DARTFORD NEPALESE COMMUNITY (DNC)Safeguarding Policy

Based on Charity Commission safeguarding guidance for charities and trustees.

Approved by Trustees: January, 2026 
Review Date: January, 2027

Dartford Nepalese Community (DNC) is committed to safeguarding and protecting all children, young people, adults at risk, volunteers, trustees, beneficiaries, and anyone who comes into contact with the charity through its activities. Safeguarding is a key governance priority for the charity and forms part of the trustees’ legal and moral responsibilities.

1. Scope
This policy applies to all trustees, volunteers, staff, contractors, partners, session leaders, and participants involved in DNC activities including educational classes, community support, workshops, cultural events, grants, and online communication.

2. Safeguarding Commitment
DNC will:
• Promote a safe, inclusive, and respectful environment.
• Ensure trustees, volunteers, staff, beneficiaries, and participants understand safeguarding responsibilities.
• Maintain appropriate safeguarding policies and procedures.
• Ensure concerns are identified, reported, and responded to promptly.
• Protect individuals from abuse, neglect, bullying, harassment, discrimination, exploitation, and radicalisation.
• Review safeguarding arrangements annually and after any serious incident.

3. Governance and Trustee Responsibilities
The trustee board has overall responsibility for safeguarding governance and oversight. Trustees will work collectively and no single trustee will dominate safeguarding decision-making. Safeguarding will remain a standing agenda item at trustee meetings.

Trustees will ensure:
• safeguarding risks are identified and recorded in a safeguarding risk register;
• safeguarding risks and mitigation measures are reviewed regularly;
• safeguarding policies and procedures remain fit for purpose;
• concerns are investigated appropriately and lessons learned are implemented;
• beneficiaries and participants know how to raise concerns safely.

4. Roles and Responsibilities
All trustees, volunteers, and activity leaders must:
• follow this safeguarding policy and code of conduct;
• maintain appropriate professional boundaries;
• report safeguarding concerns immediately;
• participate in safeguarding awareness or training activities where appropriate.

The designated Safeguarding Lead will coordinate safeguarding concerns, maintain confidential records, liaise with local safeguarding authorities, and advise trustees on safeguarding matters.

5. Safer Recruitment and Suitability Checks
DNC will take reasonable steps to ensure suitable individuals act in their roles. This may include DBS checks where appropriate, references, identity checks, and safeguarding induction. Trustees will periodically review which roles require DBS checks and maintain safe recruitment practices.

6. Recognising and Reporting Concerns
Safeguarding concerns may include physical abuse, emotional abuse, neglect, domestic abuse, bullying, sexual exploitation, discrimination, financial abuse, online harm, modern slavery, or radicalisation.

Any concern must be reported immediately to the Safeguarding Lead or a trustee. Where there is immediate danger or suspected criminal activity, emergency services, police, or local safeguarding authorities will be contacted without delay. DNC will maintain a clear reporting and referral process and will report serious incidents to the Charity Commission where required. Accurate confidential records will be securely maintained.
7. Online Safety and Data Protection
DNC uses WhatsApp, social media, websites, and online communications to engage with the community. Reasonable safeguards will be used to protect users online, including controlled access, respectful conduct, password protection where appropriate, and compliance with UK GDPR and data protection requirements. Images or information relating to children will only be used with appropriate consent.

8. Code of Conduct
Everyone representing DNC must:
• treat all individuals with dignity and respect;
• avoid inappropriate behaviour or relationships;
• never ignore or minimise safeguarding concerns;
• maintain appropriate confidentiality;
• support equality, diversity, and inclusion;
• act in accordance with this policy at all times.

9. Review and Monitoring
This safeguarding policy and associated risk register will be reviewed annually by the trustee board or sooner if activities, legislation, or safeguarding guidance change. Lessons learned from incidents, complaints, or near misses will be used to strengthen safeguarding arrangements.
 
DNC Safeguarding Policy Addendum
How Safeguarding is Implemented in Our Services
Nepali Language Classes for Children
Children attending language classes will be supervised appropriately by volunteers or session leaders. Attendance registers will be maintained, parents or guardians will provide consent where required, and safeguarding concerns will be reported immediately through DNC safeguarding procedures. Trustees will periodically review safeguarding arrangements for educational activities.

Educational Workshops and Community Events
Community workshops, cultural events, and training sessions will operate with appropriate supervision, risk assessments, and safeguarding oversight. DNC will maintain clear behaviour expectations and ensure participants know how to raise concerns safely.

Support for Elderly and Vulnerable Adults
Activities involving elderly or vulnerable adults will be delivered respectfully and inclusively. Volunteers will be expected to recognise signs of abuse, neglect, or exploitation and report concerns promptly to the Safeguarding Lead or trustees.

Online and Digital Communication
DNC uses WhatsApp, Facebook, and online communication platforms to engage with the community. Online safeguarding measures include monitored communication channels, respectful conduct standards, controlled access to groups, and protection of personal data in line with GDPR requirements.

Volunteer and Trustee Responsibilities
All trustees and volunteers are expected to follow the safeguarding policy and code of conduct, participate in safeguarding awareness where appropriate, and maintain professional boundaries at all times. Trustees will work collectively to oversee safeguarding and regularly review risks and procedures.

DARTFORD NEPALESE COMMUNITY (DNC)
Safeguarding Risk Register

This safeguarding risk register identifies safeguarding risks associated with DNC activities and outlines the measures trustees will use to manage and reduce those risks.