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Safeguarding-first

Safeguarding & Online Safety Policy

GradeLift is committed to the safety and wellbeing of every child and young person in our care.

Policy details

Organisation:: GradeLift Ltd
Applies to:: All directors, staff, contractors, volunteers
Version:: v1.0 — effective 08 Sep 2025 · next review 08 Sep 2026
ICO Reg No.:: C1770309

Safeguarding contacts

Designated Safeguarding Lead (DSL)

Hakeem Shittu, Director

safeguarding@gradelift.co.uk

Deputy DSL & Data Protection

Anees Grant-Salih, Director

anees.grant-salih@gradelift.co.uk

🚨

If a child is at immediate risk, call 999. For non-emergency concerns contact the DSL at safeguarding@gradelift.co.uk.

Purpose & scope

Protect children and young people (<18) who receive GradeLift’s services.
Provide tutors with clear standards for online lessons, communications, and record-keeping.
Align with UK safeguarding guidance (Keeping Children Safe in Education, Working Together to Safeguard Children).

Definitions

Child/young person:: Anyone under 18.
Online lesson:: Live session via Microsoft Teams.
Tutor:: Self-employed contractor engaged by GradeLift.
Parent/Carer:: Person with parental responsibility.
DSL/DDSL:: Leads safeguarding; receives and escalates concerns.

Roles & responsibilities

Board/Founders: Ensure policy is resourced, implemented and reviewed.
DSL: First point of contact; advises, logs, and escalates (including to LADO where appropriate).
Tutors/staff: Follow this policy, complete induction, report concerns immediately.
Parents: Ensure safe home environment; consent to agreed communication methods.

Safer recruitment & onboarding

Pre-engagement checks: Enhanced DBS (Child Workforce) + Update Service (or new check within 12 months); right-to-work verification; two references.

Induction: This policy, Code of Conduct, online safety, data protection, communications rules, AI use guidelines.

Ongoing QA: Monthly spot-checks of lesson notes; occasional supervised observations; parent feedback.

Code of conduct

Use GradeLift professional accounts only (email & WhatsApp Business).
Use a neutral background; dress professionally on video.
Never share personal contact details or social media with students.
Avoid 1:1 unsupervised contact with students outside lessons.
Report all safeguarding concerns to the DSL immediately.

Communications & Parent-in-Thread rule

Official channels only: GradeLift email and GradeLift WhatsApp Business. No personal numbers.

Parent-in-Thread: All out-of-lesson messages with under-18s must include the parent/carer. No tutor↔student 1:1 DMs on any platform. WhatsApp: family group (Parent + Student + GradeLift).

Boundaries: 08:00–21:00 local time; no disappearing messages; factual and professional tone.

Online lesson setup (Microsoft Teams)

Tutor must: use a unique meeting ID; Waiting Room ON; screen share host-only; file transfer/private chat OFF; recording OFF; neutral professional background.

Student/parent: Preferred shared/family space; camera on encouraged; no uninvited participants.

Attendance: Verify student identity at start; no third-party recording without written consent.

Recording policy

Default: lessons are not recorded.
Permitted: safeguarding review, tutor QA, serious incident evidence — written parental consent required.
One-off incident recordings may proceed without prior consent; parent and DSL informed immediately.
Storage: company SharePoint only; DSL/ops access only. Retention: 90 days unless required longer.

Data protection & security

ICO-registered (C1770309). Data processed lawfully, minimally, and securely.
MFA on all accounts. No student data on personal devices outside approved encrypted apps.
No personal data in unapproved AI tools.
Safeguarding records retained 7 years minimum. See our Privacy Policy.

Managing concerns, disclosures & allegations

🚨 Immediate risk: call 999.

Otherwise, same day:

Listen & reassure (do not promise confidentiality).
Record facts (date/time, exact words, context).
Report to DSL immediately by phone, then email safeguarding@gradelift.co.uk.
DSL assesses risk; consults LADO where tutor/adult allegation meets threshold; refers to children’s services/police if required.
Do not contact alleged abuser or investigate yourself.

Allegations against tutors: tutor suspended pending outcome; LADO informed within 1 working day where threshold met.

Online safety risks

Grooming/inappropriate contact: Parent-in-Thread enforced; no private DMs; waiting rooms on.
Inappropriate content: end session; report to DSL.
Unsafe environment: pause lesson; notify parent; log.
Tech failures: switch to backup; log material disruptions.

12–15

AI use, complaints, training & governance

AI & platforms: Approved tools (Microsoft 365, Teams, approved AI assistants); copyright respected; no personal data in AI tools; tutors responsible for accuracy.

Complaints: hello@gradelift.co.uk (service) or safeguarding@gradelift.co.uk (safeguarding). Acknowledge ≤ 2 working days; resolve ≤ 10. See Complaints Policy.

Training: Safeguarding induction for all tutors; annual refresher.

Governance: Owner: DSL · Approval: Directors · Review: annually or after any incident.

Appendices

Appendix A

Safeguarding Record Form

Student name, DOB, parent contact
Date/time of concern; who present
What was said/observed (exact words)
Immediate actions taken
Tutor name & signature
DSL review, decision, referrals

Appendix B

Parent Consent Form

Recording: I consent / do not consent to recording for safeguarding or QA purposes. Stored securely, retained 90 days, accessible on request.

Messaging: I consent to communications via GradeLift email and GradeLift WhatsApp Business in a parent-included thread. No tutor will contact my child 1:1 privately.

Appendix C

Tutor Acknowledgement

I confirm I have read and will follow GradeLift’s Safeguarding & Online Safety Policy, including Parent-in-Thread, Teams settings, recording policy, data protection, and reporting procedures.

Safeguarding concerns?

Contact our DSL directly. We take every concern seriously.

Email the DSL Back to home

If a child is at immediate risk, always call 999 first.