POLICY REVIEWED SEPTEMBER 2026

Safeguarding at Rowan Hall

Around four hundred children train here each week. This page sets out who is responsible for their safety, how to raise a concern, and what happens after you do.

Report a concern Download the full policy

POLICY STATEMENT

Our commitment

Rowan Hall is committed to the welfare of every child and adult at risk who uses this site, and treats that responsibility as sitting above coaching outcomes, results and reputation. We follow the LTA Safeguarding Policy and the statutory guidance in Working Together to Safeguard Children.

The policy is reviewed every September by the director of tennis and both safeguarding leads, and after any incident. The full document is available at the clubhouse desk, by email on request, and as a download from this page.

Every coach is vetted

Enhanced DBS check for every member of staff on court, renewed every three years, plus annual LTA safeguarding training.

Two named leads

A safeguarding lead for junior programmes and one for the academy. Both are on site most days and both can be contacted directly.

Nothing happens behind a closed door

Coaching takes place on open courts in view of the loggia. One-to-one sessions are in sight of another adult at all times.

Concerns are recorded

Every concern raised is written down, dated and acted on, whether or not it is judged serious. Nothing is handled informally.

WHO TO GO TO

Named safeguarding leads

Three people, all on site most days. You do not need to go through the office to reach any of them.

Nadia Osei

Safeguarding lead · Junior programmes

Coaches the red and orange groups and holds the safeguarding lead role for everything involving players under eleven.

safeguarding@rowanhall.example

Gill Anstey

Safeguarding lead · Academy

Academy manager and the designated lead for the site as a whole, including camps, boarding and visiting coaches.

gill@rowanhall.example

Marta Silveira

Director of Tennis

Where a concern involves a member of staff, or where you would rather not raise it with a lead, it comes to the director in writing.

director@rowanhall.example

REPORTING A CONCERN

What happens when you tell us

Any concern, about anyone, including our own staff. Raising one in good faith never affects a player’s place or their group.

Speak to a lead, or write

Nadia Osei or Gill Anstey, in person at the clubhouse or by email. If you would rather not use either route, write to the director of tennis.

It is recorded the same day

The concern is written up, dated and logged, with your name unless you ask for it to be withheld. You receive written acknowledgement within one working day.

Reviewed within three days

The lead reviews it with the director. Where a concern meets the referral threshold it goes to the LTA safeguarding team and Surrey children’s services, without delay and without waiting for our own review to finish.

You are told what happened

You receive a written outcome. Where the outcome cannot be shared in full for confidentiality reasons, we say so plainly rather than going quiet.

PHOTOGRAPHY & VIDEO

Images of children at Rowan Hall

Consent-based, reviewed annually, and withdrawable at any time.

Consent is asked once a yearEvery family completes a photography consent form on joining and again each September. Consent can be withdrawn at any time by email, effective immediately.

No names with facesWhere a child is identifiable in a photograph published by the academy, their full name is not used alongside it.

Parents may photograph their own childAt festivals, camps and matches. We ask that images including other children are not posted publicly without those families’ agreement.

No phones on court or in changing roomsThis applies to coaches, players and visitors. Video analysis is filmed on academy equipment and stored on academy systems only.

Video analysis is restrictedSquad and elite footage is used for coaching only, shared with the player and their parents, and deleted at the end of the season unless we ask.

Press and external photographersAttend by arrangement only, are accompanied throughout, and work from the consent list held at the desk.

PARENT RESPONSIBILITIES

What we ask of you

Tell us what we need to knowMedical conditions, allergies, court orders and anything else affecting a child’s care. Update us when it changes, not at the next assessment.

Collect on timeCoaches stay with any child not collected, but the session ends when it ends. Persistent late collection is a safeguarding matter, not an administrative one.

Tell us who is collectingIf someone other than the usual adult is collecting a child, the office needs to know beforehand.

One voice on courtCoaching during a session comes from the coach. This is a coaching rule, but it also means a child always knows who is responsible for them on court.

Raise concerns earlyIncluding concerns about our own conduct. Nothing raised in good faith affects a player’s place or their group.

COACH STANDARDS

Background checks and vetting

Enhanced DBSEvery coach, plus the physio, the sports therapist, the psychologist, the study centre tutor and the office staff. Renewed every three years.

LTA accreditationAll nine coaches are LTA-accredited and hold current accreditation, which itself requires safeguarding training and a valid DBS.

Annual safeguarding trainingCompleted by every member of staff each year, with the leads holding the LTA’s designated safeguarding officer qualification.

First aidA minimum of two first-aid qualified staff on site whenever courts are open, and one on every camp group.

ReferencesTwo references taken up for every appointment, including one from the most recent coaching role.

Visiting coachesGuest and visiting coaches provide their DBS and accreditation before working, and are never left unsupervised with a group.

DOCUMENTS

Read the policy in full

The safeguarding policy, the photography consent form and the code of conduct for coaches, players and parents are all available on request or at the clubhouse desk.

Safeguarding policy Ask a question