Altrincham Youth Choir
Child Protection Policy
Version: 1.0 | Date adopted: 5th December 2026 | Next review: 5th December 2027
1. Our commitment
Altrincham Youth Choir (AYC) welcomes children and young people aged 7 to 18. Every child has the right to enjoy music in a safe, kind and supportive place. We believe that all children, whatever their age, background, ability or identity, have an equal right to protection from harm. Everyone involved with AYC, whether paid or volunteer, shares responsibility for keeping children safe.
This policy applies to everything AYC does: weekly rehearsals of AYC Juniors and AYC Seniors, concerts, competitions and festivals, workshops, holiday weeks and Come & Sing days. In this policy, a “child” means anyone under 18.
It draws on the Children Act 1989 and 2004, the Safeguarding Vulnerable Groups Act 2006, Working Together to Safeguard Children, and the procedures of the Trafford Safeguarding Children Partnership.
2. Who is responsible
AYC is run by Cally Youdell (Artistic Director) and Simon Passmore (Musical Director).
Designated Safeguarding Lead (DSL): Cally Youdell, 07715 559306, cally@altrinchamyouthchoir.co.uk
Deputy DSL: Simon Passmore, 07922506959, info@simonpassmore.com
If a concern is about the DSL, report it to the Deputy DSL.
The DSL receives and records concerns, decides on next steps, makes referrals, and makes sure all adults know this policy. The DSL will complete recognised safeguarding training and refresh it at least every two years.
3. Safer recruitment and adults at AYC
Every adult who works with AYC children (directors, accompanists, parent volunteers, guest tutors, photographers) is checked with an enhanced DBS check including the children’s barred list before starting, and we keep a record of the check.
Staff are chosen for their music qualifications and established experience in music education, and we take up references or recommendations.
DBS checks are reviewed at least every three years, or we use the DBS Update Service.
All adults read this policy and sign the Code of Conduct (section 11) before starting.
Parent volunteers who are not DBS checked do not help in a role where they supervise children, and are never left unsupervised with children.
4. Supervision
At least two DBS-checked adults are present at every session, rehearsal and event.
No lone working: no adult is ever alone with a child or a small group out of sight of others.
As numbers grow we will add DBS-checked adults so that supervision is in line with NSPCC recommended adult-to-child ratios. So for AYC Juniors that is 1:6 and for AYC Seniors 1:8.
One-to-one work (for example, a short vocal coaching session or audition) only happens with the
prior agreement of the child’s parent or carer, in an open, visible space, with another adult aware and nearby.
5. Arriving and leaving
Children are signed in and out at every session by an adult.
Children under 16 must be dropped off and collected by a parent or carer, or by a named adult listed on their registration form.
Young people aged 16 and 17 may travel to and from rehearsal alone only if their parent or carer has given written permission on the registration form.
If someone not on the form is collecting a child, the parent must tell us in advance. We will not release a child to someone we do not know or who is not authorised.
If a child is not collected on time, two adults stay with the child, we call the parent and the emergency contacts, and we never take a child home or leave them alone. If no one can be reached after one hour, we will contact Trafford Children’s Services, or the police if we are concerned for the child’s safety.
6. Toilets and personal care
Children aged 7 to 11 go to the toilet in pairs or small groups, and an adult waits outside the toilet area. Older children may go on their own, and an adult knows they have gone.
Adults do not go into the toilets unless it is an emergency, and if they do they tell another adult straight away.
AYC does not provide intimate care. If a child needs help with personal care, we will agree arrangements with the parent beforehand.
7. Behaviour and respect
We expect all members to treat others with kindness and respect. Bullying, including online bullying, name-calling, exclusion and unkind comments, is not tolerated, and we deal with it promptly and speak to parents where needed. Adults never use physical punishment or humiliate, shout at or belittle a child. Physical contact is limited to what is appropriate and needed, such as first aid, and we never use it to discipline.
8. Communication and online safety
AYC adults communicate with children through their parents or carers only, by email or WhatsApp. Adults do not message children directly, and do not connect with members on personal social media.
Any parent WhatsApp group is for adults only.
Children are asked to keep phones switched off and away during rehearsals.
Apart from the Artistic Director and Musical Director, as set out in section 9, adults do not take photographs or video of children on personal devices. Please see our Photo and Video Consent policy.
9. Photography and filming by AYC directors
AYC’s appointed photographer, Sarah Foubert of Foubography, takes most photographs and video of our members. In addition, the Artistic Director and Musical Director may film short clips of rehearsals and events for AYC’s social media, using their own mobile phones, on the following conditions:
Only the Artistic Director and Musical Director may film. No other adult may take images of children on a personal device.
Filming only takes place while at least one other adult is present.
Only children whose parents or carers have given social media consent are included. Directors check the consent list before filming, and any child without consent is kept out of shot.
Filming is limited to short clips of musical activity. Children are never filmed or photographed during breaks, in toilets or changing areas, while upset or injured, or in any situation that could embarrass them.
Clips are transferred to AYC’s secure shared folder within 24 hours and then permanently deleted from the phone, including any “recently deleted” folder.
Automatic cloud backup (such as iCloud or Google Photos) is switched off for these clips, so that images of children are not copied to a personal account.
The phone is protected by a passcode and is not shared with anyone else.
Children are never named in full alongside images. See our Photo and Video Consent.
Any child can ask not to be filmed, and parents can withdraw consent at any time.
Any breach of these conditions must be reported to the DSL at once.
10. Concerts, competitions, workshops and holiday weeks
We carry out a risk assessment for each venue and event, and make sure adults know evacuation routes, first aid points and supervision arrangements.
At events away from our usual hall, including Come & Sing days, we follow this policy and check the venue’s own safeguarding and safety arrangements.
Children stay with an AYC adult at all times at competitions, festivals and concerts, and parents are told arrival, pick-up and dress arrangements in advance.
We do not currently run tours, residential trips or online sessions. If we do, we will update this policy first and seek parents’ written consent.
11. Health, safety and first aid
Parents tell us about medical conditions, allergies, medication and additional needs on the registration form, and we keep this information securely and share it only with adults who need it.
A first-aid kit and accident book are kept at every session, and accidents are recorded and shared with parents. Simon Passmore is AYC’s first aider.
Parents or carers are told promptly if their child is hurt or unwell.
12. Code of conduct for adults
Adults at AYC will:
treat every child with respect, patience and fairness
never be alone with a child out of sight of others
never contact a child directly or via personal social media
not take or share images of children on personal devices, except as set out in section 9 (Photography and filming by AYC directors)
not give gifts or favours to individual children, or have favourites
not use language or behaviour that is inappropriate, offensive or sexualised
not share personal information about children except with those who need it
report any concern or allegation immediately to the DSL
never ignore a concern, and never promise a child they will keep a secret
13. Recognising and responding to concerns
Abuse can be physical, emotional or sexual, or neglect, and can happen in person or online, including between children. Signs may include changes in behaviour, unexplained injuries, fear of an adult or of going home, or a child telling you something worrying.
If a child tells you something worrying: stay calm, listen, and do not ask leading questions. Reassure the child that they did the right thing by telling you. Never promise to keep it secret, and explain that you need to tell someone whose job it is to keep children safe. Write down what was said, in the child’s own words, as soon as you can, with the date and time, and give it to the DSL straight away.
The DSL will:
Record the concern and decide on the right action, usually the same day.
Make a referral to Trafford Children’s Services if a child may be at risk of harm, and in an emergency or if a child is in immediate danger, call 999.
Trafford Children’s First Response: tel 0161 912 5125 / Out of hours 0161 912 2020
Tell the parents, unless doing so could put the child at risk. The DSL will take advice from Children’s Services on this.
Keep a written record of what was done and why.
Allegations about an adult at AYC: report straight away to the DSL, or the Deputy DSL if the concern is about the DSL. The adult will be removed from contact with children while the matter is looked into, and the DSL will contact the Local Authority Designated Officer (LADO) in Trafford within one working day: Anita Hopkins 0161 912 5024 / LADO@trafford.gov.uk
Other sources of help:
NSPCC helpline for adults worried about a child: 0808 800 5000
Childline (free, for children and young people): 0800 1111
14. Records and confidentiality
Safeguarding records are kept securely, separate from general records, and shared only with those who need to know, including Children’s Services or the police where needed. They are kept in line with UK GDPR and our privacy notice. We keep them until the child reaches the age of 25, as per national DfE guidance.
15. Review
This policy is reviewed at least once a year, and after any incident or change in the law or guidance. It is available to parents on our website, and copies are given to all adults at AYC.
Questions or concerns? Contact Cally Youdell, Designated Safeguarding Lead, on 07715 559306 or cally@altrinchamyouthchoir.co.uk