Safeguarding Policy

This Safeguarding Policy will be reviewed annually or sooner if there are changes to legislation, statutory guidance, or the operational needs of the organisation.

Last reviewed: March 2026
Next review due: March 2027

Policy Statement

The safety and welfare of all students utilising tuition services through Tutorfox is paramount. We aim to ensure that all staff and tutors are aware of their responsibilities with respect to safeguarding and child protection, and that all staff, tutors and other adults (eg parents) are aware of the procedures to follow in the event of a safeguarding or child protection concern. Tutorfox aims to take timely and appropriate action with the appropriate external local authority links or agencies in accordance with our safeguarding procedures outlined below. Safeguarding is everyone’s responsibility, and it is vital that any Tutorfox staff member, tutor and parent reads this document in detail, along with the linked statutory guidance.

Parents/guardians and tutors are responsible for agreeing and maintaining appropriate supervision and safeguarding arrangements in line with this policy. As Tutorfox does not supervise tutoring sessions, parents/guardians are responsible for ensuring that they are satisfied with the supervision and safeguarding arrangements in place for their child.

The Safeguarding Lead is the person responsible for leading and coordinating safeguarding and child protection matters within Tutorfox.

Children includes everyone under the age of 18

Safeguarding and promoting the welfare of children is defined as:

  • Protecting children from maltreatment

  • Preventing impairment of children’s mental and physical health or development

  • Ensuring that children grow up in circumstances consistent with the provision of safe and effective care

  • Taking action to enable all children to have the best outcomes

Responsibilities

a)     Tutorfox

  • Have a thorough approvals process that allows us to determine the suitability of tutors, and ensure that if deemed to be unsuitable they are not approved, and therefore have no access to tuition jobs through Tutorfox

  • Require all tutors to have an enhanced DBS certificate

  • Verify the identity and right to work of all tutors

  • Interview tutors either online or in person

  • Obtain two references for each tutor, from individuals that are unrelated to the tutor

b)     Tutors

  • Tutors should not directly contact any child under the age of 18 outside of lessons unless the parent / guardian is supervising eg copied into emails

  • Tutors should ensure that any communication is professional and appropriate

  • Tutorfox recommends that a parent/guardian remains on the premises during sessions. Where this is not possible, the parent/guardian must remain nearby, contactable, and able to return immediately

  • Under no circumstances should any staff member or tutor inflict harm on a child; be it physical, emotional, or psychological

  • Staff members and tutors must not discriminate and will give equal priority to keeping all children and young people safe regardless of their age, disability, gender reassignment, race, religion or belief, sex, or sexual orientation

  • All tutoring sessions must take place in a suitable, appropriate and professional environment, with lessons conducted in communal or open areas where possible. Sessions must not take place in private or closed-off spaces such as bedrooms

c)     Parent/guardian/school/organisation

  • Parents should ensure that any child accessing the platform does so with the supervision of a responsible adult

  • Parents/guardians are responsible for ensuring appropriate supervision arrangements are in place. We recommend remaining on the premises; however, where this is not possible, they must remain nearby, contactable, and able to return immediately

  • By engaging Tutorfox’s services and accepting our terms, parents/guardians provide informed consent to the lesson arrangements, including where they are not physically present

  • Parents should ensure that any communication between their child and the tutor outside of lessons is conducted under their supervision

  • Report any concerns that you may have to our Safeguarding Lead

 Procedures

a)    Where a child is suffering harm, likely to suffer harm or is in immediate danger:

  • Staff/tutors must make a referral to children’s social care and/or report to the police immediately. Anyone can make a referral and it is vitally important that you do this without delay

  • If in any doubt contact MASH on 01904 551900 or the Emergency Duty Team on 0300 131 2131, however if the child is in immediate danger you must call 999

  • If you do make a referral directly, please keep a record of your referral and inform the Safeguarding Lead as soon as possible

b)    Where there are concerns about a child (that you do not consider to be in the category above); staff members or tutors must immediately report to the safeguarding lead:

  • Any suspicion that a child is injured, marked, or bruised in a way which is not readily attributable to normal knocks or scrapes

  • Any explanation given which appears inconsistent or suspicious

  • Any behaviours which give rise to suspicions that a child may have suffered harm (e.g. significant changes in behaviour)

  • Any concerns that a child may be suffering from inadequate care, ill treatment, or emotional maltreatment

  • Any concerns that a child is presenting signs or symptoms of abuse or neglect

  • Any significant changes in a child’s presentation, including non-attendance

  • Any hint or disclosure of abuse (including online) or neglect received from the child, or from any other person, including disclosures of abuse or neglect perpetrated by adults outside of the family or by other children or young people (child on child abuse)

  • Any concerns related to serious crime, including knife crime

  • Any concerns relating to child on child abuse

  • Any concerns relating to youth produced sexual imagery (sexting)

  • Any concerns relating to a child’s engagement with extremist groups or ideologies

c)    Responding to Disclosures

  • All staff/tutors must act in the best interests of the child

  • All staff/tutors will handle disclosures with sensitivity

  • It is important to record exactly what is said, preferably at the time of the disclosure, or as soon as possible afterwards. The child’s exact language should be recorded, do not change their wording

  • If in doubt about recording requirements staff/tutors should discuss with the Safeguarding Lead

  • Such information cannot remain confidential, and staff/tutors will immediately communicate what they have been told to the Safeguarding Lead

  • Staff/tutors should not investigate but will, wherever possible, elicit enough information to pass on to the safeguarding lead in order that they can make an informed decision of what to do next

Staff/tutors will:

  • Listen to and take seriously any disclosure or information that a child may be at risk of harm

  • Try to keep questions to a minimum and of an ‘open’ nature e.g. ‘Can you tell me what happened?’ rather than ‘Did x hit you?’

  • Not ask leading questions

  • Try not to show signs of shock, horror or surprise

  • Not express feelings or judgements regarding any person alleged to have harmed the child

  • Explain sensitively to the person that they have a responsibility to refer the information to the senior designated person

If in any doubt about sharing information staff/tutors should speak to the Safeguarding Lead.

d)    Where there are concerns about a staff member or tutor the adult raising the concern (eg parent/school/organisation/member of the public) must immediately report to the Safeguarding Lead:

  • Any hint or disclosure of abuse (including online) received from the child

  • Any concerns related to a staff member or tutor’s engagement in crime

  • Any concerns relating to inappropriate behaviour e.g. inappropriate sexual comments; excessive one-to-one attention beyond the requirements of their usual role and responsibilities; or inappropriate sharing of images

  • Any concerns relating to a staff member/tutor’s engagement with extremist groups or ideologies

  • Any other factors relating to the conduct of the staff member or tutor that may reasonably be deemed concerning.

e)    Action by the safeguarding lead – concern about a child

Where a concern is raised about a child the Safeguarding Lead will refer to the City of York Safeguarding Children Partnership Continuum of Need Document when determining the most appropriate course of action.

The Safeguarding Lead will consider:

  • If they believe there is immediate risk of significant harm to a child and therefore should contact North Yorkshire Police on 999

  • If they should report a crime that does not need an emergency response by calling 101

  • If there is an urgent safeguarding concern and they should call the Emergency Duty Team on 0300 131 2131

  • Any urgent medical needs of the child

  • Whether to make an enquiry to the Emergency Duty Team on 0300 131 2131 to establish if the child is or has been subject of a Child Protection Plan

  • Discussing the matter with other agencies involved with the family

  • Consulting with appropriate persons

  • The child‘s wishes and any fears or concerns they may have.

Then decide:

  • Whether to make a referral to statutory services as the child may be in need or because a child is suffering or is likely to suffer significant harm and if this needs to be undertaken immediately

OR

  • Not to make a referral at this stage

  • If further monitoring is necessary and if so what this will look like

  • If it would be appropriate to undertake an early help assessment and/or make a referral for other services

Consent

  • Tutorfox will work in partnership with parents and carers wherever possible.

  • Concerns about a child’s welfare will normally be discussed with parents/carers, and consent will usually be sought before making a referral to early help or support services.

  • Consent is not required where seeking it would:

    • Place a child at increased risk of harm

    • Prejudice a police investigation

    • Compromise the child’s safety

  • Information may be shared without consent where:

    • It is not possible to obtain consent

    • It cannot reasonably be expected that consent is sought

    • Seeking consent would place the child at risk

  • Where consent has not been obtained but a referral is judged necessary to safeguard a child, a referral will be made in line with local safeguarding procedures.

For more information please see https://www.saferchildrenyork.org.uk

f)      Action by the Safeguarding Lead – concern about a staff member/tutor

  • In the case of a concern being raised about a staff member/tutor, the Safeguarding Lead will consider the nature and seriousness of the concern when determining what action to take

  • The Safeguarding Lead will consider if the concern raised meets the harm threshold. If the Safeguarding Lead is unsure if the concern meets the harm threshold, they will contact the Local Authority Designated Officer (LADO) for guidance

  • If an allegation is made against a staff member/tutor, the Safeguarding Lead will contact the LADO. The LADO coordinates all allegations and concerns made against a person who works with children. They will advise the Safeguarding Lead on what action to take and if the allegation should be referred to children’s social care

  • If a crime may have been committed the Safeguarding Lead will also inform the police and the Disclosure and Barring Service

  • If permission to engage in working with children must be withdrawn, we have a legal duty to make a referral to the Disclosure and Barring Service

g)    Recording

All information and actions taken, including the reasons for any decisions made, will be documented.

Records should be objective and include:

  • Statements, facts and observable things (what was seen/heard and when)

  • Relevant diagrams indicating position, size and colour of any injuries (not photographs)

  • Words child uses (not translated into ‘proper’ words)

  • Non-verbal behaviours

  • A clear and comprehensive summary of the concern

  • Details of how the concern was followed up and resolved

  • A note of any action taken, any agencies contacted, decisions reached and the outcome

Any records relating to safeguarding and child protection will be stored securely

Tutorfox Contacts

Safeguarding Lead: Anna Sinclair

  • email: hello@tutorfox.co.uk

External Contacts

Multi Agency Safeguarding Hub (MASH) is a multi-agency single point of contact for all concerns about children and to make sure that children receive the right level of support. Referrals can be made by sending a completed referral form to MASH. Referral forms can be found here: Referral Form

Monday to Friday, 8.30am to 5.00pm

MASH Early Help Team to make an early help referral or access advice

Outside office hours, at weekends and on public holidays, contact the Emergency Duty Team:

More information can be found at: City of York Safeguarding Children partnership

North Yorkshire Police:

  • In an emergency call 999

  • For all non-emergencies call 101 (Ask for the Serious Crime Team in your area)

Duty Local Authority Designated Officer (LADO):

  • telephone: 01904 551783

  • email: lado@northyorks.gov.uk

Policy References

The policy was created based on guidance in the DFE document: After-school clubs, community activities, and tuition Safeguarding guidance for providers  and NYSCP

Statutory Documents