Safeguarding and Child Protection

Surfing Swami Foundation is committed to protecting the safety, dignity, rights and wellbeing of every child and young person involved in its programmes, events and activities.

This policy sets out the basic safeguarding standards expected from everyone working with, supporting or representing the Foundation.

1. Who this policy applies to

This policy applies to:

• Directors and Foundation leadership
• Employees and programme leads
• Coaches and instructors
• Volunteers and interns
• Event teams and contractors
• Consultants, photographers and media teams
• Partner organisations and collaborators
• Any other person acting on behalf of the Foundation

It applies to all Foundation activities involving anyone under the age of 18, including athlete development, junior competitions, surf and SUP sessions, school activities, community programmes, conservation activities, Foundation events and Wave Makers when implemented.

2. Our safeguarding commitment

The Foundation will treat the safety and wellbeing of children as a priority.

Children and young people must be treated fairly, respectfully and without discrimination based on gender, disability, religion, language, social background, economic circumstances, sporting ability or any other personal characteristic.

Abuse, exploitation, bullying, harassment, humiliation, neglect, intimidation and inappropriate behaviour are not acceptable in any Foundation activity.

3. Expected conduct

Anyone working with children through the Foundation must:

• Act professionally, respectfully and responsibly
• Put the child’s safety ahead of sporting, event or publicity outcomes
• Use language and behaviour appropriate to the child’s age
• Avoid unnecessary physical contact
• Never use physical punishment, threats, humiliation or abusive language
• Avoid favouritism, discrimination or inappropriate gifts
• Report concerning behaviour rather than hiding or managing it informally
• Follow programme, water-safety and supervision requirements

Adults must not form inappropriate personal, emotional, financial or sexual relationships with children involved in Foundation activities.

4. Parent or guardian consent

Parent or guardian consent must be obtained before a child takes part in a Foundation programme, organised training session, event or water activity.

Consent information should clearly explain:

• The activity and its purpose
• The dates, times and location
• Transport arrangements, where applicable
• Water or physical activities involved
• Relevant health or emergency information required
• Photography and media arrangements
• The responsible programme or event contact

Children should also receive an age-appropriate explanation of the activity and should not be forced to participate against their wishes.

5. Photography, video and media

Photography, video, interviews and other media involving children require appropriate parent or guardian consent.

Media consent should be clear and separate from participation consent. Refusing media consent must not prevent a child from participating unless photography or recording is essential to the activity and this has been explained in advance.

Images and information must not:

• Identify a child unnecessarily
• Reveal sensitive personal, school, family or location information
• Present a child in a humiliating, unsafe or misleading way
• Be used outside the agreed purpose without further permission
• Be shared through personal accounts or devices without authorisation

The Foundation may remove or stop using media where consent is withdrawn, subject to reasonable practical and legal limitations.

6. Responsibilities of staff, coaches and partners

Staff, coaches, volunteers and partners are responsible for understanding and following this policy.

Anyone working directly with children should receive an appropriate safeguarding briefing before beginning the role. Additional checks, references, verification or training may be required depending on the programme, level of contact, partner requirements and applicable law.

Partner organisations involved in child-facing activities are expected to follow equivalent safeguarding standards and report concerns promptly.

A person who does not follow this policy may be removed from an activity while the matter is reviewed.

7. Communication and professional boundaries

Communication with children must be related to the programme or activity and should take place through appropriate and transparent channels.

Where practical:

• Parents or guardians should be included in direct communication
• Official groups or Foundation-approved channels should be used
• Private or secret one-to-one messaging should be avoided
• Messages should be sent at reasonable times
• Personal, sexual, threatening or discriminatory content is prohibited
• Meetings should take place in visible or supervised settings

Adults must not ask children to keep secrets about conduct, communication or incidents.

8. Supervision and water activities

Children must be appropriately supervised during Foundation programmes, events, transport arrangements and water activities.

Surfing, SUP, swimming and other ocean activities should be planned according to the participants’ age, ability, water confidence and the conditions on the day.

Responsible teams should consider:

• Appropriate supervision and group sizes
• Competent coaches or instructors
• Weather, tide, water and beach conditions
• Equipment and safety checks
• Attendance and participant handover
• First-aid readiness
• Emergency communication
• Known medical or accessibility needs

An activity should be postponed, changed or stopped when conditions are unsafe or supervision is inadequate.

9. Personal and sensitive information

Information about children and families must be limited to what is reasonably needed for participation, safety, communication, safeguarding and programme administration.

Access should be restricted to authorised people who need the information for their role.

Personal or sensitive information must not be shared publicly or with unrelated third parties unless:

• Consent has been provided
• It is required for programme delivery
• It is required by law
• Disclosure is necessary to protect a child or another person

More information about how personal data is handled is available in the Foundation’s Privacy Policy.

10. Reporting a concern

Anyone may report a safeguarding concern, including a child, parent, guardian, staff member, coach, volunteer, partner or member of the public.

Concerns may relate to the behaviour of a Foundation representative, partner, participant or any other person connected to an activity.

A report should include only the information needed to explain:

• What happened or what was observed
• Who may be involved
• When and where it occurred
• Whether the child may currently be at risk
• How the Foundation can contact the person reporting, where possible

A person does not need complete proof before raising a genuine concern.

11. How reports are handled

Safeguarding reports will be directed to authorised Foundation leadership for assessment and appropriate action.

Information will be shared only with people who reasonably need it to respond, investigate, protect a child or meet a legal obligation.

The Foundation cannot promise absolute confidentiality. Information may need to be disclosed to parents, guardians, board members, partner organisations, emergency services, police, child-protection bodies or other statutory authorities where this is necessary to protect a child or comply with the law.

The Foundation will not knowingly penalise anyone for raising a genuine concern in good faith.

12. Immediate danger and emergency action

13. Policy review

This policy will be reviewed periodically and may be updated when programmes, legal requirements, safeguarding responsibilities or operational practices change.

Related organisational information and policies are available through the Transparency page.

For safeguarding questions, policy enquiries or general assistance, email info@surfingswamifoundation.org or visit the Contact page.