unsafe.
• Record the facts on a Safeguarding Concern Form as soon as practical, preferably the same day. Include date, time, child's actual words, observations, witnesses and who was informed; distinguish facts from opinion.
• Pass the record securely to the appropriate safeguarding lead. Do not rely on email alone for urgent concerns. Continue reporting or escalating if action is not taken and a child remains at risk.
5. Allegations about staff and low-level concerns
Any allegation that an adult may have harmed a child, committed an offence against a child, or posed a risk of harm must be reported promptly to the school's DSL and appropriate employer/organisation safeguarding lead, with LADO advice/referral as appropriate. Do not conduct your own investigation before consulting statutory safeguarding professionals. If the concern involves the safeguarding lead, contact the LADO or children's social care independently and follow the host school's procedure. Lower-level boundary concerns must also be recorded and responded to proportionately.
6. Staff suitability and standards
Coaches undergo suitable recruitment checks, enhanced DBS checks and barred-list checks where required for their role, references and suitability review before independent work. Unmatched's current operational rule is that a DBS result must be confirmed before any coaching or shadowing with children begins. All coaches complete induction, safeguarding training, KCSIE reading and refreshers; qualifications, training and first aid are tracked. Coaching is supervised and inappropriate conduct is addressed promptly.
7. Handover, safety and emergency arrangements
We agree venue-specific handover and collection arrangements with each school. Coaches maintain a register, account for children, follow the school's fire/lockdown procedures, and respond immediately to a child at risk or believed missing. Children remain supervised until a safe authorised handover. Where urgent support is needed and school staff are unavailable, call emergency services and/or children's social care as appropriate.
8. Records, information sharing and confidentiality
Paper concern forms are restricted safeguarding records, not ordinary coaching registers. They are handed securely to the appropriate DSL or sealed for authorised transfer and stored with restricted access. Details are shared only on a need-to-know basis, including with schools and statutory safeguarding bodies where necessary. Data protection law does not prevent appropriate information sharing to protect a child. Children and parents cannot be promised absolute confidentiality.
9. Publication, review and concerns
This policy is available to parents and schools on request or through our website. It is reviewed at least annually and sooner after an incident, significant operational change or guidance update. Concerns can be raised through contact@unmatchedcoaching.com or directly with the school's DSL or the relevant statutory authority.
10. Child-on-child harm and additional vulnerabilities
Harm between children is a safeguarding matter and must not be dismissed as ordinary rough play or banter. Staff must act on bullying, discriminatory abuse, sexual harassment, harmful sexual behaviour, intimidation, exploitation and online threats. Record the concern, safeguard any children involved and refer promptly to the school DSL and Unmatched safeguarding lead. Do not investigate the allegation independently.
Children with SEND, communication differences or additional vulnerabilities may need adapted approaches to being heard and supported. Staff must not assume signs of harm are explained by a disability or behaviour need.
11. Reporting about adults, concerns about practice and escalation
Allegations involving a person working with children are referred through the school and employing organisation safeguarding routes. The Local Authority Designated Officer (LADO) is consulted or informed where the allegation meets the relevant threshold; lower-level concerns are still recorded, assessed and addressed. Where an allegation concerns the director, staff may contact the school DSL, the LADO or children's social care directly and must not report only to the person concerned.
If the school DSL cannot be reached, does not act, or a child remains at risk, staff must contact children's social care or police directly. A coach must never wait for permission from a parent or manager to seek urgent protective help. Where statutory conditions are met for removal from regulated activity because of harm or risk of harm, Unmatched will make the required separate referral to the DBS.
Any staff member can speak up about safeguarding failures through the Whistleblowing Policy without fear of retaliation.
12. Keeping children safe during one-to-one contact
Most sessions involve groups. If a coach unexpectedly becomes alone with one child, they should remain observable, avoid secluded or locked rooms, inform an appropriate member of school staff or the director, and arrange a second suitable adult or safe handover where practicable. Children must never be left without appropriate supervision to obtain that help.
Personal messages, private social media contact and unapproved one-to-one transport are prohibited. Any concerning boundary situation is recorded and reported.
13. Missing child response
A child believed missing after entering our care is treated as an emergency. The coach must keep the remaining children appropriately supervised, raise the alarm, contact the host school and management, and arrange a proportionate immediate search by suitable adults. Staff must not leave the other children alone.
Following the DfE training recommendation, if a child aged five or under is believed missing from our care, call the police immediately. For any age, call 999 immediately where the child may be in danger; do not wait for parental agreement or a prolonged search. Inform parents without delaying police contact. Record a full incident chronology and follow the school emergency plan and the separate Missing Child Procedure.
14. Sharing information and continuous improvement
Safeguarding information is shared lawfully with appropriate agencies when needed to protect a child. Parental consent is not a universal precondition for sharing safeguarding concerns, and confidentiality cannot be promised absolutely. Records are secured separately from routine registers with an audit trail of access and transfer.
Staff receive induction, updates and relevant refresher training. This policy is reviewed annually and following a serious incident, relevant legislative change or change in provision. Parents, schools and staff can access the policy and safeguarding contact route.
Download Health, Safety & Risk Assessments (PDF)
Health, Safety and Risk Assessment Policy
Public policy - venue and activity safety
UNMATCHED COACHING LTD. Version 1.1
Document owner: Unmatched Coaching Ltd
1. Our approach
Unmatched Coaching takes reasonable steps to provide a safe environment for children, staff and visitors. Safety decisions take account of children's ages, abilities, needs, equipment, activities and each school's facilities. We work alongside the host school, which retains responsibility for its premises; this does not remove our responsibility for safe coaching practice.
2. Written assessments and session checks
A coach completes a written risk assessment at the start of each academic year using our general template adapted for the school, facilities, equipment and activities. the director reviews the assessment. Before each session, the coach checks the space and equipment and marks the risk-assessment confirmation box on the register. Significant new hazards are recorded and actions or restrictions put in place. Assessments are updated after changes, incidents or newly identified risks.
3. Equipment and activity safety
Coaches inspect equipment before use and remove unsafe or damaged items. Incidents, broken equipment and significant near misses are reported and centrally recorded. Sports equipment is cleaned termly and whenever visibly dirty or contaminated, with prompt appropriate cleaning following bodily-fluid contamination. All children receive age-appropriate instruction, warm-ups and clear safety expectations.
4. Group sizes and staffing
Staffing numbers are based on a dynamic risk assessment and the needs of the children. Our internal maximum per coach is 30 for a group consisting only of Year 1-6 pupils; where Reception pupils are included the maximum is 20 total children, of whom no more than 10 may be Reception pupils. These are internal ceilings, not a claim that a particular ratio is Ofsted-approved or safe for every activity. Smaller groups or extra staff are required when the assessment warrants it, including for gymnastics and higher-needs groups. Registration conditions and statutory requirements always override internal limits.
5. Weather, hydration and hygiene
Coaches encourage water breaks, increasing their frequency in heat or strenuous activity. They adapt intensity, location and duration for unsafe heat, cold, rain or poor ground conditions and may move indoors or cancel if safety cannot be maintained. Sports kit, footwear, tied-back hair and jewellery precautions are covered in our Parent Terms. Hygiene measures follow host-school requirements and any relevant public health advice.
6. Fire, evacuation and lockdown
We follow each school's established evacuation and lockdown procedures. In an evacuation, coaches safely move and account for children at the school's assembly point and will not allow re-entry until the school or emergency services confirm it is safe. In a lockdown, coaches follow school instructions, supervise and account for children, and do not release them until it is confirmed safe to do so. Coaches must know how instructions are communicated during out-of-hours clubs and who to contact if school staff are not immediately available.
7. Reporting and emergencies
Injury and incident reports are completed promptly. Serious concerns are notified to the school and the director and escalated to emergency services or regulators where legally required. In an emergency, children must remain supervised; a coach who becomes unwell must seek school assistance and arrange a safe handover rather than leaving children alone. Records are reviewed to identify patterns and improvements.
8. Statement of intent and responsibilities
Unmatched Coaching values active prevention, clear reporting and prompt action. We aim to deliver enjoyable physical activity while reducing avoidable injury, illness and risk through planning, staff training, suitable equipment and cooperation with each host school.
The director reviews risk assessments, insurance arrangements, training records and serious incident decisions. Each session coach is responsible for checking the venue and equipment, recording attendance, delivering first aid within their competence, following site evacuation and lockdown procedures, reporting hazards and incidents, and securing immediate help when required. The host school manages its premises and fire systems; Unmatched remains responsible for the safety of its own delivery and the children in its care.
Venue-specific checks must identify the method of contacting school staff after hours, the alarm or lockdown signal, escape routes, safe assembly arrangements and the approach if a coach is unable to continue supervising.
9. Making emergency arrangements available
We make information about our approach to fire safety, illness, safeguarding and collection available to parents and schools. Relevant staff are briefed at induction and whenever site arrangements change. Children are supported to understand instructions appropriate to their age.
Download First Aid, Medical & Illness (PDF)
First Aid Medical and Illness Policy
Public policy - health, accidents and medication
UNMATCHED COACHING LTD. Version 1.1
Document owner: Unmatched Coaching Ltd
1. First aid arrangements
Coaches hold appropriate, in-date first aid qualifications, including paediatric first aid as required by their role. Unmatched supplies first aid kits, which coaches check regularly. The school and parent are informed of significant injuries as appropriate. Emergency services are called without delay when necessary. Accident reports are completed, centrally monitored and shared with the parent, with a copy available on request.
2. Medical details and plans
Parents must provide accurate medical, allergy and SEND-related details when booking and update any changes. Relevant critical information is highlighted on the coach's register and handled confidentially. Where a child has specific medical needs, the coach, parent and school agree an individual plan covering triggers, access to medication, emergencies and any limitations needed for safe participation.
3. Medicines and emergency medication
Unmatched does not routinely administer ordinary medication. Where a child requires emergency treatment such as an inhaler or adrenaline auto-injector, staff follow an agreed medical plan, training and consent, and call for emergency help where needed. Essential medication must be accessible throughout the session; parent and school arrangements must be confirmed before attendance. If it is unavailable, parents and school are contacted to agree a safe solution, and the child may not participate until safe arrangements exist.
Any medicine administered by a coach, or taken by the child themselves during the session, is recorded with date, circumstances, person involved and consent details where applicable. Appropriate post-incident emergency and parent notifications are made.
4. Illness and infections
If a child has minor symptoms, a coach may supervise a short rest and monitor wellbeing until normal collection where safe. Where symptoms are significant, infectious, worsening or prevent safe participation, the parent is contacted for collection and the child remains supervised. Current public-health exclusion advice is followed where applicable.
5. Accidents and regulatory reporting
Coaches record all accidents and significant incidents, notify the director and inform the school where appropriate. The director decides whether RIDDOR or another regulator notification is required, consulting the host school as needed. If Ofsted-registered, serious childcare events must be reported through the relevant Ofsted process as soon as possible and within applicable deadlines. Reports are retained in accordance with our approved retention schedule.
6. Parent information and illness prevention
Parents should not send a child to a club when they have a significant infectious illness or are too unwell to take part safely. Coaches will follow applicable public health and school exclusion advice and contact a parent when early collection is appropriate.
Where a child reports a minor complaint without signs of significant illness, the coach may allow them to rest and monitor them safely until the end of the session. The child remains supervised; emergency treatment is not delayed where indicated.
Download Attendance, Handover & Collection (PDF)
Attendance Handover and Collection Policy
Public policy - safe handover before and after clubs
UNMATCHED COACHING LTD. Version 1.1
Document owner: Unmatched Coaching Ltd
1. Arrival and attendance
Each host school agrees how pupils move to club: direct classroom collection, school handover or supervised independent movement within school where agreed. A paper session register is the primary attendance record; a secure digital copy may support it. Responsibility begins when a child is received into Unmatched's care, not merely at an arbitrary clock time. Coaches account for expected attendees and follow the school's arrangements where a child does not arrive; suspected missing or endangered children are escalated immediately.
2. Collection and independent departure
At the end of the session, children are handed to a parent, guardian or previously authorised collector unless an appropriate written walk-home permission is held and checked. Alternative collectors must be notified in advance. If identity or authority is uncertain, coaches keep the child supervised while contacting the parent and school. A child who is 'young' under applicable childcare rules, up to 1 September after their fifth birthday, must not leave alone.
3. Late collection and emergencies
If collection is late, coaches attempt parent and emergency contacts and seek available school assistance. If the parent is uncontactable for an extended time or a safeguarding concern arises, the coach uses school DSL and children's social care procedures. No child is left unattended. A late fee may be charged only in line with clearly communicated, fair Parent Terms; a genuine emergency is considered individually.
4. Unregistered children and missing children
An unregistered child is not admitted to the activity until their booking and safeguarding details are verified; meanwhile the coach secures a safe handover to an appropriate adult. If a child in our care goes missing, the coach immediately alerts the school, searches only to the extent safe while maintaining adequate supervision of remaining children, contacts police where appropriate and notifies the safeguarding lead and parents in line with safeguarding advice. All actions and times are documented.
5. Suspected absence versus a missing child
If an expected child does not arrive before the agreed school-to-club handover, the coach checks the register and reports any specific concern through the school's handover or safeguarding process. Routine non-attendance does not automatically mean the child is missing from Unmatched's care.
If a child is unaccounted for after being received into Unmatched's care, the coach activates the Missing Child Procedure immediately. Other children remain supervised, school staff and the director are alerted, and the police are contacted promptly according to the risk. For children aged five or under believed missing from our care, our procedure requires an immediate police call. Parents are informed without holding up emergency assistance.
Download Behaviour, Inclusion & SEND (PDF)
Behaviour Inclusion and SEND Policy
Public policy - positive participation and equal access
UNMATCHED COACHING LTD. Version 1.0
Document owner: Unmatched Coaching Ltd
1. Inclusive coaching
Every child should be treated with respect and offered meaningful opportunity to participate. Activities may be adapted for age, disability, learning or communication differences, confidence, ability and individual needs. We work with parents and schools to agree reasonable adjustments and support plans, while acknowledging that the safety of the whole group must be managed.
2. Positive behaviour
Coaches give clear instructions, model respectful conduct, praise effort, provide suitable choices and use supervised calming space when needed. Bullying, harassment, discriminatory language and unsafe physical conduct are challenged promptly and dealt with proportionately. Physical intervention is not used as punishment; it may be used only where lawful, necessary and proportionate to prevent immediate harm and must be reported.
3. Concerns or repeated unsafe behaviour
The coach may adapt an activity, arrange school support, inform the director, discuss with parents or temporarily restrict a dangerous activity. Where risk remains unacceptable despite reasonable adjustments, a child's place may be suspended or ended after a fair individual review, with an appropriate financial remedy for undelivered sessions where required. Child welfare and safe collection always come first.
4. Feedback and complaints
Children and families may raise concerns without discrimination or retaliation. We respond using the Complaints Policy and share safeguarding concerns with the host school's DSL.
Download Complaints & Feedback (PDF)
Complaints and Feedback Policy
Public policy - parent and school concerns
UNMATCHED COACHING LTD. Version 1.1
Document owner: Unmatched Coaching Ltd
1. Raising a concern
Parents and schools can email contact@unmatchedcoaching.com or use the website enquiry form. Please provide the school, session, relevant date, what happened and the outcome sought. We welcome constructive feedback and aim to resolve issues promptly and fairly.
2. Our response times
We aim to acknowledge complaints within two working days. Our target for a substantive response is five working days; complex matters may take up to ten working days for an initial outcome where investigation is possible. We will explain a delay and keep the complainant updated. Safeguarding concerns are not held back by these administrative timescales.
3. Review and records
The director reviews complaints where appropriate, obtains relevant information, responds respectfully and documents any changes needed. Complaints about the director or safeguarding matters can be raised directly with the school DSL, the appropriate local authority services or statutory bodies. We retain a confidential complaint log and actions taken.
4. Regulatory arrangements
If and when Unmatched is registered on the Ofsted Childcare Register, covered parent complaints will be fully investigated, a written record kept for three years, and findings and action provided in writing if requested as soon as practicable and in any event within 28 days. Parents will also be given information about Ofsted's role. Ofsted does not generally arbitrate contractual refund disputes. Our legal duties and children's protection take priority.
5. Safeguarding and independent escalation
A complaint about suspected harm, abuse, neglect or unsafe adults is treated as a safeguarding concern immediately and is not deferred until the ordinary complaints deadline. Parents may contact the school safeguarding lead, local authority children's social care or the LADO where appropriate, or police in an emergency. A concern involving the director does not have to be referred to the director first.
Download Photography & Digital Devices (PDF)
Photography and Digital Devices Policy
Public policy - images, phones and online safety
UNMATCHED COACHING LTD. Version 1.0
Document owner: Unmatched Coaching Ltd
1. Photos and consent
We do not routinely photograph children during sessions. Any identifiable photography or video for promotional purposes requires separate, unbundled, opt-in parental consent and any relevant school permission. A refusal does not affect eligibility to attend. Consent can be withdrawn for future use; existing print materials or third-party copies may not always be retrievable.
2. Coaching devices and security
Coaches may use secured personal phones for lesson plans, approved digital register backup, and urgent contact with parents, schools or management. Personal phones must not be used to capture images of children. If an approved company device is used for images, storage, transfer and deletion must follow secure company arrangements; images must not be uploaded to personal accounts or shared via personal messaging groups.
3. Online communication and reporting
Coaches must not privately message children, add them as contacts or engage through personal social media accounts. Parent communications should use approved Unmatched channels. Any online safety or image misuse concern is reported promptly through safeguarding procedures and evidence preserved safely as advised.
Download Whistleblowing & Speaking Up (PDF)
Whistleblowing and Speaking Up Policy
Public-facing route for staff and others to raise serious concerns
UNMATCHED COACHING LTD. Version 1.1
Document owner: Unmatched Coaching Ltd
1. Purpose
We want staff, contractors, volunteers and others to raise genuine concerns about wrongdoing, unsafe practice, child protection failures, serious misconduct or improper concealment. A person does not need to establish proof before raising a reasonable concern and must not be discouraged from approaching appropriate external authorities.
2. Reporting routes
Ordinary concerns can be raised with the director at contact@unmatchedcoaching.com. If a concern involves the director, if internal reporting is unsafe, or if a response is inadequate, concerns may be raised directly with the host school's DSL, the local authority designated officer for allegations concerning adults working with children, children's social care, police or another relevant prescribed body. Immediate danger requires emergency action (999).
3. Handling reports
We will listen, keep an appropriate secure record, limit information to those who need it, seek advice and take proportionate action. Confidentiality will be protected as far as practicable but cannot be guaranteed where child welfare or law requires information sharing. We will not tolerate victimisation or retaliation for genuine protected disclosures; protection under whistleblowing law depends on the relevant legal criteria.
4. Safeguarding priority
Where a concern involves a child's safety, the Safeguarding Policy takes precedence: urgent matters must be referred immediately rather than waiting for an internal whistleblowing review.
5. Examples and protection for staff
Concerns may include a colleague ignoring signs of abuse, unsuitable one-to-one contact, falsification of a safety record, unsafe recruitment, or retaliation against someone who reports a problem.
Staff should raise a concern promptly and need not prove it before reporting. The director will assess and document reports fairly, protect confidentiality so far as possible and take appropriate corrective action. Workers who make qualifying protected disclosures have legal protections; anyone may contact relevant safeguarding authorities directly in accordance with the safeguarding policy.