Child Safeguarding Policy

1. Purpose and Scope

This policy applies to all ASAT Labs staff, facilitators, contractors, interns, volunteers, trustees, and partners (collectively “representatives”), as well as to all activities and platforms operated by ASAT Labs, including in-person programmes, online platforms, communications channels, and affiliated events.

Protect children and young people from abuse, neglect, exploitation, and harm.
Set clear expectations for behaviour and professional boundaries.
Ensure concerns are identified early and responded to promptly and safely.
Comply with applicable laws and good practice standards.

2. Definitions

Child/Young person: Anyone under the age of 18, or older where local law defines a higher age of majority.
Safeguarding: Actions, policies, and procedures to protect children from harm and ensure their wellbeing.
Abuse: Physical, emotional, sexual abuse, neglect, bullying (including cyberbullying), and exploitation.
DSL (Designated Safeguarding Lead): Named person with lead responsibility for safeguarding within ASAT Labs.

3. Guiding Principles

Best interests: The wellbeing and safety of the child are paramount.
Do no harm: Prevent, minimize, and mitigate risks in all activities.
Dignity & inclusion: Respect identity, culture, disability, and beliefs without discrimination.
Proportionality: Take appropriate, timely, and lawful action in response to concerns.
Confidentiality: Share information on a need-to-know basis only, in line with law and policy.
Accountability: Maintain documentation, oversight, and continuous improvement.

4. Roles and Responsibilities

Designated Safeguarding Lead (DSL) Coordinates safeguarding, oversees training, advises colleagues, and liaises with authorities.

All representatives must adhere to this policy, complete training, follow reporting procedures, and model safe conduct.

DSL maintains incident logs, risk registers, and training records.
Managers ensure role-appropriate vetting and supervision.
Trustees provide governance oversight of safeguarding.

5. Code of Conduct

Always

Treat children with respect, courtesy, and fairness; listen and take concerns seriously.
Maintain professional boundaries; use approved channels for communications.
Ensure two-adult supervision where feasible; use open, observable spaces.
Obtain informed consent for activities and media; adapt for accessibility.
Report concerns immediately using the procedure below.

Never

Use humiliating, shaming, or abusive language or behaviour.
Develop secret or exclusive relationships with a child, including via personal social media.
Give gifts, money, or favours that could be perceived as grooming.
Transport a child alone without prior approval and documented consent, except in an emergency.
Consume alcohol or illegal substances during activities or while responsible for children.

6. Online Safety and Data Protection

Use organisation-managed accounts and platforms; avoid one-to-one unsupervised direct messages.
Moderate online spaces; remove harmful content and escalate concerns to the DSL.
Follow data protection law: collect minimal personal data, store securely, and limit access.
Use privacy-by-design on digital platforms, including parental/guardian consent where required.

7. Safer Recruitment and Vetting

Role-specific vetting (e.g., references, identity verification, and background checks where lawful).
Clear role descriptions including safeguarding responsibilities.
Probation and supervision with performance and conduct reviews.

8. Reporting Concerns and Incidents

All concerns—no matter how small—must be reported on the same day.

Ensure immediate safety. If there is imminent risk, contact emergency services first.
Record facts (who, what, when, where) without leading questions or promises of secrecy.
Notify the DSL as soon as possible using the channels below.
Follow DSL guidance; cooperate with statutory agencies and internal procedures.

Confidentiality: Information is shared strictly on a need-to-know basis and stored in restricted-access records.

9. Responding Procedure (for DSL)

Assess immediate risk and safeguarding needs; implement safety measures.
Preserve evidence and secure records; log the concern with date/time and actions.
Consult relevant guidance and, where appropriate, contact statutory authorities.
Inform senior leadership and trustees in line with governance thresholds.
Agree follow-up, support, and monitoring; complete a debrief and lessons-learned review.

10. Consent, Photography, and Communications

Obtain explicit, informed consent from parents/guardians for images, audio, video, and quotes.
Do not publish identifying details (full name, school, location) without necessity and consent.
Use secure storage and limited retention for media assets featuring children.

11. Risk Management

Complete activity-specific risk assessments, including travel, equipment, and environment.
Plan appropriate ratios, accessibility adjustments, and emergency responses.
Apply additional controls for higher-risk activities (e.g., makerspace tools, robotics labs).

12. Training and Awareness

Induction covers safeguarding, code of conduct, reporting, and online safety.
Role-specific refreshers are provided at least annually.
DSL receives enhanced training and external supervision where appropriate.

13. Partners and Third Parties

Partnership agreements include safeguarding clauses and incident reporting expectations.
Third parties working with children must have equivalent policies and vetting.
ASAT Labs reserves the right to pause partnerships where safeguarding standards are unmet.

14. Monitoring, Record-Keeping, and Review

Maintain secure, access-controlled safeguarding records and incident logs.
Undertake periodic audits and governance reviews; report to trustees.
Review this policy annually or after significant incidents/legislative changes.

15. Contact

Designated Safeguarding Lead (DSL): safeguarding@asatlabs.org

For urgent risk to life, contact local emergency services immediately.