Safeguarding

This page includes full details of our Safeguarding policy.

The full document can be downloaded from this page and includes a form for reporting concerns to the relevant member of AbilityNet staff.

AbilityNet Safeguarding Policy

Updated October 2025

1. Introduction

1.1    Scope
This policy applies to all individuals working on behalf of AbilityNet, including employees, volunteers, subcontractors, and other representatives. 
Note: Throughout this policy, the term staff refers collectively to employees, subcontractors, and volunteers.

1.2    Purpose of the Policy
This policy sets out AbilityNet’s approach to identifying, managing, and responding to safeguarding concerns, providing staff with clear procedures to follow. It ensures that appropriate and proportionate steps are taken to safeguard individuals at risk.

1.3    Commitment to Staff Welfare
AbilityNet is committed to safeguarding the welfare of all staff and promoting best practice in safeguarding across the organisation. It takes all safeguarding concerns seriously and will respond promptly in line with established procedures to ensure timely and appropriate action.

1.4    Contact with Individuals at Risk
Staff may come into contact with individuals who are at risk during the course of their duties. Although services are intended for adults, there may be occasions where individuals under the age of 18 are present. In such cases, a responsible adult or carer must be present at all times.

1.5    Legal Obligations
AbilityNet is mindful of its duty of care and complies with relevant legislation, including:

  • Health and Safety at Work Act 1974
  • Data Protection Act 2018
  • Safeguarding Vulnerable Groups Act 2006
  • Equality Act 2010
  • Protection of Freedoms Act 2012

1.6    Application of the Policy
This policy may be implemented in circumstances such as:

  • An individual at risk raises an allegation of abuse, harm, or inappropriate behaviour
  • An individual discloses thoughts of self-harm
  • There are suspicions or visible signs that someone is at risk of harm

Identifying abuse or harm can be difficult. Staff are not responsible for determining whether harm has occurred, but they are required to report any concerns or suspicions.

1.7    Safer Recruitment
AbilityNet has procedures in place to assess the suitability of individuals in roles involving contact with children or adults at risk. The following staff are subject to a DBS check (or equivalent):

  • Accessibility Consultants (working on site)
  • Assessor Subcontractors
  • Volunteers

All new staff (employees, subcontractors, and volunteers) are required to provide identity documentation as part of the recruitment process.

1.8    Risk Assessments
Risk assessments are conducted as required to ensure the well-being of staff, volunteers, and clients. Assessments may be carried out in scenarios such as:

  • Prior to client home visits (volunteer programme)
  • For remote or home-based workers
  • Within office environments

2. Safeguarding Officers

  • Principal Safeguarding Officer: HR Director
  • Deputy Safeguarding Officer: HR Officer

These officers are responsible for:

  • Serving as the first point of contact for safeguarding concerns
  • Receiving and recording information
  • Advising staff on actions, including referrals to external bodies
  • Overseeing the implementation of this policy

3. Dealing with Safeguarding Concerns

If an individual discloses information regarding a potential abuse situation, their disclosure must be reported.

3.1.1    Confidentiality: Explain to the individual that while their concerns will be treated with sensitivity, confidentiality cannot be guaranteed. You are required to share the information with appropriate personnel to ensure the individual receives appropriate support.

3.1.2    Immediate Risk: If the individual is at immediate risk of harming themselves or others, or has already done so, remain with them (or stay on the call) and contact emergency services immediately. Do not put yourself at risk while offering support.

3.1.3    Non-Immediate Risk: If there is a genuine concern that an individual may harm themselves or others in the future, but the risk is not immediate, contact a Safeguarding Officer for guidance on the appropriate next steps.

3.1.4    Recording the Concern: Make accurate, factual notes at the time of disclosure or as soon as possible thereafter.

3.1.5    Reporting the Concern: All concerns must be reported to a Safeguarding Officer (HR Director) or Deputy Safeguarding Officer (HR Officer) at the earliest opportunity.

3.1.6    Escalation: If deemed a safeguarding matter, the Safeguarding Officer will advise on further action, which may include contacting local authority safeguarding teams or the police.

3.1.7    External Referrals: If a member of staff makes a direct referral to social services, police, or another agency, they must notify the Safeguarding Officer as soon as reasonably practicable and complete the Safeguarding Concern Form.

3.1.8    Safeguarding Concern Form: The form (see Appendix 1) should be completed in full by the person raising the concern and submitted to the Safeguarding Officer for secure filing.

4. Allegations made against staff - Risk Assessment

4.1.1 AbilityNet is committed to responding promptly and appropriately to any allegations made against staff.

4.1.2 Where an allegation is made, AbilityNet may choose to apply this safeguarding policy and procedure instead of an alternative process (e.g. a disciplinary procedure), depending on the nature of the concern. In such instances, a risk-based approach will be used to assess and manage the situation.

4.1.3 The Safeguarding Officer will be responsible for conducting an appropriate risk assessment to evaluate the potential risks posed by the staff member in question. This may involve gathering relevant information in collaboration with other staff.

4.1.4 The Safeguarding Officer will determine the most suitable process to follow, ensuring fairness throughout. Where appropriate, the staff member will be informed of the concerns raised and given an opportunity to respond, either in writing or during a meeting. They have the right to be accompanied by a colleague or trade union representative during such meetings.

4.1.5 Following this process, the Principal Safeguarding Officer, in consultation with the CEO, will decide whether the staff member poses a risk and how that risk should be managed. Possible outcomes of the risk assessment may include (but are not limited to):

  • No further action required
  • Imposing conditions for continued work, with the staff member’s manager informed
  • Referral to external agencies (e.g. the police or local safeguarding services)
  • Initiating procedures under an alternative policy (e.g. disciplinary)
  • Declining to provide further support to the individual who raised the allegation, if found to be frivolous or vexatious
  • Temporary suspension of the staff member to enable further investigation

The Principal Safeguarding Officer (or their nominee) is responsible for documenting the risk assessment process and outcome. They will also monitor the case and undertake additional assessments as needed, based on updated information or emerging concerns.

5. Recording and Retention of Information

5.1.1    Confidentiality and Information Security: AbilityNet is committed to maintaining confidentiality in all matters related to safeguarding. Information will be shared only with a limited number of senior personnel—namely the HR Director, HR Advisor, CEO, and relevant line manager—on a strictly need-to-know basis. All safeguarding allegations or concerns will be recorded by the HR department and stored securely in compliance with data protection legislation.

5.1.2    Retention of Records:  Written records of safeguarding concerns, along with any follow-up actions taken, will be retained only for as long as necessary to fulfil their intended purpose or as legally required or otherwise lawfully permitted.

6. Safeguarding Awareness Training

All staff whose roles involve regular contact with individuals who may be at risk—or who are responsible for conducting related risk assessments—will receive training and guidance appropriate to their responsibilities.

In addition, all staff will be made aware of this safeguarding policy and any associated procedures or guidance.

7. Further assistance

For guidance or to report a safeguarding concern, please contact one of the following designated officers:

Principal Safeguarding Officer Mairéad Comerford (HR Director) 0118 228 0374 / 07725 805866 mairead.comerford@abilitynet.org.uk

Deputy Safeguarding Officer Sarah Govan (HR Advisor) 0118 228 0379 sarah.govan@abilitynet.org.uk

8. Appendix 1 Safeguarding Concern form 

Please complete the form as fully and accurately as possible. If additional space is required, securely attach a separate sheet: 

Access the Safeguarding concern form on Appendix 1 of the Safeguarding document [Word doc]

8.1    Submission Instructions

  • For AbilityNet employees: Contact the HR team to request a SharePoint folder for uploading your completed form securely.
  • For subcontractors and volunteers: Call 0118 228 0374 / 0118 228 0379 or email hr@abilitynet.org.uk to arrange secure submission via password-protected document.
  • Postal alternative: Send the completed form in an envelope clearly marked CONFIDENTIAL to: Lizi Green (to be opened by HR only) AbilityNet, Suite 33, Pure Offices Plato Close, Tachbrook Park, Leamington Spa, Warwick, CV34 6WE

9    Appendix 2 – Safeguarding Guidelines

9.1     Code of Conduct for Working with People At Risk

It is essential that all staff, including Trustees, Employees, Subcontractors, and Volunteers who have regular one-to-one contact with children or adults at risk, follow this code of conduct to help minimise situations where abuse may occur.

9.2     Personal Code of Conduct

  • Treat all individuals with dignity and respect, regardless of age, ability, sex, sexual orientation, ethnicity, or religion.
  • Prioritise the safety and well-being of children and adults at risk.
  • Maintain appropriate professional boundaries based on mutual trust and respect.

9.3     Guidelines for Working with People at Risk

  • Physical contact should only occur with consent, for a defined purpose, and in settings where others are present. If this is not possible, consider rescheduling.
  • Never be alone with a child. A responsible adult (e.g. parent, teacher, carer) must always be present.
  • Avoid physical touch as a means of communication—even when intending to comfort someone in distress.
  • Consider how your actions might be perceived. Avoid language or tasks that may be seen as inappropriate or invasive.

9.4     Making a Home Visit

  • Consider personal safety and exit strategies in advance.
  • Use a buddy system: inform someone of your visit, location, and return time.
  • Carry a mobile phone or other means of communication.
  • Conduct a brief risk assessment at the door. If you feel uneasy, leave the premises and report your concerns.
  • Familiarise yourself with AbilityNet’s ‘Home Visit Risk Assessment’ and ‘Maureen Code Word System’ (available via Deskpro or your main contact).
  • On arrival, assess your surroundings, including how the door opens and closes.
  • Provide the client with a clear timeframe for the visit and stick to it.
  • If a client requests the visit in a bedroom, follow the additional guidelines available on Deskpro.
  • Avoid actions or language that may be perceived as judgemental, aggressive, or invasive.

9.5    Lone Working Considerations

Staff working alone must take additional precautions to ensure their personal safety.

9.6     Violence and Aggressive Behaviour at Work/Volunteering

Definition: Any incident in which a person is abused, threatened, or assaulted in connection with their work or volunteering.

This includes:

  • Verbal abuse or aggression
  • Threats or intimidation
  • Physical assault
  • Harassment

9.7    Environmental Awareness Checklist

  • Are you in a space open to the public or isolated?
  • Are you able to communicate easily and privately?
  • Are you working in unfamiliar or potentially unsafe settings?
  • Are you equipped to call for assistance or notify someone if plans change?

9.8    Risk Management Steps

  • Step 1: Identify the tasks involving personal safety risks (e.g. home visits). 
  • Step 2: Identify related safety hazards. 
  • Step 3: Analyse risks, including client or public-related factors and staff role and work environment.
  • Step 4: Take action to avoid, reduce, or manage the risk.

9.9    Preparation Tips

  • Confirm appointment details and directions.
  • Record your destination, contact number, and expected return time.
  • Take any personal protective equipment provided.
  • Know how to summon help if needed.
  • Ensure someone would raise the alarm if you don’t return as planned.

9.10    Avoiding Risk

  • Stay alert to changes in client or public behaviour.
  • Stay aware of your surroundings.
  • Reflect on your own risk tolerance and emotional state.
  • Follow organisational procedures
  • Report personal safety concerns or incidents to your line manager or safeguarding officer
  • Develop safe working strategies

9.11     AbilityNet Referral Policies & Procedures

Refer to the Personal Safety Procedure: Maureen Code Word System, available on Deskpro for Volunteers or via your main contact/HR department.

9.12    Useful websites and Support Services

If someone needs support, encourage them to contact their GP or direct them to one of the following services:

10.   Appendix 3 – Responding to a Disclosure: Dos and Don’ts

If an individual discloses that they are experiencing abuse or harm or if there is suspicion there is a risk of abuse, then consider the following:

DO:

  • Be supportive
  • Take what is being said seriously
  • Remain calm
  • Reassure them that it was right to tell someone
  • Use clear anguage they understand
  • Explain what will happen next, including that you may need to share the information with an AbilityNet Safeguarding Officer
  • Write down exactly what was said, including the time, location and and any other observations. Sign and date the record
  • Pass the written record to the Safeguarding Officer
  • Remember you may need support. Seek advice and support for yourself from the HR department

DON'T

  • Panic
  • Delay your response
  • Promise to keep secrets
  • Ask leading questions
  • Ask them to repeat the story unnecessarily
  • Express any opinions or judgements 
  • Discuss the disclosure with anyone other than AbilityNet Safeguarding Officer and other relevant personnel
  • Start to investigate
  • Ignore your own wellbeing after handling a difficult disclosure
     

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