.png){kind=small}
Fylde Kids Foundation
Safeguarding Policy and Procedures
Document Type: Policy and Procedures
Applies To: All trustees, volunteers, contractors and individuals acting on behalf of Fylde Kids Foundation
Approved By: Board of Trustees
Policy Version: 3.0
Original Effective Date: 1 March 2026
Last Amended: 21 May 2026
Review Frequency: Annually
Next Review Date: 1 March 2027
Version History: Version 3.0 was amended on 21 May 2026 to update the Designated Safeguarding Lead following the departure of the previous post holder.
1. Policy Statement
Fylde Kids Foundation ("FKF") is committed to safeguarding and promoting the welfare of all children and young people who come into contact with the charity. We believe that every child has the right to be safe, protected from harm and treated with dignity and respect.
Safeguarding is everyone's responsibility. All trustees, volunteers and anyone acting on behalf of FKF have a duty to safeguard and promote the welfare of children and young people.
FKF adopts a zero tolerance approach to abuse, neglect, exploitation, bullying, discrimination and any behaviour that places children at risk of harm.
This policy has been developed in accordance with:
• The Children Act 1989 and Children Act 2004
• Working Together to Safeguard Children (latest edition)
• The Charities Act 2011
• Charity Commission guidance on safeguarding and protecting people for charities and trustees (CC30)
• The Data Protection Act 2018 and UK GDPR
• The Human Rights Act 1998
2. Purpose
The purpose of this policy is to:
• Protect children and young people who engage with FKF
• Protect trustees and volunteers from allegations of improper conduct
• Establish clear procedures for identifying and reporting safeguarding concerns
• Ensure safeguarding responsibilities are understood and appropriately managed
• Promote a culture where safeguarding is embedded throughout the charity's activities
3. Scope
This policy applies to:
• Trustees
• Volunteers
• Fundraisers and event helpers
• Contractors and third parties acting on behalf of FKF
• Anyone representing or acting in the name of FKF
The policy applies whenever individuals are acting on behalf of the charity, including:
• Charity events
• Fundraising activities
• Meetings with families
• Home visits where applicable
• Online communications and social media interactions
• Telephone and email communications
4. Definition of a Child
For the purposes of this policy, a child or young person is anyone under the age of 18 years.
5. Types of Abuse
Abuse may include, but is not limited to:
Physical Abuse
Deliberately causing physical harm to a child.
Emotional Abuse
Persistent emotional maltreatment that adversely affects a child's emotional development.
Sexual Abuse
Forcing or enticing a child to take part in sexual activities.
Neglect
Persistent failure to meet a child's basic physical or psychological needs.
Financial Exploitation
Using a child's circumstances or vulnerabilities for personal gain.
Online Abuse
Exploitation, grooming, bullying or abuse occurring through digital technologies.
Child Criminal Exploitation
Children being manipulated or coerced into criminal activity.
Domestic Abuse
Exposure to abuse occurring within the home environment.
Bullying and Cyberbullying
Behaviour intended to intimidate, humiliate or harm another person.
6. Safeguarding Principles
FKF is committed to:
• Putting children's welfare first
• Treating all children fairly and equally
• Listening to and respecting children and families
• Acting promptly upon concerns
• Working collaboratively with statutory agencies where appropriate
• Maintaining confidentiality while recognising that safeguarding concerns may need to be shared
• Providing safe, inclusive and appropriate activities
7. Roles and Responsibilities
Board of Trustees
The trustees are collectively responsible for:
• Ensuring appropriate safeguarding arrangements are in place
• Reviewing safeguarding practices regularly
• Promoting a culture of safeguarding throughout the charity
• Responding appropriately to safeguarding incidents
• Reporting serious incidents to the Charity Commission where required
Designated Safeguarding Lead
Fylde Kids Foundation has appointed Samantha Hilton as its Designated Safeguarding Lead (DSL).
The Designated Safeguarding Lead is responsible for:
• Receiving safeguarding concerns and disclosures
• Maintaining safeguarding records
• Seeking advice from statutory agencies where necessary
• Making referrals where appropriate
• Advising trustees on safeguarding matters
• Ensuring safeguarding procedures are implemented
• Acting as the primary safeguarding contact for the charity
Volunteers and Representatives
All volunteers and representatives must:
• Read and follow this policy
• Remain vigilant to signs of abuse or neglect
• Report concerns immediately
• Maintain professional boundaries
• Respect confidentiality
• Cooperate with safeguarding investigations
8. Expected Standards of Conduct
Individuals representing FKF should:
• Treat children with dignity and respect
• Use positive and appropriate language
• Work in open and observable environments wherever possible
• Obtain appropriate consent before taking photographs or videos
• Ensure communications are transparent and appropriate
• Challenge inappropriate behaviour and report concerns
Individuals must never:
• Engage in rough or inappropriate physical contact
• Use abusive, discriminatory or offensive language
• Develop inappropriate relationships with children
• Exchange personal contact details without a legitimate reason and appropriate parental knowledge where necessary
• Meet children alone in private settings unless unavoidable and appropriately risk assessed
• Communicate with children through personal social media accounts
• Share inappropriate images or content
9. Recognising Safeguarding Concerns
Concerns may arise where:
• A child discloses abuse
• Physical injuries are observed
• Behaviour changes significantly
• Neglect is suspected
• A child appears frightened, withdrawn or distressed
• Online exploitation is suspected
• Inappropriate behaviour by an adult is witnessed
It is not the responsibility of FKF representatives to investigate concerns or determine whether abuse has occurred. Their responsibility is to recognise concerns and report them appropriately.
10. Responding to a Disclosure
If a child discloses abuse:
Do:
• Stay calm
• Listen carefully
• Reassure the child that they have done the right thing by speaking up
• Explain that the information may need to be shared to keep them safe
• Record the facts accurately
• Report the concern immediately
Do Not:
• Promise confidentiality
• Ask leading questions
• Investigate the allegation yourself
• Express shock or disbelief
• Confront the alleged perpetrator
11. Reporting Procedure
Where there is an immediate risk of harm:
-
Call 999 immediately.
-
Ensure the child is safe where possible.
-
Inform the Designated Safeguarding Lead as soon as practicable.
Where there is no immediate danger:
-
Report concerns to the Designated Safeguarding Lead as soon as possible.
-
Record:
• Date and time
• Factual observations
• Exact words used where possible
• Actions taken
The Designated Safeguarding Lead may seek advice from:
• Children's Social Care
• The Police
• Local Authority Safeguarding Partnerships
• NSPCC Helpline
Referrals should be made where a child is suffering, or is likely to suffer, significant harm.
12. Allegations Against Trustees or Volunteers
Any allegation involving a trustee, volunteer or person acting on behalf of FKF will be treated seriously.
The charity may:
• Temporarily suspend duties while concerns are considered
• Seek advice from safeguarding professionals
• Refer matters to statutory agencies
• Notify insurers where appropriate
• Submit a Serious Incident Report to the Charity Commission where required
13. Confidentiality and Information Sharing
Information relating to safeguarding concerns will:
• Be shared on a need to know basis only
• Be recorded securely
• Be processed in accordance with the Data Protection Act 2018 and UK GDPR
Confidentiality must never prevent appropriate action being taken to protect a child from harm.
14. Recruitment and Suitability
FKF will take reasonable and proportionate steps to ensure that individuals working with children are suitable.
This may include:
• Application processes
• References where appropriate
• Identity verification
• Disclosure and Barring Service (DBS) checks where roles require them
• Appropriate safeguarding induction and training
15. Online Safety
FKF recognises that safeguarding responsibilities extend to online environments.
The charity will:
• Use secure communication methods where possible
• Monitor official social media channels appropriately
• Obtain consent before publishing identifiable photographs of children
• Remove inappropriate content promptly
• Report online safeguarding concerns where necessary
16. Record Keeping
Safeguarding records will:
• Be factual and accurate
• Be retained securely
• Be accessible only to authorised individuals
• Be retained and disposed of in accordance with legal requirements and the charity's data retention arrangements.
Policy Review
This policy applies to all trustees, volunteers, contractors and individuals acting on behalf of Fylde Kids Foundation.
Fylde Kids Foundation is committed to maintaining effective safeguarding arrangements and ensuring that the welfare of children and young people remains central to all of its activities.
This policy will be reviewed annually, or sooner if required due to:
• Changes in legislation or statutory guidance
• Changes to Charity Commission guidance
• Learning arising from safeguarding incidents or concerns
• Significant changes to the charity's activities or structure
• Changes to key safeguarding personnel and responsibilities
Policy Owner: Board of Trustees, Fylde Kids Foundation
Policy Version: 3.0
Original Effective Date: 1 March 2026
Last Amended: 21 May 2026
Review Frequency: Annually
Next Review Date: 1 March 2027