Version

               Date

                    Approved By

                    Review Date

1.0

               May 2026

                   Board of Directors

                    May 2027

  1. POLICY STATEMENT

Diaspora Voices Cymru Hub CIC is committed to safeguarding and promoting the welfare, wellbeing, dignity, rights, and safety of all children, young people, and adults at risk who engage with our services, activities, programmes, staff, volunteers, trustees, consultants, contractors, and partners.

We believe that everyone has the right to live free from abuse, neglect, exploitation, discrimination, violence, intimidation, harassment, and harm.

We recognise that people from diaspora, migrant, refugee, asylum-seeking, Black, Asian, minority ethnic, and other marginalised communities may face additional barriers to accessing support and reporting concerns.

The organisation adopts a zero-tolerance approach to abuse and commits to creating a culture where safeguarding is everyone’s responsibility.

  1. PURPOSE

The purpose of this policy is to:

  • Protect children, young people, and adults at risk.
  • Ensure safe and effective organisational practices.
  • Promote a culture of safeguarding and accountability.
  • Establish clear reporting and response procedures.
  • Comply with relevant legislation and guidance.
  • Protect staff, volunteers, trustees, and participants.
  • Provide assurance to funders, partners, and stakeholders.
  1. SCOPE

This policy applies to:

  • Directors and Trustees
  • Employees
  • Volunteers
  • Sessional workers
  • Consultants
  • Contractors
  • Partner organisations
  • Interns and students
  • Event facilitators
  • Community ambassadors
  • Anyone representing Diaspora Voices Cymru Hub CIC

This policy applies to:

  • Community projects
  • Training and workshops
  • Conferences and events
  • Outreach activities
  • Digital engagement
  • Social media activity
  • Home visits
  • Partnership delivery
  • Volunteer programmes
  • Advocacy and campaigning
  1. LEGAL AND REGULATORY FRAMEWORK

This policy is informed by:

  • Social Services and Well-being (Wales) Act 2014
  • Wales Safeguarding Procedures
  • Children Act 1989
  • Children Act 2004
  • Human Rights Act 1998
  • Equality Act 2010
  • Data Protection Act 2018
  • UK GDPR
  • Protection of Freedoms Act 2012
  • Safeguarding Vulnerable Groups Act 2006
  • Counter-Terrorism and Security Act 2015
  • Working Together to Safeguard People (Wales)
  1. OUR SAFEGUARDING PRINCIPLES

Diaspora Voices Cymru Hub CIC will:

  • Put the welfare of individuals first.
  • Treat all concerns seriously.
  • Act promptly on safeguarding concerns.
  • Promote dignity, equality, inclusion, and respect.
  • Listen to and value the voices of those affected.
  • Work in partnership with statutory agencies.
  • Promote trauma-informed practice.
  • Promote culturally competent safeguarding.
  • Ensure safeguarding is embedded across all activities.
  1. DEFINITIONS

Child

A child is any person under the age of 18 years.

Adult at Risk

An adult at risk is a person aged 18 or over who:

  • Has care and support needs; and
  • Is experiencing, or at risk of, abuse or neglect; and
  • Is unable to protect themselves.
  1. TYPES OF ABUSE

Abuse may include but is not limited to:

Physical Abuse

Hitting, slapping, pushing, misuse of medication, restraint, or physical harm.

Emotional/Psychological Abuse

Threats, humiliation, intimidation, coercion, isolation, bullying, gaslighting.

Sexual Abuse

Sexual assault, exploitation, grooming, inappropriate touching, harassment.

Financial Abuse

Fraud, theft, coercion relating to money or assets.

Neglect

Failure to provide adequate care, support, supervision, food, shelter, or medical treatment.

Domestic Abuse

Physical, emotional, financial, psychological, coercive, or controlling behaviour.

Discriminatory Abuse

Racism, sexism, homophobia, transphobia, ageism, disability discrimination, religious discrimination.

Organisational Abuse

Poor organisational practices resulting in harm.

Online Abuse

Cyberbullying, harassment, exploitation, online grooming, image-based abuse.

Modern Slavery and Trafficking

Forced labour, exploitation, servitude, debt bondage, trafficking.

Radicalisation and Extremism

Attempts to influence vulnerable individuals into extremist ideologies.

  1. SAFEGUARDING GOVERNANCE

The Board of Directors has overall responsibility for safeguarding.

The Board will:

  • Approve safeguarding policies.
  • Monitor safeguarding compliance.
  • Review safeguarding incidents.
  • Ensure adequate resources are available.
  • Maintain oversight of safeguarding risks.

The Board will receive safeguarding reports at least annually.

 

  1. DESIGNATED SAFEGUARDING LEAD (DSL)

The organisation will appoint a Designated Safeguarding Lead.

The DSL will:

  • Receive safeguarding concerns.
  • Maintain safeguarding records.
  • Make referrals where necessary.
  • Liaise with statutory agencies.
  • Provide safeguarding advice.
  • Coordinate safeguarding training.
  • Monitor policy implementation.
  • Report safeguarding matters to the Board.

Deputy DSL arrangements should also be in place.

  1. RESPONSIBILITIES OF STAFF AND VOLUNTEERS

All staff and volunteers must:

  • Complete safeguarding training.
  • Read and comply with this policy.
  • Report concerns immediately.
  • Maintain professional boundaries.
  • Respect confidentiality.
  • Challenge poor practice.
  • Promote safe environments.

Failure to comply may result in disciplinary action.

  1. SAFER RECRUITMENT POLICY

Diaspora Voices Cymru Hub CIC is committed to safer recruitment.

Measures include:

  • Clear job descriptions.
  • Safeguarding statements in recruitment materials.
  • Application forms.
  • Structured interviews.
  • Identity verification.
  • Reference checks.
  • Risk assessments.
  • Appropriate DBS checks.
  • Safeguarding induction.

No individual may begin regulated activity until relevant checks are completed.

  1. DBS CHECKS

Enhanced DBS checks will be obtained where roles involve regulated activity.

The organisation will:

  • Maintain DBS records securely.
  • Follow DBS Code of Practice.
  • Conduct risk assessments where disclosures arise.
  • Renew checks as required.
  1. CODE OF CONDUCT

Representatives must:

  • Treat everyone with dignity and respect.
  • Avoid favouritism.
  • Avoid inappropriate relationships.
  • Never exploit trust or authority.
  • Maintain professional boundaries.
  • Avoid private communication with children without organisational oversight.
  • Report concerns immediately.

Representatives must not:

  • Engage in abusive behaviour.
  • Use discriminatory language.
  • Share inappropriate content.
  • Accept gifts that create conflicts of interest.
  1. REPORTING SAFEGUARDING CONCERNS

All concerns must be reported immediately.

The person receiving a disclosure should:

  • Remain calm.
  • Listen carefully.
  • Reassure the individual.
  • Avoid leading questions.
  • Record information accurately.
  • Report promptly.

Do not:

  • Promise confidentiality.
  • Investigate independently.
  • Delay reporting.
  1. RESPONDING TO DISCLOSURES

Where someone discloses abuse:

  1. Listen.
  2. Believe them.
  3. Record facts.
  4. Explain next steps.
  5. Contact the DSL immediately.

Emergency situations require immediate contact with:

  • Police (999)
  • Ambulance Services
  • Social Services
  1. RECORDING CONCERNS

All safeguarding concerns must be documented.

Records should include:

  • Date and time
  • Names involved
  • Nature of concern
  • Actions taken
  • Referrals made
  • Outcome

Records will be stored securely and confidentially.

  1. WHISTLEBLOWING

Staff and volunteers are encouraged to report concerns regarding:

  • Unsafe practices
  • Misconduct
  • Abuse
  • Governance failures
  • Safeguarding breaches

No individual will suffer detriment for raising genuine concerns.

  1. ALLEGATIONS AGAINST STAFF OR VOLUNTEERS

Any allegation involving staff, volunteers, trustees, or contractors will be treated seriously.

Actions may include:

  • Immediate risk assessment
  • Suspension where appropriate
  • Referral to statutory agencies
  • Internal investigation
  • Disciplinary procedures
  1. ONLINE SAFEGUARDING

The organisation will:

  • Moderate online spaces.
  • Use secure platforms.
  • Protect personal information.
  • Obtain consent before sharing stories or images.
  • Respond to online abuse promptly.
  1. PHOTOGRAPHY AND MEDIA CONSENT

Written consent must be obtained before:

  • Taking photographs
  • Recording video
  • Sharing stories
  • Publishing images

Additional safeguards apply to children and adults at risk.

  1. EQUALITY, DIVERSITY AND INCLUSION

Safeguarding practice will be:

  • Anti-racist
  • Trauma-informed
  • Culturally competent
  • Accessible
  • Inclusive

Reasonable adjustments will be made wherever required.

  1. RISK ASSESSMENT

All activities must have appropriate risk assessments.

Risk assessments should consider:

  • Venue safety
  • Safeguarding risks
  • Lone working
  • Transport arrangements
  • Online engagement
  • Emergency procedures
  1. TRAINING

Mandatory safeguarding training will be provided to:

  • Directors
  • Staff
  • Volunteers

Refresher training will occur at least every three years.

DSL training will be updated in accordance with recognised safeguarding standards.

  1. PARTNERSHIP WORKING

Where activities are delivered with partners:

  • Safeguarding responsibilities must be clarified.
  • Written agreements should be used.
  • Policies should be reviewed.
  • Concerns should be reported immediately.
  1. CONFIDENTIALITY AND DATA PROTECTION

Safeguarding information will be:

  • Stored securely.
  • Shared only when necessary.
  • Managed in accordance with UK GDPR.

Confidentiality may be overridden where safeguarding concerns require disclosure.

  1. POLICY BREACHES

Breaches of this policy may result in:

  • Disciplinary action
  • Volunteer termination
  • Referral to professional bodies
  • Referral to statutory agencies
  1. MONITORING AND REVIEW

The Board will review:

  • Safeguarding incidents
  • Training records
  • Risk assessments
  • Policy effectiveness

This policy will be reviewed annually or sooner if required.

APPENDIX A – SAFEGUARDING INCIDENT REPORT FORM

Date:
Time:
Name of Person Reporting:
Name of Individual at Risk:
Nature of Concern:
Details:
Immediate Action Taken:
Reported To:
Referral Made:
Outcome:

APPENDIX B – DESIGNATED SAFEGUARDING LEAD DETAILS

Name:  Motunrayo Shodimu
Position: Director, Operations
Telephone:
Email: motun@diasporavoices.org.uk

Deputy DSL:  Celestine Okechukwu
Telephone: Director Admin
Email: admin@diasporavoices.org.uk

APPENDIX C – EMERGENCY CONTACTS

Emergency Services: 999

Police Non-Emergency: 101

NSPCC Helpline: 0808 800 5000

Local Authority Safeguarding Team:
Cardiff and Vale Safeguarding Board

Approved by the Board of Directors of Diaspora Voices Cymru Hub CIC

Signed:   Motunrayo Shodimu

Position: Director Operations

Date:   07/05/2026