Statement of commitment

Villo, and every Villo practitioner, is committed to safeguarding and promoting the welfare of every child we work with. Every child's welfare is paramount, regardless of their background, needs, or circumstances. This procedure applies to all sessions, communications, and records connected to Villo's tutoring and programme services, and to every practitioner delivering them.

Who this policy covers

This policy applies to all Villo practitioners delivering sessions, currently and in future. At present, Ruby Klineberg is the only practitioner delivering Villo's services, and holds overall responsibility for safeguarding as the Designated Safeguarding Lead (DSL) for the business. If additional practitioners join Villo, each one will be vetted and trained to the same standard set out below before working with any child, and this section will be updated to name them and confirm a deputy DSL.

Vetting

Every Villo practitioner holds an enhanced DBS (Disclosure and Barring Service) check before working with any child. Ruby Klineberg's enhanced DBS check was issued 29 August 2024.

Confidentiality and its limits

Information shared by a child or their parent/carer during sessions, intake, or written communication is treated confidentially and is only used to support the child's programme.

This confidentiality has limits. We will share relevant information, without consent if necessary, where:

we believe a child is at risk of significant harm (abuse, neglect, or serious welfare concern);
a child discloses something suggesting they or another child may be in danger;
we are legally required to do so (e.g. by a court order).

Where possible, we will tell the parent/carer that we are making a referral, unless doing so would itself put the child at greater risk (for example, where the concern involves the parent or carer).

Recognising possible signs of concern

Ruby will remain alert to signs that a child may be experiencing abuse, neglect, or other harm, including but not limited to:

unexplained changes in behaviour, mood, or engagement;
comments made by the child that raise concern;
signs of physical harm;
indications of neglect (e.g. persistent tiredness, hunger, inappropriate clothing for weather);
disclosures made directly by the child, however they are phrased.

Because sessions are delivered remotely, Ruby will also remain alert to what can be seen or heard in the background of a call, and to any technology-related safety concerns (e.g. a child appearing to be supervised inappropriately, or being asked to communicate outside agreed channels).

What we will do if concerned

Listen and note. If a child discloses something, or a practitioner notices a concerning sign, they will listen calmly, avoid promising complete confidentiality, and make a factual written record as soon as possible afterwards (what was said/observed, when, and any relevant context), not judgements or assumptions.
Do not investigate. The practitioner will not question the child further than necessary to understand immediate safety, and will not attempt to investigate or confirm the concern themselves.
Seek advice. The practitioner (or the DSL, if different) will contact the relevant local authority's Children's Services (MASH/referral line for the child's home area) or the NSPCC Helpline (0808 800 5000) for advice, even where they are not certain a referral is necessary.
Refer if needed. Where advice confirms a referral is appropriate, we will make a referral to the relevant local authority Children's Services team, or, in an emergency, call 999 or the police non-emergency line (101).
Record keeping. All safeguarding-related records are stored securely and separately from general programme notes, with access limited to the DSL and any practitioner directly involved. These records are retained in line with statutory safeguarding record-keeping guidance, which is typically longer than standard data retention periods.

If a concern is about a Villo practitioner

If a parent, child, or third party has a concern about a Villo practitioner's conduct, they should contact hello@villocare.com in the first instance. Because Villo is a self-employed practice with no employer or professional governing body, concerns that cannot be resolved this way, or that relate to a child's safety, should be directed to the Local Authority Designated Officer (LADO), the statutory route for managing allegations against anyone who works with children where there is no employer or registering body to handle it, including self-employed tutors and coaches.

Barnet's LADO is contacted via the Multi-Agency Safeguarding Hub (MASH):
Phone: 020 8359 4066 (Monday–Thursday 9am–5:15pm, Friday 9am–5pm)
Email: MASH@barnet.gov.uk

Online and remote session safety

Sessions take place via Google Meet, using Villo's official booking and communication channels only.
We ask that a parent or carer is reasonably contactable nearby during a session, particularly for younger children.
Villo practitioners will not communicate with a child directly outside of agreed session times or official channels (e.g. no personal social media contact, personal phone number, or messaging apps).
Sessions should take place in an appropriate, non-private space within the home (not a bedroom with the door closed, for example), where practical.

Training and review

Every Villo practitioner completes formal safeguarding training before working with children. Ruby Klineberg's safeguarding training was completed as part of her Qualified Teacher Status (QTS), covering statutory safeguarding requirements for those working with children (in line with Keeping Children Safe in Education).

This policy will be reviewed annually, or sooner if a safeguarding concern reveals a gap in the procedure.

Contact

hello@villocare.com

In an emergency, or if a child is in immediate danger, call 999.
For safeguarding advice (not an emergency), the NSPCC Helpline is available on 0808 800 5000.

Safeguarding procedure