VIKINGUR CONDITIONING ADAPTIVE FITNESS

& VIKINGUR NORDIC ROOTS MMA ADAPTIVE FITNESS CIC

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CHILD AND ADULT AT RISK SAFEGUARDING POLICY & PROCEDURES (2026)

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Organisation: Vikingur Conditioning Adaptive Fitness & Vikingur Nordic Roots MMA Adaptive Fitness CIC
Policy Title: Child and Adult at Risk Safeguarding Policy & Procedures
Last Updated: 23/01/2026
Next Review Due: 23/01/2027 (or sooner if guidance changes)

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All other media, video & photographic policies regarding the club are available upon request to Rif Evans. Code of conduct, qualifications, insurance and licence information are also available upon request.

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1) POLICY STATEMENT

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Vikingur is committed to safeguarding and promoting the welfare of children, young people and adults at risk. Everyone we come into contact with has the right to be safe, respected and treated with dignity, regardless of disability, neurodivergence, sex, gender identity, sexual orientation, race, religion, background or circumstance.

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Vikingur has a zero tolerance approach to any form of abuse, neglect, exploitation, discrimination, bullying or harassment.

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Vikingur provides adaptive MMA and fitness activity. Safeguarding procedures therefore include specific protections for:

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• physical contact sport delivery

• trauma-informed coaching

• SEN / disability participation

• 1:1 sessions and small group delivery

• online / social contact boundaries

Safeguarding is everyone’s responsibility.

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2) PURPOSE

This document explains how Vikingur:

• prevents harm

• recognises and responds to safeguarding concerns

• reports concerns to statutory agencies

• maintains safe practice, boundaries and recordkeeping

Safeguarding means: protecting health, wellbeing and human rights and enabling people to live free from harm, abuse and neglect.

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3) SCOPE

This policy applies to:

• Directors

• coaches / instructors

• volunteers / assistants (when engaged)

• contractors and visitors delivering services

• anyone acting on behalf of Vikingur

It applies during:

• sessions/classes

• events, trips, competitions

• any transport arrangements (where used)

• digital communication connected to the club

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4) SAFEGUARDING ROLES & REPORTING LINES

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4.1 Designated Safeguarding Lead (DSL) – Sole Lead

At present, Vikingur has no employees/volunteers, and safeguarding responsibility is held solely by the Director.

Designated Safeguarding Lead (DSL): Rif Evans
Telephone: 07598 293375
Email: rif@vikingurconditioning.com

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4.2 No Deputy DSL currently appointed

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Vikingur confirms that there is no Deputy Designated Safeguarding Lead currently appointed due to no staff/volunteer structure at this time.

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Deputy DSL (future – workload permitting): A Deputy DSL will be appointed as soon as workload, operational scale and delivery arrangements permit, and immediately upon any engagement of staff, volunteers, assistants, or partnership delivery requiring shared safeguarding responsibilities.

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4.3 If the concern is about the DSL / DSL unavailable

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If any safeguarding concern relates to Rif Evans (DSL), or the DSL is unavailable and urgent action is required, the concern must be reported externally without delay to one or more of the following:

Children (U18):

• Cornwall Council LADO: 01872 326536 | lado@cornwall.gov.uk

• Police: 999 emergency / 101 non-emergency

• NSPCC: 0808 800 5000 | help@nspcc.org.uk

• BMABA Safeguarding: 01798 306546 (ext 201) | safeguarding@bmaba.org.uk

Adults at Risk:

• Cornwall Council Adult Safeguarding (statutory pathway)

• Police: 999 / 101

No internal permission is required to make a safeguarding referral where someone may be at risk.

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5) KEY CONTACTS

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Vikingur

DSL: Rif Evans
Tel: 07598 293375
Email: rif@vikingurconditioning.com
Website: www.vikingurconditioning.com

BMABA Safeguarding

BMABA National DSL: Kirsty Hawkins
Tel: 01798 306546 ext 201
Email: safeguarding@bmaba.org.uk

Cornwall Council — LADO (Children)

Tel: 01872 326536
Email: lado@cornwall.gov.uk

NSPCC

Helpline: 0808 800 5000
Email: help@nspcc.org.uk

Police

Emergency: 999
Non-emergency: 101

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6) SAFER RECRUITMENT & DBS

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Vikingur uses safer recruitment to prevent unsuitable people accessing participants.

Minimum controls:

• ID verification

• role description stating safeguarding responsibilities

• references where appropriate

• induction and policy sign-off

• Enhanced DBS where required (including barred list checks for regulated activity)

• ongoing supervision

No one starts unsupervised regulated activity without appropriate checks.

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7) TRAINING

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Minimum standards:

• DSL trained and refreshed as required

• safeguarding training at induction (for any future staff/volunteers)

• annual refresh and safeguarding briefing

• additional training where appropriate: SEN safeguarding, trauma-informed practice

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8) SAFE PRACTICE / CODE OF CONDUCT

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All representatives must:

• treat participants with dignity and respect

• avoid favouritism and private relationships

• work transparently and professionally at all times

• avoid isolation situations

• report concerns immediately

Strictly prohibited

• sexual comments/behaviour, flirting, grooming behaviour

• humiliating, threatening or aggressive coaching

• physical punishment or excessive force

• private social media engagement with under-18s

• secretive contact or meetings

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9) MMA / ADAPTIVE FITNESS PHYSICAL CONTACT SAFEGUARDS

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Vikingur provides combat-sport-based training and therefore uses strict safeguards.

Physical contact is only permitted when:

• necessary for safety or instruction

• explained beforehand

• consent-based (ongoing consent)

• minimal and appropriate

• delivered with visibility

Trauma-informed approach

• never “surprise” touch

• offer options (“pads / verbal / light guidance”)

• stop immediately if discomfort is shown

• adapt for sensory needs and processing delays

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10) RATIOS / SUPERVISION / VISIBILITY

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• appropriate ratios maintained, especially for SEN/adaptive sessions

• no unsupervised access to changing areas

• sessions must run where visibility can be maintained

• avoid “closed door” isolated arrangements

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11) LONE WORKING & 1:1 RULES

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Vikingur avoids lone working with children/adults at risk where possible.

If 1:1 delivery is necessary:

• risk assess the session

• parent/carer informed beforehand

• visibility maintained (not closed/private room)

• booking logs maintained

• any concern or incident recorded immediately

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12) ONLINE SAFETY / DIGITAL CONTACT

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• communication must remain professional and necessary

• no private 1:1 messaging with under-18s

• include parent/guardian in communications wherever possible

• use official channels (business email/phone)

• no private social media relationships with children/adults at risk

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13) PHOTOGRAPHY / VIDEO / SOCIAL MEDIA

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Photos/videos are only used when:

• written consent is obtained

• images are appropriate and respectful

• no unsafe tagging, location sharing, or identifying vulnerability

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14) RECOGNISING ABUSE

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Abuse may include:

• physical abuse

• emotional abuse

• sexual abuse

• neglect

• bullying / cyberbullying

• discriminatory abuse

• financial/material abuse (adults at risk)

• coercive control

• exploitation / grooming

• organisational abuse

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15) RESPONDING TO DISCLOSURES

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If a child/adult at risk discloses abuse:

• stay calm

• listen carefully

• do not investigate

• do not promise secrecy

• reassure them they did the right thing

• record exact words as soon as possible

• report immediately to DSL

If immediate danger: call 999

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16) CONFIDENTIALITY & INFORMATION SHARING

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Safeguarding information is shared only on a need-to-know basis.
Confidentiality cannot be promised if someone is at risk of harm.
Records are handled lawfully under UK GDPR / Data Protection Act 2018.

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17) RECORD KEEPING & RETENTION

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Safeguarding records are:

• stored securely

• factual, dated and signed

• retained for safeguarding appropriate periods (normally 7 years minimum, longer where necessary especially involving children)

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18) ALLEGATIONS AGAINST STAFF / VOLUNTEERS

 

If an allegation is made:

1. protect the person at risk immediately

2. remove accused from unsupervised access

3. record facts (no internal investigation beyond immediate safety)

4. refer externally where required:

   • LADO (children)

   • Adult Safeguarding (adults at risk)

   • Police (criminal concerns)

SAFEGUARDING FLOWCHART (PRINTABLE)

A) CHILD / YOUNG PERSON SAFEGUARDING

1. Concern observed or disclosure made

2. Immediate danger?

   • YES → Call 999

   • NO → continue

3. Record facts immediately

4. Report to DSL same day

5. DSL decides:

   • internal monitoring/support

   • speak to parent/guardian (unless this increases risk)

   • refer to Cornwall safeguarding pathway / Police / NSPCC / BMABA

6. Secure record stored

7. Review & follow-up

B) ADULT AT RISK SAFEGUARDING

1. Concern observed or disclosure made

2. Immediate danger?

   • YES → Call 999

   • NO → continue

3. Record facts

4. Report to DSL

5. DSL decides referral: Cornwall Adult Safeguarding / Police

6. Secure record stored

7. Review

C) ALLEGATION AGAINST DSL / DSL UNAVAILABLE

Report directly to LADO / Police / NSPCC / BMABA without delay.

SAFEGUARDING CONCERN REPORT FORM (TEMPLATE)

Date of report: ___________
Reported by (name): ___________
Role: ___________
Contact details: ___________

Person at risk

Name: ___________
Age / DOB: ___________
Parent/Carer name (if applicable): ___________
Contact details: ___________

Concern details (facts only)

Date/time of incident/disclosure: ___________
Location: ___________
What happened (facts):

Exact words used (if disclosure)

“”
“”

Witnesses

Immediate actions taken

DSL notified

Date/time: ___________

External referral made?

☐ Yes ☐ No
If yes: who/ref: _____________________________

Signed: ___________  Date: ___________

INCIDENT / INJURY / USE OF FORCE REPORT (ADAPTIVE MMA)

Date/time: ___________
Location/session: ___________
Instructor present: ___________
Participant(s): ___________

Incident type

☐ Injury ☐ Near miss ☐ Behaviour ☐ Physical intervention ☐ Other

Description (facts only)

First aid given?

☐ Yes ☐ No
If yes: ____________________________________

Physical intervention used?

☐ Yes ☐ No
If yes, why and what method:

Parent/carer informed?

☐ Yes ☐ No
Time/date: ___________  Method: ___________

Follow-up actions

Instructor signature: ___________
DSL signature: ___________

REVIEW

This safeguarding policy and procedure pack will be reviewed at least annually and sooner if:

• legislation or guidance changes

• a safeguarding incident occurs

• delivery model changes

• commissioning/partnership requirements change

A Deputy DSL will be appointed as soon as workload, operational scale and delivery arrangements permit, and immediately upon any expansion involving staff, volunteers, assistants, or partnership delivery.