Safe Guarding Policy

Have a read of the safeguarding policy for Flow With Olivia Hatcliffe below:

Safeguarding Policy

Flow with Olivia Hatcliffe

Policy Owner: Olivia Geneviéve Hatcliffe
Trading As: Flow with Olivia Hatcliffe
Policy Version: 2.0
Effective Date: July 2026
Review Date: July 2027

1. Statement of Commitment

Flow with Olivia Hatcliffe is committed to providing a safe, welcoming, respectful and inclusive environment for everyone who attends classes, workshops, private sessions, retreats or events.

As a sole trader, I recognise my responsibility to safeguard the welfare of all participants, particularly children, young people and adults at risk. I am committed to promoting their wellbeing, preventing harm wherever possible, and responding appropriately to any safeguarding concerns.

Safeguarding is everyone's responsibility. Any concerns regarding the welfare or safety of a participant will always be taken seriously and responded to appropriately.

I am committed to treating every individual with dignity and respect regardless of:

Age
Disability
Race or ethnicity
Religion or belief
Sex
Gender reassignment
Pregnancy or maternity
Marriage or civil partnership
Sexual orientation

Flow with Olivia Hatcliffe operates in accordance with current safeguarding legislation and guidance across England, Wales and Scotland.

2. Scope

This policy applies to all activities delivered under Flow with Olivia Hatcliffe, including:

Yoga classes
Mat Pilates
Reformer Pilates
Meditation sessions
Workshops
Private sessions
Retreats
Online classes
Any future wellbeing services delivered under the business

It also applies to any cover teachers or contractors delivering sessions on behalf of Flow with Olivia Hatcliffe.

3. Definitions

For the purpose of this policy:

A child is anyone under the age of 18.

An adult at risk is a person aged 18 or over who has care or support needs and is unable to protect themselves from abuse, neglect or exploitation because of those needs.

Safeguarding means protecting the health, wellbeing and human rights of children and adults at risk so they can live free from abuse, neglect and harm.

4. Safeguarding Principles

Flow with Olivia Hatcliffe is committed to:

Providing a safe environment for all participants.
Treating everyone with respect and dignity.
Listening to concerns without judgement.
Responding promptly to safeguarding concerns.
Maintaining appropriate professional boundaries.
Working within current safeguarding legislation and guidance.
Respecting confidentiality while recognising that safeguarding concerns may need to be shared with appropriate authorities.

5. My Responsibilities

As the owner and instructor of Flow with Olivia Hatcliffe, I will:

Maintain appropriate safeguarding awareness.
Keep this policy under annual review.
Maintain appropriate insurance.
Risk assess activities where appropriate.
Provide a safe teaching environment.
Maintain professional conduct at all times.
Take all safeguarding concerns seriously.
Report safeguarding concerns where necessary.

I act as the Designated Safeguarding Lead (DSL) for Flow with Olivia Hatcliffe.

6. Cover Teachers

Where cover teachers are engaged, I will ensure they hold appropriate qualifications and insurance relevant to the classes they deliver.

Where appropriate, I may request evidence of:

Teaching qualifications
Insurance
Enhanced DBS certificate (where applicable)
Safeguarding training

Cover teachers are responsible for following their own safeguarding procedures and reporting any safeguarding concerns immediately to the appropriate authority where necessary, while informing me as soon as reasonably possible.

7. Professional Boundaries

Professional boundaries will always be maintained.

This includes:

Treating all participants respectfully.
Avoiding inappropriate relationships.
Obtaining consent before providing physical adjustments.
Respecting privacy and confidentiality.
Maintaining professional communication both online and in person.

8. Physical Adjustments

Yoga and Pilates may involve physical adjustments.

Before providing any hands-on assistance I will:

Ask for consent.
Respect a participant's decision to decline.
Offer verbal alternatives wherever possible.

Participants may withdraw consent at any time.

9. Private Sessions

Private sessions will always be delivered professionally.

Where a participant is under 18 years of age, a parent, guardian or other responsible adult should normally remain present unless alternative safeguarding arrangements have been agreed.

10. Online Classes

When delivering online classes, reasonable steps will be taken to provide a safe online environment.

Participants are encouraged to:

Join from an appropriate space.
Wear suitable clothing.
Respect the privacy of others.
Notify me of any concerns.

Online sessions will not be recorded without consent.

11. Photography and Social Media

Photographs or videos may occasionally be taken for promotional purposes.

Images will only be used:

with permission,
in an appropriate manner,
and with respect for participants' privacy.

Parents or guardians must provide consent before photographs of children are used.

12. Confidentiality

Information relating to safeguarding concerns will be handled sensitively.

Confidentiality will be respected wherever possible.

However, confidentiality cannot be guaranteed where someone may be at risk of significant harm or where disclosure is required by law.

13. Reporting Concerns

Anyone with a safeguarding concern is encouraged to speak to me as soon as possible.

Designated Safeguarding Lead

Olivia Geneviéve Hatcliffe

Email:
flow.witholivia@icloud.com

Telephone:
+44 7936 747840

If someone is believed to be in immediate danger, emergency services should be contacted immediately by calling 999.

Where appropriate, concerns may also be referred to:

Local Authority Children's Services
Adult Social Care
Police
NHS services

14. Responding to a Disclosure

If someone discloses abuse or neglect, I will:

Remain calm.
Listen carefully.
Avoid asking leading questions.
Reassure the individual they have done the right thing by speaking up.
Explain that I may need to share the information to keep them safe.
Make an accurate written record.
Seek advice or make an appropriate referral where necessary.

15. Record Keeping

Safeguarding records will be:

factual,
accurate,
dated,
stored securely,
retained only as long as necessary,
managed in accordance with UK data protection legislation.

16. Review

This policy will be reviewed annually or sooner if:

safeguarding legislation changes,
business activities change,
lessons are learned from incidents,
or best practice guidance is updated.

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