Safeguarding Policy
This document is a copy of our Safeguarding Policy.
This document uses the following terms:
Delivery Manager - the Uptree member of staff who manages all elements of our event delivery
Designated Safeguarding Leads (DSLs): Head of Outreach and Delivery (Primary Safeguarding Lead) and Director of Operations (Secondary Safeguarding Lead).
DBS - Disclosure and Barring Service
Employer Partner - The external organisations that partner with Uptree to host or support student career events and work experience programmes.
LADO - Local Authority Designated Officer. The LADO is responsible for managing allegations against adults who work with children. This involves working with police, children's social care. We refer to the LADO of the Local Authority where the affected child is resident.
Local Threshold Document - This sets out the legal requirements that health professionals, social workers, police, education professionals and others working with children must follow.
LSCP - Local Safeguarding Children Partnership. This is the key statutory mechanism for agreeing how the relevant agencies in each local area will co-operate to safeguard and promote the welfare of children in that locality, and for ensuring the effectiveness of what they do.
PG - Parent or Guardian
SLT - Senior Leadership Team
Important Notice About This Policy
This document is Uptree’s external-facing Safeguarding Policy, designed for young people, parents, carers, partners, and the public. It provides an overview of our safeguarding commitments and key procedures.
Some detailed internal processes, escalation steps, and staff-specific instructions have been removed from this version to protect privacy, maintain the security of our safeguarding systems, and comply with data protection laws, while ensuring transparency about how concerns can be reported and addressed.
For further information, please contact us at safeguarding@uptree.co.
Uptree’s aim is to ensure that outcomes for children and adults at risk of harm are improved through exposure to its employability events and activities delivered both online and face to face. This can only be achieved if children and adults at risk of harm are safe from harm. Therefore, safeguarding their welfare is part of our core business.
In order to do this we recognise that:
● The welfare of the child is paramount.
● All children, whatever their age, culture, disability, gender, language, racial origin, religious beliefs and/or sexual identity have the right to equal protection from all types of harm or abuse.
● All who come into contact with children and adults at risk of harm are responsible for safeguarding.
● The United Nations Convention on the Rights of the Child states that everyone under the age of 18 (the definition of a child), regardless of gender, origin, religion or possible disabilities, needs special care and protection because children are often the most vulnerable.
● An adult at risk of harm is a person aged 18 years or over who is in need of community care services by reason of mental or other disability or illness and is therefore unable to protect themselves against significant harm or exploitation.
Uptree is committed to safeguarding all children and adults at risk, upholding equality and diversity as fundamental principles of this commitment. In accordance with the Equality Act 2010, we protect individuals from discrimination based on any of the protected characteristics, including age, disability, gender reassignment, race, religion or belief, sex, and sexual orientation. We acknowledge that some individuals may be more vulnerable to abuse and neglect due to discrimination, past trauma, communication barriers, or a greater dependency on others for care. Our safeguarding practices are therefore informed by an inclusive and equitable approach that recognises and responds to these additional vulnerabilities.
Relevant Legislation
Our safeguarding approach is underpinned by key legislation and statutory guidance, including:
● The Children Act 1989
● The Children Act 2004
● The Equality Act 2010
● The Care Act 2014 (relevant to safeguarding adults at risk)
● Counter Terrorism and Security Act 2015
● Department for Education & NSPCC. (2015). Online abuse and bullying prevention guide.
● Data Protection Act 2018
● Working Together to Safeguard Children (2023)
● Keeping Children Safe in Education (2024)
These legal frameworks ensure that safeguarding measures are embedded in all our practices and that we are fully compliant with national expectations and requirements.
Definition of Safeguarding:
● Safeguarding and promoting the welfare of children, (Paragraph 4 KCSIE 2024) means:
● Protecting children from maltreatment whether that within or outside the home, including online;
● Preventing impairment of children’s mental or physical health or development;
● Ensuring that children grow up in circumstances consistent with the provision of safe and effective care;
● Taking action to enable all children to have the best outcomes.
Working Together to Safeguard Children (2023), also defines safeguarding as;
● Providing help and support to meet the needs of children as soon as problems arise.
Child protection is part of this definition, an aspect and refers to activities undertaken on how we respond to prevent children suffering, or being likely to suffer, significant harm.
Children in need: A child in need is defined under the Children Act 1989 as a child who is unlikely to achieve or maintain a reasonable level of health or development, or whose health and development is likely to be significantly or further impaired, without the provision of services; or a child who is disabled. Local safeguarding partners are required to provide services for children in need for the purposes of safeguarding and promoting their welfare.
Children in need may be assessed under section 17 of the Children Act 1989.
Our Commitment to Safeguarding:
The purpose of this policy is to provide:
● Protection for children and adults at risk of harm who attend Uptree programmes, events, engagements or workshops both virtually and in person.
● Uptree staff and contractors with guidance on the procedures they should adopt in the event that they suspect a child or adult at risk of harm may be experiencing, or be at risk of, harm.
● This policy applies to all staff, including members of the Board, contractors or anyone working on behalf of Uptree.
We will endeavour to safeguard children and adults at risk of harm by:
● Maintaining an attitude of ‘it could happen here’ where safeguarding is concerned and to always act in the best interests of the child.
● Valuing them, listening to and respecting them.
● Adopting these safeguarding procedures and a code of conduct for staff, contractors and volunteers.
● Recruiting staff, contractors and volunteers safely, ensuring that all necessary checks are made and providing training where relevant.
● Sharing information about concerns with agencies who need to know, involving partner organisations, schools, parents/guardians and children appropriately.
● Providing effective management for staff and contractors through supervision, support and training.
● Appointing a DSL (and deputy)
● Ensuring children and adults know how to report a concern
● Building a strong culture of safeguarding with all staff and volunteers feel confident in sharing concerns and demonstrating expected behaviours that are in line with Uptree’s values.
● Reviewing our policy and code of conduct every year.
As stated in Keeping Children Safe in Education Part One, para 57, ‘Fears about sharing information must not stand in the way of the need to safeguard and promote the welfare of children’. Staff must have no hesitation in reporting any safeguarding matters and must be able to do so without fear of the consequences to themselves or Uptree in carrying out their statutory duties.
Contact Details
General enquiries / concerns email: safeguarding@uptree.co
[Details of the 2 Uptree DSLs have been removed for this external facing policy. Please email the general safeguarding inbox above for any questions relating to safeguarding.]
External organisations
NSPCC Helpline 0808 800 5000 or help@nspcc.org.uk
Childline 08001111 | Childline
Designated Safeguarding Leads
The DSLs are the members of the Uptree management team who have specific responsibilities for ensuring effective safeguarding and protection procedures. The DSLs will have received relevant training for the role (Designated Safeguarding Lead Level 3).
The role of the DSL is to:
● Take the lead in ensuring that appropriate safeguarding arrangements are in place at Uptree.
● Promote the safety and welfare of children, young people, and adults at risk during all Uptree activities.
● Receive and record information from staff, contractors, client staff, volunteers, schools, children, and/or parents or guardians who have safeguarding concerns.
● Assess the information carefully, seeking clarification or additional details where appropriate.
● Consult with senior colleagues as necessary to support decision-making.
● Contact and consult with relevant external safeguarding agencies without delay.
Duties and responsibilities:
● Take a lead role in developing and reviewing Uptree’s safeguarding and child protection policies and procedures.
● Take a lead role in implementing Uptree’s safeguarding and child protection policies and procedures, ensuring all issues concerning children and young people involved in Uptree’s activities are responded to appropriately.
● Ensure that everyone working or volunteering with or for children and young people at Uptree understands the safeguarding and child protection policy and procedures and knows what to do if they have concerns about a child’s welfare.
● Make sure children and young people involved in Uptree activities, and their parents or guardians, know who they can talk to if they have a welfare concern and understand what action Uptree will take in response.
● Receive and record information from anyone who has concerns about a child participating in Uptree’s activities.
● Take the lead on responding to information that may constitute a child protection concern, including concerns that an adult involved with Uptree may present a risk to children or young people. This includes:
○ Assessing and clarifying the information
○ Making referrals to statutory organisations as appropriate
○ Consulting with and informing relevant members of Uptree’s management
○ Following Uptree’s safeguarding policy and procedures
● Liaise with, pass on information to, and receive information from statutory child protection agencies, including:
○ Local authority child protection services
○ The police
○ This includes making formal referrals to agencies when necessary
● Consult the NSPCC Helpline for advice and support when needed by calling 0808 800 5000 or emailing help@nspcc.org.uk.
● Store and retain child protection records in line with legal requirements.
● Work closely with Uptree’s board of trustees or senior safeguarding lead to ensure they are informed about safeguarding issues and any concerns regarding organisational safeguarding practice.
● Report regularly to Uptree’s SLT on safeguarding and child protection matters to ensure these issues remain a priority and are addressed at all levels of the organisation.
● Be familiar with and work within inter-agency child protection procedures as developed by local child protection agencies.
● Maintain up-to-date knowledge of child protection and abuse-related issues, and keep informed about new developments in the safeguarding sector.
● Attend regular training relevant to safeguarding and child protection and share this knowledge with all Uptree staff and volunteers who work with children and young people.
● Work flexibly as required and undertake any other reasonable duties.
Note: Appointment to this role is subject to satisfactory vetting and barring checks.
At Uptree, we take the safeguarding of children, young people and adults seriously. Our safeguarding procedures are built around the “Four R’s” approach:
1. Recognise
2. Respond
3. Record
4. Report
All Uptree staff receive annual refresher training on these procedures, supported by a follow-up knowledge check to confirm understanding and completion of an online NSPCC safeguarding course.
1. Recognise
All Uptree staff, volunteers, and partners must be aware of the different types of abuse, know what to look for, and feel confident in identifying potential signs of harm.
Concerns may become apparent through something a child or adult says directly, something observed about a child or adult’s appearance or behaviour, or something reported by someone else about a child or adult.
Four types of abuse
Physical abuse
Types of physical abuse
● Hitting, slapping, punching, kicking, hair-pulling, biting, pushing
● Rough handling
● Scalding and burning
● Physical punishments
● Inappropriate or unlawful use of restraint
● Physical harm caused by a parent or carer fabricating the symptoms of, or inducing, illness
Possible indicators of physical abuse
Injuries caused by accidents are not uncommon in children, becoming less common as the child develops and grows. This means that recognising the signs of physical abuse in children can be especially difficult and leave practitioners unsure of what may be abusive.
● The following is a guide to injuries that are more likely to be accidental or abusive. However, it is not absolute and it is important that those working with children consider the child’s stage of development, any pattern of injuries and the account given by the child, parents, carers or others of how the injury was sustained.
Typically accidental injuries
Accidental injuries typically involve bony prominences – the bones that are close to the surface and so more likely to become injured through falls, slips and trips. This can include:
● forehead
● knees
● elbows
● palms of hands
● nose
The injuries will match the account given by the child and parent/carer and be in-keeping with the child’s level of development and activity.
Typically abusive injuries
Abusive injuries, however, tend to involve softer tissue and be in areas that are harder to damage through slips, trips, falls and other accidents. This may include:
● upper arm
● forearm (defensive injuries)
● chest and abdomen
● thighs or genitals
● facial injuries (cheeks, black eyes, mouth)
● ears, side of face or neck and top of shoulders (‘triangle of safety’)
● back and side of trunk.
Abusive injuries may be seen on both sides of the body and match other patterns of activity. They may not match the explanation given by the child or parent/carer and there may also be signs that injuries are being untreated, or at least a delay in seeking treatment.
Sexual abuse
Types of sexual abuse
Sexual abuse may take place either in person or online or offline. It may be perpetrated by family or non-family members, males or females, older adults or by other young people.
● Forcing or enticing a child or young person to take part in sexual activities, which may or may not involve violence
● Penetrative acts
● Non-penetrative acts (kissing, masturbation, rubbing or inappropriate touching)
● Sexual photography or forced use of pornography or witnessing of sexual acts
● Non-contact (looking at or producing pornography or sexual images, watching sexual activities, grooming in preparation for abuse)
Possible indicators of sexual abuse
● Bruising, particularly to the thighs, buttocks and upper arms and marks on the neck
● Bleeding, pain or itching in the genital area
● Difficulty in walking or sitting
● Sudden change in behaviour or school performance
● Displays of affection that are sexual or not age-appropriate
● Use of sexually explicit language that is not age-appropriate
● Alluding to having a secret that cannot be revealed
● Bedwetting or incontinence
● Reluctance to undress around others (e.g. for PE lessons)
● Infections, unexplained genital discharge, or sexually transmitted diseases
● Unexplained gifts or money
● Self-harming
● Poor concentration, withdrawal, sleep disturbance
● Reluctance to be alone with a particular person
Emotional or psychological abuse
Types of emotional abuse
Some level of emotional abuse is present in all types of abuse or neglect, though it may also appear alone. It is the persistent mistreatment of a child that has a severe and negative impact on their emotional development. Emotional abuse may also be perpetrated by other young people through serious bullying and cyber-bullying.
● Overprotection – preventing someone accessing educational and social opportunities and seeing friends
● Intimidation, coercion, harassment, use of threats, humiliation, bullying, swearing or verbal abuse
● Conveying feeling of worthlessness, inadequacy or that a child is unloved
● Threats of harm or abandonment
● Placing inappropriate expectations on children
● Witnessing or hearing the abuse or ill-treatment of others (including domestic violence)
Possible indicators of emotional abuse
● Concerning interactions between parents or carers and the child (e.g. overly critical or lack of affection)
● Lack of self-confidence or self-esteem
● Sudden speech disorders
● Self-harm or eating disorders
● Lack of empathy shown to others (including cruelty to animals)
● Drug, alcohol or other substance misuse
● Change of appetite, weight loss/gain
● Signs of distress: tearfulness, anger
Neglect
Types of neglect
Neglect is found to be a factor in 60 per cent of child deaths that are investigated through Serious Case Reviews. However, even though it is often suspected by those who work with children, it is under-reported. Neglect is a persistent failure to meet basic needs (physical or emotional) and it leads to serious harm to the health or development of a child.
● Failing to provide adequate shelter, clothing or food
● Failing to protect a child from harm or danger
● Failing to ensure that a child is supervised appropriately
● Failing to access medical care or treatment for a child when it is needed.
Possible indicators of neglect
● Excessive hunger
● Inadequate or insufficient clothing
● Poor personal or dental hygiene
● Untreated medical issues
● Changes in weight or being excessively under or overweight
● Low self-esteem, attachment issues, depression or self-harm
● Poor relationships with peers
● Self-soothing behaviours that may not be age-appropriate (e.g. rocking, hair-twisting, thumb-sucking)
● Changes to school performance or attendance
Other Safeguarding concerns
Child Criminal Exploitation (CCE) and Child Sexual Exploitation (CSE)
Both Child Criminal Exploitation (CCE) and Child Sexual Exploitation (CSE) are forms of child abuse. They occur when individuals or groups use an imbalance of power to coerce, deceive, or manipulate a child or young person (under the age of 18) into engaging in sexual or criminal activity. This is often in exchange for something the child needs or wants, or for the benefit of the perpetrator—whether financial, status-related, or through violence and threats.
Children and young people may not always recognise they are being exploited, particularly if they believe the relationship is based on trust or affection (as in cases of grooming).
Both forms of exploitation:
● Can affect boys and girls of all backgrounds.
● Can occur online, in person, or through a combination of both.
● May involve trafficking or moving children for the purpose of exploitation.
● Are often driven by a power imbalance, which can stem from age, gender, cognitive ability, learning needs, physical strength, status, or access to resources.
Possible indicators of Exploitation (CSE and CCE):
● Appearing with unexplained gifts, money, or new possessions.
● Associating with others involved in exploitation.
● Misusing drugs or alcohol.
● Displaying changes in emotional wellbeing or behaviour.
● Going missing from home, care, or education.
● Being secretive about their activities, friends, or whereabouts.
● Regularly staying out late or being found far from home.
● Avoiding school or education settings altogether.
Child Criminal Exploitation (CCE)
CCE involves children being exploited for criminal purposes, often for the benefit of others.
Examples of CCE:
● Moving drugs or money across areas (e.g., “county lines”).
● Working in illegal environments such as cannabis farms.
● Committing theft, shoplifting, or vehicle-related crimes.
● Carrying or using weapons, often under coercion or for perceived protection.
Risks and Impact:
● Perpetrators may use threats, violence, or debt to trap children.
● Victims may carry weapons or resort to violence due to fear or coercion.
● Children involved in CCE may be wrongly viewed as offenders rather than victims, especially older children.
● A child may be considered exploited even if they appear to have agreed to take part in criminal activity.
Important Notes:
● The experience of CCE can differ between boys and girls—girls may show different indicators but are equally at risk.
● Children who are criminally exploited may also face sexual exploitation.
Child Sexual Exploitation (CSE)
CSE is a form of child sexual abuse where a child or young person is manipulated or forced into sexual activity.
Examples of CSE:
● Engaging in sexual acts in exchange for attention, affection, gifts, money, or substances.
● Being tricked or pressured into sharing sexual images, videos, or messages.
● Being involved in online sexual conversations or live-streamed abuse.
● Being coerced into sex by someone they believe they are in a relationship with.
Online Exploitation and Sextortion:
● Offenders may use threats to share explicit images or conversations unless more sexual activity or money is provided.
● This form of exploitation is often referred to as “sextortion.”
● Abuse online can have long-lasting impacts, even after the contact ends.
Grooming
Grooming is the process where an offender builds trust with a child (and sometimes their family) to prepare for abuse. Warning signs of grooming include:
● Giving gifts or special attention.
● Isolating the child or arranging to be alone with them.
● Communicating secretly via text, phone, or social media.
● Making inappropriate or sexual comments.
● Attempting to build strong emotional connections to create dependency.
Specific Signs of CSE
● STIs, pregnancy, or sudden requests for contraception.
● Physical injuries such as bruising or bleeding.
● Unexplained relationships with older individuals.
● Changes in appearance, hygiene, or clothing.
● Withdrawal from family, school, or existing friendships.
● Fear of certain places, people, or situations.
At Uptree, we take all forms of child exploitation seriously. Our safeguarding policy ensures that every member of staff and volunteer:
● Understands the risks and signs of both CSE and CCE.
● Knows how to respond appropriately and report concerns.
● Recognises that exploited children may not always appear vulnerable and may not ask for help.
● Sees past the behaviour to understand the context of exploitation.
County Lines
County lines is a form of child criminal exploitation where urban gangs coerce, groom, or force children and young people to transport drugs and money to suburban, market, and coastal areas across the UK. This is illegal and considered a serious form of child abuse.
Children are used to:
● Maximise profits for gangs
● Distance gang members from the physical act of drug dealing
● Take on the greatest risk of harm, arrest, or exploitation
How it works:
● Gangs use mobile “deal lines” (cheap, disposable phones) to manage drug orders and direct children to delivery locations
● Children may be sent to unfamiliar places and instructed via phone on where to go
● Common slang terms linked to county lines include:
○ “Running a line”
○ “Going OT/out there”
○ “Going country” or “Going cunch”
Cuckooing is when a gang takes over the home of a vulnerable adult (e.g., someone elderly, disabled, or struggling with addiction) and uses it to store or sell drugs. These homes may be referred to as “trap houses,” “bandos,” or “spots.” The adult may also be a victim in need of support.
Important reminders:
● County lines activity is highly organised and often hidden
● Children may be unaware they are being exploited or may be too scared to ask for help
● Professionals and volunteers must be alert to the signs of county lines involvement and act to protect children at risk
Child-on-Child Abuse and Cyberbullying
Children can experience abuse from other children. This is known as child-on-child abuse and can occur in person or online, inside or outside of school or college. It is a serious safeguarding concern and must always be reported to the Designated Safeguarding Lead (DSL).
Child-on-child abuse includes, but is not limited to:
● Bullying, including cyberbullying and prejudice-based or discriminatory bullying
● Physical abuse such as hitting, kicking, shaking or hair pulling
● Sexual violence (e.g. rape or sexual assault), and sexual harassment (e.g. unwanted comments or jokes)
● Coercing sexual activity, including the sharing of nude or semi-nude images (also known as sexting)
● Upskirting – taking inappropriate photos under clothing without consent
● Abuse in intimate relationships between children
● Initiation/hazing rituals involving harassment or abuse to gain group acceptance
Bullying and Cyberbullying:
Bullying involves repeated behaviour intended to hurt or intimidate another person. This can be verbal, physical or emotional. Cyberbullying takes place online and can include:
● Sending abusive or threatening messages
● Excluding someone from online groups or games
● Sharing embarrassing or explicit content
● Creating fake profiles or spreading rumours
Bullying may be targeted at someone’s race, gender, disability, religion or sexual orientation and is a form of discrimination.
Cyberbullying can happen at any time and follows the child into their home. At Uptree, all concerns related to child-on-child abuse or bullying must be reported. We are committed to providing training and support to ensure staff, volunteers and trustees recognise the signs and respond appropriately.
Female Genital Mutilation (FGM)
FGM (also known as female genital cutting or female circumcision) is referred to by different terms in various communities, including Sunna, gudniin, halalays, tahur, megrez, and khitan. While some families who practise FGM may not view it as harmful, it is a serious violation of human rights and can have long-lasting physical and emotional effects on girls and women.
FGM is illegal in the UK. Any member of Uptree staff, volunteer, or trustee who suspects or becomes aware that FGM has been carried out on a girl under 18 must report it to the police, in line with the law.
At Uptree, FGM awareness and response is an essential part of our safeguarding training. We ensure that our team is equipped to recognise the signs of FGM and respond appropriately to protect young people.
The Prevent Duty
In line with the Counter Terrorism and Security Act 2015, Uptree recognises its responsibility to help prevent children and young people from being drawn into terrorism. This forms part of the government’s Prevent Duty.
All Uptree staff have recieved training on the Prevent Duty, and must remain alert to signs that a young person may be vulnerable to radicalisation or extremist influence.
Uptree staff should report any concerns about a student’s behaviour, views, or language that may indicate risk of radicalisation to the DSL. Staff are expected to use their professional judgement and raise any concerns, even if they are unsure, to ensure risks are appropriately assessed.
The DSL has received training on the Prevent Duty and is equipped to respond to concerns related to extremism and radicalisation. Where necessary, the DSL will assess the level of risk and determine the appropriate action, which may include referring the matter to external agencies such as the Channel programme, which supports individuals at risk of being drawn into terrorism.
All concerns will be handled sensitively, proportionately, and in accordance with our safeguarding procedures.
2. Respond
In responding to a child or adult at risk of harm disclosing abuse, all Uptree staff and contractors should:
● Stay calm and create a safe, supportive environment. Showing calmness can help the individual feel more secure in sharing difficult information.
● Listen carefully and attentively to what is said, without interrupting or displaying shock or disbelief.
● Find an early opportunity to explain that it is likely the information will need to be shared with others in order to keep them safe. Do not promise confidentiality or to keep secrets.
● Allow the child or adult at risk of harm to continue at their own pace and avoid pressuring them to speak faster or provide more information than they are ready to.
● Ask questions only for clarification, and at all times avoid asking questions which suggest a particular answer. Examples of helpful clarification questions include:
○ "Can I just check that you said...?"
○ "Did you say...?"
○ "You said '...'. Is that right?"
● In all cases, try to use the child’s or adult’s exact words as much as possible. Avoid rephrasing or interpreting their language, as this can alter the meaning or intent of what was said.
● Reassure the child or adult at risk of harm that they have done the right thing in telling you, and that they are not to blame.
● Record in writing what was said as soon as possible. This may be during the disclosure if there is a lot of information and it does not distract the young person from speaking freely.
● Tell them what you will do next, who you need to share the information with (e.g., the Designated Safeguarding Lead), and why.
● Be honest and transparent about the process.
Informing the Team
The DSL will ensure SLT is informed of safeguarding concerns, and we take prompt and appropriate action in accordance with statutory guidance.
Supporting Staff
It is the DSLs responsibility to support staff dealing with any safeguarding concerns. The Uptree DSLs understand that managing these concerns can be upsetting and stressful.
We also recognise that many people, either directly or through someone they know, may have been affected by child abuse or a personal safeguarding matter, and that this a difficult and painful subject.
Uptree is committed to supporting staff dealing with safeguarding concerns and provides appropriate guidance and support.
Any staff requiring support, can seek help from their line manager, the DSL, or a member of Uptree Senior Leadership Team. We would also encourage them to seek support from colleagues, friends or family.
We also signpost team members to the NSPCC and Childline helplines during annual safeguarding training (as detailed in the 'Contact Details' section').
3. Record
At Uptree, all staff receive safeguarding training on how to efficiently record a disclosure or concern. Record keeping must be clear, factual, secure, and may be used by child protection agencies or in court. Key principles include:
● Use the child or adult at risk's own words
● Note date, time, people present, and who information was passed to
● Avoid jargon, acronyms, and judgemental terms (e.g. "inappropriate")
● Clearly separate facts from justified professional opinion
● Be clear, accurate, and concise
● If visible injuries are present, describe their location; never take photos
● Sign and date records (staff and child/adult where appropriate)
● Maintain original versions when updating
What to Record
For Student-Related Concerns:
● Name and job title of person reporting
● Student’s name, age, gender, ethnicity, and any contextual info (e.g. disability)
● Chronological, factual account (who said what, when)
● Date, time, location of incident or disclosure
● Who was present
● Immediate/agreed actions and decision-making process
● Referrals made and reasoning
● Any conclusions, with clear distinction between fact and opinion
● Where and how information was shared
For Concerns about Staff or Volunteers:
● Details of individual reporting
● Subject’s name and role
● Full details of allegation or concern
● Date, time, location, who was involved
● Immediate/agreed actions and decision-making process
● Referral to LADO (if applicable), including which LADO
● Where/how information was shared
4. Report
Uptree is committed to ensuring the safety and wellbeing of every young person and vulnerable adult we work with. We encourage anyone with concerns to report them promptly so we can act effectively.
How to Report a Concern
- If someone is in immediate danger, call emergency services on 999 immediately.
- To report a safeguarding concern, contact our Designated Safeguarding Lead (DSL) team by emailing safeguarding@uptree.co
Please include the subject line: SAFEGUARDING INCIDENT. - Our safeguarding team reviews all reports carefully and may contact you for further information to ensure the concern is fully understood.
- All incidents are documented securely in line with our data protection policies.
- If you wish to report a concern about a member of Uptree’s safeguarding team, or about senior leadership, please use the same email address above; your concern will be escalated appropriately to ensure impartiality.
- If you need advice and no DSL is available, you can contact the NSPCC Helpline on 0808 800 5000 for guidance.
Concerns About Adults’ Behaviour
Uptree expects all staff, volunteers, and contractors to maintain the highest standards of professional conduct. We encourage anyone to report concerns about inappropriate behaviour by adults working with young people, including but not limited to:
- Being alone with a student without clear justification.
- Forming personal relationships with students on social media outside of professional platforms like LinkedIn.
- Failing to maintain appropriate professional boundaries.
Serious concerns or allegations of inappropriate behaviour will be referred to the Local Authority Designated Officer (LADO) or other relevant authorities in line with statutory guidance, especially where an adult has:
- Behaved in a way that has harmed or may harm a child.
- Possibly committed a criminal offence against or related to a child.
- Acted in a way that suggests they pose a risk to children.
- Behaved in a way indicating unsuitability to work with children.
Important Note
The person who first encounters a concern or disclosure is not responsible for determining whether abuse has taken place. That decision lies with the appropriate statutory safeguarding agencies following a referral.
Missing Child
If a child or vulnerable adult involved with Uptree is reported missing, Uptree staff and contractors will follow our missing child procedures and contact the appropriate authorities without delay.
Referral Procedures: What will we do with your incident report?
Student Referral
All safeguarding concerns are securely documented and reviewed by our Designated Safeguarding Lead team. Where appropriate, we will work with the relevant school, local authority, or statutory agency to ensure the safety and wellbeing of children or vulnerable adults. Concerns about our staff or volunteers will be escalated and, where necessary, referred to the Local Authority Designated Officer (LADO) or other relevant bodies, in line with statutory guidance.
Record Keeping and Information Sharing
Safeguarding concerns are exempt from Data Protection Act 2018 and UK GDPR. However, we still must follow our information sharing policies (ie: use encrypted documents when sharing sensitive data).
Records will be kept safe by ensuring:
● we only share with authorised people on a need to know basis.
● we store securely, so records can only be accessed by those authorised.
● we share securely, including the use of password encryption for any personal data that is shared externally
● any student forms, including health and safety, consent or safeguarding incident report forms will be stored for a maximum of 7 years and then deleted in line with our Uptree Data Handling policy
● photos or video recordings, including virtual meetings or webinars, will be stored for a maximum of 7 years and then deleted following our Uptree Data Handling policy.
Please refer to our Data Handling policy for full details on how we effectively store and handle data safely.
Information Sharing and Consent
Timely information sharing is key to safeguarding and promoting the welfare of children.
Safeguarding a child is a clear and legitimate reason for sharing information and data protection law does not prevent this.
Sharing information to safeguard children includes:
• preventing harm
• identifying risk to prevent harm
• promoting the welfare of a child
For any actions taken following a safeguarding incident report, the DSLs will document and date all action on the Monday.com 'Safeguarding Incididents' board. This is only accessible to the DSLs. This will record any information that has been shared, who with, and when.
All staff are reminded that safeguarding information is confidential and should only be shared with those who need to know. Staff follow the below guidance to know how and when to share information:
● Where possible, share information with consent, and where possible, respect the wishes of those who do not consent to having their information shared.
● Under the UK GDPR and Data Protection Act 2018 you may share information without consent if, in your judgement, there is a lawful basis to do so, such as where safety may be at risk. You will need to base your judgement on the facts of the case.
● When you are sharing or requesting personal information from someone, be clear of the basis upon which you are doing so. Where you do not have consent, be mindful that an individual might not expect information to be shared.
● Consider safety and well-being: base your information sharing decisions on considerations of the safety and well-being of the individual and others who may be affected by their actions.
Uptree Event-Specific Safeguarding Procedures
Ensuring events are run safely
For all our events, we follow a standard communication procedure to share key information with students, parents and carers, school staff, Uptree staff, and Employer Partners. This ensures everyone understands how the activity will run and what actions they need to take to help keep children and young people safe.
As a standard process for all events, students who have been invited receive communication 7 days prior to the event. This includes all key information regarding the event, location and key Uptree contacts they can speak to if they have any questions or concerns. Emergency contacts for the day of the event are also provided.
7 days prior to the event, all medical, dietary and access information is shared with our Employer Partners to ensure all necessary accommodations are made. Only necessary student information is shared (including name, emergency contact, dietary or access information).
The Outreach and Delivery Team follow up any important medical, dietary or access needs with students to ensure we are able to meet them.
An Uptree host greets and checks-in students on the day as a standard process. This provides another opportunity to check-in with students with any medical or access needs.
Health and Safety
Uptree’s commitment to protecting the students in our events includes protecting students from health & safety incidents. This includes any incident which requires first aid, no matter what the cause, such as:
● Allergic reactions
● Asthma attacks
● Slips, trips and falls
This is not an exhaustive list. Where possible, Uptree will collect up to date medical information on all attendees before the event, following up where more information is required. This information is then passed on to the event host and host employer as relevant.
It is the responsibility of the host employer to risk assess the event and Ensure that there are suitable procedures in place in the event of an emergency event, as per the Management of Health and Safety at Work Regulations 1999.
If an incident occurs, please report it using the Incident Form as soon as possible.
Please refer to our Health and Safety policy for further detail.
Events for under 16s
Uptree requires verified parental/guardian (PG) consent for all students aged 16 and under at the time of application to attend in-person events. This ensures compliance with safeguarding legislation and NSPCC guidance, and protects the safety and wellbeing of students.
When PG consent is activated for an event:
● Students aged 16 or under at the time of application will be asked to provide parent/guardian details (name, email, phone) during the second stage of the application process.
● They will receive instructions on why this information is collected and how it will be used to generate a consent form if they are invited to the event.
● Certain Employer Partners may request that consent forms are collected for their specific event; in these cases, PG consent will be mandatory regardless of student age (unless the student is 18+ at the time of the invite).
Consent process:
5. Invitation – Priority students receive first-round invite emails, which include a downloadable or attached PG consent form and instructions to upload a signed copy to their student profile or via the email link.
6. Submission & Status – Students must upload the completed form within the priority window (2–3 days) to secure a guaranteed space. Upon upload, their status becomes Reserved.
7. Review – Our team reviews forms for accuracy and completeness.
8. Reminders & Expiry – A reminder email is sent 24 hours after the initial error notice. If no correct form is received within 48–72 hours, the status reverts to Invited and the reserved space is released.
9. Second-round invites follow the same process but are first-come, first-served. If all confirmed places are filled, valid submissions are placed on a waitlist (Reserved – Waiting), subject to the same review and expiry rules.
Consent Form:
A standard Uptree PG consent form is generated and used unless an employer uploads their own approved version. Forms require:
● PG contact details
● Emergency contact information
● Medical or accessibility needs
● Consent to participation and emergency treatment
Travel:
Parents/guardians must also acknowledge their responsibility for ensuring their child’s safe travel to and from the event. Unless otherwise stated, Uptree and Employer Partners do not provide or arrange travel, and cannot accept responsibility for students outside of advertised event times.
[See: Current Consent Form Template]
Data Handling of consent forms:
All consent forms are stored securely and in accordance with the Data Protection Act 2018. Uptree:
● Verifies that forms are signed by the correct PG (through standard process outlined above)
● Restricts access to the assigned Outreach and Delivery Manager and DSLs only
● Allows Parents or Guardians or students to manually delete files at any time, cancelling participation if not already confirmed
● Automatically deletes files based on the following retention schedule:
○ Attended students: retained for 7 years
○ Confirmed/Waiting: locked until event passes; deletable only upon cancellation
○ Waiting/Cancelled/Rejected/Refused: deleted 30 days post-event
Please refer to our Data Handling policy for full details on how we effectively store and handle data safely.
Emergency Contacts & Additional Needs
Collected PG contact information is used to:
● Ensure emergency contact is reachable during the event
● Notify PGs in the event of misconduct or health concerns
● Facilitate additional support based on disclosed accessibility or medical needs
Communication: Keeping yourself and others safe at events:
Uptree staff are trained on how to conduct safe and effective communication with students at events, and are issued the following guidance during staff training:
● Never have private conversations alone with a student.
● There must always be at least three people present in total for the protection of the student and the adult in case there is a need to corroborate any interaction. The only exception is if the meeting is online and being recorded but this is still not advised - please note that breakout room sessions are only recorded if the host is present.
● Students must never be left alone with other students: an authorised adult must always be present.
● This includes online meetings and breakout rooms.
● If a student needs to go to the toilet at an in-person event, you may lead them there but never go inside with them - wait outside.
● It is best practice to ask if other students also need to use the facilities at the same time to avoid just walking there alone with them.
● If you experience a near miss (eg: you are left in a 1:1 situation for a prolonged time with a student), please report this as soon as possible.
Online Safeguarding
Uptree runs virtual events via a variety of online platforms, including Teams and Zoom. In these meetings students may be named, online with a camera on and dialling in unaccompanied from personal spaces.
Abusive behaviour by students, staff or any other attendee via video streaming or online chat will not be tolerated.
When running online sessions, staff and contractors must ensure that:
● All online sessions are hosted by an Uptree member of staff or contractor who holds an enhanced DBS check.
● Children and adults at risk of harm are not left alone on a video call.
● Children and adults at risk of harm have the option to turn off their videos should they wish to do so.
● Children and adults at risk of harm cannot send private messages to each other using the chat function.
● All comments or chats are overseen by a member of the Uptree Team, removing any inappropriate messages as soon as possible.
● A second host should manage access to the meeting by using the waiting room function to ensure only invited participants can join.
● If a one-to-one session does occur (e.g. only one child and one adult are present), the adult must report this to the DSL, explaining why this happened and providing a brief explanation in an Incident Report Form.
● In case of any incident occurring, where possible, all online sessions are recorded, with the recording saved on file for 7 years or until any investigation is closed, whichever is longer.
Photography and videography
At many Uptree events Uptree staff and contractors may take photographs for marketing purposes. To ensure we are effectively safeguarding children and adults at our events, we follow these procedures:
● Only Uptree devices should be used to take photographs or films of children.
● Images will be stored internally and deleted after 3 years.
● Only those authorised to do so should take photographs and film of children.
● Images that are shared by Uptree should be chosen sensitively to show activities in the best light.
● Images should not be published with children’s full names or other identifying information.
On signing up for an Uptree profile, students agree to photography as outlined in our Privacy Notice. On registering for events, students again agree to this.
Opting out of photography
Students have the option to opt out of photography, either by contacting the Outreach and Delivery Team or in person at an event.
At all events, the Uptree representative MUST inform students of photography at the start of an event and give them an option to opt out of photographs.
If a student has opted out of photography, it is the responsibility of Uptree to ensure no photos containing that student are saved on file.
If any photos are accidentally shared, Uptree must alert those affected not to use or share these, deleting any relevant files where possible.
If a student opts out of photography after a photo has been used, Uptree must do their best to take down images where possible and remove the photo from files so it is not used in future.
Appropriate Communication with Students
Uptree staff and contractors may need to contact students directly to support event delivery, follow-up, or safeguarding matters. To maintain professional boundaries and safeguard both staff and students, all communication must follow these principles:
General Principles
● All contact with students must be purposeful, transparent, and related to Uptree activities.
● Staff and contractors must only use Uptree-approved communication channels (e.g. Uptree email accounts, company phones or systems).
● Personal phone numbers, social media accounts (with the exception of LinkedIn for students 16+) or personal email addresses must not be used to communicate with students.
Text and Email
● Text messages and emails should be concise, professional, and only used for logistical or event-related purposes (e.g. confirming attendance or sharing joining instructions).
● All messages must be free from informal language, emojis, or overly personal content.
● Staff should avoid engaging in prolonged or non-work-related conversations.
Phone Calls
● Wherever possible, phone calls should be scheduled in advance and have a clear purpose. However, this may not be practical for attendance-related calls before or during events, where contact may need to be made at short notice to confirm a student's participation.
● If a call involves safeguarding concerns or becomes personal in nature, the DSL must be informed immediately.
Safeguarding Considerations
● If a student discloses a safeguarding concern during any communication, staff must follow the Recognise, Respond, Record, Report procedures as outlined in this policy.
● All written communications may be subject to audit. Staff should ensure professional standards are consistently upheld.
● If any communication feels uncomfortable or inappropriate, staff must immediately report this to the DSL.
Working with Partner Organisations
Uptree works with a range of partner organisations to support young people aged 14–18 through education, employability events, and work experience placements. It is vital that safeguarding procedures are clearly understood and consistently applied across all settings in which young people engage with Uptree or its partners.
Working with Schools
When working in partnership with schools, Uptree will always follow the safeguarding procedures established by the school. These procedures take precedence in the event of a safeguarding concern involving a student enrolled at the school.
Prior to engagement, Uptree will ensure that Uptree staff are fully briefed on the appropriate steps to take if a safeguarding concern arises while working with a school.
Safeguarding concerns should be reported directly to the school’s DSL in line with their internal policies, with Uptree supporting this process and maintaining records of any action taken in accordance with its own safeguarding procedures.
Working with Organisations Other Than Schools
For partnerships with employers and other organisations outside of formal education settings, Uptree recognises the importance of establishing clear safeguarding responsibilities from the outset.
Uptree will:
● Request that partner organisations share their own safeguarding policy during the onboarding process with Uptree.
● Share its safeguarding policy and procedures with all relevant partner organisations.
● Provide a summary of key safeguarding procedures, including contact details, to ensure all partners understand who to contact and what to do in the event of a concern.
● Ensure a written Safeguarding Agreement is signed between the Employer and Uptree to clearly define safeguarding roles and expectations, in the absence of a safeguarding policy at the host site.
Where a partner does not have its own safeguarding policy in place, Uptree’s safeguarding policy will serve as the default safeguarding framework. In such cases, the Safeguarding Agreement Between Uptree and the Employer must be completed and signed before any engagement with young people takes place. This agreement outlines child protection responsibilities, reporting procedures, contact details, and communication protocols.
All partner organisations are expected to:
● Ensure relevant staff attending events or placements with young people are aware of Uptree’s safeguarding procedures.
● Identify a safeguarding point of contact.
● Communicate any safeguarding risks or concerns to Uptree immediately.
● Cooperate with Uptree and statutory agencies to ensure the safety and wellbeing of young people.
In all partnerships, Uptree is committed to open communication, appropriate information sharing, and supporting its partners to uphold the highest standards of safeguarding.
Uptree staff and contractors
DBS checks
DBS checks must be made for all new members of staff and contractors. The appointment will only be formally confirmed after a check is received which is clear of any offence which would be a cause of concern in relation to this policy.
Uptree staff and contractor training
Uptree will provide suitable training for all staff and contractors in the organisation which is relevant to their role. This will include:
· Internal Safeguarding training which includes familiarisation with this policy
· NSPCC safeguarding training
Employer onboarding
As part of Uptree’s employer onboarding process, our employers are required to be under contract and evidence their safeguarding, data protection, and health and safety processes.
Code of Conduct
Uptree’s Code of Conduct is a core part of our safeguarding approach and sets out clear expectations for safe, respectful, and appropriate behaviour when working with children and young people.
All staff and contractors are trained on the Code of Conduct, which outlines what must be done to uphold safeguarding standards and what behaviours must be avoided.
Staff are required to read, understand, and sign the Code of Conduct annually, confirming their commitment to its principles.
For full details, please refer to our Safeguarding Code of Conduct.
Data protection
All personal information that is acquired or held in the course of working with children and adult at risk of harm should be treated as confidential and stored securely. Particular care should be taken with sensitive information. All personal information should be processed and stored in line with the Data Protection Act 2018, the UK's GDPR, and any other relevant legislation. Personal information should be destroyed when no longer required.
For more information please see our privacy notice.
If you have any questions on how we process your information please email operations@uptree.co
Complaints procedures
Uptree wishes to promote a culture in which staff may express any concerns they have about a colleague’s behaviour in relation to safeguarding.
In order to achieve this, people are encouraged to share any such concerns with the DSLs without delay. Concerns will be treated seriously and in the strictest confidence, as per our whistleblowing policy. Equally, the organisation recognises that a culture in which people are made to feel anxious and vulnerable is undesirable and it will manage this area sensitively on behalf of all members of staff.
If you have a complaint please email safeguarding@uptree.co or submit a concern via the incident form.