ThreadPoint Safeguarding Policy
Last Updated: October 2025
For the purposes of this policy, “ThreadPoint” refers to both ThreadPoint Studio and The ThreadPoint Foundation CIC (Company No. 16401333).
TABLE OF CONTENTS
1. Policy Statement
2. Scope
3. Legal Framework
4. Definitions
5. Roles and Responsibilities
6. Safer Recruitment
7. Code of Conduct
8. Recognizing Abuse
9. Reporting Procedures
10. Record Keeping
11. Confidentiality and Information Sharing
12. Safe Workshop Practice
13. Photography and Social Media
14. Online Safety
15. Allegations Against Staff or Volunteers
16. Training and Support
17. Policy Review
18. Contact Information
1. POLICY STATEMENT
ThreadPoint Foundation is committed to safeguarding and promoting the welfare of all children and vulnerable adults who participate in our workshops and activities.
We believe that:
• All children and vulnerable adults have the right to be protected from harm, abuse, and exploitation
• All children and vulnerable adults should be able to participate in our activities in a safe, positive, and nurturing environment
• We have a responsibility to promote the welfare of all children and vulnerable adults and to keep them safe
• We will take all reasonable steps to protect children and vulnerable adults from harm, discrimination, and degrading treatment
We recognize that:
• The welfare of children and vulnerable adults is paramount
• All children and vulnerable adults, regardless of age, disability, gender reassignment, race, religion or belief, sex, or sexual orientation, have an equal right to protection from abuse
• Some children and vulnerable adults are additionally vulnerable because of their level of dependency, communication needs, or other issues
• Working in partnership with children, young people, their parents, carers, and other agencies is essential in promoting their welfare
We will seek to keep children and vulnerable adults safe by:
• Valuing, listening to, and respecting them
• Adopting safeguarding practices through procedures and a code of conduct for staff and volunteers
• Recruiting staff and volunteers safely, ensuring all necessary checks are made
• Sharing information about safeguarding and good practice with children, parents, staff, and volunteers
• Sharing concerns with agencies who need to know and involving parents and children appropriately
• Providing effective management for staff and volunteers through supervision, support, and training
2. SCOPE
This policy applies to:
• All trustees, staff, volunteers, freelance facilitators, and anyone working on behalf of ThreadPoint Foundation
• All children and vulnerable adults who attend ThreadPoint workshops, events, or activities
• All settings where ThreadPoint delivers services, including libraries, community centres, schools, and online platforms
This policy should be read alongside other ThreadPoint Foundation policies including:
• Code of Conduct
• Data Protection and Privacy Policy
• Health and Safety Policy
• Equality and Diversity Policy
• Volunteer Policy
• Photography and Social Media Policy
3. LEGAL FRAMEWORK
This policy is based on the following legislation and guidance:
UK Legislation:
• Children Act 1989 and 2004
• Protection of Children Act 1999
• Data Protection Act 2018 and UK GDPR
• Human Rights Act 1998
• Sexual Offences Act 2003
• Safeguarding Vulnerable Groups Act 2006
• Protection of Freedoms Act 2012
• Counter-Terrorism and Security Act 2015
Statutory Guidance:
• Working Together to Safeguard Children (2023)
• Keeping Children Safe in Education (2024)
• Information Sharing: Advice for Practitioners (2018)
London Safeguarding Children Partnership Procedures
4. DEFINITIONS
CHILD
A person under the age of 18 years (Children Act 1989).
VULNERABLE ADULT
A person aged 18 or over who:
• Has needs for care and support (whether or not the local authority is meeting any of those needs)
• Is experiencing, or at risk of, abuse or neglect
• As a result of those care and support needs is unable to protect themselves from either the risk of, or the experience of, abuse or neglect
SAFEGUARDING
• Protecting children and vulnerable adults from maltreatment
• Preventing impairment of children’s and vulnerable adults’ health or development
• Ensuring that children and vulnerable adults grow up in circumstances consistent with the provision of safe and effective care
• Taking action to enable all children and vulnerable adults to have the best outcomes
CHILD PROTECTION
Part of safeguarding and promoting welfare. It refers to the activity that is undertaken to protect specific children who are suffering, or are likely to suffer, significant harm.
ABUSE
A form of maltreatment of a child or vulnerable adult. Somebody may abuse or neglect a child or vulnerable adult by inflicting harm or by failing to act to prevent harm. Children and vulnerable adults may be abused in a family or in an institutional or community setting by those known to them or, more rarely, by others. Abuse can take place wholly online, or technology may be used to facilitate offline abuse. They may be abused by an adult or adults or by another child or children.
5. ROLES AND RESPONSIBILITIES
5.1 BOARD OF TRUSTEES
The Board of Trustees has overall responsibility for ensuring that ThreadPoint Foundation:
• Has effective safeguarding policies and procedures in place
• Operates safe recruitment procedures
• Has procedures for dealing with allegations of abuse against staff and volunteers
• Has a senior designated person for safeguarding
• Provides adequate resources for safeguarding training
• Reviews safeguarding policies annually
5.2 DESIGNATED SAFEGUARDING LEAD (DSL)
Name: Willow WilliamsRole: Founder & CEOContact: hello@threadpointfoundation.org | 07801424205
Responsibilities:
• Taking lead responsibility for safeguarding and child protection across the organization
• Acting as the first point of contact for staff, volunteers, parents, and children with safeguarding concerns
• Managing and referring cases to Children’s Social Care, Police, or other agencies as appropriate
• Maintaining accurate and secure safeguarding records
• Ensuring all staff and volunteers receive appropriate safeguarding training
• Liaising with local safeguarding partners
• Being available during workshops and activities (in person or by phone)
• Reporting to trustees on safeguarding matters
5.3 DEPUTY DESIGNATED SAFEGUARDING LEAD
Name: [To be appointed when staff/volunteer team grows]Role: [Title]Contact: [Email/Phone]
In the absence of the DSL, the Deputy DSL takes on the above responsibilities.
5.4 ALL STAFF AND VOLUNTEERS
All staff and volunteers have a responsibility to:
• Provide a safe environment for children and vulnerable adults
• Be aware of the signs and symptoms of abuse
• Report any safeguarding concerns immediately to the DSL
• Follow the organization’s safeguarding policies and procedures
• Attend safeguarding training as required
• Maintain appropriate professional boundaries
• Understand and follow the Code of Conduct
6. SAFER RECRUITMENT
ThreadPoint Foundation is committed to safer recruitment practices to ensure all staff and volunteers are safe to work with children and vulnerable adults.
6.1 RECRUITMENT PROCESS
All staff and volunteers must complete the following before starting work:
APPLICATION STAGE:
• Completed application form including full employment/volunteering history
• At least two references (one of which should be most recent employer/organization)
• Declaration of any criminal convictions or involvement in safeguarding incidents
INTERVIEW STAGE:
• Face-to-face or video interview
• Exploration of gaps in employment history
• Safeguarding questions included in interview
• Assessment of suitability to work with children
PRE-EMPLOYMENT CHECKS:
• Enhanced DBS (Disclosure and Barring Service) check with barred list check
• Verification of identity (photo ID + proof of address)
• Verification of right to work in the UK
• Verification of qualifications (if role-specific)
• References followed up and verified
INDUCTION:
• Safeguarding policy training
• Code of Conduct review and signature
• Role-specific training
• Shadowing experienced facilitators
6.2 DBS CHECKS
Who needs a DBS check:
• All staff working directly with children (Enhanced DBS with Barred List check)
• All volunteers with unsupervised access to children (Enhanced DBS with Barred List check)
• Trustees (Enhanced DBS)
DBS Update Service:
All staff and volunteers are encouraged to subscribe to the DBS Update Service to enable ongoing status checks.
Renewal:
DBS checks are renewed every 3 years or sooner if concerns arise.
6.3 VOLUNTEERS
Volunteers who are NOT in regulated activity (i.e., always supervised by DBS-checked staff) do not require DBS checks but must:
• Complete volunteer application form
• Provide references
• Undergo interview
• Receive safeguarding induction
• Sign Code of Conduct
• Be supervised at all times during activities
7. CODE OF CONDUCT
All staff and volunteers must adhere to the following Code of Conduct:
7.1 ALWAYS:
Treat all children and vulnerable adults with respect and dignity Provide an example of good conduct you wish others to follow Ensure that activities are appropriate for the age, maturity, and ability of participants Respect a child’s right to personal privacy Maintain appropriate physical and emotional boundaries Work in an open environment (e.g., avoid private or unobserved situations) Report all allegations, suspicions, or concerns immediately to the DSL Seek consent from parents/carers for photography, video, or social media use Be aware that physical contact with children can be misinterpreted Record any incidents, accidents, or concerns in writing
7.2 NEVER:
Engage in inappropriate physical contact with children Make sexually suggestive comments, even in jest Allow or engage in inappropriate touching of any kind Use language, make suggestions, or offer advice that is inappropriate Let allegations made by a child go unrecorded or unreported Do things of a personal nature that children can do themselves Spend excessive amounts of time alone with children away from others Take children alone in a vehicle Share personal contact details (phone numbers, social media) with children Communicate with children outside of official channels (e.g., personal social media, WhatsApp) Take photographs or videos of children for personal use Work with children while under the influence of alcohol or drugs
7.3 PHYSICAL CONTACT
Physical contact with children should be avoided where possible. However, we recognize that some contact may be appropriate (e.g., reassuring a distressed child, first aid).
Acceptable physical contact:
• Guiding a child’s hand while building with LEGO (with permission)
• High-five or fist bump (child-initiated)
• Comforting a distressed child (in an open, observable space)
• First aid or emergency assistance
Unacceptable physical contact:
• Kissing, hugging (unless emergency comfort and witnessed)
• Touching sensitive areas (chest, groin, buttocks, thighs)
• Rough play or horseplay
• Any contact that makes a child uncomfortable
If physical contact is necessary:
• Ask permission where possible (“Can I help guide your hand?”)
• Ensure it takes place in an open, visible environment
• Report any misunderstanding or complaint immediately to DSL
8. RECOGNIZING ABUSE
All staff and volunteers must be able to recognize the signs and symptoms of abuse.
8.1 TYPES OF ABUSE
PHYSICAL ABUSE
Physical harm caused to a child or vulnerable adult, including hitting, shaking, throwing, poisoning, burning, drowning, suffocating, or otherwise causing physical harm.
Signs may include:
• Unexplained injuries, bruises, or marks
• Injuries in unusual locations or patterns
• Reluctance to remove clothing
• Flinching when approached
• Fear of going home or of certain adults
• Aggressive behavior or severe temper outbursts
EMOTIONAL ABUSE
Persistent emotional maltreatment causing severe and adverse effects on emotional development, including:
• Conveying to children they are worthless or unloved
• Age-inappropriate expectations
• Overprotection and limitation of exploration
• Serious bullying or cyber-bullying
• Seeing or hearing ill-treatment of another
Signs may include:
• Low self-esteem or confidence
• Withdrawal or fearfulness
• Aggressive or attention-seeking behavior
• Difficulty forming relationships
• Delayed development
SEXUAL ABUSE
Forcing or enticing a child or vulnerable adult to take part in sexual activities, including physical contact (penetrative or non-penetrative) and non-contact activities such as:
• Involving children in looking at or producing sexual images
• Watching sexual activities
• Encouraging children to behave in sexually inappropriate ways
• Grooming a child in preparation for abuse (including online)
Signs may include:
• Inappropriate sexual behavior or knowledge for age
• Sexually explicit behavior or language
• Fear of being alone with certain adults
• Unexplained gifts, money, or new possessions
• Self-harm or suicidal ideation
• Nightmares, bedwetting, or other regressive behaviors
NEGLECT
Persistent failure to meet a child’s or vulnerable adult’s basic physical and/or psychological needs, likely to result in serious impairment of health or development, including:
• Failure to provide adequate food, clothing, or shelter
• Failure to protect from physical or emotional harm
• Failure to ensure adequate supervision
• Failure to ensure access to medical care or treatment
Signs may include:
• Poor hygiene or appearance
• Underweight or constantly hungry
• Inappropriate clothing for weather
• Frequent lateness or absence
• Poor health or untreated medical issues
• Tired or lethargic
OTHER SPECIFIC SAFEGUARDING ISSUES:
• Bullying and cyberbullying
• Child sexual exploitation (CSE)
• Child criminal exploitation (CCE) including county lines
• Domestic abuse
• Female genital mutilation (FGM)
• Forced marriage
• Honour-based abuse
• Radicalisation and extremism (Prevent Duty)
• Online abuse
• Peer-on-peer abuse
9. REPORTING PROCEDURES
9.1 IF YOU HAVE CONCERNS ABOUT A CHILD
STEP 1: RESPOND
If a child discloses abuse to you:
• Listen carefully without interrupting
• Do not promise confidentiality (“I will need to tell someone who can help”)
• Do not ask leading questions (“Did [person] do this?”)
• Reassure the child they have done the right thing in telling you
• Explain what you will do next
• Do not investigate or confront the alleged abuser
STEP 2: RECORD
As soon as possible after the disclosure:
• Write down exactly what the child said (use their words, not your interpretation)
• Record the date, time, location, and who was present
• Note any visible marks or injuries (do not ask child to remove clothing)
• Sign and date the record
• Pass to DSL immediately
STEP 3: REPORT
• Report concerns to the Designated Safeguarding Lead (DSL) immediately
• If DSL unavailable, report to Deputy DSL
• If neither available AND concern is urgent, contact Children’s Social Care directly
• Do not delay reporting if you cannot reach the DSL
Contact Details:
ThreadPoint DSL:Willow Williams hello@threadpointfoundation.org
If DSL unavailable and concern is urgent:
Hackney Children’s Social Care (MASH - Multi-Agency Safeguarding Hub): 020 8356 5500 (Monday-Friday, 9am-5pm) 020 8356 2710 (Out of hours emergency) MASH@hackney.gov.uk
Police (emergency): 999 Police (non-emergency): 101
NSPCC Helpline: 0808 800 5000 help@nspcc.org.uk
9.2 WHAT HAPPENS NEXT
The DSL will:
1. Assess the information and decide on next steps
2. Consult with local authority Children’s Social Care if necessary
3. Make a referral to Children’s Social Care and/or Police if required
4. Inform parents/carers (unless doing so would place child at further risk)
5. Record all actions taken
6. Provide support to the child and staff/volunteer who reported
7. Follow up to ensure appropriate action has been taken
Timescales:
• Immediate risk: Contact Children’s Social Care/Police immediately
• Non-urgent concerns: Contact Children’s Social Care within 24 hours
9.3 MAKING A REFERRAL TO CHILDREN’S SOCIAL CARE
Referrals should include:
• Child’s full name, date of birth, address
• Names of parent(s)/carer(s) and their contact details
• Details of the concern and how it came to light
• Any relevant background information
• Details of any immediate safety concerns
• Your contact details
Follow up in writing within 48 hours if requested.
10. RECORD KEEPING
10.1 SAFEGUARDING RECORDS
All safeguarding concerns, discussions, and decisions must be recorded in writing.
Records must include:
• Date, time, and location of incident/disclosure
• Name of child and other individuals involved
• Nature of concern or allegation
• Factual account in child’s own words (where possible)
• Actions taken and by whom
• Name and signature of person recording
Records must be:
• Factual, accurate, and non-judgmental
• Written in ink or typed (not pencil)
• Signed and dated
• Stored securely and confidentially
• Retained in accordance with data protection legislation
10.2 STORAGE
Safeguarding records are stored:
• Separately from other organizational records
• In a locked, secure location (physical records)
• Encrypted and password-protected (digital records)
• Accessible only to DSL, Deputy DSL, and authorized individuals
Retention period: Until the child reaches age 25, then reviewed for further retention or secure destruction.
11. CONFIDENTIALITY AND INFORMATION SHARING
11.1 CONFIDENTIALITY
Safeguarding information is confidential and should only be shared on a “need to know” basis.
Information may be shared without consent when:
• There is a risk of significant harm to a child
• A crime has been or may be committed
• Required by law or court order
• In the public interest (safeguarding overrides confidentiality)
11.2 INFORMATION SHARING
When sharing information:
• Be transparent with parents/carers and children about what information will be shared and why (unless doing so increases risk)
• Share only what is necessary and relevant
• Share information securely
• Record what information has been shared, with whom, when, and why
• Follow GDPR and Data Protection Act 2018 requirements
The Data Protection Act and GDPR do not prevent, or limit, the sharing of information for the purposes of keeping children safe.
12. SAFE WORKSHOP PRACTICE
12.1 STAFF-TO-CHILD RATIOS
Minimum ratios for ThreadPoint workshops:
At least two DBS-checked adults must be present at all workshops.
12.2 VENUE SAFETY
Before each workshop, the lead facilitator must:
• Conduct a visual risk assessment of the venue
• Identify fire exits and assembly points
• Check first aid kit is available and in date
• Ensure adequate lighting, ventilation, and space
• Remove any hazards or unsafe equipment
12.3 REGISTRATION AND ATTENDANCE
At the start of each workshop:
• Register all children attending
• Collect parent/carer contact details (if not already on file)
• Note any medical conditions, allergies, or additional needs
• Confirm parent/carer will collect child at end (and who is authorized)
During workshop:
• Monitor attendance and account for all children at all times
• Record any children leaving early (and with whom)
12.4 SUPERVISION
Children must be supervised at all times during workshops. Staff must:
• Position themselves to have clear visibility of all children
• Conduct regular headcounts
• Ensure no child is left alone with a single adult in an unobserved space
• Maintain appropriate boundaries (avoid being alone with one child)
12.5 TOILETS AND CHANGING
• Children use venue’s public toilets (not private/staff facilities)
• Children go to toilets in pairs or groups where possible
• Staff do not accompany children into toilets unless safeguarding concern or medical need (and second adult present)
• If a child needs assistance due to age or disability, this is discussed with parents in advance and recorded
12.6 FIRST AID AND MEDICATION
• At least one first-aid trained staff member present at all workshops
• First aid kit available and in date
• Any first aid administered is recorded and parents informed
• Parents must provide written consent for staff to administer medication
• All medication labeled and stored securely
12.7 COLLECTION OF CHILDREN
• Only authorized adults may collect children (as specified by parent/carer)
• If an unauthorized person attempts to collect a child, the DSL is contacted immediately
• If no one collects a child within 15 minutes of workshop end, parents are contacted
• If parents cannot be reached, local authority Children’s Social Care is contacted
13. PHOTOGRAPHY AND SOCIAL MEDIA
13.1 PHOTOGRAPHY CONSENT
Written consent from parents/carers is required before photographing or filming children.
Consent forms must specify:
• What images will be used for (e.g., promotional materials, social media, website)
• How images will be stored
• How long images will be retained
• Right to withdraw consent at any time
13.2 TAKING PHOTOGRAPHS
When taking photographs during workshops:
• Only use organization-owned cameras/devices (not personal phones)
• Focus on activities, not individual children
• Avoid full-face close-ups where possible
• Do not include children whose parents have not given consent
• Store images securely and delete when no longer needed
13.3 PUBLISHING IMAGES
When publishing images:
• Never include full name with photograph
• Never include personal information (address, school, etc.)
• Ensure children are appropriately dressed
• Use images that positively represent children
• Remove images immediately if consent is withdrawn
13.4 SOCIAL MEDIA
Staff and volunteers must not:
• Contact children via personal social media accounts
• Accept friend/follow requests from children or parents
• Share personal contact details with children or families
• Post images of children on personal social media (even with consent)
All ThreadPoint social media accounts are managed by authorized staff only.
14. ONLINE SAFETY
14.1 ONLINE WORKSHOPS
If ThreadPoint delivers online workshops (via Zoom, etc.):
• Use organization Zoom/platform account (not personal)
• Require parental consent for child to participate
• Enable waiting room feature
• Record sessions only with consent and for safeguarding purposes
• Use appropriate security settings (passwords, no screen sharing by participants)
• Have two adults present on the call (one facilitating, one monitoring)
• Monitor chat function for inappropriate content
• Report any concerns immediately to DSL
14.2 WEBSITE AND DIGITAL CONTENT
ThreadPoint’s website and digital materials:
• Do not include personal information about children
• Use only consented images
• Comply with GDPR and data protection requirements
• Include clear safeguarding and privacy statements
15. ALLEGATIONS AGAINST STAFF OR VOLUNTEERS
15.1 SCOPE
This section applies when a staff member or volunteer has:
• Behaved in a way that has harmed or may have harmed a child
• Possibly committed a criminal offence against a child
• Behaved in a way that indicates unsuitability to work with children
15.2 REPORTING PROCESS
If you receive an allegation against a staff member or volunteer:
STEP 1: Report immediately to the DSL (or directly to Chair of Trustees if allegation is against DSL)
STEP 2: DSL will:
• Contact Local Authority Designated Officer (LADO) within one working day
• Follow LADO’s advice on next steps
• Consider suspension of individual pending investigation (if advised)
• Preserve any evidence
STEP 3: Investigation will be conducted by appropriate authorities (Police, LADO, HR)
STEP 4: ThreadPoint will cooperate fully with investigation and take appropriate action based on outcome
15.3 SUSPENSION
Suspension is not automatic and will only be considered if:
• There is cause to suspect a child is at risk of significant harm
• The allegation is so serious that dismissal for gross misconduct is possible
• It is necessary to allow the investigation to proceed unimpeded
Suspension is a neutral act and not a presumption of guilt.
15.4 SUPPORT
ThreadPoint will:
• Provide support to the child and family making the allegation
• Provide support to the staff member/volunteer facing allegation (separate from child/family)
• Maintain confidentiality and manage information sharing appropriately
• Consider reputational risks and manage communications
15.5 CONTACT - LADO
Hackney Local Authority Designated Officer (LADO): 020 8356 5500 lado@hackney.gov.uk
16. TRAINING AND SUPPORT
16.1 SAFEGUARDING TRAINING
All staff and volunteers must complete safeguarding training appropriate to their role:
INDUCTION (all new staff/volunteers):
• ThreadPoint Safeguarding Policy
• Code of Conduct
• Recognition of abuse
• Reporting procedures
• Confidentiality
LEVEL 1 (all staff/volunteers, every 3 years):
• Awareness of safeguarding issues
• Types and signs of abuse
• How to respond to concerns
• 3-hour training or equivalent online course
LEVEL 2 (Designated Safeguarding Lead, every 2 years):
• In-depth knowledge of safeguarding
• Managing referrals and liaising with agencies
• Understanding the assessment process
• 2-day training course
UPDATES:
• Annual refresher training for all staff/volunteers
• DSL attends regular safeguarding network meetings and updates
16.2 TRAINING RECORDS
Records of all safeguarding training are maintained, including:
• Name of staff member/volunteer
• Date of training
• Type of training completed
• Next renewal date
16.3 SUPPORT
ThreadPoint provides support to staff and volunteers who:
• Have dealt with a safeguarding concern or disclosure
• Are involved in a safeguarding investigation
• Are affected by safeguarding issues in their personal life
Support may include:
• Debrief with DSL or external supervisor
• Signposting to counseling or support services
• Adjusted workload or responsibilities (if needed)
17. POLICY REVIEW
This policy will be reviewed:
• Annually (or sooner if legislation or guidance changes)
• Following any safeguarding incident or concern
• Following feedback from staff, volunteers, parents, or external agencies
Next review date: November 2026
Policy approved by:
Willow WilliamsFounder & CEOThreadPoint FoundationDate: November 2025
[Chair of Trustees - to be appointed]Chair of TrusteesThreadPoint FoundationDate: [When appointed]
18. CONTACT INFORMATION
THREADPOINT FOUNDATION
Designated Safeguarding Lead:Willow Williams hello@threadpointfoundation.org
Deputy Designated Safeguarding Lead:[To be appointed]
EXTERNAL CONTACTS
Hackney Children’s Social Care (MASH): 020 8356 5500 (office hours) 020 8356 2710 (out of hours emergency) MASH@hackney.gov.uk
Hackney Local Authority Designated Officer (LADO): 020 8356 5500 lado@hackney.gov.uk
Police (emergency): 999Police (non-emergency): 101
NSPCC Helpline: 0808 800 5000 help@nspcc.org.uk www.nspcc.org.uk
Childline (for children): 0800 1111 www.childline.org.uk
Prevent (Counter-Terrorism): 020 7340 7264 prevent@met.police.uk
DBS (Disclosure and Barring Service): 03000 200 190 www.gov.uk/dbs