Safeguarding policy

Introduction

Watford Chess Club is committed to providing a safe and welcoming environment for all players to enjoy chess and be respected by others. This safeguarding policy sets out the minimum requirements to ensure all players are able to take part in club activities.

Overview

Watford Chess Club (the “Club”) welcomes to its sessions and other activities all players who are interested in chess, and will strive to ensure that everyone is treated with care and respect.

The Club recognises that the welfare and interests of children and vulnerable adults are paramount in all circumstances. It also aims to ensure that regardless of age, gender, religion or beliefs, ethnicity, disability, sexual orientation or identity, or socioeconomic background, all members and visitors:

• have a positive and enjoyable experience of chess in a safe and sociable environment;
• promote and prioritise the safety and wellbeing of children, young people and vulnerable adults;
• value, listen to and respect children, young people and vulnerable adults.

This policy applies to all members of, and visitors to, the Club when undertaking Club activities. A child — otherwise a junior player — is in this context anyone under eighteen years of age. It is a condition of membership that all members abide by and promote this policy.

Roles and responsibilities

All club members are responsible for ensuring that our high standards are upheld and that safeguarding is at the forefront of our considerations.

Officials

Some posts, in particular Junior Organiser and Coach, may involve a considerable degree of contact with children or adults in circumstances where a parent, guardian or carer is not always present. In general the work may involve regularly caring for, supervising, training or being in sole charge of such people.

It is the policy of the Club that it will only appoint to these positions a person for whom an independent suitable reference has been obtained, together with an enhanced Disclosure and Barring Service check.

Safeguarding Officer

The Club appoints a Safeguarding Officer, who is required to hold an enhanced DBS check and preferably to be signed up to the DBS update service. Any safeguarding or child welfare concern or allegation, and any comment or question about this policy, should be directed to them.

Any allegation or concern will be listened to and investigated. Where necessary it will be pursued by the Club's Safeguarding Officer in accordance with the English Chess Federation's Safeguarding Policy and Guidelines, available on the Federation's website.

Junior players

The Club welcomes junior players to its sessions and events, and allows juniors of an appropriate level to take part in inter-club and league matches.

The Club and its officials are not able to act in loco parentis at any club session, event or match. Parents, carers and guardians are ultimately responsible for the junior player, and need to consider the wellbeing, safety and good behaviour of junior players when deciding on any arrangements.

This policy sets out to safeguard the welfare of children attending the Club by protecting them from physical, sexual and emotional harm or abuse.

Parental supervision

Parents, carers and guardians remain responsible for their children while they are at the club. Ideally they should accompany their child to sessions, remain on the premises and escort their child home. Any alternative arrangement made with another responsible adult should be put in writing and must comply with the following.

• Children under 14 must always be accompanied by a parent or guardian.
• Players between 14 and 18 must have written permission from a parent or other responsible adult to attend the club alone and to travel home alone. That permission should be emailed, or clearly communicated, to the Safeguarding Officer in advance of the session.

The Club also welcomes the participation of children in inter-club matches away from the club venue, where appropriate. Parents and other responsible adults remain responsible for their child and for any arrangements made. Ideally they should accompany their child to away venues, and it is advisable that any alternative arrangement for transport or for supervising juniors at away venues is put in writing. Clear arrangements and responsibilities apply equally to visiting juniors, and responsibility for these should be made clear to the visiting team captain.

Supervision and the rule of three

The Club adheres to the “rule of three” wherever possible, requiring at least two adults, or two juniors, in a group at all times. Where a one-to-one situation is unavoidable, the adult and the young person shall stay in an open, public area where they can be seen by others at all times.

Photography and recording of images

Recording a child's achievements can be genuinely important. The Club, however, recognises the opportunity for misuse of published material, and that there can be circumstances in which publicity is detrimental to a child or their family.

Parents and guardians should be aware that photography for publicity purposes may take place, particularly at regional or national events, which may be outside the Club's control. The Club's policy is to seek parental consent before photography takes place and before publication.

Parents and guardians who object to photography — and no explanation is needed — can register that objection with the Club Secretary. Consent can be withdrawn at any time, and any published photograph will be removed.

Adult players

All adults, regardless of age, ability or disability, gender, race, religion, ethnic origin, sexual orientation, marital or gender status, have the right to be protected from abuse and poor practice, and to take part in an enjoyable and safe environment. The Club will seek to ensure that our chess is inclusive, and will make reasonable adjustments for any ability, disability or impairment.

Record keeping

Adequate records are maintained of all safeguarding matters, both to demonstrate that appropriate policies are adopted and followed, and to show that any complaint is addressed and resolved promptly and with due diligence.

Summary

The Club has adopted the ECF's Safeguarding Policy and will follow the relevant sections of it, including the procedures for recognising issues, handling allegations, acting on concerns and maintaining proper safeguarding records. The current version is published by the Federation as the ECF Safeguarding Policy.

The Club is covered by the English Chess Federation's Clubs and Congresses Insurance.

The Club shall abide by any further rules, regulations or guidelines set out from time to time by the Club Committee, the venue, the local league committees or the ECF, where these are deemed necessary to support the objectives of this policy.

This policy will be reviewed and updated as necessary on an annual basis, in line with experience and recommended practice in safeguarding and child protection.

Adopted by Watford Chess Club, 29 August 2025.