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Safeguarding Policy

DigiBete: Safeguarding Policy

Last updated: January 2026
Next review: January 2027

DigiBete is committed to creating a safe, trusted, and protective environment for every child and young person who engages with its digital and in‑person services. We recognise our responsibility to prevent harm, respond swiftly to concerns, and uphold the highest standards of safeguarding across all activities, platforms, and partnerships. All trustees, staff, contractors, and volunteers share this duty and must follow our safeguarding procedures to ensure children’s welfare, rights, and voices remain central to everything we do.

1. Background

1.1
Working Together to Safeguard Children (HM Government, 2018, updated 2023) outlines organisational duties to safeguard and promote the welfare of children.

1.2
The Charity Commission (2017/updated 2022) requires board members ensure no beneficiary is harmed through contact with their charity and to maintain robust safeguarding systems.

1.3
This policy applies to DigiBete CIC, DigiBete Global (DGL), and all individuals or organisations commissioned to support DigiBete’s work. It should be read with the Professional Boundaries Policy, Data Protection Policy, Safe Recruitment Policy, and Digital Safeguarding Standards.

 

2. Policy Statement

2.1
DigiBete is committed to protecting all children and young people accessing its digital and non-digital services from harm, abuse, exploitation, and neglect.

2.2
All trustees, staff, contractors, and volunteers share responsibility for safeguarding young people and must follow this policy and all related procedures.

 

3. Definitions

3.1
A child or young person is anyone under 18.

3.2
Safeguarding includes protecting children from maltreatment; preventing impairment of their development; ensuring safe and effective care; and enabling the best possible outcomes.

3.3
Child protection is the action taken to protect children at risk of significant harm.

3.4–3.7
Definitions of emotional abuse, physical abuse, sexual abuse, and neglect remain aligned to statutory UK safeguarding guidance.

 

4. Aims of the Policy

DigiBete aims to:

  • Protect children and promote their welfare
  • Ensure all staff and volunteers understand their safeguarding responsibilities
  • Prevent unsuitable individuals from working with children
  • Provide clear processes for responding to concerns or disclosures
  • Ensure staff receive appropriate training
  • Support strong multi-agency safeguarding practice

 

5. Delivering the Aims

DigiBete will:

  • Provide this policy to all staff and volunteers and record their commitment
  • Deliver safeguarding awareness at induction and refresher training annually
  • Review this policy each year
  • Ensure compliance with safe recruitment, DBS checks, and digital safety
  • Appoint a Safeguarding Officer as the main point of contact
  • Follow robust procedures for reporting and managing concerns

 

6. Child Protection Procedure

6.1 When to take action

All staff must act if they:

  • suspect abuse or neglect
  • witness concerning behaviour
  • receive a disclosure
  • have concerns about a colleague

6.2 If you suspect abuse

  • Contact the Safeguarding Officer immediately
  • Record factual information only
  • If the Safeguarding Officer is unavailable, contact Social Services directly
  • All information must be stored securely
  • Where no action is taken, the reasoning must be documented

6.3 If a young person discloses abuse

  • Do NOT promise confidentiality
  • Listen without interruption
  • Do not ask leading questions or investigate
  • Reassure the child
  • Report immediately to the Safeguarding Officer

 6.4 After a disclosure

  • Share information only with those legally entitled (Safeguarding Officer, Social Care, Police, NSPCC)
  • Submit written notes within 24 hours
  • Seek emotional support from the Safeguarding Officer

6.5 Key Contacts

Safeguarding Officer:
Dr Fiona Campbell
Leeds Children’s Hospital
Tel: 0113 206 4996
Email: fiona.campbell26@nhs.net

NSPCC Helpline: 0808 800 5000
Website: www.nspcc.org.uk

 

7. Training

DigiBete uses a 3-level training framework:

Level 1 — Awareness

For all staff/volunteers at induction.

Level 2 — Working directly with children

Recognising abuse, responding to concerns, responsibilities.

Level 3 — Safeguarding leadership

Advanced training for staff managing safeguarding concerns.

 

8. Role of the Safeguarding Officer

The Safeguarding Officer will:

  • Promote and implement safeguarding procedures
  • Receive and act on safeguarding concerns
  • Maintain accurate and confidential records
  • Liaise with Social Care, Police, and relevant agencies
  • Ensure training and compliance
  • Monitor and report on safeguarding practice



9. Safeguarding Yourself

Staff and volunteers must follow the Professional Boundaries Policy and maintain appropriate behaviour at all times. This protects both young people and DigiBete personnel.

 

10. Digital Safeguarding (New 2025 Section)

DigiBete operates digital platforms (app, website, chatbot), and safeguarding extends to all online interactions.

10.1 Key Principles

  • Children’s safety must be protected across all digital services
  • Online risks must be identified, mitigated, and continuously monitored
  • Technologies, including AI and chatbots, must be safe, transparent, and age-appropriate

10.2 Risks Recognised

  • Exposure to harmful or inappropriate content
  • Online grooming, coercion, or exploitation
  • Misuse of personal data or privacy breaches
  • Inappropriate or unsafe chatbot responses
  • Unsupervised communication with adults posing as children
  • Contact from strangers or unverified accounts
  • Cyberbullying or peer-to-peer harm
  • Mental-health-related risks triggered by content

10.3 Safeguards in Place

  • No chatbot or platform feature will give medical advice
  • All chatbot interactions are designed with safety filters
  • Age-appropriate communication enforced by design
  • All accounts for 11–15-year-olds are linked to a verified parent account
  • Automated alerts for harmful keywords
  • Secure data storage in line with ICO and NHS requirements
  • Live reporting routes for children or caregivers
  • Clear guidance for children on safe digital use

10.4 Reporting Online Concerns

Users can report concerns via:

  • In-app reporting button
  • Dedicated safeguarding email inbox
  • Contact with the Safeguarding Officer
  • The NSPCC or Police (for immediate risk)

 

11. Safeguarding During Filming, Co-Design, and In-Person Activities (New 2025 Section)

DigiBete frequently works with children and young people through filming, photography, interviews, focus groups, workshops, and co-design activities. These activities require additional safeguarding measures.

11.1 Consent Requirements

  • Young people under the age of 18 must have verified parental/legal guardian consent before taking part in any DigiBete-organised activity, including:
  • filming or photography
  • co-design workshops
  • interviews or feedback sessions
  • prototype testing
  • in-person events
  • digital or remote co-creation sessions
  • Consent must be:
  • written
  • specific to the activity
  • stored securely in line with GDPR and DigiBete Data Protection Policy
  • Young people aged 16–17 may provide their own additional assent, but parental consent is still required for participation and filming.

11.2 Parent/Carer Presence

  • A parent or legal guardian must be present at all in-person activities involving a young person under 18 (including filming, workshops, or interviews).
  • Where activities occur online (e.g., digital co-design), parents must:
  • provide consent
  • be informed of session details
  • be nearby/available during the session
  • confirm the young person is participating in a safe home environment

11.3 Staff Responsibilities During Filming and Workshops

All staff, contractors, and volunteers must:

  • Follow DigiBete Professional Boundaries Policy
  • Never work one-to-one with a child without a parent present
  • Ensure at least two DBS-checked adults are present at all in-person sessions
  • Use DigiBete-approved equipment only
  • Ensure filming environments are safe and non-isolated
  • Avoid capturing other children or identifying information unintentionally
  • Ensure young people understand the activity and can withdraw at any time
  • Treat all footage and images as confidential data
  • Immediately report any safeguarding concerns observed during sessions

11.4 Safe Use of Images and Media

DigiBete will ensure that:

  • Images and film are used only for the purposes specified in the consent form
  • No child will be identified by full name without explicit parental consent
  • Footage is stored securely and access is restricted
  • Parents may withdraw consent at any time (future use will cease immediately)
  • Media involving children will never be used in a way that:
  • puts them at risk
  • misrepresents them
  • includes sensitive personal information

 11.5 Remote and Digital Co-Design Activities

For online workshops involving children:

  • Platforms must be secure and password-protected
  • Recording is only permitted with prior parental consent
  • Screen names should avoid full names
  • Staff must monitor the chat and participant behaviour
  • Parents must confirm their child is in an appropriate setting


DigiBete, January 2026