Safeguarding
We strive to ensure that all children, young people and adults at risk are safeguarded from abuse and have an enjoyable tennis experience.
The Protecting Vulnerable Groups (PVG) scheme is managed by Disclosure Scotland. It helps ensure people who are unsuitable to work with children and protected adults cannot undertake Regulated Roles with these groups.
From 1 April 2025 it is a legal requirement to join the PVG Scheme if you’re going to do a Regulated Role. When you apply to the scheme, Disclosure Scotland carries out criminal record checks. You’ll receive a Disclosure which shows the results of these checks.
An important change from 1 April 2025 is that you need to give consent during the application process if you wish to share this Disclosure with Tennis Scotland. We can use this information to update the LTA system and help decide if you’re right for the role you’re applying for.
Vulnerable Groups
Children: For PVG and Safeguarding purposes, a child is defined as anyone under the age of 18
Protected Adult : For PVG and Safeguarding purposes, a Protected Adult is anyone over 18 AND, by reason of physical or mental disability, illness infirmity or ageing, either has an impaired ability to protect themselves from physical or psychological harm or requires assistance with the activities of daily living.
Regulated Roles – Roles requiring a PVG in Tennis
From 1 April 2025, the Protecting Vulnerable Groups (PVG) Scheme became a legal requirement for anyone carrying out a Regulated Role. A PVG must be in place before the Regulated Role begins.
Please view our Regulated Roles guidance sheet below to check if your role in Scottish tennis requires a PVG. If you have a role in your club/venue that doesn’t appear on this list and you believe due to the nature of the work that a PVG may be required, please contact Tennis Scotland.
If you subsequently stop doing a Regulated Role, it is mandatory for you to inform Tennis Scotland, who will then inform Disclosure Scotland.
Regulated Roles guidance sheet
Tennis Scotland & PVG checks
Tennis Scotland is registered with Disclosure Scotland for the purpose of carrying our PVG checks for people in Regulated Roles in Tennis. All PVG applications for people in Regulated Roles in tennis must be processed through Tennis Scotland. Tennis Scotland cannot accept PVG certificates that have been obtained through other organisations.
To assist registered venues and to comply with PVG legislation, Tennis Scotland is deemed to be the Suitability Decision Maker in relation an individual’s employment in Regulated Roles in tennis. Individuals give consent for this as part of their application for their PVG.
To process applications that are free for volunteers, venues must be Qualifying Voluntary Organisations (QVO).
A QVO is an organisation that:
- Is not conducted primarily for profit, and any profit generated is used to further the objectives of the organisation and is not distributed to its members;
- Is not a further education institution, a school, a public or local authority, or which is not under the management of a public or local authority.
If you are not sure of your status as an organisation, please contact Tennis Scotland.
Legislation
The Disclosure (Scotland) Act 2020 has amended the predecessor legislation, the Protection of Vulnerable Groups (Scotland) Act 2007. The concept of ‘regulated work’ which required individuals to undergo a PVG check has been replaced with a new definition of ‘Regulated Role’. Those who undertake a ‘Regulated Role’ need to have a PVG check completed.
Failure to do so would be an offence under the Act.
Alongside the change of terminology, there are also some differences in what is captured under the definition of a ‘Regulated Role’ when compared with the previous definition of ‘regulated work’.
The definition of a Regulated Role is contained within Section 74 of the Act, which then directs to Schedule 3 of the Act which replaces Schedule 2 of the PVG Act.
Application Process
Step 1: Person wishing to undertake Regulated Work (which can be paid or voluntary, full-time or part-time), applies for a PVG through Tennis Scotland:
PVG Application & Self Declaration form
Step 2: Tennis Scotland sends link to individual to complete ID check through YOTI online portal – this must then be completed by applicant within 7 days.
Step 3: Tennis Scotland approves ID check and inputs applicant information onto the Disclosure Scotland online portal
Step 4: Disclosure Scotland will send a link to the applicant to complete their online application.
Step 5: Applicant completes personal information via email link. Applicant information submitted directly to Disclosure Scotland. Applicant will have 14 days to complete this application. At this stage, applicant can also provide consent for Disclosure results to be shared with Tennis Scotland.
Step 6: Disclosure checks undertaken by Disclosure Scotland.
Step 7: If applicant provide consent as per Step 5, Tennis Scotland can view Disclosure results on Disclosure Scotland online portal.
Step 8a: Tennis Scotland checks the Disclosure results and, if no convictions are shown, the LTA system is updated.
Step 8b: If convictions are shown in the applicant's Disclosure results, these are risk assessed by Tennis Scotland and the LTA.
Referrals
The PVG Scheme requires organisations to make referrals to Disclosure Scotland in certain circumstances.
If an individual is permanently removed from a Regulated Role, a decision needs to be made if the reason(s) that they were removed mean that Disclosure Scotland need to know what’s happened. This is called “Making a Referral” and includes circumstances where they would have been removed if, for any reason, they have already left the role.
Referrals should only be made when two conditions have been met:
Condition 1: A person has been permanently removed/removed themselves from regulated work
Condition 2: At least 1 of the following 5 grounds apply to their permanent removal:
- Caused harm
- Placed someone at risk of harm
- Engaged in inappropriate conduct involving pornography
- Engaged in inappropriate sexual conduct
- Given inappropriate medical treatment
Consideration for Children’s List or Barred Individuals
If Disclosure Scotland informs Tennis Scotland that an individual is barred, that individual must be removed from the Regulated Role with children/protected adults immediately. This is a legal requirement.
If Disclosure Scotland informs Tennis Scotland that a member is considered for listing, that individual should be suspended as a precaution until the outcome of the case is determined. Suspension is not a form of disciplinary action and does not involve pre-judgment.
New vetting information on PVG Scheme records
It is a common misunderstanding that Tennis Scotland will be contacted by Disclosure Scotland in the event of any new information becoming available about a PVG Scheme member. This is not the case. Tennis Scotland will only be informed by Disclosure Scotland if any relevant new information becomes available about an individual.
For example, Tennis Scotland will be contacted if the individual is being considered for listing because they have received a conviction for harming a child, but they will not be contacted if the PVG Scheme member receives a dangerous driving conviction.
LTA Safeguarding Training
This course is essential for anyone who has contact with children and/or adults at risk in a tennis environment and is a prerequisite for LTA Accredited coaches and Welfare Officers at LTA registered venues.
These are scheduled in Scotland - dates & venues can be found via the link below. Accredited+ coaches can claim 3 CPD credits for attendance.
Online sessions are also available for Coaches, Officials, and Welfare Officers, however candidates must have previously undertaken face-to-face training.
Find Safeguarding Training Courses
Other Safeguarding Training
sportscotland Safeguarding workshops as delivered by local authorities are now acceptable for LTA Coach Accreditiation purposes.
Certificates should be forwarded to Tennis Scotland to ensure our databases are up to date.
Club Welfare Officers - specific training
sportscotland offers a workshop specifically aimed at Club Welfare Officers and supports clubs putting welfare policies in place.
Welfare Officers at LTA registered venues are required to do the CWPO Workshop within three years of their initial training. All training needs to be renewed every three years.
Free Training for Volunteers
Volunteer Scotland Disclosure Services (VSDS) offer a wide range of free training for volunteers to develop and increase knowledge of all aspects of the PVG scheme.
The following guidance references useful information from the LTA, Children First and NSPCC. There is also a wealth of Safeguarding information on the LTA Website with specific sections for Coaches, Welfare Officers, Players, Parents, Officials and Volunteers.
Safeguarding & Coach Accreditation
Clubs are reminded of the importance of ensuring that their coaching workforce is LTA Accredited. This is important for three main reasons.
- Accreditation means coaches have met current safeguarding requirements by undergoing criminal record checks and attending a safeguarding workshop. They will also have a valid First Aid Certificate.
- They have Public Liability Insurance to protect them should there be a claim in connection with any injuries to participants or damage to property.
- To protect the club; if there is a claim and the coach is uninsured, the claim may in some circumstances fall upon the club.
Through the Accreditation scheme coaches can either be Accredited or Accredited+.
Tennis Scotland recommends that Coaching Assistants should be Accredited and Lead/Head Coaches should be Accredited+ to ensure higher levels of insurance.
Safe To Play
Coaches, players, parents & venues have a responsibility to keep children safe and also to protect themselves from safeguarding concerns. Click below for top tips from Safe to Play.
Physical Contact
Any necessary physical contact during sport sessions should respect and be sensitive to the needs and wishes of the child and should take place in a culture of dignity and respect. Coaches need to encourage children to speak out if they feel uncomfortable.
First Aid & Treatment of Injuries
Sports volunteers/staff running an event or activity must be made aware of any pre-existing medical conditions or medicines being taken by participants or existing injuries and treatment required.
Sexual Activity & Underage Sexual Activity
Within sport, as within other activities, sexual relationships can and will occur. This section looks at both sexual activity among young people and between adults and young people.
Anyone working with children and young people who becomes aware of sexual activity taking place has a duty of care to consider the impact and whether this behaviour is indicative of a wider child protection issue.
Collection by Parents & Carers
Pick up and drop off can be quite chaotic at times. While the club/session/training is running, leaders and coaches have a duty of care to the children that are in their charge.
Staying Safe Online
With the world of social media expanding at an unprecedented rate, it is more important than ever to ensure that young people are aware of the digital footprint they leave online, how to keep themselves safe, and how to report concerns.
This guidance is designed for children and young people and for the consideration of parents/carers.
Events, Activities & Competition (incl Transportation)
Children (U18) and Adults at Risk have a right to enjoy tennis. Events, activities and competitions should be planned and provided with an emphasis on the importance of safety and wellbeing.
Organisers have a responsibility to take all reasonable steps to ensure that the tennis environment is as safe as possible.
Preventing & Responding to Bullying Behaviour
Bullying is particularly hurtful behaviour where it is difficult for those being bullied to defend themselves.
Use of Photography & Video
Children must be protected from those who would seek to use photos and videos to place them at risk of harm. Written consent must be obtained from the child/young person and their parents/carers before any photography or filming takes place.
Working with Young Volunteers
If you think someone is in immediate danger call 999. In non-meergency situations if you wish to speak to someone outside of office hours, you can call the NSPCC on 0808 800 5000
Club Welfare Officer
If you have a concern your first port of call is your Club Welfare Officer. Their contact details should be on the Club Noticeboard and should have been circulated in Club communications
Tennis Scotland
Tennis Scotland works closely with the LTA Safeguarding team and with Children 1st – Safeguarding in Sport, and meets regularly with Lead Officers from other Scottish Governing Bodies of Sport. If you have any concerns or need advice, please click below.
Report a concern
LTA
LTA have a dedicated well-staffed department dealing with Safeguarding and Welfare issues across Great Britain. The LTA website has many downloadable resources to help Clubs make Safeguarding a priority. For more information you can download resources from their website.
LTA website
Scottish Local Authority Child Protection contacts
All Scottish Local Authorities have specialist departments that handle child protection and safeguarding concerns – full contact details can be found on their websites.
Citizens Advice Bureau - Advice for Scotland
Information with links to organisations for children & young people and parents/guardians.
Children 1st – Safeguarding in Sport
Tennis Scotland works very closely with Children 1st, which has an excellent website full of advice and resources. They can also be contacted on 0141 419 1156.
RespectMe
RespectMe, Scotland’s anti-bullying service, was launched in March 2007. The service is fully funded by the Scottish Government and is managed by SAMH (Scottish Association for Mental Health) in partnership with LGBT Youth Scotland. Their website contains a lot of valuable information and resources.
Online safety
The internet is a fantastic place for us all to learn, create and have fun, but they may occasionally give rise to a variety of sometimes challenging issues. These might include cyberbullying, pressure to take part in sexting, encouragement to self-harm, viewing pornography, along with various others.
But there are positive things you can do to equip yourself and your child, and support them in resolving any issue they may face. There are many resources on the web to help you negotiate you way through this subject – here are a few sites.
The Scottish government is responsible for child protection in Scotland. It sets out policy, legislation and statutory guidance on how the child protection system should work.
Child Protection Committees (CPCs) are responsible for child protection policy, procedure, guidance and practice at the local authority level. CPCs make sure that all the different local agencies, such as children's social work, health services and the police, work together to protect children.
The key guidance for anyone working in Scotland is Scottish Government (2014) National Guidance for child protection in Scotland.
Scotland specific Legislation
- Children (Scotland) Act 1995
- Adoption and Children (Scotland) Act 2007
- Protection of Vulnerable Groups (Scotland) Act 2007
- Sexual offences (Scotland) Act 2009
- Children's Hearings (Scotland) Act 2011
- Children and Young People (Scotland) Act 2014
- Digital Economy Act 2017
- Limitation (Childhood Abuse) (Scotland) Act 2017
View Child Protection – Scottish Context PDF
GIRFEC - Getting it Right for Every Child
Getting it right for every child (GIRFEC) is the Scottish government's approach to making a positive difference for all children and young people in Scotland. Its principles help shape all policy, practice and legislation that affects children and their families. It provides a consistent way for people to support and work with all children and young people in Scotland. It aims to improve outcomes for children and make sure that agencies work together to take action when a child is at risk or needs support.
GIRFEC says children should be:
- Safe
- Healthy
- Achieving
- Nurtured
- Active
- Respected
- Responsible
- Included
These are remembered by the acronym SHANARRI as per the diagrams below.
Each child is different, and there is no set level of wellbeing that children should achieve. These 8 wellbeing indicators are seen as the basic requirements needed for all children and young people to grow, develop and reach their full potential. GIRFEC is based on 10 core components that can be applied in any setting and any circumstance. These include: a focus on improving outcomes for children, young people and their families based on a shared understanding of well-being; a co-ordinated and unified approach; consistent high standards of co-operation, joint working and communication.
Tennis Scotland strives to deliver an effective and efficient service to a high standard at all times. We understand that you may not always be happy with Tennis Scotland. For that reason, Tennis Scotland has a Complaints Procedure.
Complaining locally
The best way to resolve problems is usually on a personal basis and/or at local level by talking to the people involved. You should normally try this before contacting Tennis Scotland. This might take the form of contacting the club, tournament organiser, referee, or coach.
Complaints such as:
- The courts at my club have not been maintained for months
- The rules about access for different members are unfair
- I have not been refunded for lessons that the tennis centre cancelled
- My child attended a tournament that was badly organised
These type of complaints can often be dealt with quickly and efficiently in this way and we would encourage you to do that. However ,you should bear in mind that if the complaint cannot be resolved quickly in this way that Tennis Scotland does have a time limit of four weeks for accepting and managing complaints within this Complaints Procedure.
How to contact Tennis Scotland
If complaining locally does not resolve the issue or if the matter relates to a serious issue such as unsafe, unprofessional, offensive, intimidating or discriminatory conduct you may wish to complain to Tennis Scotland.
You can do this by writing to Tennis Scotland, Airthrey Castle , Hermitage Road, Stirling FK9 4LA or by emailing us at info@tennisscotland.org. It would assist greatly if you would head up any letter or email with the word "Complaint" so that we know that you wish us to deal with this in accordance with this Complaints Procedure.
We will accept telephone complaints if the matter is both urgent and serious. See under "Complaints Format" below.
Values and Principles
There are some important values and principles that Tennis Scotland applies to its complaints process. We also encourage other organisations and persons in Scottish tennis to apply these values and principles.
- Right to complain: You have a right to complain. Complaints should be taken seriously. You should not be bullied, harassed or disadvantaged for making a complaint.
- Equality: You should receive a proper response to your complaint, regardless of your age, gender, disability, race, religion, nationality, social status or sexual orientation. Tennis Scotland has an Equality and Diversity Policy to protect your rights in this area.
- Fairness: Complaints should be dealt with fairly and openly. Unless it would put other people at risk, those affected by a complaint should have a chance to contribute and respond to any investigation.
- Confidentiality: complaints should be treated as confidentially as possible, and should only be discussed with those involved in the investigation or decision-making process. Sometimes, advice or intervention might be needed from organisations such as the Lawn Tennis Association, social services departments, Police Scotland, or Children 1st. Tennis Scotland and other tennis organisations reserve the right to speak to these or other authorities if advice or intervention might be needed.
Safety and welfare are our priorities; concerns that affect the safety or welfare of a person or the public will be given the highest priority.
Possible outcomes
In many cases, we can help to resolve problems informally. This might include:
- An explanation or apology
- Clarifications to responsibilities or roles
- Changes in local arrangements
- An agreement between those involved to act or communicate differently in future
Sometimes, our involvement might lead to formal action at local level. Examples of this include:
- Disciplinary action against staff or members by a club or other organisation
- Disqualification or exclusion from an event
Your complaint could lead to formal action by Tennis Scotland. This might include:
- Formal disciplinary or child protection proceedings against a Licensed coach, an official or a player
- Formal disciplinary action against a Tennis Scotland employee
- Action to enforce contracts or agreements with Tennis Scotland
- A decision to refer the case to another organisation such as the Lawn Tenni Association, Children 1st, Police or social services
If Tennis Scotland begins formal proceedings, further investigation and correspondence may form part of these.
Tennis Scotland may decide to close your complaint without taking further action. If this happens, you will be given the reasons for our decision. This could happen if, for example, it is decided that your complaint is ill founded or if Tennis Scotland has no jurisdiction to act in the matter.
Complaint formats: Telephone, email or letter
We will accept a telephone complaint if the matter is both urgent and serious. A matter will be regarded as serious if it relates to a matter which endangers the safety or welfare of an individual.
Unless the matter is both urgent and serious we ask that you send to us an email or letter detailing the nature of your complaint. This helps to ensure accuracy and that we understand fully the concerns which you have.
Level of information
Provide as much information as you can. It can be difficult for us to deal with a complaint if we do not have very much information. Remember that we might not be familiar with your local area. Try to include information such as names, contact details and job titles.
The more information you are able to provide with your initial complaint, the easier it will be for us to investigate.
If you are unsure of what to include with a complaint, call us for advice on 01786 641 716 .
Anonymous complaints
We will consider anonymous complaints, but it is often very difficult to investigate these properly. Often we have no choice but to close them without action.
Tennis Scotland is more likely to progress an investigation into an anonymous complaint if it relates to a matter of safety or welfare of an individual.
Tennis Scotland's response to complaints
We try to give an initial response to complaints within five working days. If the matter is urgent, we will respond more quickly.
We will investigate your complaint fairly. This means that we will gather information from the relevant people or organisations. In many cases this may require only a few telephone calls.
Normally our investigation will include talking to you and to the person or organisation who is the subject of the complaint. Sometimes we will ask for permission to show copies of information or reports to other people. This is because we believe in being fair and open.
- We will not share information if we think that this could endanger someone's safety or welfare.We will not share information if this could affect a possible enquiry by the police, social services or other authority.
- We will take reasonable steps to conduct a thorough investigation, but will always give priority to cases where there may be a risk to someone's safety or welfare, and we always reserve the right to end an investigation at any time.
- We will not divulge your identity without your permission but you should remember that the nature of your complaint may be such that investigation will result in accurate speculation about your identity. We will assume that you understand and accept that this could happen.
Staying informed of progress
The Tennis Scotland employee dealing with your complaint will act as a point of contact. You will be given the name and contact details of the person responsible for your complaint. That person will make sure that you understand the process, and will help to answer any questions or concerns that you may have.
Sometimes we might agree that someone more local will act as your point of contact. You can, of course, still contact Tennis Scotland with any questions about your complaint.
You will be given updates on the progress of your complaint. We hope to resolve complaints quickly but in the event of a complicated and lengthy complaint we will update you on a three monthly basis.
If your complaint leads to formal disciplinary action, you will normally be informed of the outcome of this action. Some cases require a higher level of confidentiality than normal. In these cases, we may not be able to inform you of the detailed outcome. We will still try to give you information about how it will affect you.
Disputes and arguments
Tennis Scotland does not offer an arbitration, dispute-resolution or independent enquiry service. We will not usually become involved in arguments or disputes involving individuals or organisations unless we decide that:-
- The dispute is important to the whole of Scottish tennis and all parties involved are content that we should be involved.
- The dispute is important to the whole of Scottish tennis and involves misconduct by someone who is subject to the rules of Tennis Scotland.
- Advice from police, social services or other authorities is required.
Tennis Scotland sometimes receives complaints that we need to discuss with other authorities. These might include Children 1st, the Police, social services departments, or other government or local authority departments. Often this is because:
- A criminal offence may have been committed
- There could be a risk to the public
- There could be a risk to the safety or welfare of an individual
Like any person or organisation, Tennis Scotland does not need evidence of a crime or of a serious hazard before consulting with these statutory authorities. If we believe that their input could be relevant, we will consult at the earliest opportunity.
Sometimes this consultation will lead to the direct involvement of statutory authorities.
Time Limit
It is important to us that all complaints are made within a reasonable timescale so that matters can be investigated while events are fresh in people's minds. It is also for the best that you should decide within a reasonable timescale either to complain or to put the matter behind you.
For that reason, Tennis Scotland will regard a complaint as falling within this Complaints Procedure only if it is made within four weeks of the event complained of.
If a complaint is made outwith that period then Tennis Scotland may still investigate and take action; however you will receive a letter acknowledging receipt of the complaint and advising that it will be considered and dealt with as a late complaint. That will mean that you will not be told of the outcome and will receive no further contact from Tennis Scotland in relation to the complaint unless we decide to investigate and request further information from you.
Tennis Scotland is more likely to progress an investigation into a late complaint if it relates to a matter of safety or welfare of an individual.