Safeguarding Policy | damalibeautifulvisio

DAMALI BEAUTIFUL VISION CIC SAFEGUARDING POLICY

Introduction

DAMALI BEAUTIFUL VISION CIC makes a positive contribution to a strong and safe community and recognises the right of every individual to stay safe.

We support Global Majority Families and Individuals(African, Caribbean, South East Asian, Asian, Afro-Latino and those of mixed heritage) through wellbeing sessions, counselling, online forums, training and educational programs that help families navigate bereavement due to the sudden loss of a young child and or young adult. Our aim is to create Safe Pockets of Space for grieving families from a compassionate, cultural and heritage perspective.

We come into contact with children and vulnerable adults through the following activities:

REGULATED ACTIVITY FOR CHILDREN

one to one counselling counselling and emotional support on an ongoing basis
support groups and workshops where children are unsupervised by their parents
visit to bereaved children at home or in community settings to provide support.
Engaging with children in virtual or phone-based support, including but not limited to online grief counselling.

REGULATED ACTIVITIES WITH VULNERABLE ADULTS

Bereavement Counselling: providing mental health or emotional support to adults who may be vulnerable due to grief.
Advocacy on a verbal and Practical Support basis- Supporting bereaved families and individuals as a form of ‘Mackenzies Friend’ of some kind, liaising with services. In some cases we may sign post to more suitable services should we be out of our jurisdiction and or if we do not have capacity.

Home Visits & Check-ins: providing home-based support to vulnerable adults struggling with grief, especially if done without another responsible adult present.
Supervised Group Sessions: facilitating support groups in a structured setting.
Accompanying Vulnerable Adults e.g. those with disabilities, mental health conditions, complex or severe grief to support sessions or medical appointments, where we have capacity.
Providing Advocacy support and signposting: helping bereaved families to locate a legal, financial or health-related service that may suit their needs when navigating challenges due to grief (longterm, short-term and or complex grief).

CONTROLLED ACTIVITY FOR ADULTS AND CHILDREN

Administrative Roles Handling Sensitive Information: When our staff or volunteers process confidential records related to bereaved children or vulnerable adults (e.g., counselling case notes, referrals, or safeguarding reports).

Data Protection & Database Management: When we manage or update databases containing personal and sensitive details of service users.

Scheduling & Coordinating Support Sessions: When we access private information while arranging counselling, group meetings, or mentoring sessions for children or vulnerable adults.

Monitoring Online Support Platforms: When we oversee online forums e.g. Group or online or chatrooms where vulnerable individuals discuss grief but do not interact directly.

Managing Confidential Emails or Helplines: When we receive emails, messages, or phone calls from bereaved individuals seeking support.

Social Media Moderation: When we moderate comments, discussions, or private messages on social media where safeguarding concerns may arise.

Processing Payments for Bereaved Families: When we handle grants, funeral funds, or financial assistance programmes for families who have lost a child or young adult.

Legislation

The principal pieces of legislation governing this policy are:

Working together to safeguard Children 2023
Children and Social Work Act 2017
The Children Act 2024
The Adoption and Children Act 2002
The Children act 2004
Safeguarding Vulnerable Groups Act 2006
Care Standards Act 2000
Public Interest Disclosure Act 1998
The Police Act 1997
Mental Health Act 1983
NHS and Community Care Act 1990
Rehabilitation of Offenders Act 1974
Data Protection Act 2018 & UK GDPR
Public Interest Disclosure Act 1998 (Whistleblowing)

Care Act 2014
Equality Act 2010

Definitions

Safeguarding is about embedding practices throughout the organisation to ensure the protection of children and / or vulnerable adults wherever possible.

In contrast, child and adult protection is about responding to circumstances that arise.

Abuse is a selfish act of oppression and injustice, exploitation and manipulation of power by those in a position of authority. This can be caused by those inflicting harm or those who fail to act to prevent harm. Abuse is not restricted to any socio-economic group, gender or culture.

It can take a number of forms, including the following:

Physical abuse
Sexual abuse
Emotional abuse
Bullying
Neglect
Financial (or material) abuse

Definition of a child

A child is under the age of 18 (as defined in the United Nations convention on the Rights of a Child).

Definition of Vulnerable Adults

A vulnerable adult is a person aged 18 years or over who may be unable to take care of themselves or protect themselves from harm or from being exploited.

This may include a person who:

Is elderly and frail
Has a mental illness including dementia
Has a physical or sensory disability
Has a learning disability
Has a severe physical illness
Is a substance misuser
Is homeless

Responsibilities

All staff (paid or unpaid) have responsibility to follow the guidance provided in this policy and related policies, and to pass on any welfare concerns using the required procedures.

We expect all staff (paid or unpaid) to promote good practice by being an excellent role model, contribute to discussions about safeguarding and to positively involve people in developing safe practices.

4.1 Additional specific responsibilities

CEO (Designated Safeguarding Lead - DSL):

Ensures safeguarding policies and procedures are in place and up to date.
Acts as the main contact for safeguarding concerns.
Reports concerns to external safeguarding authorities when necessary.
Leads safeguarding training for staff and volunteers.
Ensures all staff and volunteers receive appropriate DBS checks.

Directors (Deputy DSLs):

Support the CEO in safeguarding matters.
Act as DSL in the CEO’s absence.
Assist in reporting safeguarding concerns.

All Staff and Volunteers:

Follow safeguarding procedures and report concerns to the DSL.
Maintain professional boundaries.
Complete mandatory safeguarding training.

The Designated Safeguarding Lead is Aisha Peters, CEO.

Implementation Stages

The scope of this Safeguarding Policy is broad ranging and in practice, it will be implemented via a range of policies and procedures within the organisation. These include:

• role description for the designated safeguarding officer

• dealing with disclosures and concerns about a child or young person

• managing allegations against staff and volunteers

• recording concerns and information sharing

• child protection records retention and storage

• code of conduct for staff and volunteers

• behaviour codes for children and young people

• photography and sharing images guidance

• safer recruitment

• online safety

• anti-bullying

• managing complaints

• whistleblowing

• health and safety

• induction, training, supervision and support

• adult to child supervision ratios.

Safer Recruitment & DBS Checks

All new staff & volunteers must:
- Complete an application form & interview.
- Provide a CV and Cover Letter.
- Provide two professional references.
- Undergo an Enhanced DBS check before starting work.
DBS checks must be renewed every three years or through the DBS Update Service.

Communications training and support for staff

DAMALI BEAUTIFUL VISION CIC commits resources for induction, training of staff (paid and unpaid), effective communications and support mechanisms in relation to safeguarding.

Our induction process will include but not limited to:

Discussion of the Safeguarding Policy (and confirmation of understanding)
Discussion of other relevant policies
Ensure familiarity with reporting processes, the roles of line manager and Designated Senior Manager (and who acts in their absence)
Initial training on safeguarding including: safe working practices, safe recruitment, understanding child protection and the alert guide for adult safeguarding.
Safeguarding training is renewed every 12 months.

Training

All staff who, through their role, are in contact with children and /or vulnerable adults will have access to safeguarding training at an appropriate level. Sources and types of training will include: Safeguarding for Children & Young People, SEN and Vulnerable Adults. We would also seek to support our volunteers who are employed by us to have access to Emergency CPR Training. If we start to provide laptops and other technology with logging in procedures we would have training resources for correct use of workplace technology.

Communications and discussion of safeguarding issues

Commitment to the following communication methods will ensure effective communication of safeguarding issues and practice. This will include safeguarding as a regular agenda item across:

team meetings
One to one meetings (formal or informal),
clinical supervision

We also:

Have a clear and effective reporting procedure which encourages reporting of concerns.
Encourage open discussion (e.g. during supervision and team meetings) to identify and barriers to reporting so that they can be addressed.

Included safeguarding as a discussion prompt during supervision meetings/ appraisals to encourage reflection.

Support

We recognise that involvement in situations where there is risk or actual harm can be stressful for staff concerned. The mechanisms in place to support staff include:

Debriefing support for paid and unpaid staff so that they can reflect on the issues they have dealt with.
Seeking further support as appropriate e.g. access to counselling.
Staff who have initiated protection concerns will be contacted by line manager /DSM within a certain timescale of seven days).

8. Professional boundaries

DAMALI BEAUTIFUL VISION CIC expects staff to protect the professional integrity of themselves and the organisation.

Giving and receiving gifts from clients: We do not allow paid or unpaid staff to give gifts to or receive gifts from clients. However gifts may be provided by the organisation as part of a planned activity.

Staff contact with user groups: Personal relationships between a member of staff (paid or unpaid) and a client who is a current service user is prohibited. This also includes a third party related to or known to service users. This includes relationships through social networking sites such as Facebook.

It is also prohibited to enter into a personal relationship with a person who has been a service user in the past 12 months’, even if they have left our services.

Use of abusive language is not permitted for paid and unpaid staff and from service users. Also, the response to any inappropriate behaviour / language from staff will be addressed through our disciplinary policy and procedure. Service users involved in the use of inappropriate language or behaviour will no longer continue to use our services.

Use of punishment or chastisement for service users is not permitted.

Personal information of service users (e.g., names, emails, phone numbers) must be deleted from personal computers immediately after each download to ensure data security and confidentiality.

Passing on service users’ personal contact details is not permitted

Declaring Actual and Potential Interest: All staff, volunteers, and board members of DAMALI BEAUTIFUL VISION CIC must declare any actual or potential conflicts of interest that could influence their role within the organisation. This includes, but is not limited to, personal relationships, financial interests, or affiliations that may affect decision-making or service delivery.

If you identify a potential conflict, you must promptly disclose it to your line manager or the Designated Senior Manager for review. Discussions will be held to assess the impact and agree on appropriate steps to manage or mitigate any risks. Please refer to our ‘Code of Conduct for Staff and Volunteers’ for further information

9. Reporting and External Safeguarding Partners

Damali Beautiful Vision CIC has a duty to contact and report any Safeguarding concerns for Children, Young People and Vulnerable Adults to whatever social care Services jurisdiction that is connected to that individual.

If a safeguarding concern arises, Our Safeguarding Reporting Form (Appendix 1) must be completed in the first instance. Following this, the DSL must report to the appropriate authority:

For Children: Please report the allegations and liaise with the Local Authority Designated Officer (LADO) within the relevant Local Authority.

Hackney Council: https://hackney.gov.uk/lado
Please check online for details of other local authorities.

Adult Social Care:

Hackney Council: Please report using the Council’s online reporting form - https://hackney.gov.uk/safeguarding-vulnerable-adults
Please check online for details of other local authorities.

NSPCC Helpline: 0808 800 5000
Police (for immediate danger): 999
Police (non-emergency): 101

If the matter is related to a staff or volunteer, please refer to our ‘managing allegations against staff and volunteers’ guidance.

8. Allegations Management

DAMALI BEAUTIFUL VISION CIC recognises its legal duty to report any concerns about unsafe practice by any of its paid or unpaid staff to the Independent Safeguarding Authority (ISA), according to the ISA referral guidance document.

If an allegation is made against a staff member or volunteer:

Report the allegation to the DSL immediately.
DSL reports to the Local Authority Designated Officer (LADO) within 24 hours.
Conduct a risk assessment (e.g., consider suspension if necessary).
Maintain written records of all actions taken. (see Appendix A for template)
Follow external safeguarding procedures as directed by LADO.

9. Online & Digital Safeguarding

To ensure safe online interactions:

All communication with service users must be via our official accounts.
No private messaging between staff and service users is allowed.
At least two staff members must be present in online support groups, where this is not possible the staff member online should ensure they keep an eye on the chatbox being used during the session.
All online content will be moderated for safeguarding concerns.

10. Monitoring

We will monitor the following Safeguarding aspects:

Safe recruitment practices
DBS checks undertaken
References applied for new staff
Records made and kept of supervision sessions
Training – register/ record of staff training on child/ vulnerable adult protection
Monitoring whether concerns are being reported and actioned
Checking that policies are up to date and relevant
Reviewing the current reporting procedure in place
Presence and action of the Designated senior manager responsible for Safeguarding is in post.

10. Managing information

Information will be gathered, recorded and stored in accordance with the following policies

child protection records retention and storage guidance
Data protection policy
Confidentiality policy

All staff must be aware that they have a professional duty to share information with other agencies in order to safeguard children and vulnerable adults. The public interest in safeguarding children and vulnerable adults may override confidentiality interests. However, information will be shared on a need to know basis only, as judged by the Designated Senior Manager.

All staff must be aware that they cannot promise service users or their families/ carers that they will keep secrets.

11. Communicating, Monitoring and reviewing the policy

DAMALI BEAUTIFUL VISION CIC will make clients aware of the Safeguarding Policy by displaying it on our website .

The CEO will review this policy annually or sooner if legislation changes.
Monitoring will include:
- Reviewing safeguarding incident reports.
- Checking DBS compliance.
- Assessing training completion rates.
- Ensuring policies remain effective.

APPENDIX ONE

Safeguarding reporting form

All concerns should be recorded as soon as possible after the concern was raised in accordance with Damali Beautiful Vision CIC Safeguarding Policy

Information should be provided on this form in a factual manner. Any concerns expressed by a child or vulnerable adult should be a reflection of what was actually said; do not try and interpret any of the information.

Any views, opinions or observations should be recorded clearly identifying this.

BASIC INFORMATION

Date........................................ Time ......................................

Location: ............................................................................................................

Name of person...................................................................................................

Age ........................

Ethnicity of person: ................................................................................

Details of any disability: .....................................................................................

Name, address, and telephone number of parents / carers, legal status (if any)

............................................................................................................................

Name and role of person completing form

............................................................................................................................

Is this form being completed with the child / young person? Yes/No

If not, why? .....................................................................................................................

DETAILS OF CONCERN

Details of concerns/incident (do not interpret information – use the same language that was used by the child /adult).

Are you reporting your own concerns or those reported from a third party?

Continue on a separate sheet if required and staple to this form.

............................................................................................................................

What does the person want to happen next?

......................................................................................................................

Who else has the person told/who else knows of these concerns?

.............................................................................................................................

Please tick to confirm that you have reinforced DBV CIC’s policy and procedures

ACTION TAKEN

What actions have you taken, if any?

............................................................................................................................

To whom in DBV CIC have you reported your concerns?

............................................................................................................................

When was this information shared? (Date / time)

..............................................................

SIGNED

Child/Adult ..........................................................................................

Staff / Volunteer .................................................................................................

TO BE COMPLETED BY DESIGNATED SAFEGUARDING LEAD

Designated Lead’s Name .........................................................

Date:

Outcome: ............................................................................................................

.........................................................................................................................

Referred to: .......................................................................

No further action Report to be filed

Designated Lead’s signature

.............................................................................

This form should be kept in a secure and safe place in compliance with DBV CIC Confidentiality Policy and Safeguarding Policy.

Senior Safeguarding Lead(s)

Ms Peters

Address: Office 7

35-36 Ludgate Hill

London

EC4M 7JN

Name(s): Ms Peters

Phone: 07511340396

Email: damalibeautifulvisioncic@gmail.com

NSPCC Helpline 0808 800 5000 We are committed to reviewing our policy and good practice annually.

This policy was last reviewed on: …18/05/2025………………………………………………………………………

(date) Signed: 18/05/2025

Date: …18/05/2025 ………………………………………………………………………

Signed: Ms Aisha Peters

Ms Peters CEO,

DAMALI-BEAUTIFULVISIONCIC

CEO (Designated Safeguarding Lead - DSL):

Directors (Deputy DSLs):

All Staff and Volunteers:

Safer Recruitment & DBS Checks

9. Reporting and External Safeguarding Partners

9. Online & Digital Safeguarding

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