Fieldwork Safeguarding Policy

1. Policy Statement

We are committed to safeguarding and promoting the welfare of children, young people, and vulnerable adults. We believe that everyone has the right to feel safe, respected, and protected from harm. Safeguarding is everyone’s responsibility, and we take our duty of care seriously across all activities, services, events, workshops, and spaces we provide.

This policy outlines how we prevent harm, recognise concerns, and respond appropriately to safeguarding issues.

2. Scope

This policy applies to:

  • All staff, freelancers, contractors, volunteers, and collaborators

  • Children and young people under 18

  • Vulnerable adults (including those with care and support needs)

  • All activities delivered by the organisation, both in-person and online

3. Legal & Ethical Framework (UK)

This policy is informed by relevant UK legislation and guidance, including:

  • Children Act 1989 & 2004

  • Care Act 2014

  • Working Together to Safeguard Children (HM Government)

  • Equality Act 2010

  • Data Protection Act 2018 (UK GDPR)

4. Key Principles

We commit to:

  • Prioritising safety and wellbeing

  • Acting in the best interests of the individual

  • Listening to and taking concerns seriously

  • Working in partnership with parents, carers, and relevant agencies

  • Maintaining clear boundaries and professional conduct

  • Ensuring confidentiality is respected and information shared only when necessary

5. Definitions

Safeguarding: Protecting people’s health, wellbeing, and human rights, enabling them to live free from harm, abuse, and neglect.

Child: Any person under the age of 18.

Vulnerable Adult: A person aged 18 or over who may be unable to protect themselves from harm due to care or support needs.

6. Roles & Responsibilities

Safeguarding Lead

The organisation will appoint a Safeguarding Lead responsible for:

  • Overseeing safeguarding practices

  • Receiving and responding to concerns

  • Liaising with statutory services where required

  • Keeping safeguarding records secure and up to date

Name: ____________________________
Contact: ____________________________

All Staff, Freelancers & Volunteers

Everyone working with or on behalf of the organisation must:

  • Read and follow this policy

  • Maintain appropriate professional boundaries

  • Report concerns promptly

  • Attend safeguarding training where required

7. Safer Working Practices

We commit to:

  • Clear codes of conduct

  • Appropriate supervision and ratios where children are present

  • Obtaining parental/guardian consent where required

  • Avoiding one-to-one situations where possible, or ensuring transparency

  • Risk assessments for activities and spaces

Physical contact will be avoided unless necessary and appropriate, and always with consent.

8. Online & Digital Safeguarding

When working online or using digital platforms, we will:

  • Use professional accounts and channels

  • Avoid private or personal messaging with children

  • Gain consent for recording, photography, or publication

  • Store digital content securely

  • Follow data protection and privacy laws

9. Photography, Filming & Content Creation

We will:

  • Obtain written consent before photographing or filming children or vulnerable adults

  • Clearly explain how images or recordings will be used

  • Respect requests for anonymity

  • Never use images in a way that could cause harm or distress

10. Recognising Abuse & Neglect

Abuse may include (but is not limited to):

  • Physical abuse

  • Emotional abuse

  • Sexual abuse

  • Neglect

  • Financial or material abuse

  • Discriminatory abuse

Concerns may arise through disclosure, observation, or changes in behaviour.

11. Responding to a Safeguarding Concern

If a concern arises:

  1. Stay calm and listen

  2. Do not promise confidentiality

  3. Reassure the individual they have done the right thing

  4. Record the concern accurately and promptly

  5. Report it to the Safeguarding Lead immediately

If there is immediate danger, contact emergency services (999).

12. Reporting & Escalation

The Safeguarding Lead will decide next steps, which may include:

  • Monitoring the situation

  • Speaking with parents/carers

  • Seeking advice from safeguarding professionals

  • Making a referral to local authority safeguarding teams or the police

13. Confidentiality & Record Keeping

Safeguarding information will be:

  • Recorded factually and stored securely

  • Shared only on a need-to-know basis

  • Retained in line with data protection legislation

14. Training & Awareness

We will ensure:

  • Safeguarding awareness is part of induction

  • Ongoing training where appropriate

  • Clear access to this policy for all workers and partners

15. Review & Monitoring

This policy will be reviewed following:

  • Changes in legislation

  • A safeguarding incident

  • Significant organisational changes

16. Declaration

This organisation recognises its responsibility to safeguard and commits to implementing this policy in full.