Safeguarding Policy

Last Updated: [July 2026]

Our Commitment

Language Society Oxford is committed to providing a safe, welcoming and supportive learning environment for all children and young people participating in our programmes.The wellbeing, safety and dignity of every child is our highest priority.We believe that all children have the right to learn in an environment where they feel respected, included and protected.

Online Learning Environment

All lessons are delivered online using approved platforms such as Zoom.

Teachers are expected to:

  • Maintain professional boundaries at all times.

  • Deliver lessons in an appropriate environment.

  • Communicate respectfully with students and parents.

  • Report any safeguarding concerns immediately.

Parents and Guardians

For younger learners, parental participation is encouraged and often required.

Parents and guardians are responsible for:

  • Supervising younger children where appropriate.

  • Ensuring a suitable learning environment.

  • Informing LSO of any relevant safeguarding concerns.

  • Maintaining accurate contact information.

Reporting Concerns

Any safeguarding concern relating to a participant should be reported immediately to:

info@ls-oxford.de

All concerns will be treated seriously and handled appropriately.

Language Society Oxford reserves the right to take any action necessary to protect the wellbeing of participants, including contacting parents, suspending participation or notifying relevant authorities where legally required.

Photography and Video

Images and recordings of children will only be used where appropriate parental consent has been obtained.

Parents may withdraw consent at any time.

Review

This policy is reviewed regularly and updated as necessary.

Code of Conduct

Students

All students are expected to:Treat teachers and classmates with respect.Listen when others are speaking.Use appropriate language.Participate positively in lessons.Respect different cultures, backgrounds and opinions.Keep meeting links private.Students must not:Bully, harass or intimidate others.Record lessons.Share screenshots or lesson content.Disrupt the learning environment.

Parents

Parents are expected to:

  • Support a positive learning environment.

  • Communicate respectfully with staff.

  • Respect class procedures and decisions.

  • Protect the privacy of other participants.

Parents must not:

  • Record lessons without permission.

  • Share participant information.

  • Disrupt lessons or interfere with teaching.

Teachers and Staff

Teachers are expected to:

  • Maintain professional standards.

  • Treat all participants fairly.

  • Promote an inclusive learning environment.

  • Follow safeguarding procedures.

  • Respect participant confidentiality.

Breaches

Language Society Oxford reserves the right to suspend or remove participants where behaviour repeatedly disrupts learning or creates safeguarding concerns.

Where appropriate, parents will be contacted before action is taken.

Complaints Procedure

Our Commitment

We aim to provide an exceptional experience for all participants and families.If something has not met your expectations, we would like to hear about it so that we can address the issue and continue improving our programmes.

How to Make a Complaint

Complaints should be submitted in writing to:info@ls-oxford.de

Please include:

  • Your name

  • Your child's name (if applicable)

  • A description of the issue

  • Relevant dates and details

What Happens Next

We will:

  • Acknowledge receipt of your complaint within 5 working days.

  • Review the matter carefully.

  • Respond within 15 working days wherever possible.

  • Complex matters may require additional time.

Escalation

If you are not satisfied with the outcome, you may request that the complaint be reviewed by senior management.

Our Aim

Our aim is always to resolve concerns fairly, professionally and respectfully.

Refund & Cancellation Policy

Term Structure

Language Society Oxford programmes operate in 9-Saturday terms.Families book one term at a time.

Participant Absence

No refunds, credits or replacement lessons are provided for lessons missed due to:IllnessHolidaysSporting commitmentsSchool activitiesPersonal scheduling conflictsTechnical issues on the participant's side

Teacher Absence

If a lesson cannot take place because a teacher is unavailable, Language Society Oxford will normally add an additional lesson at the end of the term.Where this is not reasonably possible, Language Society Oxford may:Provide a substitute teacher.Place students in another suitable class.Reschedule the lesson.Move the lesson to a Sunday after consultation with parents.Attendance in an alternative class shall be deemed fulfilment of the lesson.

Cancellation Before a Term Begins

Requests to cancel before the first lesson of a term will be considered on a case-by-case basis.

Language Society Oxford reserves the right to:

  • Issue a full refund.

  • Issue a partial refund.

  • Provide a future credit.

  • Retain an administration fee.

Cancellation After a Term Has Started

Once a term has commenced, programme fees are non-refundable except where required by law.

Programme Changes

Language Society Oxford reserves the right to:

  • Change teachers.

  • Change class names.

  • Adjust schedules.

  • Merge classes.

  • Replace guest speakers.

  • Adjust lesson duration where attendance is significantly lower than expected.

These changes do not entitle participants to refunds.

Five Terms. Nine Saturdays. Complete Flexibility.

Language Society Oxford operates five terms per year. Families choose one term at a time and decide what comes next when it finishes. Many children stay for years. It all begins with just one 9-Saturday term.