Safeguarding Policy for KDance

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Updated: April 8, 2026
Review date: April 8, 2027 (or sooner if guidance changes)
Applies to: All KDance staff, self-employed contractors, volunteers, assistants, parent helpers and visitors

1. Introduction

KDance is committed to creating a safe, welcoming and respectful environment for every student, staff member and visitor. Safeguarding and promoting the welfare of children and young people is a core priority across all KDance venues, classes, rehearsals, events, competitions and shows.

KDance teaches students aged 1.5 years to adult. This policy focuses primarily on safeguarding children and young people under 18. KDance does not currently provide services specifically for vulnerable adults.

 

2. Aims and Objectives

KDance aims to:

• Provide a safe and supportive environment for all students.

• Prevent harm through clear expectations, supervision and safer working practices.

• Respond promptly and appropriately to safeguarding concerns.

• Ensure staff, contractors, volunteers and helpers understand their safeguarding responsibilities.

• Follow relevant Scottish safeguarding guidance and best practice.

 

3. Roles and Responsibilities

Designated Safeguarding Lead (DSL):
Kim Donn – Director, KDance
Email: kim@kdance.co.uk
Phone: 07740 594375

Deputy DSL:
Summer Stephen
Email: info@kdance.co.uk

All adults working with KDance must:

• Read and follow this policy and KDance code of conduct.

• Complete safeguarding induction (and refreshers as required).

• Report concerns the same day (see Section 6).

• Maintain professional boundaries and act in the best interests of students at all times.

 

4. Code of Conduct

All adults in the KDance environment must behave professionally, respectfully and safely.

Professional boundaries

• Treat all students with respect and fairness.

• Avoid favouritism and avoid being alone with a child where possible.

• Never use humiliating, threatening, discriminatory or sexually suggestive language.

• Never engage in “banter” that could be misinterpreted or make a child uncomfortable.

Physical contact (dance teaching)
Dance teaching can involve physical guidance for safe technique. Any physical contact must be:

• explained beforehand (what/why),

• necessary and minimal,

• appropriate to the age/stage of the student,

• stopped immediately if the student appears uncomfortable.

One-to-one situations
KDance avoids 1:1 situations in private spaces. If a 1:1 conversation is necessary, it must take place in a visible/open environment (e.g., door open / public area) and be time-limited.

Private communication
Staff must not communicate privately with students outside approved KDance channels. For under-18s, communication should be with a parent/guardian wherever possible.

 

5. Recognising Concerns

Safeguarding concerns may arise from:

• a child’s disclosure,

• physical signs/injuries,

• changes in behaviour, mood, or attendance,

• worrying interactions between a child and an adult/peer.

All concerns must be taken seriously and acted upon.

 

6. Reporting Concerns and Responding to Disclosures

If a child is in immediate danger: call 999. Then notify the DSL/Deputy DSL as soon as it is safe to do so.

For all other concerns: report to the DSL or Deputy DSL the same day.

If a child discloses something:

• Listen calmly and take them seriously.

• Reassure them they did the right thing telling you.

• Do not promise confidentiality (explain you may need to share to keep them safe).

• Do not ask leading questions. Only clarify what is necessary to understand immediate safety.

• Record what was said using the child’s words where possible, including date/time/location and who was present.

What KDance will do next

• KDance will not “investigate” abuse allegations.

• The DSL/Deputy DSL will consider next steps and, where required, consult with or refer to statutory services (police/social work).

• Actions taken will be recorded securely.

If the concern is about the DSL
Report directly to the Deputy DSL (Summer Stephen). If neither DSL nor Deputy DSL is available and the concern is serious/time-sensitive, contact Police Scotland (101/999 as appropriate) and record actions taken.

Anonymous concerns
Concerns may be raised anonymously; however, action may be limited if information cannot be clarified or followed up.

 

7. Safer Recruitment, PVG and Suitability

KDance applies safer recruitment practices for all roles involving children.

PVG (Children) – mandatory requirement

• KDance requires PVG Scheme membership (Children) for all teachers working with under-18s, whether PAYE or self-employed contractors, and for any other role that constitutes a regulated role with children.

• KDance now has PVG processes in place and will keep a minimal secure PVG status log (date checked and outcome).

No unsupervised work before PVG
KDance will not place any person into a role where they may be left 1:1 with children until their PVG is confirmed for the appropriate workforce.

Verification and induction
References, identity, and qualifications will be verified as appropriate. All staff/contractors receive safeguarding induction before working with children.

 

8. Assistants Under 18

KDance may use student assistants (typically age 11+) as part of a supervised leadership pathway.

Assistants may (age/experience dependent, under teacher direction):

• lead warm-ups, demonstrate, support technique correction, supervise small groups, light cleaning duties.

Boundaries

• Assistants are never left in sole charge of children.

• Assistants do not take children to toilets alone or provide intimate care.

• Assistants follow the KDance code of conduct and are supervised at all times by a teacher.

 

9. Parent Helpers and Volunteers (Shows/Competitions)

Parent helpers may support at competitions and shows, including backstage supervision and dressing support where appropriate.

Controls

• Parent helpers must follow KDance instructions and code of conduct.

• Avoid 1:1 situations with a child who is not their own wherever possible.

• No photography/filming in changing areas.

• Where a parent helper role becomes regular and involves supervision/care of children, KDance will review PVG requirements for that role.

 

10. Managing Allegations Against Staff / Adults

Any allegation or concern about a member of staff, contractor, volunteer, assistant or parent helper will be treated seriously.

KDance will:

• take immediate steps to safeguard children (which may include removing the person from duties while advice is sought),

• record facts promptly,

• follow appropriate statutory guidance and refer/consult with relevant agencies where required,

• maintain confidentiality and share information only on a need-to-know basis.

 

11. Record Keeping and Confidentiality

Safeguarding records must be factual, dated and stored securely.

KDance record system

• Safeguarding concerns are recorded via JotForm, accessible only by the DSL (Kim Donn) unless access is formally delegated.

• Records are stored securely and shared only where necessary for safeguarding.

 

12. Health & Safety Measures

• Emergency procedures are communicated to staff.

• Risk assessments are completed and reviewed for venues and activities.

• First aid provision is available at all times. A designated staff member monitors first aid stock and expiry dates.

13. Toilet Assistance Policy (including shared toilets)

KDance encourages children’s independence and protects privacy and dignity.

Preschool requirement

• Parents/carers of preschool students must remain onsite and be available to assist with toileting if needed.

Staff role

• Staff should not provide intimate toileting assistance except in a genuine emergency (e.g., illness/distress and immediate safety need).

• Staff must not enter a cubicle with a child unless there is an emergency.

• Any toileting incident/support must be recorded and reported to the DSL.

Shared toilets (Banff and Peterhead)

• Staff will supervise appropriately (e.g., waiting nearby/at the entrance as appropriate), avoiding cubicles and respecting privacy.

• Preschool children or children who need extra help should be supported by their parent/carer.

 

14. First Aid Policy

• All staff must know the location of first aid kits and emergency contacts.

• First aid is administered by trained personnel where available.

• Accidents/incidents requiring first aid are recorded and parents/guardians informed.

• Parents provide up-to-date medical and emergency contact information.

• For serious incidents, emergency medical help is sought immediately and parents informed ASAP.

• Medication is not administered unless emergency and prior consent exists (e.g., agreed use of an EpiPen).

 

15. Online Safety and Communication

KDance uses Email, Band, Facebook Messenger, and the DanceBiz portal.

Rules

• Teachers are not allowed to message dancers directly if they are under 16.

• For dancers 16+, direct messaging should only occur if absolutely necessary, remain professional, and preferably use approved KDance channels (or include a parent/guardian where appropriate).

• Staff must not use personal social media for private communication with students.

 

16. Photography and Video

• Consent is managed via DanceBiz.

• No photography/filming is permitted in changing rooms or toileting areas.

• A child may refuse photography/video even if a parent has consented, and KDance will respect the child’s wishes.

• Images are used in line with KDance media guidance and safeguarding expectations.

 

17. Showtime / Backstage Safeguarding

Costume & changing

• Dancers must wear appropriate base layers under costumes to prevent accidental exposure.

• Changing areas are designated and supervised appropriately to maintain privacy and dignity.

• No unauthorised individuals are permitted in dressing/changing areas.

Access control

• Backstage access is limited to KDance staff and authorised helpers.

• Children must be supervised and accounted for during transitions.

 

18. Door Policy

Drop-off & pick-up

• Parents of Primary 1 and older (P1+) should drop off outside the building/hall and not enter (exceptions may be made for new starts).

• A designated staff member/volunteer supervises arrivals.

• Students should arrive no more than 10 minutes before class.

Door locking & late arrivals

• Doors will be locked once class starts (where venue permits) and reopened approximately 10 minutes before the next class.

• Late arrivals must ring/knock and wait for staff assistance. Entry will be managed safely and with minimal disruption.

 

19. Review

This policy will be reviewed annually and updated sooner if best practice/guidance changes or if an incident indicates improvement is needed.

Safeguarding contacts
DSL: Kim Donn — kim@kdance.co.uk / 07740 594375
Deputy DSL: Summer Stephen — info@kdance.co.uk