Safeguarding Policy

About this Policy

This policy sets out The FoFC’s approach to and expectations of its people with regard to safeguarding, it outlines how we uphold our safeguarding responsibilities, even in low-risk settings, along with guidance on specific areas of activity, and outlines the procedure to follow in the event of a safeguarding incident, a concern being raised or a safeguarding-related disclosure being made. It applies to all The FoFC’s personnel (staff, trustees, volunteers, and affiliates e.g. contractors, consultants or service providers) and those they come into contact with in the course of carrying out their role or activities with or on behalf of The FoFC.

This policy should be read in conjunction with The FoFC’s Staff Handbook, Volunteer Handbook and other FoFC policies and procedures, as appropriate.

In this policy you will find:

1) What is Safeguarding?
2) What is abuse and who might be at risk?
3) Guidance on how we apply this policy  
4) What to do if you think someone is at risk
5) What to do if someone makes a disclosure
6) Reporting procedure
7) Revising this Policy
Appendix 1 – Glossary of terms
Appendix 2 – Safeguarding report form

If you have any questions about this policy or its application, concerns about a child or adult at risk, or need to report a disclosure made to you, contact the FoFC’s designated Safeguarding Lead.

Safeguarding Link Trustee: Alex Barrow
T: 020 4520 4458           

Introduction

The Friends of Friendless Churches [The FoFC] believes that everyone who comes into contact with the organisation has the right to be protected from harm, abuse, neglect and exploitation (i.e. to be safeguarded).  Everyone working for or volunteering with the FoFC also has this right. The FoFC will not tolerate abuse, maltreatment or exploitation of or by our staff, trustees, volunteers, affiliates, members of the public or other persons.

Safeguarding is everyone’s responsibility. The FoFC will respond promptly to any suspicion, concern, allegation or disclosure.

As the charitable objective of the FoFC is the repair and preservation of redundant places of worship for the benefit of visitors and local communities, we do not routinely engage in activities involving children or adults at risk of harm, either directly or indirectly. However, we want to have our buildings and projects to be open to everyone, including suitably organised events which may be attended by children and adults at risk.

As an employer, building owner, provider of membership and supporter services (such as communications, volunteering roles and events open to the public) and a client for works and services, The FoFC is committed to carrying out all its activities safely and in a way that protects everyone involved from harm.

This policy seeks to ensure the safety and wellbeing of everyone we come into contact with through our work, including staff, volunteers, supporters, and members of the public, including children and adults at risk in the event that they attend our activities.

Responsibilities

The FoFC takes its safeguarding responsibilities seriously. It appoints a Link Trustee for Safeguarding and a Safeguarding Lead within its staff team to manage and implement this policy, the organisation’s safeguarding procedures and its response to any reported safeguarding incidents, concerns or disclosures.

As the point of contact for any safeguarding concerns, The FoFC will ensure that its Safeguarding Lead has training, support and resources to enable them to perform their role effectively and, with their advice, will provide additional safeguarding information and/or training to other FoFC personnel (including staff, Trustees and volunteers) as necessary.

The FoFC’s Board of Trustees hold ultimate accountability for safeguarding. They will adhere to the requirements set out by the Charity Commission for England and Wales and be guided by published advice.

1. What is Safeguarding?

Safeguarding means the actions taken by an organisation to create and maintain an environment, and to behave in ways, intended to prevent or reduce the likelihood of harm to children or adults at risk of abuse or neglect. It means both protecting people and promoting their wellbeing.

The law defines a child as anyone under the age of 18.

An adult at risk is defined as someone over the age of 18 who has needs for care and support (whether or not these are being met by a local authority), who is experiencing or is at risk of experiencing abuse or neglect, and who – as a result of their needs – is unable to protect themselves against abuse, neglect or exploitation. Their ability to protect themself may be significantly impaired through old age, physical or mental disability or illness, or emotional fragility or distress (whether these are temporary or permanent).

2. What is abuse and who might be at risk?

What is abuse?
Abuse is any form of maltreatment. Someone may carry out abuse through neglect, by inflicting harm, or by failing to prevent harm. People, particularly children, may be abused within a family, or in an institutional or community setting, by those known to them or, more rarely, by others. Abuse can take place online, or technology may be used to facilitate offline abuse.

Types of abuse
Abuse may be physical, sexual, domestic, financial or material, psychological or emotional, organisational or institutional, discriminatory or abuse by neglect or acts of omission. It may encompass self-neglect by a victim or vulnerable/at risk person. Abuse and may not always be immediately visible. Refer to the Glossary at Appendix 1 for more information.   

Encountering abuse
Anyone can be affected by abuse or neglect. Any FoFC personnel might spot signs that someone they encounter in the course of their routine work, volunteering or involvement with a place or activity is being abused. Abuse can also take place within the workplace. (Examples: a church visitor discloses something to a volunteer; someone reports a matter of concern to a member of staff at an event; a volunteer expresses concerns about the behaviour of another volunteer; a staff member observes a colleague in distress.)  

Spotting signs of abuse

Signs of abuse may not be obvious. The person affected may not be aware that they are being abused, or may have been manipulated to the extent that they feel unable or afraid to ask for help. An adult may tell another person directly that they are being abused. But it is more likely that you will notice something is not right, for example through:

• Visible signs such as cuts, bruises or burns, especially where the explanation for them is vague, varies or seems implausible, or where someone takes steps to cover or hide them.
• Marked changes in character or behaviour e.g. becoming anxious, withdrawn, aggressive, lacking usual confidence, losing interest in activities, appearing sleep-deprived, or apparently lacking freedom to make choices or decisions. Conversely, someone may become overly light-hearted or insistent that there is nothing wrong.
• Changes in appearance e.g. dressing to cover up, losing weight or a decline in self-care.
• Signs of self-neglect or self-harm, including drug use, misuse of alcohol, risk-taking and out-of-character behaviour.
• Behaviour from others around or towards the person, which causes you concern.

Spotting signs of abuse – children
Again, signs of abuse may not be obvious and a child might not know that they are being abused – they might assume that abusive behaviour is a normal part of life. They may have been frightened or manipulated into ‘keeping a secret’. A child may tell someone directly that they are being harmed, but it is more likely that someone will notice that something is wrong, for example through: 

• Visible marks e.g. cuts, bruises or burns, especially if they are in unusual places, where steps have been taken to conceal them, or for which the explanation is unclear, changes or seems implausible.
• Behaviours that are inappropriate for a child of that age, or which don’t seem right e.g. a marked change in usual behaviour or level of confidence, excessive fear or anxiety, becoming withdrawn, losing interest in activities, ‘acting out’ particularly if this is excessive or out of character, and aggression including towards other children or animals.
• Communication e.g. a decline (or lack of) social skills, excessive self-criticism, use of inappropriate language for a child of that age.
• Physical signs e.g. hunger, excessive tiredness, over-dependence or, conversely, having an inappropriate degree of responsibility or independence. 
• Signs of self-harm, unexplained absence from activities, running away, risk-taking.
• Behaviour from others around or towards the child, which causes you concern.

3. Guidance on how we apply this policy

Safeguarding and recruitment

• Staff
  Staff are recruited in line with The FoFC’s safe recruitment practices, including e.g. confirming their identity and address, and taking references. For roles which involve working directly with the public, staff appointments are subject to a criminal records check through the Disclosure and Barring Service (DBS) before the appointment is confirmed. In their induction, new staff members are required to read The FoFC Safeguarding Policy. By signing their contract of employment they agree to abide by it, other FoFC policies, and the requirements set out in the Staff Handbook. Staff are required to understand and, if necessary follow, The FoFC’s procedures for reporting an incident, concern or disclosure relating to safeguarding.

• Volunteers
  Volunteers are also recruited in line with The FoFC’s safe recruitment practices. Certain volunteer roles may require a Disclosure and Barring Service (DBS) check before the volunteer takes up the role. Where this is the case, it will be made clear in the role description and any recruitment information. As part of their induction, volunteers are asked to confirm that they have read The FoFC Safeguarding Policy before starting their role and agree to abide by it in all their activities as a volunteer.  Volunteers must also familiarise themselves with and, if necessary, follow The FoFC’s procedure for reporting an incident, concern or disclosure relating to safeguarding.

Safeguarding and Local Friends Groups

Several of the FoFC churches are supported by Local Friends Groups. These are groups of people who help to care for the church on a daily basis. Some of these groups have been in existence for decades while others are more recently formed. These groups vary in their structure, governance and scale of activities.

We expect Local Friends Groups to adhere to the FoFC safeguarding policy, or have their own policy and procedures in place, which have been approved by the FoFC.

Safeguarding and contractors

• Affiliates (e.g. contractors, consultants, service providers)
  When engaging an affiliate (such as a consultant or contractor for works or services) or entering into a partnership (e.g. to deliver an event or activity) the FoFC will take reasonable steps to protect from harm staff, volunteers, members and other people who come into contact with the charity through its work. This involves making the affiliate aware of the FoFC’s policy and approach to safeguarding at the point of engagement/appointment.

On the limited occasions when an affiliate comes into contact with our members/members of the public, they will be reminded of our safeguarding policy, along with our H&S and social media policies.

Safeguarding and third-party hire

• If a person, group or company wishes to hire an FoFC church for a specific event (for example, wedding, art exhibition, filming) they are required, under their agreement or contract with us, to have their own safeguarding policy or take steps to ensure safeguarding. In the cases of such third-party hire, the FoFC will not have any safeguarding responsibility.

In some instances, the FoFC may send a member of staff to supervise activities in relation only to the protection of the historic church fabric. Under no circumstances is this FoFC staff member responsible for safeguarding at a hirer’s event.

Safeguarding, social media and publications
Social media brings The FoFC to a wide audience, but it can also present risks. It is important that all staff, volunteers and others who engage with social media on behalf of The FoFC or personally, in relation to their involvement or interest in the charity, its buildings, projects and activities, do so responsibly. It is also important to mitigate risks to individuals or to The FoFC (including reputational or legal issues) associated with the use of social media.   

The FoFC’s Social Media Policy sets out the charity’s expectations of all staff members, trustees and volunteers with regard to use of social media. It applies both to content posted on an FoFC device/account and on a personal device/account. All FoFC’s people are asked to familiarise themselves with and abide by this policy, which can be read in full in Appendix C at the end of this document.

Remember:

• No one employed by or associated with The FoFC may post content about members, supporters, volunteers, affiliates or members of the public to social media without their express permission.
• If using photos, videos or interviews that may feature images of a child or adult at risk, staff must ensure that they have the written consent of a parent or carer, as appropriate, before using this material in any FoFC publication, on its website or on social media.

Safeguarding and photography
This section of the policy applies to taking, storing and using still images, video and sound recordings. 

Listings and briefing information for events organised by The FoFC carry a general photo disclaimer to inform participants that photography or recording may take place during that event:

Please be aware that photographs and film will be taken throughout the event. These may be used by The Friends of Friendless Churches for marketing and publicity. If you have any concerns or if you do not wish to appear in photographs, footage or audio, please inform the event team when you arrive.    

In addition to this, where photography or recording is taking place, a sign indicating this and the above disclaimer will be mounted in a prominent position.

This notwithstanding, photographs, video or sound recording specifically featuring or focusing on individuals will not be made without their permission. In the case of child or adult at risk staff will ensure that they have the written consent of a parent or carer, as appropriate, before using this material in any FoFC publication, on its website or on social media.

Permission should be recorded using an FoFC photo consent form, which should be returned to The FoFC office on paper or electronically. The FoFC stores these forms securely. 

Photographs, video and sound may be taken on the FoFC’s behalf by staff, trustees, affiliates or volunteers (in line with the Volunteer Photography Brief, which flags the need to obtain permission) or commissioned from consultants working to a specific brief.

Safeguarding for visitors and events
Given the nature of its work in repairing historic churches, The FoFC does not routine engage in activities involving children or adults at risk of harm, but The FoFC’s staff, trustees, volunteers, supporters and affiliates may come into contact with members of the public, in the course of their activities with or on behalf of The FoFC. For example: staff, contractors or volunteer helpers at an event or activity organised by The FoFC; local volunteers welcoming visitors  or running their own event at an FoFC church. All FoFC personnel involved in these activities should be aware of safeguarding considerations and act to keep themselves and others safe, including ‘common sense’ steps:

• If such a circumstance is ever relevant to the FoFC, do not allow yourself to be left alone with a child or adult at risk.
• If such a circumstance is ever relevant to the FoFC, do not assist a child or adult at risk to use the toilet or with other personal care.
• If such a circumstance is ever relevant to the FoFC, do not carry out first aid treatment for a child or adult at risk without another person present.
• If such a circumstance is ever relevant to the FoFC, do be observant of the behaviour of others running, involved in or attending the event, especially towards children or adults at risk.

For all events organised by The FoFC, staff will complete a risk assessment which includes safeguarding considerations and outlines steps to address or mitigate any risks (specific or general/good practice e.g. provision of separate male and female WC facilities). Volunteers organising local events are encouraged to carry out a similar assessment using The FoFC’s risk assessment template. Listings and briefing information for events organised by The FoFC make it clear that visitors or participants are wholly responsible for supervising any children that they bring with them to the event. Note: The FoFC does routinely not work with children, but if a situation arises where a school or youth groups (e.g. scouts or guides) wishes to visit an FoFC church, these groups must be accompanied and supervised at all times by the appropriate number of school staff/group leaders and other authorised adults designated by the school/group in accordance with the number and age of the visitors. This is the school/group’s responsibility. The FoFC’s staff or volunteers should not be expected to – or be put in a position to - supervise such a group.

4. What to do if you think someone is at risk

All The FoFC’s personnel have a responsibility to share information, if that information indicates someone is at risk of or experiencing abuse. The FoFC’s data protection processes ensure that any such information will be kept securely and only shared on a strictly need-to-know basis. If you are concerned about someone, follow The FoFC’s reporting procedure in section 6 (below).

The FoFC’s buildings can be places of safety and solace, and it is possible that FoFC staff and volunteers may encounter people in distress. Where it is safe to do so, they can listen, encourage the person to seek professional help, or signpost them to services that can support them e.g. Samaritans – call 116 123.

5. What to do if someone makes a disclosure

Disclosure means revealing or discovering abuse. It may arise via e.g. a child or adult at risk revealing abuse, someone reporting concern for a child or adult at risk, someone reporting concerns about the behaviour of another person, or someone noticing signs of potential abuse. An abused person may not always understand that they have abused, or be aware of the significance of something they tell you. Abuse may be revealed months or even years after it took place (including adults revealing childhood abuse). Abuse may be disclosed in a number of ways:

• Directly - a specific verbal statement of what has happened.
• Indirectly - unspecific verbal statements that suggest that something is wrong.
• Behaviourally - deliberate or unconscious acts that signal that something is wrong.
• Non-verbally - for example, letters, drawings or trying to communicate in other ways.  

You may be given information by a victim or person at risk, or by someone who has concerns about another person. Abuse is a difficult subject to hear about and to talk about. For a victim or person at risk, telling someone might take a great deal of courage. Being the person they tell also carries significant responsibility. In the event of a disclosure, follow the guidance below, which is intended to help you respond appropriately and lessen the likelihood of compromising a subsequent criminal investigation.

DO	DO NOT
Take all disclosures, complaints, suspicions or concerns seriously.	Make a judgement about the disclosure, or about the people involved, especially if the alleged abuser is someone you know.
Call 999 if someone is in immediate danger, a crime is in progress, or evidence might be lost through delay.	Record video or audio of the disclosure, or take photographs as evidence.  If evidence needs to be collected or recorded, call 999.
Ensure the immediate safety of yourself and of the person making the disclosure.	Attempt to contact or confront the alleged abuser, or to carry out your own investigation.
Remain calm and adopt a neutral expression.	Panic or react strongly (e.g. sound alarmed, look disgusted etc).
Be empathetic and supportive.	Make promises e.g. to keep something a secret, to make things better.
Reassure the person that they are right to tell you. Acknowledge that it must have been difficult to tell you.	Talk a lot, interrupt or lead the conversation. Ask the person to repeat details unnecessarily.
Listen carefully. Allow the person to speak freely. Allow pauses in the conversation.	Fill moments of silence or rush to bring the conversation to an end.
Ask open questions e.g. “Is there anything else you would like to tell me?”	Ask closed or leading questions, or use/suggest your own language.
Explain what will happen next, in language appropriate to the person making the disclosure (e.g. “I will need to tell someone”).	Discuss the disclosure with anyone except the FoFC’s Safeguarding Lead.
Immediately write down the disclosure verbatim, recording what the person said and indicated, and what you said.  Note the date, time and place that the disclosure was made.  Sign and date the record. Your record should be strictly factual, in case it is needed in evidence.	Speculate, express or record your own opinions, paraphrase or substitute words of your own for those used by the person making the disclosure.
Contact the FoFC’s Safeguarding Lead and pass your record of the disclosure to them as soon as possible.	Delay reporting an incident, concern or disclosure, or passing on information about a disclosure.
Remember that listening to and acting on a concern or disclosure can be very hard.  You may need support too. Speak to the FoFC’s Safeguarding Lead.	Ignore any signs that hearing and acting on the concern or disclosure has affected you or delay seeking help and support.

6. Reporting procedure

The FoFC follows the ‘4Rs’ approach: respond, record, report, refer.

Respond

If the individual you are concerned about is in immediate danger or a crime is being committed, call 999 without delay, then inform The FoFC’s designated Safeguarding Lead as soon as possible.

If your concern is about, or someone makes a disclosure that relates to, the FoFC’s Safeguarding Lead, inform The FoFC’s Director.

If you need advice urgently about a risk or incident involving a child, and The FoFC’s Safeguarding Lead is not available, you can call the NSPCC Helpline on 0808 800 5000 (10am – 4pm, Monday – Friday).

If your concern is about, or someone makes a disclosure that relates to, a trustee of The FoFC, contact the Charity Commissioners.

Record

Follow the guidance set out in section 5 (above).

Report

Contact The FoFC’s Safeguarding Lead promptly to report your concerns and provide them with any notes you have made about an incident or disclosure, or use the reporting form at Appendix 2.

Refer

The Safeguarding Lead will save any notes or forms received securely (password protected) only within the FoFC’s files, and in such a way as they can be shared with a relevant agency if necessary. The Lead will consult with the Link Trustee on next steps, and on whether to refer the disclosure or concern to Children’s Services, Adult Social Services or to the Police. They will record the decisions made and actions taken.

7. Revisiting this policy

The FoFC’s trustees have overall responsibility for this policy. The FoFC’s staff are responsible for following the policy and for ensuring that those they supervise or liaise with (e.g. volunteers, supporters, contractors and service providers) are made aware of and abide by it.  

This policy will be reviewed annually by the FoFC’s staff and trustees, or whenever significant updates or changes are required.

The FoFC’s trustees have overall responsibility for this policy. The FoFC’s staff are responsible for following the policy and for ensuring that those they supervise or liaise with (e.g. volunteers, supporters, contractors and service providers) are made aware of and abide by it.  

This policy will be reviewed annually by the FoFC’s staff and trustees, or whenever significant updates or changes are required.

Approved by Board of Trustees: June 2025

Date of next review: June 2026

Appendix A - Glossary of Terms

Appendix B - Social Media Policy

Appendix C - Safeguarding Concern Report Form