SAFEGUARDING & SUPPORT.
Information for reporting a concern, supporting athlete wellbeing and helping every child and young person feel safe, respected and included at Hotshots.
Reporting a Concern
You do not need proof before raising a concern. If something has made you worried about an athlete’s safety or wellbeing, please tell us promptly.
Tell the leadership team
Safeguarding matters should be raised privately, rather than through a team or parent group chat. Information will be reviewed sensitively and shared only where necessary to protect an athlete or respond appropriately.
REPORT A CONCERN →Helpful information to include
- The name of the athlete or person involved.
- What happened or what has caused concern.
- When and where it happened.
- Who was present or may have seen it.
- The exact words used, where relevant.
- Whether the concern is ongoing or urgent.
- The safest way for us to contact you.
What Safeguarding Covers
Safeguarding includes physical and emotional safety, respectful relationships and ensuring athletes receive appropriate support.
Safe coaching, suitable equipment, appropriate supervision and responding properly to injuries.
An environment where athletes feel supported, listened to and able to ask for help.
Preventing bullying, intimidation, discrimination and inappropriate conduct.
Responsible communication, photography, social media use and protection of private information.
Understanding additional needs and making reasonable adjustments wherever appropriate and possible.
Clear professional boundaries, qualified coaching and enhanced DBS checks for our coaching team.
Safeguarding Information
Tap each section to read more about how these areas are managed at Hotshots.
Emotional Wellbeing Supporting athletes through challenges ›
Athletes may sometimes experience anxiety, low confidence, friendship difficulties, pressure or changes outside the academy that affect training.
- Tell us about relevant changes that may affect participation.
- Share helpful strategies already used at home or school.
- Encourage athletes to speak to a trusted adult.
- Raise concerns early before they become more difficult.
- Do not discuss another athlete’s private circumstances publicly.
Bullying & Friendship Concerns How to raise behaviour concerns ›
Bullying, intimidation, deliberate exclusion and discriminatory behaviour are not acceptable.
- Report specific incidents privately to the leadership team.
- Include dates, locations and exact details where possible.
- Do not confront another athlete directly.
- Do not contact another child through social media.
- Avoid public accusations or discussion in group chats.
- Allow the academy time to gather information fairly.
Injuries, Medical Needs & Medication Keeping coaches properly informed ›
- Keep medical and emergency information current.
- Tell a coach about an injury before training begins.
- Do not encourage an athlete to hide pain or injury.
- Provide clear information about activity restrictions.
- Ensure necessary medication is available and in date.
- Tell us immediately if an emergency contact changes.
Coaches may restrict or stop an athlete’s participation when they believe continuing could create an avoidable safety risk.
Additional Needs & Inclusion Helping every athlete access training ›
Parents and guardians are encouraged to share relevant support needs, diagnoses, assessments or strategies that may help an athlete succeed.
- Explain how the athlete’s needs affect participation.
- Share known triggers and helpful calming strategies.
- Tell us about communication or sensory needs.
- Keep us updated when circumstances change.
- Work collaboratively with coaches on suitable support.
Photography, Video & Social Media Sharing content safely and respectfully ›
- Respect the photography permissions recorded for athletes.
- Do not share private athlete information publicly.
- Avoid posting content that may embarrass another athlete.
- Do not publish changing-area content.
- Do not identify sensitive locations or safeguarding arrangements.
- Report inappropriate content involving an athlete promptly.
- Use Hotshots branding and team content responsibly.
Arrival, Collection & Supervision Safe handovers before and after sessions ›
- Follow the agreed arrival and collection arrangements.
- Ensure younger athletes are safely handed over.
- Collect athletes promptly at the end of training.
- Inform us if someone different will collect an athlete.
- Keep emergency-contact information current.
- Contact us promptly if unavoidable delays occur.
Parent & Spectator Conduct Maintaining a safe and respectful environment ›
- Speak respectfully to coaches, athletes and other families.
- Raise disagreements privately and calmly.
- Do not confront or discipline another person’s child.
- Do not disrupt coaching sessions.
- Follow staff instructions relating to athlete safety.
- Aggressive, threatening or abusive behaviour is not accepted.
After You Report
Every concern is different, but safeguarding information will be handled carefully and with athlete safety at the centre of any decision.
The information is considered carefully, including what has been reported and whether anyone may be at immediate risk.
This may include gathering further information, putting protective arrangements in place or seeking advice from an appropriate organisation.
Information is handled sensitively, but absolute confidentiality cannot be promised where information must be shared to protect a child or another person.
The Parent Hub is not an emergency-response service. If a child, young person or adult is in immediate danger, or urgent medical assistance is required, call 999. You can inform Hotshots afterwards when it is safe and appropriate to do so.