1. My commitment

The welfare of every young athlete I work with comes first. Every child has the right to be safe, and I will act on any concern about a child's safety, whoever it involves.

Scope.

This policy covers all the coaching I deliver as Elite Mindset Coach: 1:1 programmes, the Inner Circle Graduate Program, and any group work with clubs or squads. It applies to every session (all delivered online via Zoom) and to all my communication with athletes and families, including WhatsApp.

Who is responsible.

I'm Matt Baxter, and I run Elite Mindset Coach on my own as a sole trader. I am the Designated Safeguarding Lead, and I am responsible for following this policy, keeping records and making referrals. Contact: [email protected].

My principles

A child's welfare is paramount, and I act on every concern.

I work in partnership with parents and guardians, except where doing so could put a child at greater risk.

I never investigate concerns myself; I pass them to the agencies whose job it is.

I share information only on a need-to-know basis, and I never promise a child complete secrecy.

2. Safe working practice in online sessions

All my coaching takes place online. These are the standards I follow in every session:

A parent or guardian has booked and consented to the coaching, and knows when each session takes place.

I ask that an adult is in the house during the session, and that the athlete joins from a shared or open space.

I join from a private, quiet, professional setting with a neutral background.

Sessions take place only at the booked time and on the agreed Zoom link.

I record or transcribe sessions, with parental consent (section 4).

1:1 sessions

Parents are welcome to join or sit in on any session.

Parents receive a recap from me after every session, so they always know what was covered.

Group sessions (Inner Circle and squads)

I use a waiting room and a password for each session, and nobody can join before me.

Private chat between participants is switched off; chat goes to everyone or to me only.

Only I can share my screen.

Breakout rooms always have at least three athletes, are time-limited, and I move between them. An athlete is never left alone with one other athlete or one adult.

I read out the group agreement at the first session, and it applies to everyone.

I may remove anyone from a session who puts others at risk, and I will tell their parent or guardian why.

3. Communication and social media

Every message I send to an athlete is visible to their parent or guardian. I never have a private channel with a child.

1:1 programmes: one shared WhatsApp group per family, with the athlete, their parent or guardian, and me.

Inner Circle: a WhatsApp community for parents only. Athletes are not added.

If an athlete contacts me privately (WhatsApp, Instagram, email or any other way), I reply only in the shared family group or to the parent, and I do not continue a private conversation.

I message at reasonable times (8am–9pm UK, except session reminders), and only about coaching.

I do not follow, friend or message athletes on personal social media. Athletes may follow the Elite Mindset Coach business account; I do not follow back or send them direct messages.

I never post photos, videos, names or quotes that identify an athlete without the parent's separate written permission. I will share content which parents have tagged me or share client wins and feedback with names redacted to protect the identity of the athlete and parent.

4. Recordings, transcripts and recaps

I record or transcribe all 1:1 and Inner Circle sessions so that I can prepare accurate session notes and recaps for parents. Parents consent to this when they accept my Terms of Service.

I tell athletes at the start of every session that it is being recorded, and Zoom's recording notice stays switched on.

I use recordings and transcripts only to prepare session notes and recaps, and as an accurate record if a concern is raised.

I store them securely in password-protected accounts with two-step sign-in. Only I see them, and I never share, post or use them in marketing.

I delete recordings within 30 days. I keep transcripts and session notes for the length of the programme plus 12 months, then delete them. If a safeguarding concern is raised, I keep the relevant recording with the concern record.

(section 8).

Any software that processes recordings or transcripts is named in my Privacy Notice.

Inner Circle recaps cover the month's skill and general themes only, never what an individual athlete shared about themselves.

Nobody taking part may record, screenshot or share a session.

5. Recognising and responding to concerns

A concern may come from something an athlete says, something I see or hear during a session, a message, or information from a parent or another athlete. I act on any concern; I do not wait for proof.

Signs that may raise a concern

A child says they are being harmed, or are worried about someone else.

Signs of physical, emotional or sexual abuse, or neglect: unexplained injuries, sudden changes in mood or behaviour, fear of going home, inappropriate knowledge or language.

Bullying, including online, or pressure from a coach, teammate or adult in their sport.

Online risks: contact from strangers, being asked for images, grooming.

Talk of self-harm or not wanting to be here (section 7).

When a child tells me something (a disclosure):

I stay calm, listen, and let the child speak in their own words.

I do not ask leading questions or investigate. I only ask open questions to clarify, such as "Can you tell me more?"

I do not promise to keep it secret. I explain that I may need to tell someone whose job is to keep them safe.

I reassure the child that they were right to tell me.

I explain what will happen next, as far as I can.

I write down exactly what was said, in the child's words, as soon as possible (section 8), and report it (section 6).

Disclosures during a group session

I acknowledge what was said calmly, without drawing attention to it (for example, "Thank you for telling me, I'd like to talk about that with you properly"), and move the session on. I keep the recording as part of the record and leave the disclosure out of the group recap. I then follow section 6 the same day. If the child appears to be in immediate danger, I act at once, even during the session.

6. Reporting a concern

I report concerns on the same day. I normally tell the parent or guardian first, unless they may be the source of harm or telling them could put the child at greater risk; in that case I go straight to the authorities and do not tell the parent.

Situation & Who I Contact

A child is in immediate danger - Police on 999 (or the local emergency number if the athlete is abroad)

A child may be being harmed (England) - Children's social care at the council where the child lives

A child may be being harmed (Scotland or Northern Ireland) - The local council's social work service (Scotland) or Gateway team (Northern Ireland), or police on 101

An athlete living outside the UK- The parent, unless they are the concern, and the local police or child protection service in that country, with advice from the NSPCC

A concern about a coach, club or adult in the athlete's sport - The club welfare officer and the sport's governing body safeguarding team (for example, the FA for football)

Unsure whether something is a concern - NSPCC Helpline, 0808 800 5000, for free advice

An allegation about me - Anyone can contact the Local Authority Designated Officer (LADO) for the area where the child lives (section 8)

After reporting, I follow the advice given, record who I spoke to and when, and do not discuss the concern with anyone who does not need to know.

7. Mental health and self-harm concerns

My coaching is not therapy. When an athlete's needs go beyond performance coaching, my role is to make sure the right adults know and to point the family to professional help.

I take any mention of self-harm, suicidal thoughts or not wanting to be here seriously, respond calmly, and do not promise to keep it secret.

If there is an immediate risk to life, I call 999 (or the local emergency number) and stay with the athlete on the call where possible.

Otherwise, I tell the parent or guardian the same day, unless they are the source of risk, in which case I follow section 6.

I point families to their GP, NHS 111 (choosing the mental health option), Childline (0800 1111, free for under-19s) or Shout (text SHOUT to 85258).

If an athlete needs professional support, I may pause or adapt coaching, and I will discuss this openly with the parent.

8. Allegations, records, checks and review

Allegations against me. Any parent, athlete or other adult can raise a concern about me directly with the Local Authority Designated Officer (LADO) for the area where the child lives, or with the NSPCC Helpline. I will cooperate fully, and I will pause coaching with the athlete involved while the concern is looked into.

Recording concerns. Within 24 hours of any concern, I make a factual written record of:

the date, time and how the concern arose (session, message or conversation) exactly what was said, in the child's own words, and what I saw, what I said and did, who I contacted and when, and the advice I was given.

I keep concern records separately from coaching notes, password-protected, and seen only by me and the relevant authorities. I keep them for as long as current safeguarding guidance recommends, including after coaching ends.

Checks and training

I hold an enhanced DBS check, renewed every three years or kept current through the DBS Update Service.

I complete recognised safeguarding training and refresh it every three years.

Review. I review this policy every year, after any safeguarding incident, and when the law changes.

Next review: 8 Oct 2027.