1. Purpose and Scope

1.1 Veganuary (the Charity) is committed to:

• providing a safe working environment for all of its team members (for example employees, freelance contractors, trustees, volunteers and contractors); 

• taking reasonable steps to protect from harm all those with whom we work, collaborate or come into contact with (for example partners, donors, influencers and providers of services to the Charity); 

• this responsibility includes safeguarding children and adults at risk at any time when they are engaging with the Charity and its representatives, wherever that may occur (for example filming or fundraising events). 

• If the Charity-led activity is hosted by another organisation within their facilities, the host organisation’s procedures must be consulted and will normally take precedence; however, team members must also act in accordance with this policy where possible. 

1.2 Safeguarding is everyone’s responsibility: this policy applies to trustees, members of the team and any person associated with the Charity’s activities

1.3 This policy must be read, understood and complied with by all those to whom it applies 

1.4 Some employees and trustees may have further specific duties (see sections six and seven)

1.5 Any failure to comply with this policy in an appropriate manner may result in disciplinary action for gross misconduct (for employees), or termination of contract for contractors; trustees and volunteers may be requested to cease their duties

1.6 This policy sets out the procedure for reporting internally on safeguarding, but the Charity recognises that, under certain circumstances, it may be appropriate to report to a range of external agencies (for example the Police or the Charity Commission)

1.7 This policy should be read in conjunction with Veganuary’s vision, values and other policies including, but not limited to:

• Child Safeguarding Policy 

• Code of Conduct 

• Trustee Code of Conduct 

• Culture Handbook and Employee Policies 

• Health and Safety Policy 

• Dignity at Work Policy 

• Whistleblowing Policy 

• Grievance and Disciplinary Policy 

1.8 If you would like to raise any issues regarding this policy, please contact the Designated Safeguarding Lead. Safeguarding contact details are listed in Appendix One.

1.9 This policy will be made available on the Charity’s website.

2. Definitions

2.1 Safeguarding means protecting people from harm, abuse and neglect (see Appendix Two and What is safeguarding? | NCVO).

2.2 A safeguarding query: a question or query that relates to safeguarding and is neither a concern nor an allegation.

2.3 A safeguarding concern: a concern that someone is, or may be at risk of, being abused.

2.4 A safeguarding allegation: a person is said to have:

behaved in a way that has (or may) harm someone; 

• possibly committed a criminal offence; 

behaved in a way that indicates that they may pose a risk of harm to someone. 

3. Reporting a Concern or Allegation 

3.1 The first priority is always to remove the person, child or vulnerable adult from harm (or threat of immediate harm) and inform the Charity’s Designated Safeguarding Lead (DSL) and external agencies if required (for example, the Police):

3.1.1. if the allegation is against the DSL, report to the CEO.

3.1.2. if the allegation is against the CEO, report to the Designated Trustee for Safeguarding.

3.1.3. if the allegation is against the Designated Trustee for Safeguarding, report to the Chair or Deputy Chair of the Trustees.

3.1.4 The contacts for safeguarding personnel are contained within Appendix One.

3.2 The Charity will make a serious incident referral to the Charity Commission where we become aware or have suspicion to believe that any of the above forms of harm or abuse have taken place involving a member of the Veganuary team.

3.3 The Charity will follow up any report in a timely manner according to current policies and procedures and in compliance with legal and statutory obligations.

4. Code of Safe Conduct

4.1 You must comply with this policy at all times and ensure that all concerns and/or allegations are reported to the appropriate person (see Appendix One).

4.2 You should be guided by the Charity’s vision, values, code of conduct and other policies at all times.

4.3 You must not condone or participate in behaviour of others’ that is illegal, unsafe or abusive (see Appendix Two).

4.4 You must not act in a way that may place another at risk (see Understanding the risks | NCVO).

4.5 Failure to comply with this policy, including the Code of Safe Conduct, will be treated seriously and any allegation or concern will be taken seriously and investigated.

4.6 DBS checks will be undertaken for any team member who will be working directly and in unsupervised contact with children or other vulnerable groups. The COO or Legal Manager will undertake a risk assessment on whether a role requires a DBS or not.

4.7 Right to work checks must be requested by law for anyone working in the UK as part of the team.

4.8 Veganuary has a non-tolerance approach to discrimination, harassment (including sexual harassment) or bullying.

4.9 We will foster a culture that allows individuals to safely report any concerns or incidents, which will be handled with compassion and in accordance with internal policies and procedures.

4.10 We will carry out due diligence checks on our partners and other companies and organisations we work with, including obtaining at least one independent reference.

4.11 We will follow guidance on anti-terrorism, sanctions and anti-bribery laws and have appropriate policies in place.

5. Training

5.1 Team members and Trustees will receive appropriate training (induction and ongoing) which will include reviewing this policy and how to report concerns.

5.2 Team members and Trustees will receive an electronic copy of this policy and must confirm that they have read and understood it.

5.3 Safeguarding and associated training will be reviewed regularly (not less than every two years). 

6. The Role and Responsibilities of the Designated Safeguarding Lead (DSL)

6.1 Ensure that they receive sufficient training, support and resource in order to carry out their role.

6.2 Deal with safeguarding queries, concerns and allegations in a timely and appropriate manner.

6.3 Maintain detailed, accurate and confidential records that comply with current data protection guidance (both internal and external).

6.4 Refer incidents to and work with external agencies (for example the Police and the Charity Commission) where appropriate.

6.5 Support and/or signpost team members throughout ongoing cases.

6.6 Immediately inform the CEO of a concern or allegation (within the parameters of reporting, see section 3.1).

6.7 Provide frequent, relevant updates to the CEO.

6.8 Periodically (not less than every three months) report to the Designated Trustee for Safeguarding

6.9 Ensure that:

6.9.1. the policy is widely available, including to the public;

6.9.2. the policy is implemented across the Charity;

6.9.3. all team members and trustees receive appropriate training;

6.9.4. all records are confidential and in line with data protection.

6.10 Keep up to date with changes in safeguarding legislation and best practice.

6.11 Regularly review areas of risk and this policy as a whole, then recommend areas for improvement of the policy and its implementation.

6.12 Keep a record of any changes to the policy.

7. The Trustees and the Designated Trustee for Safeguarding

7.1 The Trustees should know their responsibilities and ensure there are adequate measures in place to assess and address safeguarding risks that are relative to the size and scope of work of the Charity in line with legislation and best practice.

7.2 The Trustees will consider whether to make a serious incident report to the Charity Commission (in line with Charity Commission guidance) should the occasion arise.

7.3 The Trustees should ensure that this policy and other procedures are implemented and reviewed regularly.

7.4 The Designated Trustee for Safeguarding will review this policy, provide advice and guidance to the DSL should an incident occur, and ensure all necessary actions have been taken to fulfil the Charity’s obligations.

8. Record Keeping and Information Sharing

8.1 All concerns, discussions and decisions relating to safeguarding incidents, including the rationale for those decisions, should be recorded in writing.

8.2 All records must be maintained confidentially and in accordance with the Charity’s data policies and notices.

9. Review

9.1 This policy will be reviewed regularly by the DSL, CEO and the Trustees; the next review will take place in September 2025.

APPENDIX ONE

APPENDIX TWO – examples of unacceptable behaviour

CHILD SAFEGUARDING (Please refer to the Child Safeguarding Policy)

Team members must not:

• Engage in sexual activity with anyone under the age of 18;
• Sexually abuse or exploit children;
• Subject a child to physical, emotional or psychological abuse, or neglect;
• Engage in any commercially exploitative activities with children including child labour or trafficking.

Veganuary have a robust Child Safeguarding Policy in place. If you would like to see a copy, please contact the Designated Safeguarding Lead (DSL).

ADULT SAFEGUARDING

Team members must not:

• Sexually abuse or exploit at risk adults; 

• Subject an at-risk adult to physical, emotional or psychological abuse, or neglect. 

PROTECTION FROM SEXUAL EXPLOITATION AND ABUSE

Team members must not:

• Exchange money, employment, goods or services for sexual activity. This includes any exchange of assistance that is due to beneficiaries of assistance; 

• Engage in any sexual relationships with beneficiaries of assistance, since they are based on inherently unequal power dynamics. 

PROTECTION FROM OTHER ABUSE

Team members must not abuse others in any way. We are aware that there is a wide range of potential harm and risks, not just sexual abuse, including but not limited to:

• Sexual harassment, abuse and exploitation; 

• Poor culture, including bullying and harassment, and other damaging behaviour; 

• Abuse of a position of trust within the charity; 

• Health and safety; 

• Discrimination on any of the grounds set out in the Equality Act 2010; 

• Data breaches under the GDPR and DPA 2018; 

• Domestic abuse, particularly where staff work remotely from home; 

• Self-neglect or self-harm; 

• Physical or emotional abuse; 

• Extremism and radicalisation; 

• Other forms of abuse, including but not limited to forced marriage, modern slavery, trafficking and FGM.