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Safeguarding policy

How we keep children, young people and adults at risk safe at the hall, the Park and the play area.

If someone is in immediate danger, call 999. For urgent safeguarding concerns in Somerset, call 0300 123 2224.

Version 1.0. Approved by the trustees on 10 December 2025. Next review: December 2026.

Applies to: Trustees, volunteers, contractors and hirers.

Fivehead Village Hall & Park is the working name of Fivehead Village Hall and Playing Field CIO, registered charity 1204704.

Purpose

Fivehead Village Hall & Playing Field CIO ("the CIO") is committed to safeguarding children, young people and adults at risk who visit or use the hall, the playing field or the children's play area, or who take part in any activity or event under our control.

This policy sets out how the CIO meets its safeguarding responsibilities and makes sure concerns are identified, reported and managed properly.

This policy applies to:

  • All trustees
  • All volunteers
  • Any contractors engaged by the CIO
  • All hirers and activity providers using CIO premises (hall, playing field, play area)
  • Anyone acting on behalf of the CIO

The CIO has a zero-tolerance approach to abuse, neglect, exploitation or unsafe practice.

Definitions

Children and young people

Anyone under 18 years old.

Adults at risk

Any adult over 18 who has care and support needs, is experiencing or at risk of abuse or neglect, and is unable to protect themselves from harm because of those needs (Care Act 2014, section 42).

Abuse and neglect

Includes physical, emotional, sexual, discriminatory, organisational, financial and domestic abuse, bullying, self-neglect and neglect by others.

Our commitments

The CIO will make sure that:

  1. The welfare of children and adults at risk is paramount.
  2. Everyone, regardless of age, disability, sex, race, religion, sexual orientation or background, has an equal right to protection.
  3. Safeguarding is everyone's responsibility.
  4. Concerns or allegations are dealt with promptly, seriously and in line with local authority procedures.
  5. Hirers running activities involving children or adults at risk have appropriate safeguarding arrangements.
  6. No trustee, volunteer or contractor working on behalf of the CIO has unsupervised access to children or adults at risk unless they have been vetted appropriately by the relevant organisation.
  7. Safeguarding concerns are recorded securely and confidentially.

Where safeguarding applies

Safeguarding applies across all CIO-managed areas and activities, including:

  • The village hall
  • The playing field
  • The children's play area
  • Events run by the CIO
  • Volunteer-led activities
  • External hirer activities
  • SEND school visits
  • Youth and sports activities on the field
  • Contractors working on the premises

The CIO does not directly run children's or care activities, but it has a duty of care to make sure the premises are safe and hirers act responsibly.

Responsibilities

Trustees

  • Make sure the CIO complies with safeguarding law and local procedures
  • Promote a culture of safety and risk awareness
  • Make sure concerns are acted on promptly
  • Make sure hirers understand and meet safeguarding requirements

Safeguarding Lead

The trustees appoint a Safeguarding Lead. Our Safeguarding Lead is Ed Jenkins, Secretary. The Safeguarding Lead is responsible for:

  • Acting as the first point of contact for safeguarding concerns
  • Liaising with the Somerset Safeguarding Children Partnership and the Somerset Safeguarding Adults Board
  • Making external referrals
  • Making sure records are kept securely

You can contact the Safeguarding Lead through [email protected]. If the Safeguarding Lead is implicated in a concern, another trustee will act in their place immediately.

Volunteers and contractors

Must follow this policy, act safely and report concerns immediately.

Reporting concerns

When to report

Report immediately if you witness, suspect or are told about:

  • Abuse or neglect of a child or adult at risk
  • Unsafe behaviour by anyone using the CIO premises
  • A concern about a hirer's conduct
  • A contractor behaving inappropriately
  • A trustee or volunteer behaving in a way that could be harmful

Never investigate yourself. Never promise confidentiality.

How to report

  1. Tell the Safeguarding Lead immediately.
  2. If a person is in immediate danger, call 999.
  3. For urgent safeguarding concerns, call Somerset Children's Safeguarding or Somerset Adults Safeguarding on 0300 123 2224.
  4. Record the facts (not opinions).
  5. Store the record securely and pass it to the Safeguarding Lead.

Allegations about trustees or volunteers

If a safeguarding concern involves a trustee or volunteer:

  • They must step aside while the matter is considered.
  • The CIO must refer allegations relating to adults working with children to the Local Authority Designated Officer (LADO) immediately, on 0300 123 2224.
  • No internal investigation is permitted.

Hirers and activity providers

Hirers running activities involving children or adults at risk (except private parties for invited friends and family) must:

  1. Provide their own safeguarding policy on request, or confirm in writing that they understand and will comply with this policy.
  2. Make sure leaders are DBS-checked where the law requires it.
  3. Supervise all participants appropriately.
  4. Take responsibility for safeguarding within their activity.
  5. Report any safeguarding concerns about the premises or environment to the CIO immediately.

Activities covered include (but are not limited to) youth groups, drama groups, sports and fitness classes, SEND school use of the play area, coaching sessions on the field, holiday clubs and any childcare or care provision.

The CIO may refuse or end a booking if safeguarding requirements are not met.

Safe working practices

To protect trustees and volunteers:

  • They will not have unsupervised access to children or adults at risk.
  • They must avoid situations that could be misinterpreted.
  • They must not make physical contact unless it is to prevent immediate harm.
  • They must challenge unsafe behaviour or practices.

Record keeping

All safeguarding concerns must be recorded factually, dated and signed, stored securely with restricted access, and kept in line with our Privacy policy. No safeguarding information is stored on personal devices.

Review

This policy will be reviewed every year by the trustees, or sooner if:

  • Legislation or guidance changes
  • There is a safeguarding incident
  • The Safeguarding Lead or a funder asks for it

The Safeguarding Lead's role

The Safeguarding Lead is appointed by the trustees for one year at a time, reports to the trustees, and is the main point of contact for safeguarding concerns relating to children or adults at risk who use the CIO's premises or take part in CIO-related activities.

Key responsibilities

  • Receive safeguarding concerns and make sure they are acted on promptly
  • Make referrals to the Somerset Safeguarding Children Partnership, the Somerset Safeguarding Adults Board, or the LADO if an allegation involves a trustee or volunteer
  • Keep accurate, secure and confidential safeguarding records
  • Make sure concerns are not investigated internally
  • Keep the trustees informed where appropriate, without breaching confidentiality
  • Give hirers guidance on what the CIO expects on safeguarding
  • Keep the safeguarding wording in the hiring agreement up to date
  • Make sure notices with emergency contacts are displayed in the hall
  • Complete safeguarding training at least once every two years
  • Update this policy every year or after any incident
  • Make sure safeguarding issues relating to the play area, volunteers or contractors are referred appropriately

Authority

The Safeguarding Lead may contact the emergency services without trustee approval, contact the Somerset safeguarding authorities immediately when required, and ask hirers for safeguarding information where necessary.

Limits

The Safeguarding Lead must not investigate allegations, store records on personal devices, or share information outside agreed safeguarding channels. If the Safeguarding Lead is unavailable, another trustee appointed by the board acts as Deputy Safeguarding Lead and follows the same procedures.