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Safeguarding Policy

Last Updated: December 22, 2025

1. Safeguarding Principles

XOCOACH.AI operates under these core safeguarding principles:

• Child Safety First: The safety and wellbeing of children is our highest priority
• Age-Appropriate Content: All content is tailored to the specified age level
• Proactive Prevention: Multiple layers of filtering to prevent harmful content
• Transparency: Clear communication with parents, teachers, and users about safety measures
• Continuous Improvement: Regular review and enhancement of safeguarding practices
• Regulatory Compliance: Full compliance with UK safeguarding standards and the Children's Code

2. Who This Policy Applies To

This policy applies to:

• All users under 18 years old: Children and young people using XOCOACH.AI
• Parents and guardians: Adults supervising children's use of the Service
• Teachers and schools: Educational institutions using XOCOACH.AI with athletes
• XOAI LTD: Our responsibilities as the service provider

3. Content Safety Framework

3.1 Multi-Layer Content Filtering

XOCOACH.AI employs a comprehensive three-layer filtering system to ensure content safety:

3.2 Prohibited Content Categories

XOCOACH.AI automatically blocks requests and content related to:

Category	Examples	Why Blocked
Violence	Detailed descriptions of violence, gore, weapons, combat	Harmful to children, not educational
Adult Content	Sexual content, inappropriate relationships, explicit material	Age-inappropriate, harmful
Dangerous Activities	Self-harm, suicide, dangerous challenges, eating disorders	Risk to wellbeing and safety
Illegal Activities	Drug use, theft, hacking, fraud, underage drinking	Illegal and harmful
Hate Speech	Racism, discrimination, bullying, extremism	Harmful and offensive
Personal Information	Requests for addresses, phone numbers, school names	Privacy and safety risk
Inappropriate Relationships	Romantic relationships with minors, grooming behaviors	Safeguarding risk

3.3 Age-Appropriate Content Standards

Content is tailored to the age level specified by the user:

Age Level	Content Guidelines
Ages 5-7	Simple language, positive themes, basic concepts, no scary content, age-appropriate vocabulary
Ages 8-11	Slightly more complex topics, still positive and safe, no mature themes, appropriate depth
Ages 12-14	Can introduce more challenging concepts, historical events handled sensitively, science topics appropriate to maturity
Ages 15-18	Can handle more mature academic topics (e.g., war in historical context), but still filtered for inappropriate content
Adult	Full academic freedom within educational context, still filtered for harmful/illegal content

4. User Safety Features

4.1 No Direct Messaging or Communication

XOCOACH.AI does NOT include:

• User-to-user messaging
• Chat rooms or forums
• Social features or friend lists
• Comments or public content sharing

SAFE This eliminates risks associated with direct communication between users, including potential grooming or cyberbullying.

4.2 No Personal Information Collection

We do NOT ask users to provide:

• Home addresses
• Phone numbers
• School names or locations
• Photos (beyond optional profile picture from authentication provider)
• Detailed personal information

SAFE We collect only the minimum data needed: email (for account), name (for personalization), and usage data (to provide the Service).

4.3 Private by Default

All user content is private:

• Lessons are only visible to the user who created them
• No public profiles or user directories
• No sharing features between users
• All content saved to individual user accounts only

4.4 Parental Controls and Oversight

Parents and guardians can:

• Request account access: View their child's generated coaching content
• Delete content: Remove any coaching content or saved content
• Delete account: Remove their child's account entirely
• Contact us: Report any concerns about content or safety

Contact: info@xoai.cloud

5. School and Educational Institution Use

5.1 School Safeguarding

For schools using XOCOACH.AI:

• Parental consent: Schools should obtain parental consent before student use
• Supervised use: XOCOACH.AI should be used under appropriate teacher supervision
• Integration with school policies: Use should align with school's existing safeguarding policies
• Reporting mechanism: Schools can report concerns directly to us

5.2 Teacher Guidance

We recommend teachers:

• Review generated content before sharing with athletes (if applicable)
• Monitor student use during coaching content
• Integrate XOCOACH.AI as a supplement, not replacement for teaching
• Report any inappropriate content immediately
• Educate athletes on safe and appropriate use

5.3 School Partnership Support

Schools can contact us for:

• Safeguarding documentation and policies
• Training materials for teachers
• Custom filtering or safety configurations
• Dedicated safeguarding contact

Email: info@xoai.cloud

6. Reporting and Response

6.1 How to Report Concerns

6.2 Our Response Process

When a safeguarding concern is reported:

1. Acknowledgment (Within 24 hours): We confirm receipt of your report
2. Investigation (Within 48 hours): We review the content and circumstances
3. Action (Immediate): We take appropriate action:
   • Remove harmful content
   • Improve filtering to prevent similar content
   • Contact parents/schools if necessary
   • Suspend accounts if Terms of Service violated
   • Report to authorities if legally required
4. Follow-up (Within 7 days): We inform you of actions taken (within privacy constraints)
5. Prevention (Ongoing): We update our systems to prevent recurrence

6.3 Reporting to Authorities

We will report to relevant authorities when we become aware of:

• Child abuse or neglect
• Illegal activity involving children
• Immediate danger to a child's safety
• Other safeguarding concerns requiring professional intervention

We work with:

• UK authorities: Local safeguarding partnerships, police
• NSPCC: National Society for the Prevention of Cruelty to Children
• CEOP: Child Exploitation and Online Protection Command

7. Technical Security Measures

7.1 Data Protection

• Encryption: All data encrypted in transit (HTTPS) and at rest
• Secure authentication: OAuth2 via trusted providers (Google, Microsoft, Apple)
• No password storage: We never see or store user passwords
• Minimal data collection: Only essential data collected (see Privacy Policy)
• GDPR compliant: Full compliance with UK data protection law

7.2 Platform Security

• Hosted on Google Cloud: Enterprise-grade security infrastructure
• Regular security updates: Software patches applied promptly
• Monitoring: Automated security monitoring for threats
• Access controls: Strict limits on who can access user data

8. AI Safety and Ethics

8.1 Responsible AI Use

We are committed to responsible and ethical AI use:

• Transparency: We clearly disclose that content is AI-generated
• Accuracy efforts: We strive for accurate coaching content but acknowledge AI limitations
• Bias mitigation: We work to minimize biases in AI-generated content
• Age-appropriate AI: AI instructions tailored to specified age levels
• Human oversight: Continuous monitoring and improvement of AI outputs

8.2 AI Limitations

Users should be aware:

• AI can make mistakes or generate inaccurate information
• Content should be reviewed, especially for critical academic work
• Adult supervision recommended for younger children
• AI is a learning aid, not a replacement for teachers or parents

9. Compliance and Standards

XOCOACH.AI complies with:

9.1 UK Regulations

• UK GDPR: Data protection for all users
• Children's Code (Age-Appropriate Design Code): Enhanced protections for users under 18
• Online Safety Act: Duty of care for online services
• Education Act requirements: Safeguarding standards for educational services

9.2 Industry Standards

• Keeping Children Safe in Education (KCSIE): UK government guidance
• NSPCC standards: Child protection best practices
• UK Safer Internet Centre: Online safety guidelines

10. Continuous Improvement

10.1 Regular Reviews

We review our safeguarding measures:

• Monthly: Review reported content and filtering effectiveness
• Quarterly: Update filtering rules based on new concerns
• Annually: Comprehensive policy review and update
• As needed: Immediate updates for emerging risks

10.2 User Feedback

We welcome feedback from:

• Parents and guardians
• Teachers and schools
• Safeguarding professionals
• Child safety experts

Your input helps us improve safety for all users.

11. Educational Resources

11.1 For Parents

• Talk to your child: Discuss online safety and appropriate use
• Supervise use: Especially for younger children
• Review content: Check what coaching content they're generating
• Set boundaries: Establish rules about screen time and appropriate topics
• Stay informed: Read our policies and updates

11.2 For Students

• Use appropriately: Only generate content suitable for your age and for educational purposes
• Tell an adult: If you see something that makes you uncomfortable
• Don't share personal info: Never try to share addresses, phone numbers, or other private details
• Verify information: AI can make mistakes; check important facts with a teacher or parent

11.3 External Resources

For additional online safety guidance:

• NSPCC: www.nspcc.org.uk/keeping-children-safe/online-safety/
• UK Safer Internet Centre: www.saferinternet.org.uk
• Childnet: www.childnet.com
• Internet Matters: www.internetmatters.org

12. Contact and Support

13. Policy Updates

We may update this Safeguarding Policy to reflect:

• Changes in legislation or regulatory requirements
• New safeguarding threats or risks
• Improvements to our safety measures
• Feedback from users and stakeholders

We will notify users of significant changes via email and update the "Last Updated" date at the top of this policy.