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Safeguarding Policy and Procedure



The Court House, 4 Station St, Maesteg CF34 9AL

Safeguarding Contact is John Gates 07490 060549


Policy Statement


Shedquarters is committed to ensuring that all adults, young people and children using our services have adequate protection from harm or abuse and will take measures to prevent and reduce the likelihood of abuse. Their wellbeing is paramount. We will endeavour at all times to provide services and activities which are safe for all adults, young people and children at risk to participate in.

We aim to protect all our members and their children from harm, maltreatment or exploitation, prevent the impairment of health or development, ensure the provision of safe and effective care, support and guidance to promote people’s life chances, opportunities and personal growth.

We will communicate this policy and procedure to all staff, trustees, volunteers, clients and their families / carers, using appropriate methods, formats and language so that our message is understood by all.


We will support and encourage all clients, volunteers and staff to speak up where they have

  • a concern, a worry, issue or doubt about practice or treatment of a service user or colleague, or their circumstances,

  • a disclosure - information about a person at risk of or suffering from significant harm)

  • an allegation - the possibility that a staff member or volunteer could cause harm to a person in their care

…and to report to our named Safeguarding Officer John Gates 07490 060549




When we recruit volunteers and/or staff we will use the appropriate safeguards and checks. We will determine which roles if any are in regulated activity through WCVA Third Sector Safeguarding Service (This email address is being protected from spambots. You need JavaScript enabled to view it.  0800 2888 329, ask for Safeguarding) and therefore subject to a barring list check, which roles are eligible for enhanced DBS checks only, and take up references for all posts and volunteer roles.




Harm is caused by accidents, deliberate abuse (physical, sexual, emotional, financial), neglect (deliberate or not) or factors such as bullying, prejudicial attitudes or a failure to enable a person to participate in activities that are open to most of their peers.

All incidents of harm to anyone involved in our service will require an appropriate response to safeguard the individual/s, to reduce risks and improve our service. Deliberate acts of harm (sexual, physical, emotional, financial), exploitation and neglect are abuses against the person and will incur disciplinary proceedings and require reports and referrals to social services, the police, other professional bodies and the Disclosure and Barring Service (DBS) where appropriate.

To encourage everyone involved in Shedquarters to understand that safeguarding is everybody’s business, we will provide opportunities for discussions about issues and concerns, policy and procedures to reflect, review and to continue to learn and improve in our safeguarding responsibilities.




All staff, trustees and volunteers, will adhere to the Safeguarding Policy at all times as a representative of our organisation.

Our Safeguarding Officer is John Gates 07490 060549

The Safeguarding Officer and other trustees, volunteers and staff will have access to appropriate training to support them in these roles. They will liaise with appropriate local and national agencies, contribute to appropriate policies, maintain records and keep confidentiality, adhere to and promote this policy within the organisation, and support or provide access to support for individuals suffering harm or abuse.

Where there is risk of harm to our clients, volunteers or staff, the Safeguarding Officer and trustees are empowered to act accordingly.


  • to log all conversations regarding the issue

  • to sign, date and request signatures on reports and statements

  • to keep such records securely

  • to seek advice from expert sources

  • to share concerns (with consent where required and appropriate) internally with

  • senior staff / Chair of the Board

  • to share concerns and make referrals to external agencies such as Social Services, the Police or NSPCC as appropriate to the circumstances

  • to make a referral to the Disclosure and Barring Service regarding staff or volunteers in regulated activity whose conduct is harmful to clients and when they are removed from regulated activity


All staff and volunteers will be asked to specify any concerns or referrals they have made regarding the safeguarding and protection of adults and children as part of regular staff supervision and monitoring of performance. safeguarding will be an item on every board meeting agenda and further actions taken or followed up as necessary.

Shedquarters will employ a thorough risk assessment and review process and ensure it’s consistent usage.

All staff and volunteers will receive information and training in safe conduct and what to do if they have concerns about an adult or child at risk. This will include information and training on recognizing where there are concerns about an adult or child at risk, what the categories of abuse are, where to get advice, how to report concerns and to whom, and what to do if no-one seems to have taken their concerns seriously.




We encourage staff, volunteers and members to report things that aren’t right, are illegal or if anyone at work is neglecting their duties, putting someone’s health and safety in danger or covering up wrongdoing.

In the first instance you should speak with the Safeguarding Officer John Gates 07490 060549 or another trustee.

Though we would prefer staff, volunteers and members to use internal processes whenever possible to make a report as above, this does not prevent you from making a report or referral to e.g. Social Services, in your own right as a private individual.

Shedquarters will not work with unaccompanied children.




In preparation for events which will include children (aged under 18) of members the parents/carers will be asked in advance specifically to give or deny permissions in writing for photography and trustees, staff and volunteers will have regard to this.




We are committed to treating any personal information that we hold as confidential, which means that all access to information is on a need to know and properly authorised basis. Our staff and volunteers will use only the information they have been authorised to use and for purposes that have been authorised.

Confidentiality and Children (any person who has not yet reached age of 18 years)

The current safeguarding framework does not allow anyone working or caring for a child or young person to promise them confidentiality regarding their personal safety, welfare or need for protection. The welfare of every child is our paramount concern and if it is thought that they are at risk of harm, this information must be shared to allow appropriate agencies (social services, the police) to take steps to protect them. Therefore we cannot promise confidentiality to people under 18 years of age.

Confidentiality and Adults

In law, it is assumed that adults are capable of giving or withholding consent. If we believe that someone is at risk of harm and may need protection, we must consider if they are capable of giving consent and, if so, we must seek their consent before taking any action, which may include a referral to social services or the police.

There are some exceptions to this rule where we do not need their consent to act:

  • Where there is a duty to act (e.g. a crime may have taken place); or

  • When it is in the public interest to act e.g. another person or people, child or adult, are put at risk; or

  • When it is suspected that they may be under the undue influence of someone else.

We would prefer to take any action with their knowledge and agreement, although this may not always be possible. We will keep them informed about any procedures and remain available to support them through it.


When you become aware of a child protection or adult at risk concern: 

Privacy and confidentiality should be respected where possible but if doing this leaves someone at risk of harm then their safety has to come first (as above). It is fine to say that a concern has been raised and it is being dealt with by following Shedqaurters procedures.

If an individual gives you information about a child who may be being abused or neglected then you must act on it regardless of their wishes. In the event that the individual is reluctant for their own personal details to be passed on, reassure them that the information can be passed on anonymously if they so wish it (although it might not be the case as the information within the referral may identify them). Information passed on anonymously will receive the same level of attention as if they agree to pass on their details.

How to respond to signs or suspicions of abuse

Report your concerns to the Safeguarding Officer John Gates 07490 060549 or contact the Local Authority Duty Safeguarding Officer.

Action appropriate to level of concern

If an immediate cause for concern – an emergency (imminent or current risk of serious harm)

  • Phone Police on 999

  • Call the Safeguarding Officer to inform of actions taken John Gates 07490 060549

If an urgent concern (Needs to be dealt with that day)

  • Call the Safeguarding Officer John Gates 07490 060549

If a non-urgent concern (on-going situation) or any other concern (unsure)

  • Discuss the situation with the Safeguarding officer John Gates 07490 060549 to determine if a referral needs to be made to the Local Authority

Contact numbers:


Shedquarters Safeguarding Officer - John Gates 07490 060549



Child Care Assessment Team 01656 642320

Outside office hours Emergency Duty Team 01443 743665


Adult Safeguarding 01656 642477

Outside office hours Emergency Duty Team 01443 743665


This policy was adopted on (date)…13th September 2018.. and will be reviewed annually.

Review Date: 13th September 2019