Privacy Policy

1. Policy Statement

This institution is committed to providing a safe, supportive, and inclusive environment for all learners. We recognise our duty to safeguard and promote the welfare of children, young people, and vulnerable adults, and we take all necessary steps to protect them from harm, abuse, neglect, and exploitation. All staff, volunteers, and contractors share responsibility for safeguarding and must act immediately on any concerns.

2. Scope
This policy applies to:

• All employees (full-time, part-time, and temporary)
• Volunteers and student teachers
• Contractors and external providers
• Visitors and partners working on site
• All learners, including children, young people, and adults at risk

3. Legal and Regulatory Framework
This policy is informed by and complies with relevant legislation and guidance, including (adapt as appropriate to your country):

• Children Act 1989 & 2004
• Keeping Children Safe in Education (KCSIE)
• Working Together to Safeguard Children
• Education Act 2002 – Safeguarding duties
• Data Protection Act / GDPR
• Local safeguarding partnership procedures 

4. Definitions

Child/Young Person
Anyone under 18 years of age.

Adult at Risk
A person aged 18 or over who may be unable to protect themselves from harm due to age, disability, illness, or circumstance.

Safeguarding
Protecting individuals from maltreatment, preventing impairment, ensuring safe care, and enabling the best possible outcomes.

Abuse Categories

• Physical abuse
• Emotional/psychological abuse
• Sexual abuse and exploitation
• Neglect
• Online abuse
• Peer-on-peer abuse / bullying
• Radicalisation and extremism
• County lines / criminal exploitation

5. Roles and Responsibilities

Governing Body / Senior Leadership

• Ensure effective safeguarding policies and procedures are in place.
• Provide adequate resources for training and implementation.
• Monitor and evaluate safeguarding arrangements.

Designated Safeguarding Lead (DSL)

• Lead responsibility for safeguarding and child protection.
• Maintain accurate, confidential safeguarding records.
• Act as main contact with external safeguarding agencies.
• Provide advice, support, and training to staff.
• Ensure all concerns are appropriately referred and followed up. 

All Staff

• Recognise indicators of abuse and harm.
• Report concerns immediately to the DSL.
• Complete mandatory safeguarding training.
• Maintain professional boundaries.
• Create and promote a safe learning environment.

Students and Learners

• Encouraged to share concerns about their own or others’ safety.
• Informed about their rights, support services, and reporting routes.

6. Safe Recruitment
To ensure suitable individuals work with learners, the organisation will:

• Use safer recruitment practices.
• Obtain enhanced background checks (e.g., DBS or local equivalent).
• Verify references and employment history.
• Require staff to disclose relevant convictions.
• Provide safeguarding induction training to all new staff.

7. Training and Awareness
All staff must receive:

• Annual safeguarding and child protection training.
• Training on identifying abuse and responding to disclosures.
• Training on digital safety, online behaviour, and PREVENT (where applicable).
• Regular updates on relevant legislation and local procedures.
• Volunteers and contractors will receive proportionate training.

8. Reporting & Responding to Concerns

Recognising Concerns
Staff should be alert to:

• Physical signs of injury
• Changes in behaviour, attendance, or engagement
• Inappropriate or concerning online activity
• Disclosures or allegations
• Bullying, harassment, or peer-on-peer abuse 

How to Report

• Report immediately to the DSL or Deputy DSL.
• Record the concern factually and securely.
• Do not investigate or question the learner excessively.
• If a child or adult is in immediate danger, contact emergency services. 

Confidentiality

• Information is shared on a “need to know” basis.
• All records are stored securely in line with data protection regulations. 

9. Online Safety
The institution will:

• Provide secure, monitored internet access.
• Educate learners about digital safety, privacy, and responsible use.
• Have clear policies for acceptable use of technology and devices.
• Act on online bullying, grooming, exploitation, or harmful behaviours.

10. Preventing Bullying and Peer-on-Peer Abuse
We take a zero-tolerance approach to:

• Bullying (online or in person)
• Sexual harassment or violence
• Initiation/hazing
• Physical aggression
• Harmful gendered or discriminatory behaviours 

Staff will intervene early, provide support, and report concerns to the DSL.

11. Mental Health and Wellbeing
Staff are trained to recognise the connection between mental health and safeguarding. Support may include:

• Pastoral or counselling services
• Referrals to external agencies
• Reasonable adjustments in learning

12. Allegations Against Staff
If a concern involves a staff member:

• The allegation must be reported to the Administration Team.
• The organisation will follow local authority procedures for managing allegations.
• Staff may be suspended pending investigation, where appropriate.

13. Record Keeping

• All safeguarding concerns are documented promptly.
• Records are factual, dated, and signed.
• Files are kept securely and separately from academic records.
• Records are retained in line with legal requirements.

14. Partnership with Parents, Carers, and Agencies
The institution:

• Works collaboratively with families wherever appropriate.
• Cooperates fully with social care, police, health services, and safeguarding boards.
• Shares concerns in a timely and lawful manner.

15. Policy Review
This policy will be:

• Reviewed annually or after significant changes in legislation.
• Updated following safeguarding incidents or audits.
• Approved by Senior Leadership / Governing Body.