Safeguarding Policy

PCaSO Safeguarding and Serious Incident Reporting Policy and Procedure

Version: 1.0
Approved by: Board of Trustees
Review Date: 23rd July 2026      Date of Next Review: 22nd July 2027

Purpose 

Although PCaSO does not provide services to children or adults at risk, the charity is committed to ensuring that all beneficiaries, volunteers, trustees, staff and others who come into contact with the charity are treated with dignity, respect and protected from harm. Trustees have a duty to take reasonable steps to protect people who come into contact with the charity and to respond appropriately to concerns.

Designated Safeguarding & Welfare Lead 

Name: Lance Allen

Position: Secretary

Contact Details: secretary@pcaso.org    Tel: 07842 486689

In the absence of the Designated Lead, concerns should be referred to the Chair of Trustees.

Step 1: Ensure Immediate Safety

If a person is at immediate risk of harm, requires urgent medical attention, or a crime is suspected:

• Call 999 immediately.
• Take reasonable steps to protect the individual from further harm.
• Inform the Designated Safeguarding & Welfare Lead as soon as practicable.

 Step 2: Report the Concern Internally 

Any volunteer, trustee, staff member or representative who becomes aware of a concern must:

• Report it promptly to the Designated Safeguarding & Welfare Lead.
• Avoid investigating the matter themselves.
• Record only factual information.

The following should be recorded:

• Date and time of concern.
• Name(s) of person(s) involved.
• What was observed, disclosed or reported.
• Any action already taken.
• Names of any witnesses.

Step 3: Consider External Referral 

The Designated Safeguarding & Welfare Lead, together with a trustee where appropriate, will determine whether the concern should be referred to:

• Police.
• NHS services.
• Adult Social Care.
• Local authority safeguarding teams.
• Another relevant authority or regulator.

Step 4: Assess Whether It Is a Serious Incident 

Trustees must consider whether the matter could result in, or has resulted in:

• Significant harm to a beneficiary, volunteer, trustee, staff member or member of the public.
• Criminal activity connected to the charity.
• Serious misconduct by a volunteer, trustee or representative.
• Significant damage to the charity’s reputation, operations or ability to deliver services.

Step 5: Report to the Charity Commission 

Where trustees determine that a serious incident has occurred, or there is a significant risk that one has occurred, the Charity Commission should be notified promptly using the Serious Incident Reporting process. Trustees should not wait until investigations are complete before reporting.

Step 6: Review and Learn

Following any safeguarding concern or serious incident, trustees will:

• Review the circumstances.
• Consider whether policies, procedures or risk assessments need updating.
• Record actions and decisions taken.
• Monitor implementation of any improvements.

Confidentiality 

Information relating to safeguarding concerns will be shared only with those who need to know in order to protect individuals, comply with legal requirements and fulfil the charity’s governance responsibilities.

End of Procedure