Child & Vulnerable Adults Safeguarding Policy

Last Review August 2025

Introduction

This statement of policy and procedures applies to users of, and activities in, Yew Tree Hall (YTH).

Purpose

This policy is in place to protect all children and vulnerable adults regardless of gender, ethnicity, disability, sexuality, religion or faith.

The welfare of the child or vulnerable adult is paramount and is the responsibility of everyone. All children and vulnerable adults have the right to protection from abuse, whether physical, verbal, sexual, bullying, exclusion or neglect.

All people associated with YTH and its use have a responsibility for the safeguarding of children and vulnerable adults.

Role of YTH Management Committee

The YTH Management Committee (YTHMC), the trustees, will endeavour to keep the premises safe for use.

The trustees’ responsibilities for safeguarding are reaffirmed annually in the Trustees’ Declaration.

Role of the Designated Safeguarding Lead (DSL)

DSL Name and Contact Details:

The Designated Safeguarding Lead will act as a point of contact for anyone to report or seek advice on safeguarding concerns.

They will endeavour to undertake and demonstrate a reasonable level of due diligence to ensure that YTH is not being used for illegal activity or an activity that creates risks for vulnerable people.

From time to time, contractors are employed for maintenance and other tasks. YTHMC will endeavour to ensure that contractors are given access to the hall at times when it is not in use. If this is not possible, potential safeguarding issues will be considered.

Procedure When Booking the Hall

YTHMC will ensure that all hirees/users of the Hall are aware that any safeguarding of children or vulnerable adults is primarily the responsibility of the hirees.

When making a booking, hirees are directed to read this safeguarding policy prior to submitting their request for booking.

External groups or organisations using the Hall will be asked (on the booking form) to submit a copy of their safeguarding documentation to the bookings secretary before commencement of the hire.

In cases where the organisation does not have safeguarding documentation, the bookings secretary will inform the designated safeguarding lead, and together they will take reasonable steps to ensure that the organisation is legitimate and that there are no significant safeguarding risks to children or vulnerable adults.

Any unresolved safeguarding concerns will result in the booking not being approved.

Site-Specific Information

Hirees need to be aware that facilities such as the toilets might be shared with other groups and users and that appropriate supervision/arrangements should be made for children or vulnerable adults.

In the event that there is more than one group using the Hall, it is the hiree’s responsibility to take reasonable steps to ensure that additional safeguarding issues have been considered.

Consideration will have been given to these considerations by the bookings secretary and the designated safeguarding lead at the time of booking.

The Committee will ensure that hirees are made aware of their obligations under the Licensing Act 2003 to ensure that alcohol is not sold to those under the age of 18 and that no children may be admitted to films when they are below the age classification for the film or show.

No gambling or entertainment of an adult or sexual nature shall be permitted on the premises.

Acceptance of the YTH’s safeguarding policy is part of the agreed contract taken out on hiring the Hall.

Reporting and Recording Procedures

Where safeguarding concerns arise at events organised by YTHMC, these should be reported to the Designated Safeguarding Leads (contact details are given above), who will directly contact any safeguarding agency, the police or provide advice or guidance.

If safeguarding concerns arise during booked events of organisations with their own policies and procedures, the DSL will be notified of the concern and the action taken. If the DSL is not satisfied with the action taken by the hirees, he will seek further guidance from safeguarding agencies.

Data Protection and Information Sharing

The Data Protection Act (2018) and General Data Protection Regulation (GDPR) allow the sharing of information without consent where there are serious concerns and it is justified to protect a child or adult at risk.

Data Storage

The DSLs will maintain a password-protected record of safeguarding concerns and actions.

For any further questions or inquiries, please reach out to us via email yewtreehallbookings@gmail.com or by phone at 01900 876 454 or 07956 500 927.