SAFEGUARDING

VIBE DANCE COMPETITION
Safeguarding and Child Protection Policy
Effective Date: January 2026 - January 2027
Designated Safeguarding Lead: Dennis Cousins, Owner/Director

1. Introduction 

Safeguarding is at the very core of Vibe Dance Competition’s mission as a recognised platform for young performers across the UK. We are fully committed to the protection,  safety, and welfare of all children and young people who take part in our events. We believe that every child, regardless of age, gender, ethnicity, ability, religion, or background, has the right to participate in a safe and inclusive environment where they can thrive, learn, and express themselves through dance. This policy outlines our obligations and procedures for ensuring the safety of children at all Vibe Dance Competition events. It is intended to provide clarity, reassurance, and a robust framework for all staff, volunteers, chaperones, educators, parents, and guardians involved in our events.

2. Policy Aims 

The primary aim of this policy is to safeguard all children and young people involved in 
Vibe Dance Competitions by ensuring that appropriate arrangements and procedures are 
in place to prevent harm. The policy ensures that all adults working with children 
understand their safeguarding responsibilities, that concerns are dealt with effectively and 
in accordance with current legislation, and that best practices are followed at all times. 
Furthermore, it aims to foster a culture of openness, accountability, and collaboration 
among professionals, parents, and children.

3. Legal Context 

This policy is guided by the Children Act 1989 and 2004, the Working Together to 
Safeguard Children statutory guidance (2018), and the Keeping Children Safe in 
Education framework (2023). It is also aligned with the Data Protection Act 2018 and UK 
GDPR, which govern the secure and lawful handling of personal and photographic data. 
Additionally, it reflects the principles and requirements of the Children (Performances and 
Activities) (England) Regulations 2014, and other relevant safeguarding legislation 
including the Human Rights Act 1998 and the Sexual Offences Act 2003.

4. Scope and Definitions 

This policy applies to all children under the age of 18 attending Vibe Dance Competitions, 
or under the age of 16 in Scotland unless under the supervision of a Children's Hearing, in 
which case they are considered a child until the age of 18. It also applies to all staff
members, freelancers, volunteers, chaperones, teachers, contractors, and members of 
the public who come into contact with children during our events. Safeguarding refers to 
the preventative measures taken to promote children’s welfare and protect them from 
harm, while child protection refers to the specific process of safeguarding children 
identified as at risk of or experiencing significant harm.

5. Designated Safeguarding Lead (DSL) 

The Designated Safeguarding Lead for all Vibe Dance Competition events is Dennis 
Cousins, who is also the Owner and Director of the organisation. Mr Cousins is 
responsible for managing all safeguarding matters, maintaining confidential records, 
responding to concerns or disclosures, and liaising with relevant agencies such as the 
police, children’s services, and Local Authority Designated Officers (LADOs). He is 
present at all events, and can be contacted via the staff contact list (mobile, email and 
post) and check-in point at the front desk of each venue. 

6. Reporting Concerns 

All safeguarding concerns must be reported immediately to the Designated Safeguarding 
Lead. If a child discloses abuse or harm, the adult receiving the disclosure must remain 
calm, listen without judgment, avoid asking leading questions, and reassure the child that 
they have done the right thing. The information should be recorded factually and passed 
on to the DSL as soon as possible. If the concern involves the DSL, it must be reported to 
the venue’s safeguarding officer or directly to the local authority. In cases where a child is 
believed to be at immediate risk of harm, the police or local child protection team will be 
contacted without delay.
Allegations involving staff will be addressed in accordance with disciplinary procedures. 
Where necessary, suspension or reassignment may be implemented during an 
investigation, and appropriate referrals made to external authorities, including the 
Disclosure and Barring Service, if the staff member is deemed unfit to work with children.

7. Staff Training and Vetting 

All staff members, volunteers, and chaperones working with children at Vibe Dance 
Competition must undergo an Enhanced DBS (Disclosure and Barring Service) check 
prior to engagement. Individuals are required to provide references and proof of identity. 
All safeguarding training is refreshed annually, and each member of staff receives an onsite briefing prior to the start of any event. Staff are regularly reminded of their legal 
responsibilities and reporting procedures.

8. Chaperoning and Supervision 

In accordance with UK legislation, a ratio of one licensed chaperone per twelve children 
must be maintained at all times. All chaperones must be registered with their local 
authority, and their details must be submitted to Vibe Dance Competition ahead of each 
event as part of the BOPA (Body of Persons Approval) process. Upon arrival, chaperones 
are required to sign in at the front desk and are issued credentials confirming their 
authorisation.
Chaperones are responsible for the children in their care in dressing rooms, backstage 
areas, and common spaces. Children must not be left unsupervised at any time unless in 
the direct care of a registered chaperone, teacher, or their parent or guardian. Staff
members are not permitted to assume loco parentis unless formally assigned to do so.

9. Medical and Injury Procedures 

The nature of dance performance means that minor injuries such as bruising or strains 
may occur. Qualified first aiders are present at every event, and all incidents are recorded 
in the official accident book. Where injuries occur, the child’s chaperone, teacher, or 
parent will be notified immediately. In the event of serious injury, emergency medical 
services will be contacted, and the appropriate safeguarding authorities informed.

10. Photography, Filming and GDPR Compliance 

All official photography and videography during Vibe Dance Competitions is conducted 
by a licensed professional photographer who holds a valid Enhanced DBS check. 
Photographs and videos are used for promotional and archival purposes and are securely 
stored by the Owner and Designated Safeguarding Lead, Dennis Cousins.
The use and storage of images are governed by the Data Protection Act 2018 and UK 
GDPR. Consent is obtained from schools or group organisers upon entry to the 
competition. Parents who do not wish their child to be photographed must notify staff in 
advance. Any such requests are recorded and strictly honoured. Personal devices are not 
permitted for photography or filming by members of the public, chaperones, or teachers 
during performances or in backstage areas. Unused media is securely deleted within 
twelve months unless further consent is obtained. 

11. Inclusion and Anti-Bullying 

Vibe Dance Competition is an inclusive environment where all children are treated with 
respect, regardless of background, ability, or identity. We do not tolerate bullying, 
harassment, or discrimination of any kind. Any such behaviour will result in disciplinary 
action and potential removal from the event. Our staff and chaperones are trained to 
monitor for signs of distress or social exclusion and intervene supportively where needed. 
Children’s voices are valued, and their emotional wellbeing is central to our safeguarding 
ethos.

12. Confidentiality and Record-Keeping 

All records related to safeguarding concerns, disclosures, or investigations are kept 
securely and in line with data protection laws. Information is shared only with relevant 
parties and on a strict need-to-know basis. Written records are retained for the legally 
required period and are then securely destroyed.

13. Multi-Agency Collaboration 

Vibe Dance Competition works closely with external safeguarding partners, including 
Local Authority Designated Officers, Social Services, the Police, education providers, and 
licensing bodies. Where required, we engage these agencies to assess, investigate, or 
support safeguarding concerns. We comply fully with any legal obligations or requests 
made by such authorities.

14. Policy Review 

This policy will be reviewed on an annual basis or in response to significant changes in 
safeguarding legislation, guidance, or operational procedure. It may also be reviewed 
following a safeguarding incident or at the request of a stakeholder, parent, or 
safeguarding authority.

Signed: Dennis Cousins
Owner/Director & Designated Safeguarding Lead