Safeguarding Policy

1. Purpose

Hands of Mercy recognises our duty of care to safeguard and promote the welfare of every child, young person, and vulnerable adult reached through our programmes, digital communications, fundraising, and partnerships. This policy sets out the standards and behaviours expected of everyone acting on behalf of the charity.

2. Scope

This policy applies to all trustees, employees, volunteers, ambassadors, consultants, contractors, and partner organisations who work with, or on behalf of, Hands of Mercy. It must be read alongside our Code of Conduct, Safer Recruitment Policy, Anti-Bullying Policy, and Whistleblowing Procedure.

3. Principles

• The welfare of children and vulnerable adults is paramount.
• All people, regardless of age, disability, gender, race, religion or belief, sexual orientation, or identity, have the right to protection from harm.
• Safeguarding is everyone’s responsibility and concerns will always be taken seriously.
• Decisions are made in the best interests of the individual, respecting their culture and dignity.
• We work in partnership with beneficiaries, families, communities, and statutory agencies.

4. Roles and responsibilities

• The Board of Trustees has ultimate accountability for safeguarding and receives quarterly reports.
• The Designated Safeguarding Lead (DSL) oversees policy implementation, case management, and reporting.
• Line managers ensure team compliance, maintain training records, and support staff welfare.
• All staff and volunteers must attend regular safeguarding training, follow reporting procedures, and uphold the Code of Conduct.

5. Safer recruitment and training

We follow safer recruitment practices, including obtaining references, conducting Disclosure and Barring Service (DBS) checks where appropriate, and verifying identity. Mandatory safeguarding induction is completed within the first month of service, followed by refresher training every two years or sooner when legislation changes.

6. Behavioural expectations

Our staff and volunteers must:

• Treat all people with respect, listening to their views and taking their concerns seriously.
• Maintain professional boundaries at all times and avoid being alone with a child without another adult present.
• Use technology responsibly. Direct contact with sponsored children outside approved channels is prohibited.
• Never engage in abusive, exploitative, or discriminatory behaviour.
• Report any safeguarding concern, allegation, or suspicion immediately, even if unsure whether it meets the threshold.

7. Use of stories, images, and communication

• We obtain informed consent from parents/guardians or adult participants before capturing or using images.
• Pseudonyms or initials are used in public communications unless explicit permission is granted.
• We avoid language or imagery that sensationalises trauma or compromises dignity.
• Sensitive data is stored securely with restricted access.

8. Reporting safeguarding concerns

Concerns must be reported to the Designated Safeguarding Lead within 24 hours, or immediately if a child is in danger. Reports can be made confidentially via:

• Email: [email protected]
• Phone: +44 (0)20 3897 6543 (24-hour safeguarding line)
• Post: Safeguarding Lead, Hands of Mercy, Unit 12, Jubilee House, 45 Riverbank Way, London SE1 7QL, UK

In emergencies where someone is at immediate risk, dial 999 or contact local emergency services, then inform the DSL as soon as possible.

9. Responding to concerns

The DSL will assess all reports, record them securely, and liaise with statutory authorities, partner organisations, or local safeguarding boards as appropriate. We support whistleblowers and ensure no one suffers retaliation for raising a concern in good faith.

10. Record keeping

Safeguarding records are kept confidential, stored securely, and retained in line with our Data Protection Policy and legal requirements. Access is restricted to authorised safeguarding personnel.

11. Review

This policy is reviewed annually by the Board of Trustees or sooner if there are significant changes in legislation, best practice, or safeguarding incidents. Lessons learned from cases are built into training and policy updates.

12. Contact

Designated Safeguarding Lead: Sarah Thompson, Director of Programmes
Email: [email protected]
Phone: +44 (0)20 3897 6543