Child Protection & Safeguarding Policy

1. Policy statement

The Foundation has zero tolerance for abuse, exploitation, harassment, bullying, neglect or any other harm to children and vulnerable adults. We are committed to creating safe environments and responding promptly and appropriately when a concern is raised.

2. Who this policy applies to

This policy applies to trustees, staff, volunteers, interns, consultants, contractors, partners and anyone acting on behalf of the Foundation. It also sets expectations for how we design programmes and events involving children or vulnerable adults.

3. Key definitions

Child

A person under 18 years of age.

Vulnerable adult

An adult who may be unable to protect themselves because of age, disability, illness, mental health condition, dependence or other circumstances.

Abuse

Physical, sexual, emotional or psychological abuse, neglect, exploitation, grooming, bullying, cyberbullying or financial abuse.

Safeguarding concern

Any observation, disclosure or suspicion that a child or vulnerable adult may be at risk of harm.

4. Code of conduct

• Never be alone with a child in a private or unobserved setting. Use a two-adult rule and keep doors open where practicable.
• Do not share personal phone numbers, social media accounts or private messaging channels with minors.
• Do not communicate with minors privately online. Use official channels and include a guardian or another adult where appropriate.
• Do not give gifts, money or special favours to individual children without approval.
• Do not take, share or publish photographs or videos of children without informed guardian consent and without following our media guidelines.
• Use respectful, age-appropriate language and avoid sexualised, discriminatory or humiliating comments.
• Respect privacy and dignity when helping with personal care or health needs.
• Do not consume alcohol or illegal substances while working with children or vulnerable adults.
• Report any concern immediately, even if you are unsure.

5. Recruitment and screening

Roles involving children or vulnerable adults will be subject to appropriate screening, which may include identity checks, references, a self-declaration and police verification where lawful and proportionate. All such individuals must read this policy and confirm their commitment to it.

6. Digital safety and images

We follow age-appropriate privacy settings, avoid identifying details in public posts and obtain guardian consent before publishing identifiable images of children. If a child or guardian asks us to remove an image, we will do so where reasonably possible.

7. Reporting a concern

Anyone may report a safeguarding concern. Report it immediately to the Grievance Officer or, if the concern involves the Grievance Officer, to a trustee. Do not investigate the matter yourself, confront the alleged perpetrator or promise confidentiality.

If a child or vulnerable adult is in immediate danger, contact the police or emergency services first, then inform us.

8. Responding to a disclosure

• Listen calmly and without judgment.
• Reassure the person that they are not to blame and that they did the right thing by telling you.
• Do not promise secrecy. Explain that you must tell someone who can help.
• Ask only open questions needed to understand immediate safety. Do not lead or repeatedly question the person.
• Record the facts in their own words as soon as possible, including date, time and what was said.
• Report promptly and preserve any relevant evidence.

9. Referral to authorities

Serious concerns will be referred to the police and child-protection authorities as required by law, including under the Protection of Children from Sexual Offences Act, 2012 and the Juvenile Justice (Care and Protection of Children) Act, 2015. We will cooperate with statutory investigations and will not conduct an internal inquiry that could compromise them.

Childline India can be reached on 1098. In an emergency, call the police or emergency services.

10. Support and fair process

We will prioritise the safety and wellbeing of the person affected, offer appropriate support and keep them informed about next steps where possible. Anyone accused of harm will be treated fairly, with a presumption of innocence pending investigation, while interim measures may be taken to protect others.

11. Confidentiality and data protection

Safeguarding information is sensitive. We share it only with those who need it for safety, support, investigation or legal compliance. We keep records securely and retain them as required by law and our Data Retention & Security Policy.

12. Training and review

Trustees, staff and relevant volunteers will receive safeguarding awareness training. We will review this policy at least annually and after any serious incident.

13. Contact

Safeguarding concerns may be sent to contact@sangathya.org. Our Grievance Officer is yet to be appointed. Postal address: Registered address will be published once registration is complete.