01 Purpose of This Policy
This policy sets out the general safeguarding principles that guide the work, ministries, programmes and online activities of the Servite Mission Sisters.
Its purpose is to help ensure that safeguarding concerns are recognised, reported and handled responsibly.
02 Scope of This Policy
This policy may apply to:
- Members of the Servite Mission Sisters.
- Employees and volunteers.
- Teachers, trainers and programme coordinators.
- Pastoral and community workers.
- Contractors and partner organisations.
- Visitors participating in approved activities.
- Anyone acting on behalf of the Servite Mission Sisters.
It applies to activities conducted in person, online, through social media or through other communication platforms.
03 Our Safeguarding Commitment
We are committed to:
- Promoting the safety and wellbeing of children, young people and vulnerable adults.
- Treating every person with dignity, fairness and respect.
- Responding seriously to safeguarding concerns.
- Encouraging an environment in which concerns may be raised without fear.
- Cooperating with appropriate safeguarding and legal authorities where necessary.
- Maintaining confidentiality while recognising that information may need to be shared to protect someone.
- Reviewing safeguarding practices and providing appropriate guidance or training.
04 Safeguarding Principles
Our safeguarding approach is guided by the following principles:
Dignity
Every person must be treated as valuable and worthy of respect.
Safety
The welfare and protection of those at risk should be considered when planning and delivering activities.
Responsibility
Safeguarding is the responsibility of everyone involved in our work.
Confidentiality
Information should be handled carefully and shared only with those who need it for safeguarding purposes.
Prompt Action
Concerns should not be ignored or unnecessarily delayed.
Respectful Listening
People who disclose concerns should be listened to calmly, respectfully and without blame.
05 Who May Need Safeguarding Protection?
Safeguarding protection may be required for:
- Children and young people.
- Older persons who require support or care.
- People living with physical or learning disabilities.
- People experiencing serious illness or poor health.
- People affected by poverty, homelessness, displacement or social isolation.
- People who depend on another person for care, support or financial assistance.
- Anyone whose circumstances make it difficult to protect themselves from abuse or exploitation.
06 Forms of Abuse and Harm
Safeguarding concerns may involve one or more forms of abuse or harm, including:
- Physical abuse.
- Sexual abuse or exploitation.
- Emotional or psychological abuse.
- Neglect.
- Financial or material abuse.
- Discriminatory abuse.
- Spiritual abuse.
- Domestic abuse.
- Human trafficking or forced labour.
- Bullying, harassment or intimidation.
- Online abuse or exploitation.
- Abuse of authority, trust or power.
07 Expected Standards of Conduct
Anyone acting on behalf of the Servite Mission Sisters should:
- Treat others with respect and kindness.
- Maintain appropriate professional and pastoral boundaries.
- Avoid behaviour that may be threatening, degrading, discriminatory or exploitative.
- Follow safeguarding procedures and reporting responsibilities.
- Avoid being alone with a child or vulnerable person where this is unnecessary or inappropriate.
- Use approved communication channels for programmes and activities.
- Obtain appropriate consent before taking or sharing photographs, recordings or personal information.
- Report concerns, allegations or suspicious behaviour.
08 Prohibited Conduct
The following behaviour is not acceptable:
- Any form of abuse, exploitation or neglect.
- Sexual misconduct or inappropriate contact.
- Humiliating, threatening or degrading treatment.
- Discriminatory language or behaviour.
- Giving inappropriate gifts, money or special treatment in order to gain influence.
- Private communication with a child through unauthorised channels.
- Sharing confidential information without a proper safeguarding reason.
- Taking, storing or publishing inappropriate images.
- Failing to report a serious safeguarding concern.
- Retaliating against someone who raises a concern.
09 Online and Digital Safeguarding
Safeguarding responsibilities also apply to websites, email, video calls, social media, messaging services and other digital platforms.
Online activities should be organised in a way that:
- Protects personal information.
- Uses appropriate privacy settings.
- Maintains suitable communication boundaries.
- Avoids private or secret communication with children.
- Obtains suitable consent before recording or publishing images.
- Prevents bullying, harassment and inappropriate content.
- Allows concerns to be reported promptly.
10 Photography, Video and Personal Stories
Photographs, videos and personal stories should be used respectfully and only for legitimate mission, communication or reporting purposes.
Where appropriate:
- Consent should be obtained before publication.
- A parent or guardian should provide consent for a child.
- Sensitive identifying information should be limited.
- Images should not portray people in a degrading or exploitative manner.
- Personal stories should preserve dignity and privacy.
11 Reporting a Safeguarding Concern
Anyone who becomes aware of a safeguarding concern should report it promptly through the appropriate internal or external channel.
A report should include, where known:
- The name of the person at risk.
- The nature of the concern.
- The date, time and location.
- What was seen, heard or disclosed.
- The names of any witnesses.
- Any immediate action already taken to protect someone.
Reports should distinguish between facts, direct observations, disclosures and personal opinions.
12 Responding to a Disclosure
When someone discloses abuse or harm:
- Remain calm.
- Listen carefully and respectfully.
- Do not express disbelief or blame.
- Do not promise complete secrecy.
- Explain that the concern may need to be shared with someone who can help.
- Do not conduct an investigation or ask leading questions.
- Record the information as accurately as possible.
- Report the concern promptly.
13 Immediate Danger or Emergency
If a child, young person or vulnerable adult is in immediate danger, urgent action should be taken to protect the person.
This may include contacting:
- Emergency services.
- Police.
- Medical services.
- Local child-protection authorities.
- Adult safeguarding authorities.
- Another appropriate safeguarding organisation.
14 Confidentiality and Information Sharing
Safeguarding information should be treated confidentially. However, confidentiality does not mean that information must always remain secret.
Information may need to be shared where necessary to:
- Protect someone from harm.
- Respond to an allegation.
- Meet safeguarding responsibilities.
- Comply with an appropriate legal requirement.
- Cooperate with an authorised safeguarding body.
Information should be shared only with people who have a legitimate safeguarding reason to receive it.
15 Safeguarding Records
Safeguarding concerns and actions taken should be documented accurately and stored securely.
Records may include:
- The original concern or disclosure.
- The date and time it was received.
- The person who reported it.
- The action taken.
- The people or authorities contacted.
- Relevant follow-up information.
Access to safeguarding records should be limited to authorised persons.
16 Allegations Against Members, Staff or Volunteers
Allegations involving a member, employee, volunteer, contractor or representative should be taken seriously and handled according to appropriate safeguarding, disciplinary and legal procedures.
Measures may include:
- Immediate risk assessment.
- Temporary restriction from duties or activities.
- Referral to an authorised safeguarding or legal body.
- Internal review or disciplinary procedures.
- Support for the person who raised the concern.
Fairness should be maintained while ensuring that protection from harm remains the priority.
17 Safer Recruitment and Selection
Where a role involves contact with children or vulnerable adults, appropriate recruitment and selection measures may include:
- Clear role descriptions.
- Identity verification.
- Reference checks.
- Interview and suitability assessment.
- Criminal-record or background checks where required and available.
- Safeguarding declarations.
- Training and supervision.
18 Safeguarding Training and Awareness
Members, staff and volunteers should receive safeguarding guidance appropriate to their responsibilities.
Training may include:
- Recognising signs of abuse and neglect.
- Reporting concerns.
- Responding to disclosures.
- Maintaining appropriate boundaries.
- Online safeguarding.
- Confidentiality and record keeping.
- Emergency and referral procedures.
19 Partners and External Organisations
Organisations working in partnership with the Servite Mission Sisters may be expected to demonstrate suitable safeguarding standards.
Partnership arrangements may include:
- Safeguarding responsibilities.
- Reporting procedures.
- Information-sharing arrangements.
- Codes of conduct.
- Training or supervision requirements.
20 Complaints and Whistleblowing
Individuals should be able to raise safeguarding concerns, complaints or concerns about poor practice without fear of intimidation or retaliation.
A person may raise a concern internally or, where appropriate, directly with an external safeguarding or legal authority.
21 Support for Those Affected
Where appropriate and possible, consideration should be given to the pastoral, emotional, medical or practical support needs of:
- The person who may have experienced harm.
- The person who reported the concern.
- Family members or caregivers.
- Communities affected by the concern.
Support should not interfere with any safeguarding, legal or investigative process.
22 Policy Review
This Safeguarding Policy may be reviewed and updated when organisational practices, ministries, programmes or safeguarding requirements change.
The latest version will be published on this page with the date of the most recent update.
23 Contact and Reporting Information
General safeguarding questions or non-emergency concerns relating to the Servite Mission Sisters may be directed to the contact details below.