Safeguarding policy

Status: Approved by Trustees
Effective From: February 2026
Review Date: February 2027
Applies to: Trustees/Committee Members, volunteers, independent counsellors, contractors, and anyone acting on behalf of the Foundation

1. Policy Statement

Ryan Castle Foundation (“the Foundation”) is committed to safeguarding and promoting the welfare of children, young people and adults at risk.

We recognise our responsibility to:

  • Provide services in a safe and supportive environment

  • Prevent abuse and neglect wherever possible

  • Respond appropriately to safeguarding concerns

  • Comply with UK safeguarding legislation and guidance

Although counselling services are delivered by self-employed independent counsellors, the Foundation retains overall responsibility for ensuring appropriate safeguarding standards within the services it commissions.

Safeguarding is everyone’s responsibility.

2. Legal and Regulatory Framework

This policy is informed by relevant UK legislation and guidance, including (as applicable):

  • Children Act 1989 and 2004

  • Care Act 2014

  • Working Together to Safeguard Children (latest edition)

  • Data Protection Act 2018 and UK GDPR

  • Sexual Offences Act 2003

  • Modern Slavery Act 2015

3. Definitions

Child

Anyone under the age of 18.

Adult at Risk

A person aged 18 or over who:

  • Has needs for care and support, and

  • Is experiencing, or at risk of, abuse or neglect, and

  • Is unable to protect themselves from that abuse or neglect.

Abuse

Abuse may include (but is not limited to):

  • Physical abuse

  • Emotional or psychological abuse

  • Sexual abuse

  • Financial or economic abuse

  • Neglect or acts of omission

  • Domestic abuse

  • Discriminatory abuse

  • Exploitation (including criminal or sexual exploitation)

  • Online abuse

  • Modern slavery

4. Scope of This Policy

This policy applies to:

  • All trustees/committee members

  • Volunteers

  • Independent counsellors engaged by the Foundation

  • Contractors or others representing the Foundation

It applies to safeguarding concerns arising:

  • During counselling sessions (in person or remote)

  • In communications relating to the Foundation

  • During Foundation events or activities

  • From disclosures made outside sessions but connected to the service

5. Safeguarding Principles

The Foundation is committed to:

  1. Prioritising the welfare of children and adults at risk

  2. Listening to service users and taking their concerns seriously

  3. Acting promptly on safeguarding concerns

  4. Working in partnership with statutory agencies

  5. Maintaining clear reporting procedures

  6. Ensuring safe recruitment and engagement practices

  7. Providing appropriate safeguarding information to counsellors

6. Roles and Responsibilities

6.1 The Committee

The Committee of Ryan Castle Foundation has overall responsibility for safeguarding governance, including:

  • Approving and reviewing this policy

  • Appointing a Designated Safeguarding Lead (DSL)

  • Ensuring appropriate safeguarding procedures are in place

  • Responding appropriately to serious safeguarding concerns

  • Reporting serious incidents to the Charity Commission where required

6.2 Designated Safeguarding Lead (DSL)

Name: Lorraine Whitfield
Contact Details: ryancastlefoundation@gmail.com

The DSL is responsible for:

  • Receiving safeguarding concerns

  • Advising trustees and volunteers

  • Liaising with local authority safeguarding teams

  • Making referrals where appropriate

  • Keeping secure safeguarding records

  • Ensuring this policy is reviewed annually

A Deputy DSL should be appointed where possible.

6.3 Independent Counsellors

Independent counsellors must:

  • Hold appropriate qualifications and professional registration

  • Maintain professional indemnity insurance

  • Comply with their professional body’s ethical framework

  • Hold an enhanced DBS check (where required)

  • Follow this Safeguarding Policy

  • Report safeguarding concerns to the DSL promptly

  • Understand limits of confidentiality

Although self-employed, counsellors delivering services on behalf of the Foundation are required to follow this policy as part of their service agreement.

6.4 Volunteers and Trustees

All volunteers and trustees must:

  • Be familiar with this policy

  • Report safeguarding concerns immediately to the DSL

  • Maintain appropriate boundaries

  • Not investigate concerns themselves

7. Confidentiality and Information Sharing

Confidentiality is fundamental to counselling; however:

  • Confidentiality is not absolute.

  • Information will be shared where there is risk of harm to a child or adult at risk.

  • Service users will be informed of these limits at the start of counselling.

Information sharing will be:

  • Proportionate

  • Relevant

  • Shared on a need-to-know basis

  • Compliant with data protection law

Consent will be sought where appropriate, unless doing so would increase risk.

8. Recognising Safeguarding Concerns

Safeguarding concerns may arise from:

  • Direct disclosure

  • Third-party reports

  • Observed behaviour or injuries

  • Online communications

  • Significant changes in presentation

Counsellors and volunteers must remain alert to:

  • Indicators of abuse

  • Grooming behaviour

  • Self-harm or suicidal ideation

  • Risk to others

9. Responding to a Disclosure

If someone discloses abuse or risk:

  1. Stay calm and listen carefully.

  2. Do not promise confidentiality.

  3. Reassure them they have done the right thing.

  4. Do not ask leading questions.

  5. Make a factual written record as soon as possible.

  6. Report immediately to the DSL.

If a person is in immediate danger, call 999.

10. Reporting Procedure

Step 1 – Immediate Risk

If there is immediate danger:

  • Contact emergency services (999).

  • Inform the DSL as soon as possible.

Step 2 – Non-Immediate Risk

  • Record the concern in writing.

  • Submit to the DSL within 24 hours.

Step 3 – DSL Action

The DSL will:

  • Assess the concern

  • Seek advice if needed (e.g. NSPCC helpline)

  • Make a referral to:

    • Local Authority Children’s Services

    • Adult Social Care

    • Police

  • Record decisions and rationale

The Foundation does not investigate abuse allegations — this is the responsibility of statutory authorities.

11. Allegations Against Counsellors, Volunteers or Trustees

If a safeguarding concern involves a person connected with the Foundation:

  • The DSL must be informed immediately.

  • The Committee Chair will be notified.

  • Advice will be sought from the Local Authority Designated Officer (LADO) where applicable.

  • The individual may be suspended from duties pending investigation.

If the concern involves the DSL, it must be reported directly to the Chair.

12. Safer Recruitment and Engagement

The Foundation will:

  • Obtain references where appropriate

  • Require proof of qualifications

  • Require professional body membership (for counsellors)

  • Require enhanced DBS checks where appropriate

  • Maintain written agreements outlining safeguarding obligations

13. Online and Remote Counselling Safeguarding

Where counselling is delivered remotely:

  • Secure platforms must be used

  • Identity and location of service users should be confirmed at the start

  • Emergency contact details should be held

  • Counsellors must know how to respond if a session ends abruptly during risk

14. Record Keeping

The DSL will maintain:

  • Secure safeguarding records

  • Records separate from general service records

  • Dates, actions taken, referrals made

  • Rationale for decisions

Records will be stored securely and retained in line with data protection requirements.

15. Serious Incident Reporting

Where a safeguarding incident results in serious harm or risk of serious harm, the Committee will consider whether a Serious Incident Report must be submitted to the Charity Commission.

16. Training and Awareness

The Foundation will ensure:

  • The DSL receives appropriate safeguarding training

  • Trustees have basic safeguarding awareness

  • Counsellors confirm current safeguarding knowledge

17. Whistleblowing

Concerns about unsafe practice within the Foundation may be raised with:

  • The Chair of the Committee

  • The Charity Commission

  • Relevant statutory authorities

Whistleblowers will be treated fairly and without retaliation.

18. Review

This policy will be reviewed annually or sooner if:

  • Legislation changes

  • A safeguarding incident occurs

  • Service delivery changes