Safeguarding and Vulnerable Adults Policy

• Working Together to Safeguard Children 2023
• Children Act 1989
• Children's Act 2004
• The Care Act 2014
• Safeguarding Vulnerable Groups Act 2006
• Disclosure & Barring service 2013
• Counter Terrorism and Security Act 2015 (CTSA) 

The employees, contractors and consultants must make it clear that if they have safeguarding concerns for any child or adult at risk then they will report the risk to the Brain in Hand Safeguarding Team, who may notify other services as appropriate in accordance with the Brain in Hand Terms and Conditions of Use and Safeguarding Policy.

Where a concern for welfare is identified, the user should always be encouraged to disclose this to the appropriate person themselves or signposted to alternative support; this will be documented.

If there is a concern for the immediate safety of a child or adult at risk, a high risk of harm to the service user, or a risk of the service user harming others, this should be escalated to the appropriate 999 service and their emergency contact, and then reported to the Safeguarding Team once the risk has been addressed. In such high-risk situations the risk can be escalated externally with or without consent from the user, but the user should still be informed. Only where it is deemed unsafe or placing the user at more risk may the risk be escalated to the emergency services or the Brain in Hand Safeguarding Team without the user’s knowledge.

The Brain in Hand Safeguarding Team may (where it is in the vital interest of the user or others) escalate cumulative welfare concerns, high risks of harm or immediate risks of harm by contacting the service user’s school, college or university, Student Support Team or Non-Medical Help Provider, the individual’s support provider or referring agency, their Local Authority Safeguarding Team, or the police or other emergency services as appropriate.

If the person who is disclosing abuse or harm is a child or adult at risk, they may not wish to take the matter further than the person they have informed. They may fear the effect this will have on their or another person’s family or may fear forms of retribution. The child or adult at risk must be helped to understand why the report must be made and what is likely to happen as a result. This discussion need not happen if on the balance of probabilities having the discussion could result in a worsening situation or further avoidable harm.

If a child or adult at risk alleges that they or another child or adult at risk is a cause for concern, Safeguarding Procedures must be followed in respect of both parties. Brain in Hand will attempt to ensure their disclosure is handled confidentially, although no absolute guarantees will be offered. 

All child protection or safeguarding concerns must be recorded on a Brain in Hand Safeguarding Incident Form.

All forms must be completed, reviewed, and relayed onwards if appropriate within 24 hours.

All forms will be reviewed by the Safeguarding Team within 2 working days of receipt.

These records may need to be disclosed to third parties such as children's services, police, the courts and solicitors, so every care must be taken that they are clear, accurate and objective.

Employees and contractors should take care not to write speculative comments and stick to the facts given by the person raising the concern.

Employees’ opinions may in some circumstances be crucial, but they must be recorded as an opinion and evidence accompanied to support these opinions.

All fields should be completed and where information is non-applicable, ‘unknown’ or ‘unavailable’ must be clearly noted.

The person filling in the form is responsible for the content. 

The decision whether to make a referral to an external agency will be based on the information provided in the Incident form and following review by the DSO and Head of Customer Support if appropriate. Any other issues Brain in Hand Ltd is aware of in relation to the child or adults at risk should be taken into account, and any risks associated with not taking action should be assessed and documented.

The referral to the appropriate services will be made by the DSO or a member of the Safeguarding Team under the guidance of the DSO or the Deputising DSO.

If appropriate, after discussing with the Head of Customer Support and taking advice from the NSPCC helpline, it is the responsibility of the DSO to decide whether the parents/carers of the child or adults at risk should be informed of the report, if they have not already been made aware of this.

If the child or adults at risk has a known contact with an external agency, they must be informed of Brain in Hand Ltd.'s concerns.

Once the referral has been made in writing, the DSO or Deputising DSO must ensure he/she has a written record that this has been received. This must be stored with the reporting form and any other paperwork relating to the case in line with agreed processes.

If a referral is made outside the organisation, it is the responsibility of the DSO or, under the guidance of the DSO, the Safeguarding Team member to ensure that the referral has received appropriate attention from the external agency within 7 days. The DSO or the Safeguarding Team Member should confirm this and record the action on the form. 

Information will be gathered, recorded and stored in accordance with the Data Protection Policy and Access to Confidential Information Policy.

All employees must be aware they have a professional duty to share information with other agencies to safeguard children and adults at risk. The public interest in safeguarding children and adults at risk may override confidentiality interests. However, information will be shared on a need-to-know basis only, as judged by the DSO.

All employees must be aware that they cannot promise users or their families / carers that they will keep secrets.

All safeguarding concerns and any discussions about the welfare of a child or adults at risk must be recorded and reported on a safeguarding incident form or direct into the safeguarding system (Recordmy). It must include whether further action is taken.

All Safeguarding incidents will be logged on to the safeguarding system (Recordmy), with relevant documents / emails / records attached to the record, audited for any patterns or trends and lessons learnt objectives. 

Only appropriate personnel will have access to these records. Any other employees will need to request access from the DSO, which will only be granted only for a valid reason.

Verbal discussions around any child protection or safeguarding case will be conducted confidentially and not in the open office. Verbal conversations should be recorded in the safeguarding system.

Any information sent through the post around a child protection or safeguarding case will be marked ‘Confidential – addressee only’ for the attention of the Designated Safeguarding Officer.

Sensitive information sent in emails around a child protection or safeguarding case must be encrypted or included in a password-protected document attached to the email.