Safeguarding policies
Last updated November 2025
Overview
Definitions of Children and Adults at Risk
Children
A child is any person under the age of 18, regardless of their living arrangements, circumstances or role within acta Community Theatre.
Adults at Risk
An adult at risk (also referred to as an “adult with care and support needs”) is any person aged 18 or over who:
- has care and support needs (whether or not these are being met by a local authority),
- is experiencing, or is at risk of, abuse or neglect, and
- as a result of those needs is unable to protect themselves from the abuse, neglect or risk of it.
Adults may be considered at risk due to factors such as disability, mental or physical ill health, age, dependency on others, or social isolation.
Types of Abuse
Safeguarding concerns may relate to a wide range of abusive behaviours. The following categories apply to both children and adults at risk, although the definitions may appear differently depending on the individual’s circumstances.
Physical Abuse
Causing physical harm, including hitting, shaking, inappropriate restraint, poisoning, misuse of medication, or fabricating/inducing illness.
Emotional or Psychological Abuse
Actions that cause emotional harm or distress, such as threats, humiliation, intimidation, harassment, controlling behaviour, or persistent criticism.
Sexual Abuse and Sexual Exploitation
Forcing or enticing a person to take part in sexual activities they have not consented to, cannot consent to, or do not fully understand. This includes non-contact abuse (e.g., sexual communication, indecent images) and exploitation for sexual purposes.
Neglect and Acts of Omission
Failing to meet basic care needs, including inadequate provision of food, shelter, supervision, medical care, or support with essential daily living tasks.
Financial or Material Abuse
Misusing or stealing money, property or possessions; coercing financial decisions; fraud or exploitation.
Discriminatory Abuse
Harassment, bullying or unequal treatment based on protected characteristics such as race, disability, gender, age, sexual orientation, religion or belief.
Organisational or Institutional Abuse
Poor practice or neglect within a group setting or service, including routines or structures that disregard a person’s dignity, rights or individuality.
Domestic Abuse
Controlling, coercive, threatening, violent or abusive behaviour between individuals aged 16 or over who are, or have been, intimate partners or family members.
Modern Slavery
Exploitation through forced labour, human trafficking, domestic servitude, or other forms of coercive control.
Self-Neglect (adults at risk)
A person’s inability or unwillingness to care for their own essential needs, including personal hygiene, health or living conditions.
Safe Recruitment of Staff, Volunteers and Trustees & DBS Checks
acta Community Theatre is committed to safer recruitment practices to ensure that all staff, volunteers and Trustees who work with children and adults at risk are suitable and safe to do so. All recruitment will follow a clear and transparent process, including the use of role descriptions, application forms, interviews and reference checks. Where roles involve regulated activity or regular contact with children or adults at risk, the organisation will obtain an appropriate Disclosure and Barring Service (DBS) check, ensuring that checks are renewed in line with best practice or when a role changes. No individual will begin duties involving direct contact with children or adults at risk until all required checks have been completed and deemed satisfactory. Any concerns arising from recruitment checks will be risk assessed and managed in line with safeguarding procedures.
Induction Training for Staff, Volunteers and Trustees
All staff, volunteers and Trustees will receive safeguarding induction training before starting work in their role. This induction will cover the Safeguarding Policy, recognising signs of abuse, reporting procedures, codes of conduct, boundaries and professional expectations, and how to respond to safeguarding disclosures or concerns. Individuals will also be informed of the Designated Safeguarding Lead (DSL) and their responsibilities. Ongoing safeguarding training and updates will be provided regularly to ensure all individuals remain confident and competent in safeguarding practice relevant to their role.
Codes of Conduct for Safe Working
acta Community Theatre expects all staff, volunteers and Trustees to uphold the highest standards of professional behaviour when working with children and adults at risk. Everyone must maintain clear boundaries, treat all individuals with dignity and respect, and avoid any behaviour that could be misinterpreted or place others at risk. Safe working practice includes: prioritising the safety and wellbeing of participants; using appropriate language and physical contact; working in open and observable environments wherever possible; following risk assessments; and never engaging in behaviour that could be seen as favouritism, intimidation, or exploitation. Any breaches of this code of conduct will be treated as a serious safeguarding concern and addressed through disciplinary or volunteer management procedures.
Vulnerable Adults Protection Policy
acta is committed to the right of all vulnerable adults to participate in acta projects in a safe and caring environment.
Protecting vulnerable adults from harm is the responsibility of all staff, freelance workers, volunteers and students on placement.
Definition
A vulnerable adult is defined as someone who is over 18 years of age and is receiving or may need help and services in order to live in the community. Vulnerable adults may be unable to care for themselves and/or be unable to protect themselves from harm or exploitation by other people.
acta recognises the large number of vulnerable adults participating in acta projects, and therefore requires a policy and guidelines for workers to follow. All members of acta, including both paid and voluntary staff in contact with vulnerable people, have a responsibility to identify incidents of abuse and report them. All suspicions, disclosures or allegations must be disclosed to the named Key Worker (Currently Ingrid Jones).
Council of Management – responsibilities
The management committee has overall responsibility for vulnerable adults’ protection within the organisation. It will ensure that all reasonable steps have been taken to fulfil acta’s policy and to support any staff member who may be involved with a referral or disclosure. The management committee will:
- Ensure that the acta policy is produced, implemented and updated
as required.
- Ensure that all members of staff and volunteers are aware of vulnerable
adult protection procedures.
- Ensure that all staff, volunteers and students on placement receive
an induction programme and appropriate training on acta’s vulnerable
adults’ protection policy.
- Nominate a vulnerable adults protection key worker to liase with the staff
members on issues of vulnerable adult’s protection
- Be aware of their responsibilities as employers and implement good
employment practises as part of vulnerable adult’s protection
The role of the Safeguarding lead
- To be the first point of contact for all workers in regard to vulnerable adult protection issues.
- To have up to date information and telephone numbers, for support groups, Care Direct and all relevant bodies.
- To support workers when they are faced with vulnerable adults’ protection issues.
- To ensure all workers are aware of acta’s vulnerable adults’ protection policy.
- To take a lead role in training all workers in vulnerable adults’ protection.
- To ensure there is a record keeping system for all vulnerable adults’ protection matters, and workers are aware of its existence.
- To decide on any necessary action, with the worker concerned.
The role of the individual worker
Responding to disclosures – All disclosures and /or suspicions of vulnerable adult protection issues should be referred to the Key worker for advice, decisions on further action and recording.
Allegations against workers or volunteers:
should be responded to in the same way, as any disclosure, but confidentiality of record keeping must be closely considered.
the matter should be brought to the attention of the line manager and the Key worker
acta will offer support to survivors of harm caused by staff or associated personnel, regardless of whether a formal internal response is carried out (such as an internal investigation). Decisions regarding support will be led by the survivor.
Record keeping
- An electronic file is kept password secured on the acta database, to record all vulnerable adult protection matters, overseen by the Key Worker.
- Workers should be aware of the importance of recording concerns in writing at the time the issue has arisen, with careful consideration to who has access to this.
- Incidents recorded should also be seen by the line manager, to ensure appropriate support for the worker, as well as for the vulnerable adult concerned.
- All notes should be clearly dated with time and place of either the observation or disclosure and relevant names.
- Words used by the person should be detailed exactly, without any interpretation or correction by the worker.
- Description to show the position of any cuts, bruises, burns etc should be added.
Confidentiality
- Confidentiality should not be promised.
- Disclosures should not be openly discussed with all colleagues.
- Your first point of contact when a concern arises is always the Key Worker. It is not appropriate to discuss it first with the carer.
- Confidentiality should be considered carefully when dealing with allegations against workers or volunteers.
acta Community Theatre recognises its responsibilities under the Care Act 2014, which provides the statutory framework for safeguarding adults in England. In accordance with the Act, we understand that an adult at risk is someone who has care and support needs, is experiencing or at risk of abuse or neglect, and who, as a result of those needs, is unable to protect themselves. The Care Act 2014 places a duty on organisations to prevent abuse, identify concerns early, and work in partnership with local authorities—particularly through Bristol City Council’s safeguarding arrangements—to ensure that adults are protected and supported. acta Community Theatre will follow all relevant Care Act guidance, including the duty to share information appropriately, make timely referrals, and promote individual wellbeing at all times.
Child Protection Policy
acta is committed to the right of all young people to participate in acta projects, in a safe and caring environment.
Protecting young people from harm at acta is the responsibility of the Council of Management and all staff, freelance workers, volunteers and students on placement.
This policy therefore relates to all children and young people engaging in acta – participants, audiences and other users of actacentre and our services.
Aims and principles
- To take appropriate actions to contribute to the safeguarding of children and young people.
- To enable workers to recognise and respond to a child in need.
- To enable workers to know their role and the role of others when considering child protection issues.
- To have a clear procedure in recording child protection concerns that workers are aware of; with careful consideration to who has access to this.
- For workers to have access to phone numbers/sources of advice for supporting children and young people.
- For workers to be aware of the problems of promising confidentiality.
- For workers to understand their role and responsibilities.
Council of Management – responsibilities
The management committee has overall responsibility for child protection within the organisation. It will ensure that all reasonable steps have been taken to fulfil acta’s policy and to support any staff member who may be involved with a referral or disclosure. The management committee will:
- Appoint a board member to lead on child protection and attend the Health & Safety subcommittee of the Council of Management.
- Ensure that the acta policy is produced, implemented and updated as required.
- Ensure that all members of staff and volunteers, as necessary, are aware of child protection procedures.
- Ensure that all staff, volunteers and students on placement, as necessary, receive an induction programme and appropriate training on acta’s child protection policy.
- Appoint a child protection co-ordinator (currently Ingrid Jones) to liaise with staff members on issues of child protection.
- Be aware of their responsibilities as employers and implement good employment practices as part of child protection.
Role of the child protection co-ordinator:
- To be the first point of contact for all workers in regard to child protection issues.
- To have up to date information on Bristol’s safeguarding procedure and how to contact First Response.
- To support workers when they are faced with child protection issues.
- To ensure all workers are aware of acta’s child protection policy and have completed child protection training
- To ensure the child protection policy and training is reviewed at least once a year
- To ensure all staff and volunteers have an in-date DBS certificate or are part of the update system, including enhanced DBS checks for staff working with children, all of which are renewed every 3 years
- To take the lead role in training all workers in child protection, including child protection refresher training every three years
- To ensure there is a record keeping system for all child protection matters and workers are aware of its existence.
- To decide on any necessary action, with the worker concerned e.g. whether to contact First Response or others.
- To report back to the Health & Safety subcommittee regarding policy review.
The role of the individual worker:
- Responding to disclosures – see section in child protection training handbook – All disclosures and /or suspicions of child protection issues should be referred to the child protection co-ordinator for advice, decisions on further action and recording.
- Allegations against workers or volunteers should be responded to in the same way as any disclosure, but confidentiality of record keeping must be closely considered. The matter should be brought to the attention of the line manager and the child protection co-ordinator.
Record keeping
- An electronic file is password protected on the acta database, to record all child protection matters, overseen by the child protection co-ordinator.
- All notes are clearly dated with time and place of either the observation or disclosure and relevant names and notes taken as soon as possible and in line with the confidentiality policy.
- Words used by the young person are detailed exactly, without any interpretation or correction by the worker.
- If necessary, descriptions to explain the position of any cuts, bruises, burns etc are added.
Confidentiality
- Confidentiality should not be promised to young people, as a referral may have to be made for a child or young personal risk.
- Disclosures should not be openly discussed with colleagues.
- It may not be appropriate to discuss child protection issues with parents or carers of a child or young person – first contact should be the child protection co-ordinator.
- Confidentiality should be considered carefully when dealing with allegations against workers or volunteers.
Supporting children and young people
- Be aware of the do’s and don’ts for workers and the dealing with disclosures handouts – part of the child protection training booklet, to assist in supporting a young person or child who discloses that they are being or have been abused.
- Provide young people with numbers for support groups etc.
- Keep in contact with the young person, keeping them informed and try and see the matter through, if appropriate.
- Provide time in a safe environment for the young person or child, as appropriate to the project.
- Look for support – without disclosing confidential information.
Procedures if a Suspicion or Disclosure of Abuse and Responding to Allegations
- Immediate response to a disclosure or suspicion
- If someone—child or adult at risk—makes a disclosure of abuse, or you suspect abuse, you must act without delay. If the person is in immediate danger or a crime is suspected, call 999.
- For non-emergency concerns, ensure the person is safe, listen carefully (without promising confidentiality beyond necessary safeguarding), record what was said as soon as possible (time, date, what was said, who was present), and reassure them that the matter will be taken seriously.
- Do not investigate the concern yourself. Do not promise to keep the matter secret. Do not question in a way that suggests leading or puts words in the person’s mouth.
- Report the concern to your organisation’s Designated Safeguarding Officer (DSO) or equivalent as soon as possible (same day). The DSO will determine whether a referral to statutory agencies is required.
- Referral and investigation
- The DSO will, as appropriate, refer the concern to the relevant statutory safeguarding service of Bristol City Council (see contact details below) and co-operate with any subsequent investigation.
- Allegations concerning a person in a position of trust (staff member, volunteer or trustee) must be handled under the organisation’s allegations management procedure, which may include suspension from duties pending investigation.
- Maintain confidentiality, document all actions and decisions, and support the person at risk plus any other affected parties. Ensure that any risk assessment and protection plan is implemented without delay.
- Responding to allegations against a member of staff/volunteer/trustee
- When an allegation is made against a staff member, volunteer or trustee, the DSO (or a senior manager) shall:
- Take the allegation seriously and act promptly.
- Consider whether the individual should be suspended from duties involving contact with children or adults at risk pending investigation.
- Liaise with statutory agencies (social services, police) and ensure that the organisation’s disciplinary or volunteer management processes are followed, without jeopardising any criminal investigation.
- Provide appropriate support and supervision to all parties involved, ensuring that confidentiality and fairness are maintained.
- When an allegation is made against a staff member, volunteer or trustee, the DSO (or a senior manager) shall:
- Recording, learning and review
- A full written record of all matters must be kept (what was alleged, by whom, when, what action was taken, outcomes).
- After the case is resolved, the organisation will review what happened, what could be improved, and ensure any lessons learned are incorporated into policy, training and practice.
Roles and Responsibilities for Implementation
- Designated Safeguarding Officer (DSO): The person (or persons) appointed by the organisation to take lead responsibility for safeguarding. Responsibilities include: ensuring policy and procedures are known and implemented; receiving reports of concerns; liaising with statutory agencies; maintaining records; supporting staff/volunteers/trustees; and ensuring appropriate training is delivered.
- Safeguarding Lead Trustee/Board: A trustee (or board member) with oversight of safeguarding at governance level. Responsibilities include: ensuring safeguarding policy is approved, regularly reviewed and resourced; that the DSO is supported; that safeguarding risk is on the agenda at trustee/board meetings; and that annual safeguarding reports are provided to the board.
- All Staff, Volunteers and Trustees: Every person working for or on behalf of the organisation must familiarise themselves with the safeguarding policy, attend induction and refresher training, know who the DSO is, act in accordance with the code of conduct for safe working, and report any concerns promptly to the DSO.
Relevant Contact Details & Local Authority Safeguarding Framework
Statutory/Local Authority Contacts – Bristol
- For children & young people:
First Response Team – Bristol City Council (for concerns about a child under 18) – Tel: 0117 903 6444. bristolsafeguarding.org+2Bristol City Council+2
Out of hours/Emergency Duty Team: 01454 615 165. Bristol City Council - For adults at risk:
Care Direct – Bristol City Council – Tel: 0117 922 2700 (Monday–Friday 8:30 am–5:00 pm; answerphone outside these hours). Bristol City Council+1
Online referral form: accessible via Bristol City Council website. Bristol City Council+1 - Governance partnerships:
Keeping Bristol Safe Partnership (covers both adult and child safeguarding across the city). bristolsafeguarding.org
Legal & Policy Framework References
- The organisation operates in accordance with the statutory framework of the Care Act 2014 (Section 42 enquiries for adults at risk) and the arrangements of the local Multi-Agency Safeguarding Arrangements (MASA) for children under the Keeping Children Safe Partnership. remedy.bnssg.icb.nhs.uk+1
- The organisation will ensure compliance with other relevant legislation and guidance including the Children Act 1989, the Children Act 2004, and any local protocols by Keeping Bristol Safe Partnership.
Ingrid Jones
24/8/25
Associate Director
24/8/26
Ingrid Jones
Associate Director and child protection lead/DSO
07794 254854
Oliver Jones
Deputy Safeguarding Officer
0117 9532448
Olivia Lamont Bishop
Safeguarding Lead Trustee
0117 9532448
