Whistleblowing

Defensive Fitness Academy (DFA) is committed to maintaining the highest standards of integrity, safety, professionalism, and ethical conduct in all areas of its operations.

This Whistleblowing Policy provides a clear and confidential process for instructors, staff, volunteers, contractors, and members to raise concerns about wrongdoing or misconduct within DFA without fear of retaliation.

This policy applies to:

• Employees (full-time and part-time)

• Self-employed instructors

• Volunteers

• Contractors

• Members and students

• Anyone representing or acting on behalf of DFA

Whistleblowing is the disclosure of information relating to suspected wrongdoing or risks within the organisation.

Concerns may include (but are not limited to):

• Criminal offences

• Safeguarding failures (children or vulnerable adults)

• Health and safety risks

• Financial misconduct or fraud

• Bullying, harassment, or discrimination

• Abuse of power or unethical conduct

• Breaches of legal obligations

• Covering up wrongdoing

Whistleblowing is different from a personal grievance. Personal employment concerns should be raised through the appropriate grievance procedure.

The DFA will:

• Treat all concerns seriously

• Handle disclosures promptly and fairly

• Protect whistleblowers from victimisation or retaliation

• Maintain confidentiality wherever possible

• Comply with UK whistleblowing legislation, including the Public Interest Disclosure Act 1998

No individual will suffer disadvantage for raising a genuine concern, even if it is later found to be unfounded.

Concerns should be raised as soon as possible.

Step 1 – Internal Reporting

Concerns should normally be reported to:

• The DFA Head Instructor

• The DFA Safeguarding Lead (for safeguarding concerns)

• A Director or Senior Leader

Reports can be made:

• In person

• By phone

• By email

• In writing

Individuals are encouraged to provide:

• What happened

• When and where it occurred

• Who was involved

• Any supporting evidence

You do not need proof. Reasonable suspicion is sufficient.

DFA will keep your identity confidential where possible. However, there may be circumstances where disclosure is required by law or necessary for investigation.

Anonymous reports will be considered, but they may be more difficult to investigate.

Upon receiving a concern, The DFA will:

1. Acknowledge receipt (where possible).

2. Conduct a preliminary assessment.

3. Appoint an appropriate person to investigate.

4. Take corrective action if wrongdoing is found.

5. Provide feedback to the whistleblower where appropriate.

Safeguarding concerns will be escalated immediately in accordance with the DFA’s safeguarding procedures and may involve external authorities.

The DFA strictly prohibits retaliation against anyone who raises a genuine concern.

Retaliation includes:

• Dismissal or termination

• Demotion

• Reduction in hours

• Intimidation or harassment

• Exclusion from activities

• Any unfair treatment

Any individual found to have retaliated against a whistleblower may face disciplinary action.

If a report is made in good faith, no action will be taken even if the concern proves unfounded.

However, deliberately false or malicious allegations may result in disciplinary action.

If an individual believes:

• The matter has not been properly addressed internally, or

• It is not appropriate to raise the concern within the DFA,

They may contact relevant external bodies such as:

• The Local Authority (for safeguarding concerns)

• The BMABA

• The Police

• The Health and Safety Executive (HSE)

• ACAS

Individuals are encouraged to seek advice before making external disclosures.

All whistleblowing concerns will be documented securely and retained in accordance with the DFA’s data protection policy.

Records will include:

• Date of disclosure

• Nature of concern

• Investigation findings

• Actions taken

This policy will be reviewed annually or following any significant incident or legislative change.