These policies should be read in conjunction with our Terms and Conditions and our Safeguarding Procedures.
Please note: “BrainySpinach Math Ltd” is the company name, but the term “Maths” will often be used throughout the remainder of this policy in line with UK terminology.
ACCESSIBILITY
We are committed to making our Safeguarding Policy accessible to all families. If needed, we are happy to provide the policy (or a summary) in alternative formats—such as a dyslexia-friendly version, simplified summary, or an oral explanation via phone or video call. As we work with many neurodivergent children and families, we understand that clear and flexible communication is key. If you would like the policy shared in a different format, just let us know and we’ll do our best to support you.
INTRODUCTION
BrainySpinach Math is committed to ensuring the highest possible standard of safeguarding. The personal safety and well-being of every student and tutor is our top priority.
The key foundation of our company is to ensure that lessons take place in a safe environment. This is reflected in several key built-in features and defined as a set of Safeguarding Policies and Safeguarding Procedures for the Students, Responsible Adults, and Tutors who use our services.
We recognise that some children, including those who are neurodivergent or have additional needs, may communicate differently or require tailored safeguarding approaches. Our tutors are trained to be sensitive to these differences, including recognising when behaviour may signal distress and responding with patience and understanding. This ensures every student receives safeguarding that is both appropriate and effective for their individual needs.
KEY DEFINITIONS
- We / BrainySpinach Math – Refers to BrainySpinach Math Ltd and its sole operator, Jonathan Wilde.
- Responsible Adult – A parent or legal guardian responsible for a student’s registration and wellbeing.
- Student – A child receiving tutoring via BrainySpinach Math services.
- Tutor – Jonathan Wilde, the sole provider of instruction and safeguarding oversight.
- DSL – Designated Safeguarding Lead (Jonathan Wilde), the person responsible for safeguarding concerns.
DSL
Our Designated Safeguarding Lead (DSL) and Senior Manager is Jonathan Wilde. In the case of any safeguarding concerns or enquiries, please contact Jonathan directly at hello@brainyspinach.com or +447469 722234.
CHECKS, SAFEGUARDING CERTIFICATES AND TRAINING
As the sole person in contact with children through BrainySpinach Maths, Jonathan Wilde is the only individual required to undergo enhanced DBS checks and hold appropriate safeguarding training and certification. These documents are available on request.
LEGISLATIVE FRAMEWORK
Our policies and safeguarding procedures aim to ensure that all people using the BrainySpinach Math services can do so safely within child safeguarding standards and UK law. This includes alignment with Keeping Children Safe in Education (KCSIE) and Working Together to Safeguard Children (2018), which provides guidance on multi-agency safeguarding cooperation. Where appropriate, BrainySpinach Math will cooperate fully with local safeguarding partners and statutory authorities, including Local Authority Designated Officers (LADOs), in accordance with these guidelines.
Child-on-Child Abuse and Online Grooming
Safeguarding concerns do not only arise between adults and children. Abuse can also occur between children themselves, often referred to as child-on-child or peer-on-peer abuse. This may include bullying, sexual harassment, coercion, or harmful online behaviour.
Online grooming is another increasing threat. This occurs when someone (sometimes pretending to be a child) builds a relationship with a young person online in order to exploit or harm them. Tutors and parents must remain vigilant to signs of manipulation, secrecy, or unusual behaviour, especially on digital platforms.
POLICY OBJECTIVE
The aim of this policy is to safeguard all students and other people using BrainySpinach Math whilst they are within a lesson session.
This policy document contains the responsibilities of all people using BrainySpinach Math, including Tutors, Students, and Responsible Adults.
It is important that all people using or working on behalf of BrainySpinach Math are aware of this policy and have familiarised themselves with our Safeguarding Procedures.
This policy should be read and understood before engaging in any activity arranged through BrainySpinach Math, and the responsibilities within this policy and in our Safeguarding Procedures must be adhered to.
Breaking the rules of this policy and/or our Safeguarding Procedures could lead to suspension and/or barring from the services.
OUR TUTORS
All teaching is delivered solely by Jonathan Wilde, who holds an enhanced DBS check, has completed safeguarding training, and is registered with the DBS Update Service. Students and Responsible Adults are welcome to request verification at any time.
Feedback is regularly gathered from families to ensure ongoing safety, quality, and suitability of sessions.
BrainySpinach Maths staff do not accept friend requests from students on social media. Any communication must occur through official channels only.
PRIVACY
We take additional precautions to protect the Responsible Adult and Student’s information during online lessons, including the use of a secure VPN, screen sharing protocols that avoid displaying sensitive data, and two-factor authentication (2FA). These measures are designed to ensure the confidentiality of all participants in line with our Privacy Policy.
ROLES AND RESPONSIBILITIES
BrainySpinach Math Responsibilities
- BrainySpinach Math does not require all staff members to undergo background checks to access our website. However, any staff member working directly with children under 18, including all tutors, must have an enhanced DBS check (or equivalent from Disclosure Scotland or Access Northern Ireland) before doing so. It is entirely at the Responsible Adult’s discretion as to whether they determine having a background check is part of their selection criteria.
- BrainySpinach Math encourages Responsible Adults to leave a review of the course they have taken part in. “Review” means any review, comment, or rating.
- BrainySpinach Math will take precautions we consider reasonable to protect students’ and all information.
- BrainySpinach Math will constantly monitor each class and its in-game activity; we will ban anyone who is behaving inappropriately. Inappropriate behaviour is defined as repeatedly using rude or offensive language and refusing to keep the microphone muted, trying to contact others outside of the class without their permission, or deliberately disrupting the class or upsetting others.
- Both during and in between classes, BrainySpinach Math will give your child access to free private servers that have been created; this allows only students to access that server. No external person may join this private server.
- BrainySpinach Math has an in-game feedback button within games they have developed themselves that students can use to report inappropriate behaviour as it happens; BrainySpinach Math can then take action to resolve the inappropriate behaviour.
- BrainySpinach Math will protect all data in accordance with all relevant legislation and our Privacy Policy.
- BrainySpinach Math regularly monitors activity on their website, social media pages, and games so as to prevent misuse and ensure we meet our safeguarding responsibilities.
- BrainySpinach Math may review any online courses at any time for the purposes of improving our service or where a complaint or Safeguarding Report has been made.
- BrainySpinach Math will deal with reports of possible illegal activity promptly, focusing on the safety and well-being of children.
- Response Based on Severity
Depending on the nature and severity of a safeguarding concern, the DSL may take different steps:
- Minor concerns (e.g. low-risk rule breaking or lack of parental supervision) will be documented internally and may lead to a warning.
- Serious or repeated concerns may result in immediate escalation and suspension.
- Indications of significant harm, abuse, grooming, or illegal behaviour will be referred directly to relevant external authorities such as the police or Local Authority Designated Officer (LADO).
Escalation and Record-Keeping Process
All safeguarding concerns must be reported directly to the Designated Safeguarding Lead (DSL). The DSL will assess the severity of the issue and determine appropriate action.
- Low-risk concerns (e.g., general wellbeing, non-threatening behaviour) will be logged and monitored.
- Moderate or high-risk concerns (e.g., suspected abuse, grooming, repeated inappropriate contact) will be escalated for further action.
If necessary, external authorities such as the Local Authority Designated Officer (LADO) or the police will be contacted. Every safeguarding concern, whether escalated or not, will be documented and stored securely in our internal system to ensure continuity and legal compliance.
- BrainySpinach Math will allow access to UK law enforcement of any data where a criminal offence may have occurred in relation to a specific lesson.
- BrainySpinach Math will endeavour to ensure complaints are considered promptly and in accordance with our Terms and Conditions and our Safeguarding Procedures.
- BrainySpinach Math will annually review this policy and our Terms and Conditions and our Safeguarding Procedures to ensure they are best suited to safeguarding all children.
Student Responsibilities
- Students under the age of 18 must be represented by a Responsible Adult who gives consent for them to receive tuition. BrainySpinach Math is not responsible for any dispute regarding the Responsible Adult’s consent.
- Students must ensure they have their webcam switched on for at least the first five minutes of the first lesson of a course to allow BrainySpinach Math to verify that they are under 18. This short video check is in place to ensure the tutor is teaching the correct student and to prevent identity confusion. If a student cannot or does not wish to turn on their video for any reason, they must email our DSL at least 24 hours before the lesson to verify another way.
- Students must ensure that there is no inappropriate communication between themselves, another child, or staff outside the website and report any unsolicited communications to a Responsible Adult & BrainySpinach Math if appropriate.
- Students are solely responsible for the material they post on the website, social media pages, or game pages, including messages sent, and they must not post defamatory, offensive, or illegal material.
- Students will not record the audio or video of any Class without receiving explicit written permission from BrainySpinach Math.
- Students must immediately report to a Responsible Adult any defamatory, offensive, or illegal material they view on our website, social media pages, or game pages.
- Students must ensure that the Tutor is treated with respect and is not subjected to abusive behaviour or language.
- Students must report any complaint in line with our Terms and Conditions and our Safeguarding Procedures.
- Students must report any safeguarding concerns or illegal activity immediately and in line with our Terms and Conditions and our Safeguarding Procedures.
Responsible Adult responsibilities
- The Responsible Adult will be responsible for the selection of the course and make any reasonable checks to ensure the course is suitable for the student (including, if required, reviewing the tutor’s CRB/DBS certification documentation).
- The Responsible Adult must exercise their own judgement regarding the accuracy of the information provided on the website. BrainySpinach Math cannot guarantee that all of the content on the website is complete, accurate, or up to date.
- The Responsible Adult must use their own judgement about the services detailed on the website. Although we undertake certain checks to assess the suitability of each course, the Responsible Adult is responsible for checking that a course is suitable for them before they confirm a booking, which may influence their decision to undertake said course (including, but not limited to, the course content or tutor background). We recommend doing so prior to, or at the beginning of, their first course booked with a Tutor.
- The Responsible Adult will ensure the student is fully aware of the BrainySpinach Math’s Safeguarding Policy.
- The Responsible Adult will not record, or allow the recording of the audio or video of any Class without receiving explicit written permission from BrainySpinach Math.
- The Responsible Adult must ensure the physical environment is safe and not inappropriate. For example, the environment should be in a neutral room, not a child’s bedroom.
- The Responsible Adult must ensure that the Student’s environment does not display any inappropriate images or documents when conducting a session and that Students are appropriately dressed.
- The Responsible Adult must ensure that all of their personal details and contact information are accurate and up to date.
- The Responsible Adult will always be responsible for the welfare of the student during the session.
- The Responsible Adult will always be responsible for the physical environment of the pupil during the session, ensuring it is safe and appropriate.
- For all students under 18, a Responsible Adult should remain within earshot, or the same building during online lessons. If such supervision is not possible, the lesson should be rescheduled.
- The Responsible Adult will ensure that Tutors will be treated with respect and fairness by the Student and will not be subjected to abusive behaviour or language.
- The Responsible Adult will ensure the Student has no inappropriate communication with BrainySpinach Math outside the online messaging and lesson sessions.
- The Responsible Adult will report any unsolicited communications between the tutor and student if appropriate.
- The Responsible Adult will report any dispute with Staff of BrainySpinach Math in accordance with procedures set out in this document.
- The Responsible Adult agrees to report any inappropriate behaviour or illegal activity by BrainySpinach Math Staff, as well as any defamatory, offensive, or unlawful content they or the Student encounter on our website, social media pages, or within our games, in line with the procedures outlined in this document.
COMPLIANCE
All people using the BrainySpinach Math services have a responsibility to familiarise themselves with the Safeguarding Policy.
All safeguarding concerns should be reported directly to our Designated Safeguarding Lead (DSL) Jonathan Wilde via email at hello@brainyspinach.com or by phone at +447469 722234. Alternatively, a Safeguarding Incident Form can be submitted via our website. Clear reporting channels help ensure that any concern—whether raised by a Student, Responsible Adult or Tutor – is addressed promptly and appropriately.
Anyone reported for a breach of the Safeguarding Policy will be suspended from the company until the incident has been investigated by the appropriate authority. The reporter may be informed of the resolution if appropriate.
If a tutor is suspended while a safeguarding concern is being investigated, BrainySpinach Math will take steps to arrange a suitable replacement where possible. This ensures continuity of learning for the student while maintaining safeguarding integrity. All efforts will be made to minimise disruption to the child’s education and well-being.
The final decision on action taken for minor breaches of the Safeguarding Policy will be the responsibility of the DSL.
Any person reported for illegal activity whilst using the services will be reported to police and will be barred from the company.
Any person reported for causing harm to a student or subjecting the student to sexual abuse will be reported to police and barred from the company.
DIRECTOR / MANAGEMENT
The Safeguarding Policy and Safeguarding Procedures of BrainySpinach Math are the responsibility of the director and management.
Any report of breaking the rules of the Safeguarding Policy will be reviewed by our DSL, who may engage independent child protection consultants to ensure that an appropriate course of action is taken.
Any incident reported to our DSL shall be reviewed as soon as possible to ensure a timely resolution.
If a report concerns a minor breach of the Safeguarding Policy, our DSL can make a decision as to appropriate action, which may include barring the reported person from using the BrainySpinach Math services.
If a report is received by our DSL that concerns the immediate safety of a student or any illegal activity during a lesson session, they will be required to contact police and report the incident.
HELP AND COMPLAINTS
If you have any questions about this policy or about our procedures, you can contact us using our DSL.
REVIEW
This Safeguarding Policy and our Safeguarding Procedures will be reviewed annually to ensure alignment with current UK safeguarding legislation. The Designated Safeguarding Lead (DSL) is responsible for this review and for implementing necessary updates.
CHANGES
The current version of this policy was issued on Friday 8th August 2025, and is the current version. Any prior versions are invalid, and if we make changes to this policy, we will revise the effective date.
COMMUNICATION OF POLICY UPDATES
We will notify parents, guardians, and responsible adults of any significant updates to this Safeguarding Policy. These communications may take place via email, online platform notifications, or during the registration process. Families are encouraged to review updated policies to stay informed about our safeguarding standards.
RELATED POLICIES
This Safeguarding Policy should be read in conjunction with the following policies:
EFFECTIVE DATE
Friday 8th August 2025.