Safeguarding Policy
Wee Joys Japanese Language (Edinburgh, Scotland)
Version 1.1 · Last updated: 07.09.2026 · Next review: September 2027, or sooner if relevant law, guidance or our services change.
Our commitment: We believe every learner has the right to feel safe, respected and listened to. We take a prevention‑first approach and act promptly on any concerns.
1) Purpose & scope
This policy sets out how Wee Joys Japanese Language safeguards children and young people under 18 during in-person and online learning.
It applies to WJJL services involving under-18s, including:
- Kids’ Japanese After-School Club
- Heritage Japanese Club
- Holiday Camps and children’s workshops
- Private 1-to-1 lessons for under-18s
- Online lessons or coaching involving under-18s
It applies to Hitomi Kobayashi-Prior and to any staff, contractors, volunteers or other adults engaged by Wee Joys Japanese Language to work with children or young people.
This policy is informed by the National Guidance for Child Protection in Scotland 2021 (updated 2023), GIRFEC, relevant Edinburgh child protection procedures, and current Disclosure Scotland requirements.
For the purposes of this policy, a child or young person means anyone under 18.
2) Principles
Children’s rights & best interests: We take a children’s rights-informed approach and respect each child’s dignity, participation and best interests.
Prevention: We reduce safeguarding risks through safer recruitment, clear professional boundaries and appropriate risk assessment.
Proportionality: We respond to concerns in ways that are appropriate to the child’s age, circumstances and level of risk.
Confidentiality & information sharing: We handle safeguarding information carefully and share it only where it is relevant and necessary to protect a child or meet safeguarding or legal obligations.
Timely action: We record and respond to safeguarding concerns without unnecessary delay.
Equality & inclusion: Every child has the same right to protection and respectful treatment. We take account of disability, communication needs, language, culture, identity and other individual circumstances when considering safeguarding and reasonable adjustments.
3) Roles & responsibilities
Safeguarding / Child Protection Lead: Hitomi Kobayashi-Prior is responsible for maintaining this policy, safeguarding records, safeguarding advice and reporting concerns where required.
Contact: Email: hello[at]weejoysjapanese.com. A telephone number is provided directly to booked families.
Staff, contractors & volunteers: Anyone engaged by Wee Joys Japanese Language to work with children or young people must read and follow this policy, hold the appropriate PVG Scheme membership where the role is regulated, and report safeguarding concerns without delay to the Safeguarding / Child Protection Lead.
Concerns about the Safeguarding / Child Protection Lead: If a safeguarding concern or allegation relates to Hitomi Kobayashi-Prior, do not report it to her. Follow the external reporting route in Section 12, including City of Edinburgh Council Children and Families Social Work or Police Scotland, as appropriate.
4) Safer recruitment & training
PVG Scheme membership: Anyone carrying out a regulated role with children must hold the appropriate PVG Scheme membership before beginning that role. Wee Joys Japanese Language will check whether a role is regulated and ensure the required PVG Scheme membership is in place before the person starts. PVG membership will be maintained and renewed in line with current Disclosure Scotland requirements.
PVG disclosure: Where required for recruitment or role assessment, Wee Joys Japanese Language will obtain the appropriate PVG disclosure and consider the information as part of its safer recruitment process.
Recruitment checks: Where Wee Joys Japanese Language engages staff, contractors or volunteers, appropriate checks will be carried out for the role. These may include identity verification, right-to-work checks where legally required, references and relevant experience or qualification checks.
Induction: Anyone engaged to work with children will receive appropriate safeguarding induction, including this policy, professional boundaries, the Code of Conduct, data protection and the procedure for reporting concerns.
Training & review: Safeguarding knowledge and procedures will be reviewed regularly. Refresher training or briefing will be provided as appropriate, and this policy will normally be reviewed at least annually or sooner if relevant law, guidance or WJJL services change.
5) Code of conduct (all delivery)
Professional boundaries: We maintain warm but professional relationships with learners. We do not initiate or accept private social-media contact with child learners.
Communication: We use official WJJL email, booking systems and agreed learning platforms for communication with children and families. Communications are kept appropriate, factual and related to learning or participation.
Respectful environment: We use respectful language and address bullying, discrimination, harassment or other behaviour that may affect a child’s safety or wellbeing.
One-to-one sessions: We maintain appropriate professional boundaries and, where practical, use teaching spaces that provide suitable visibility and avoid unnecessary isolation. Online one-to-one sessions follow the e-safety arrangements in Section 7.
Physical contact: We avoid unnecessary physical contact. Where physical contact is necessary, for example for first aid or immediate safety, it must be appropriate, proportionate and explained to the child where circumstances allow.
Gifts & favouritism: We avoid personal gifts or arrangements that could create, or appear to create, favouritism. Learners are treated fairly and consistently.
Transport: We do not transport children alone in personal vehicles or accompany them alone off-site, except where an emergency requires action to protect a child.
Photography & video: We only photograph or film children with prior written parental consent and follow the safeguards in Section 11.
6) In‑person activities (clubs, workshops, private lessons)
Staffing & PVG: Anyone carrying out a regulated role with children must hold the required PVG Scheme membership.
Sign-in/out & collection: Children are signed in and out. Collection and late-collection arrangements follow Section 14.
Late collection: We allow a 10-minute grace period. After that, we contact the parent/guardian and then emergency contacts where needed, and record significant or repeated incidents.
Venue safety: We carry out a pre-session check of the teaching space, including access routes, fire exits, obvious hazards and toilet access.
Group size: Groups are kept small. Current Kids’ Clubs and Holiday Camps have a maximum of 4 children per tutor.
Toilets: Children are normally expected to use the toilet independently. If a child needs assistance, parents/carers should tell us before booking so that appropriate support arrangements can be discussed. The tutor does not ordinarily enter toilet cubicles.
Allergies & medical needs: Parents/carers should tell us about relevant allergies and medical needs in advance. Families are asked not to bring nuts to sessions; however, we cannot guarantee an allergen-free environment.
Medication: Any arrangements involving medication must be agreed in advance and recorded in writing. Wee Joys Japanese Language does not provide routine medical supervision.
First aid & emergencies: First-aid and emergency arrangements follow Section 15.
Visitors: Only pre-agreed adults may be present in the teaching area. Other visitors must not have unsupervised access to children.
