# Safeguarding Policy: [Organisation name]

> A safeguarding policy and procedure for an organisation whose staff,
> volunteers or partners come into contact with children or adults at
> risk: policy statement, scope, roles, safer recruitment and vetting,
> code of conduct, recognising and reporting concerns, allegations
> against staff, records, online safety, partners, training, review and
> key contacts. Structure informed by the UK Charity Commission guidance
> "Safeguarding and protecting people for charities and trustees" (page
> last updated 8 October 2026) and, for humanitarian and international
> work, the Core Humanitarian Standard on Quality and Accountability
> (CHS 2024). Legal duties differ by country and by state or region:
> UK, US and EU references below are dated examples only. **This is a
> policy format, not legal advice; check the current official texts and
> take advice from a qualified professional and your local safeguarding
> authority.** Replace every `[bracketed]` value and every row or passage
> marked *Example*.

<!--
Guidance: How to use this template
- Decide first who you work with (children, adults at risk, or both),
  where (countries, online, in person), and in which roles people have
  contact with them. The rest of the policy follows from that.
- Name real people in the roles and real local contacts (police, child
  protection and adult social care services, regulators). A policy with
  blank contacts fails on the day it is needed.
- Keep the policy readable. Staff and volunteers need to know three
  things without looking them up: what to look out for, what to do
  immediately, and whom to tell. Put those on a one-page summary as well.
- Check the law in each place you operate. Who must report, to whom and
  how fast, and which criminal record checks are allowed, vary widely.
- The board approves the policy and reviews it at least once a year and
  after any serious incident.
- All organisations, people and contacts in the examples are fictional.
-->

## Document control

<!-- Guidance: The board owns this policy. Record approval by the board (or the trustees' safeguarding committee) and the review date. Publish the current version on your website if your regulator expects it. -->

| Field | Value |
|---|---|
| Document ID | [POL-SG-001] |
| Version | [1.0] |
| Status | [Draft / Approved / Superseded] |
| Owner | [Designated safeguarding lead, @name] |
| Board lead for safeguarding | [Trustee name] |
| Approvers / reviewers | [Board of trustees, safeguarding committee] |
| Approved by the board on | YYYY-MM-DD |
| Last updated | YYYY-MM-DD |
| Next review | [YYYY-MM-DD, at least annually and after any serious incident] |
| Applies in | [Countries, regions, online services] |
| Classification | [Public] |
| Related policies | [Code of conduct, whistleblowing, complaints, data protection, health and safety, online safety, recruitment] |

### Approvals

| Role | Name | Decision | Date |
|---|---|---|---|
| Designated safeguarding lead | [@name] | [Prepared] | YYYY-MM-DD |
| Executive director | [@name] | [Reviewed] | YYYY-MM-DD |
| Chair of the board | [Name] | [Approved on behalf of the board] | YYYY-MM-DD |

### Revision history

| Version | Date | Author | Change summary |
|---|---|---|---|
| 0.1 | YYYY-MM-DD | [@name] | First draft |
| 1.0 | YYYY-MM-DD | [@name] | *Example:* Approved by the board |
| 1.1 | YYYY-MM-DD | [@name] | *Example:* Vetting table updated after a change in national criminal record check rules |

## Contents

<!-- Guidance: Keep in sync with headings. -->

1. [Policy statement](#1-policy-statement)
2. [Scope](#2-scope)
3. [Legal and regulatory context](#3-legal-and-regulatory-context)
4. [Principles](#4-principles)
5. [Definitions and types of harm](#5-definitions-and-types-of-harm)
6. [Roles and responsibilities](#6-roles-and-responsibilities)
7. [Safer recruitment and vetting](#7-safer-recruitment-and-vetting)
8. [Code of conduct](#8-code-of-conduct)
9. [Recognising and responding to concerns](#9-recognising-and-responding-to-concerns)
10. [Reporting procedure](#10-reporting-procedure)
11. [Allegations against staff, volunteers or trustees](#11-allegations-against-staff-volunteers-or-trustees)
12. [Records, confidentiality and information sharing](#12-records-confidentiality-and-information-sharing)
13. [Online safety, images and communication](#13-online-safety-images-and-communication)
14. [Partners, grantees and work overseas](#14-partners-grantees-and-work-overseas)
15. [Training and awareness](#15-training-and-awareness)
16. [Monitoring, risk and review](#16-monitoring-risk-and-review)
17. [Key contacts](#17-key-contacts)
18. [Acknowledgement form](#18-acknowledgement-form)
19. [Glossary and references](#19-glossary-and-references)

## 1. Policy statement

<!-- Guidance: A short statement the board signs up to. Say that the welfare of the people you serve comes first, that everyone in the organisation shares responsibility, and that concerns will be heard and acted on. Avoid promises you cannot keep, such as "we will never let harm happen". -->

[Organisation name] believes that everyone who comes into contact with
our work, whether a child, an adult at risk, a participant, a staff
member or a volunteer, has the right to be safe from harm, abuse,
neglect and exploitation. The welfare of the person at risk is our first
consideration in every decision this policy covers.

We will:

- take reasonable steps to prevent harm, in person and online;
- make it easy and safe for anyone to raise a concern, and listen;
- respond to every concern promptly, fairly and in line with the law;
- report to the relevant authorities and regulators when required;
- support people who have been harmed, and the people who report harm;
- learn from incidents and review this policy at least once a year.

Safeguarding is the responsibility of everyone who works or volunteers
with us. The board of trustees is accountable for making sure this
policy is in place, understood and followed.

## 2. Scope

<!-- Guidance: List exactly whom the policy binds (staff, volunteers, trustees, contractors, interns, visitors, partner staff where the contract says so) and which activities it covers. Include online activity and work through partners. -->

This policy applies to:

- all employees, volunteers, trustees, interns, consultants and
  contractors of [Organisation name];
- partner organisations and grantees, to the extent set out in their
  agreements with us (section 14);
- visitors, donors and journalists while they take part in our
  activities.

It covers all our activities, in person and online, including
[*Example:* after-school reading clubs, family reading sessions, home
visits by coaches, residential training events and our social media
channels].

| People we work with | Age or status | Typical contact | Settings |
|---|---|---|---|
| Children *(Example)* | Under 18 | Group sessions, one-to-one reading support | Schools, community halls, online |
| Adults at risk *(Example)* | Adults with care and support needs | Family sessions, volunteering | Community halls, homes |
| Volunteers and staff *(Example)* | All ages, including volunteers aged 16 to 17 | Supervision, training | All settings |
| [Group] | [Age or status] | [Contact] | [Settings] |

## 3. Legal and regulatory context

<!-- Guidance: Name the laws, regulators and authorities that apply where you operate, with dates and links. Do not copy legal text: summarise and link. The rows below are dated examples from the UK, US and EU, checked in October 2026. Replace or add rows for each country you work in, and have them checked by a qualified adviser. This section is not legal advice. -->

| Jurisdiction | Source | What it means for this policy | Checked |
|---|---|---|---|
| England and Wales *(Example)* | Charity Commission, "Safeguarding and protecting people for charities and trustees", https://www.gov.uk/guidance/safeguarding-duties-for-charity-trustees | Trustees must take reasonable steps to protect people who come into contact with the charity; policies should be put into practice, reviewed at least annually and after any serious incident, and made public. The page, updated on 8 October 2026, also describes 2026 changes to some criminal record (DBS) checks and Online Safety Act 2023 duties | 2026-10-30 |
| England and Wales *(Example)* | Charity Commission, "How to report a serious incident in your charity", https://www.gov.uk/guidance/how-to-report-a-serious-incident-in-your-charity | Trustees report serious incidents, including serious safeguarding incidents, promptly through the online form; they also report to police and the local authority where relevant. The page was last updated on 16 January 2026 | 2026-10-30 |
| United States *(Example)* | State mandatory reporting laws, summarised by the Child Welfare Information Gateway, https://www.childwelfare.gov/resources/mandatory-reporting-child-abuse-and-neglect/ | State laws designate the groups of people who must report suspected child abuse or neglect (summary current through 31 May 2023). Who is a mandated reporter, how and to whom they report, varies by state; check the current statute of each state you work in | 2026-10-30 |
| European Union *(Example)* | General Data Protection Regulation (EU) 2016/679, Article 10, https://eur-lex.europa.eu/eli/reg/2016/679/oj | Processing personal data about criminal convictions and offences is allowed only under official authority or where Union or Member State law authorises it with safeguards; criminal record checks therefore depend on national law | 2026-10-30 |
| International humanitarian work *(Example)* | Core Humanitarian Standard on Quality and Accountability (CHS 2024), CHS Alliance, Groupe URD and Sphere, https://www.corehumanitarianstandard.org/ | Nine commitments to people affected by crises; a voluntary standard used by humanitarian organisations, with a published CHS 2024 PSEAH (protection from sexual exploitation, abuse and harassment) index | 2026-10-30 |
| [Country or state] | [Law, regulator guidance, URL] | [Duty in your own words] | YYYY-MM-DD |

Questions to answer with a qualified adviser for each country:

- Who in our organisation is legally required to report suspected abuse,
  to which authority, and within what time?
- Which roles may, or must, be subject to a criminal record check, at
  which level, and how often must it be renewed?
- On what legal basis may we collect and keep criminal record
  information, and for how long?
- Which incidents must we report to our regulator, funder or insurer,
  and how fast?

## 4. Principles

<!-- Guidance: A short list of principles that guide judgement when the procedure does not cover a situation. Keep it consistent with the code of conduct. -->

1. **The person at risk comes first.** Their safety and welfare outweigh
   the reputation of the organisation or any individual.
2. **Everyone has a part to play.** Anyone who has a concern acts on it;
   no one investigates alone.
3. **Listen and take seriously.** Every concern is heard without
   judgement and recorded, even when it seems minor.
4. **Act promptly.** Delay can increase harm; when in doubt, consult the
   safeguarding lead at once.
5. **Share information appropriately.** Share what is needed, with whom
   it is needed, to keep someone safe; never promise secrecy.
6. **Fairness to everyone involved.** People who are the subject of an
   allegation are treated fairly and their rights respected.
7. **Equality and inclusion.** We recognise that disabled people, people
   from minority groups and people in crisis may face extra barriers to
   being heard, and we adapt how we listen.
8. **Learn and improve.** We review incidents to strengthen practice.

## 5. Definitions and types of harm

<!-- Guidance: Use the definitions in the law or statutory guidance where you operate, and keep them short. Staff need to recognise harm, not classify it perfectly. -->

| Term | Meaning in this policy |
|---|---|
| Child | Anyone under 18, unless local law sets a different age for a specific duty |
| Adult at risk | An adult who has care and support needs, is experiencing or at risk of abuse or neglect, and because of those needs cannot protect themselves (adapt to the local legal definition) |
| Safeguarding | Protecting people's health, wellbeing and rights so they can live free from harm, abuse and neglect, and responding well when harm happens |
| Concern | Any worry that a person may be at risk of harm, from any source |
| Disclosure | When a person tells someone that they, or someone else, have been harmed |
| Allegation | A claim that a staff member, volunteer or trustee has harmed someone or may pose a risk |

Types of harm staff and volunteers should recognise:

| Type | Examples of possible signs |
|---|---|
| Physical abuse | Unexplained injuries, injuries in unusual places, flinching |
| Emotional or psychological abuse | Withdrawal, anxiety, persistent humiliation by others |
| Sexual abuse and exploitation | Sexualised behaviour unusual for age, gifts from older people, secrecy about relationships |
| Neglect | Persistent hunger, poor hygiene, untreated medical needs, missed sessions without reason |
| Financial or material abuse | Missing money or belongings, pressure to sign documents (adults) |
| Discriminatory abuse | Harassment based on disability, race, religion, sex or sexual orientation |
| Online harm | Grooming, cyberbullying, sharing of intimate images |
| Exploitation and trafficking | Control by others, no access to identity documents, unexplained absence |
| Harm by peers | Bullying, harassment or abuse by another child or participant |

Signs are not proof. A single sign rarely means abuse; a pattern or a
direct disclosure always calls for action under section 9.

## 6. Roles and responsibilities

<!-- Guidance: Name the people. Every organisation needs at least a designated safeguarding lead, a deputy, and a trustee who leads on safeguarding. Make sure the lead has time, training, authority and access to the board. -->

| Role | Name | Responsibilities |
|---|---|---|
| Board of trustees | [Board] | Accountable for safeguarding; approves this policy; receives reports at every meeting; ensures resources; reports serious incidents to the regulator |
| Board safeguarding lead | [Trustee name] | Champions safeguarding on the board; reviews the anonymised incident log quarterly; oversees allegations against senior staff |
| Designated safeguarding lead (DSL) | [Name, contact] | Receives and manages concerns; decides on referrals to authorities; keeps records; advises staff; leads training; reports to the board |
| Deputy DSL | [Name, contact] | Acts when the DSL is unavailable or is the subject of a concern |
| Managers | [Role] | Ensure their teams are vetted, trained and supervised; apply the code of conduct |
| All staff, volunteers, trustees | Everyone | Follow this policy and the code of conduct; report concerns without delay; complete training |
| HR or volunteer coordinator | [Name] | Runs safer recruitment and vetting; keeps vetting records securely |

If the DSL is the subject of a concern, report to the deputy DSL or the
board safeguarding lead. If the board safeguarding lead is the subject,
report to the chair.

## 7. Safer recruitment and vetting

<!-- Guidance: Assess each role for its level of contact and risk, then set the checks. Typical checks are a written application, identity check, interview with safeguarding questions, two references, criminal record check at the level the law allows for the role, and a probation period. Rules on criminal record checks differ by country: in England and Wales, for example, DBS check levels and eligibility depend on the role, and the Charity Commission guidance updated in October 2026 notes changes during 2026: from 21 January 2026 self-employed people can apply for an enhanced DBS check through an umbrella body, and from 1 September 2026 the supervision exemption for regulated activity with children no longer applies, so some supervised roles now need the regulated activity check. Review affected roles. Do not ask for a check the law does not allow for the role. -->

### 7.1 Role risk assessment

| Role | Contact with children or adults at risk | Unsupervised? | Frequency | Risk level | Checks required |
|---|---|---|---|---|---|
| Reading coach *(Example)* | Children in class and one-to-one | Sometimes | Weekly | High | All checks in 7.2, highest criminal record level the role is eligible for |
| Family session volunteer *(Example)* | Children with their parents present | No | Monthly | Medium | All checks in 7.2, criminal record level per local law |
| Office administrator *(Example)* | Access to participant records only | Not applicable | Daily | Medium | Identity, references, confidentiality agreement |
| Trustee *(Example)* | Occasional visits, governance | No | Quarterly | Medium | Identity, references, eligibility to act as trustee, check level per local law |
| [Role] | [Contact] | [Yes / No] | [Frequency] | [Low / Medium / High] | [Checks] |

### 7.2 Recruitment steps

1. Role description stating the safeguarding responsibilities and the
   checks required.
2. Advertisement that states our commitment to safeguarding and that
   checks apply.
3. Written application covering employment and volunteering history,
   with gaps explained.
4. Interview with at least one question on safeguarding and boundaries.
5. Identity check against official documents.
6. Two references, at least one from recent work with the same group,
   requested before an offer is final.
7. Criminal record check at the level permitted for the role in that
   country, and, where available, a barred list check.
8. Signed acceptance of this policy and the code of conduct
   (section 18).
9. Induction including safeguarding training before unsupervised work.
10. Probation period with supervision.

### 7.3 Criminal record information

- Ask about criminal records only where the law allows for the role, and
  keep a policy on recruiting people with a criminal record so decisions
  are fair and consistent.
- Assess any disclosure case by case: relevance to the role, how long
  ago, circumstances, and evidence of change. Record the decision.
- Store criminal record information separately, restrict access to
  named people, and delete it when no longer needed, in line with data
  protection law (for example, GDPR Article 10 in the EU and the UK GDPR
  in the UK).
- Renew checks at the interval set in this policy: [*Example:* every
  three years for high-risk roles, or through a continuous update
  service where one exists].

## 8. Code of conduct

<!-- Guidance: Short, concrete behaviour rules that everyone signs. Write them as what to do and what never to do. Adapt to your setting (online sessions, transport, residential events). Cross-reference the organisation's general code of conduct. -->

**Always:**

- treat every person with respect and dignity, and listen to them;
- work in sight of others; keep doors open or use rooms with windows
  for one-to-one sessions;
- keep to the agreed adult-to-child ratios: [*Example:* at least two
  vetted adults for any group of children, and one adult per 8 children
  aged 5 to 8];
- use only organisation accounts and devices to communicate with
  participants, and copy in a colleague or parent for messages to a
  child;
- report any concern, including about a colleague, without delay;
- respect privacy when people dress, use toilets or receive personal
  care, and follow the agreed personal care procedure.

**Never:**

- be alone with a child or adult at risk out of sight of others, except
  where the role requires it and a risk assessment allows it;
- give a child or participant a lift alone, except in an emergency
  recorded and reported the same day;
- hit, shout at, humiliate or threaten anyone;
- develop a sexual or romantic relationship with a participant, or
  engage in any sexual activity with a person under 18;
- exchange sex, money, gifts or favours for assistance or services;
- take, keep or share images of participants on personal devices;
- ask for or keep a secret with a child;
- work under the influence of alcohol or drugs.

Breaches of the code of conduct are handled under the disciplinary or
volunteer procedure, and may also be reported to authorities. See
compliance/code-of-business-conduct for the general organisational code.

## 9. Recognising and responding to concerns

<!-- Guidance: Tell staff exactly what to do when someone discloses harm or when they notice signs. The aim is to keep the person safe, listen, record and pass on, not to investigate. -->

If someone is in immediate danger, call the emergency services first
([*Example:* 999 in the UK, 911 in the US, 112 in the EU]), then the DSL.

When a person tells you about harm:

1. **Stay calm and listen.** Let them speak in their own words; do not
   push for details.
2. **Reassure without promising.** Tell them they were right to tell
   you. Do not promise to keep it secret: explain that you must tell
   someone whose job is to help.
3. **Ask only open questions** if you need to understand whether the
   person is safe now, such as "Is there anything else you want to tell
   me?". Avoid leading questions.
4. **Do not confront** the person who is alleged to have caused harm.
5. **Record** what was said and seen, in the person's own words, with
   the date, time, place and who was present, as soon as possible and
   on the same day. Sign it. Record facts, not opinions.
6. **Report** to the DSL at once, and no later than the end of the same
   day.

When you notice signs without a disclosure, record what you observed and
report to the DSL the same day. If you are unsure, report anyway: the
DSL decides what happens next.

## 10. Reporting procedure

<!-- Guidance: Show the path from concern to decision in one diagram, with time limits. Time limits below are Example values; set yours from local law, your regulator and your funders' agreements, which may require notification within a fixed time. -->

```mermaid
flowchart TD
    A["Concern, sign or disclosure"] --> B{"Immediate danger?"}
    B -- Yes --> C["Call emergency services"]
    C --> D["Inform DSL"]
    B -- No --> D
    D --> E["DSL reviews record and consults"]
    E --> F{"Threshold for referral met?"}
    F -- Yes --> G["Refer to statutory authority: police, child protection or adult social care"]
    F -- No --> H["Internal support plan and monitoring"]
    G --> I{"Serious incident for regulator, funder or insurer?"}
    H --> I
    I -- Yes --> J["Report to regulator, funder or insurer within required time"]
    I -- No --> K["Record decision and close or review"]
    J --> K
```

| Step | Who | Time limit *(Example)* | Record |
|---|---|---|---|
| Report concern to DSL | Anyone | Same day | Concern form |
| Decide on referral to authorities | DSL (consult deputy or authority helpline if unsure) | Within 24 hours of receiving the concern | Decision and reasons |
| Refer to police or statutory service | DSL | Immediately once the threshold is met | Reference number |
| Notify board safeguarding lead | DSL | Within 24 hours for serious concerns | Notification |
| Report to regulator (for example the Charity Commission serious incident report in England and Wales) | Trustees or delegated person | Promptly, as the regulator requires | Submission receipt |
| Notify funder under grant terms | DSL or executive director | [*Example:* within 72 hours] | Notification |
| Review and close | DSL | When actions are complete | Closure note |

Where the law makes certain people mandated reporters (for example under
many US state laws), those people must also report directly to the
authority named in the law. Reporting to the DSL does not replace a
personal legal duty.

## 11. Allegations against staff, volunteers or trustees

<!-- Guidance: Allegations against people in a position of trust need a separate, careful path: protect the person at risk, involve the right authority, treat the person accused fairly, and avoid conflicts of interest in who handles it. -->

1. Report the allegation to the DSL, or to the deputy DSL or board
   safeguarding lead if the DSL is involved.
2. The DSL consults the statutory authority responsible for allegations
   against people who work with children or adults at risk where one
   exists (for example the local authority designated officer for
   children in England), before any internal investigation.
3. Decide, with that authority's advice, whether the person should be
   moved to other duties or suspended while the matter is looked into.
   Suspension is a neutral act, not a finding.
4. Do not start an internal investigation that could prejudice a police
   or statutory enquiry.
5. Keep the person accused informed as far as the authorities allow, and
   offer support.
6. When the matter ends, record the outcome. Where the law requires a
   referral to a barring or vetting body (for example a DBS referral in
   the UK when its legal criteria are met), make it.
7. Report to the regulator and funder as section 10 requires.
8. Never agree a settlement or reference that hides a safeguarding
   concern.

## 12. Records, confidentiality and information sharing

<!-- Guidance: Records protect people and show what was done and why. Keep them factual, secure and separate from general files. Data protection law applies, but it does not prevent sharing information needed to keep someone safe. -->

- Safeguarding records are kept in [*Example:* a restricted, encrypted
  folder accessible only to the DSL, deputy DSL and executive director].
- Each record includes the concern form, actions, decisions with
  reasons, referrals with reference numbers, and outcome.
- Share information on a need-to-know basis to protect someone, and
  record what was shared, with whom, when and why.
- Retention: [*Example:* safeguarding records about allegations against
  staff kept until the person's normal retirement age or 10 years,
  whichever is longer; other records per the retention schedule]. Check
  the retention rule with your data protection lead and local guidance.
- Personal data handling follows the organisation's data protection
  policy; see compliance/gdpr-ropa for the record of processing.

## 13. Online safety, images and communication

<!-- Guidance: Cover online sessions, social media, messaging and photography. If your organisation provides an online service that users can use to share content, check whether online safety law (for example the UK Online Safety Act 2023) applies to it. -->

- Online sessions with children use organisation accounts, a waiting
  room, at least two vetted adults, and no private chat between adults
  and children.
- Photographs and video of participants are taken only on organisation
  devices, with written consent (from a parent or carer for a child,
  plus the child's agreement), and never show a child in a way that
  identifies where they live or go to school without specific consent.
- Published images do not carry full names of children.
- Staff and volunteers do not connect with child participants on
  personal social media accounts.
- Online abuse or grooming concerns are reported under section 10 and,
  where relevant, to the platform and the police.

## 14. Partners, grantees and work overseas

<!-- Guidance: When others deliver work on your behalf or with your money, you still carry responsibility. Carry out due diligence, put safeguarding duties in the agreement, monitor, and agree how incidents are reported to you. For humanitarian work, check alignment with the Core Humanitarian Standard and protection from sexual exploitation, abuse and harassment (PSEAH) commitments. -->

| Step | What we do | Evidence |
|---|---|---|
| Due diligence *(Example)* | Review the partner's safeguarding policy, vetting practice and incident history before signing | Due diligence checklist |
| Agreement *(Example)* | Written agreement setting out roles, minimum standards, training, monitoring and incident reporting to us within a fixed time | Signed agreement |
| Capacity support *(Example)* | Offer training or policy support where gaps are found | Training records |
| Monitoring *(Example)* | Safeguarding item at every monitoring visit and in partner reports | Visit notes |
| Incident handling *(Example)* | Partner reports concerns to its own authorities and to us; we decide on regulator and funder reporting | Incident log |

For work in other countries, check the local law on reporting, criminal
record checks and data transfer, and identify local referral services
before activities start.

## 15. Training and awareness

<!-- Guidance: Set training levels by role and how often they are refreshed. Keep records. Make sure participants also know how to raise a concern, in a language and format they understand. -->

| Audience | Training | When | Refresh |
|---|---|---|---|
| All staff and volunteers *(Example)* | Safeguarding basics: signs, responding, reporting | Before starting | Every 2 years |
| Roles with direct contact *(Example)* | Safeguarding children and adults at risk, safer working practice | Within first month | Every 2 years |
| DSL and deputy *(Example)* | Advanced safeguarding lead training | On appointment | Every 2 years, plus annual update |
| Trustees *(Example)* | Trustee safeguarding governance | On appointment | Every 3 years |
| Participants and families *(Example)* | How to raise a concern, in local languages, with posters and a phone line | At enrolment | Each year |

## 16. Monitoring, risk and review

<!-- Guidance: Show how the board knows the policy works: reports, audits, a safeguarding risk register, and an annual review. Review the policy at least once a year and after every serious incident, as the UK Charity Commission guidance expects. -->

- **Board reporting**: the DSL reports anonymised safeguarding data to
  every board meeting: number and type of concerns, referrals, time to
  respond, open cases, training completion and vetting compliance.
- **Safeguarding risk register**: kept as part of compliance/risk-register.

| Risk ID | Risk | Likelihood | Impact | Controls | Owner |
|---|---|---|---|---|---|
| SG-R01 *(Example)* | Volunteer works unsupervised with a child before checks complete | Medium | High | No start date until checks clear; supervision rota | Volunteer coordinator |
| SG-R02 *(Example)* | Concern not reported because staff are unsure | Medium | High | Training, one-page summary, DSL contact on badges | DSL |
| SG-R03 *(Example)* | Partner does not report incidents to us | Low | High | Agreement clause, monitoring visits | Programme lead |
| [SG-RNN] | [Risk] | [L] | [I] | [Controls] | [@owner] |

- **Annual review**: the DSL and board safeguarding lead review this
  policy, the incident log, lessons learned and changes in law, and
  propose changes to the board.
- **Whistleblowing**: anyone who believes a concern has not been handled
  properly can use the whistleblowing policy
  (compliance/whistleblowing-policy) or contact the regulator directly.

## 17. Key contacts

<!-- Guidance: Fill with real names and numbers and check them every six months. Include contacts for every place you operate. Print this section on a card or poster. -->

| Contact | Name or service | Phone | Email or web |
|---|---|---|---|
| Designated safeguarding lead | [Name] | [Phone] | [Email] |
| Deputy DSL | [Name] | [Phone] | [Email] |
| Board safeguarding lead | [Trustee name] | [Phone] | [Email] |
| Emergency services | [Local number] | [Number] | |
| Police, non-emergency | [Service] | [Number] | [Web] |
| Child protection service | [Local authority or agency] | [Number] | [Web] |
| Adult safeguarding service | [Local authority or agency] | [Number] | [Web] |
| Regulator | [*Example:* Charity Commission serious incident reporting for charities in England and Wales] | | [Web] |
| Helpline for advice | [National helpline] | [Number] | [Web] |

## 18. Acknowledgement form

<!-- Guidance: Every staff member, volunteer and trustee signs before starting. Keep signed forms with personnel records. -->

I confirm that I have read and understood the Safeguarding Policy of
[Organisation name], version [N], including the code of conduct in
section 8 and the reporting procedure in section 10. I agree to follow
them and to report any safeguarding concern without delay.

| Name | Role | Signature | Date |
|---|---|---|---|
| [Name] | [Role] | [Signature] | YYYY-MM-DD |

## 19. Glossary and references

<!-- Guidance: List the sources the policy relies on, with dates, and update them at each review. -->

| Term | Meaning |
|---|---|
| DSL | Designated safeguarding lead |
| DBS | Disclosure and Barring Service, the criminal record checking and barring body for England and Wales |
| Mandated reporter | A person whom the law requires to report suspected abuse or neglect |
| PSEAH | Protection from sexual exploitation, abuse and harassment |
| Serious incident | An adverse event that a regulator requires to be reported, such as significant harm to a beneficiary |

References (checked 2026-10-30):

- Charity Commission for England and Wales, "Safeguarding and
  protecting people for charities and trustees", last updated
  8 October 2026,
  https://www.gov.uk/guidance/safeguarding-duties-for-charity-trustees
- Charity Commission for England and Wales, "How to report a serious
  incident in your charity", last updated 16 January 2026,
  https://www.gov.uk/guidance/how-to-report-a-serious-incident-in-your-charity
- Child Welfare Information Gateway, "Mandatory Reporting of Child
  Abuse and Neglect" (State Statutes Series, current through
  31 May 2023),
  https://www.childwelfare.gov/resources/mandatory-reporting-child-abuse-and-neglect/
- Regulation (EU) 2016/679 (General Data Protection Regulation),
  Article 10, https://eur-lex.europa.eu/eli/reg/2016/679/oj
- Core Humanitarian Standard on Quality and Accountability, CHS 2024,
  CHS Alliance, Groupe URD and Sphere,
  https://www.corehumanitarianstandard.org/
- Related templates: nonprofit/volunteer-handbook,
  nonprofit/volunteer-brief, compliance/whistleblowing-policy,
  compliance/code-of-business-conduct, compliance/risk-register,
  compliance/gdpr-ropa.

## Standard and licence note

Structure aligned with the UK Charity Commission guidance "Safeguarding
and protecting people for charities and trustees" (last updated
8 October 2026) and its serious incident reporting guidance (last
updated 16 January 2026), with references to the Core Humanitarian
Standard (CHS 2024), US state mandatory reporting laws as summarised by
the Child Welfare Information Gateway, and GDPR Article 10. Laws and
guidance are cited by name and paraphrased; the text is original. Legal
duties differ by country, state and region and change often: check the
current official texts and your local safeguarding authority, and take
advice from a qualified professional. This is a policy format, not
legal advice. Template licence: MIT.