Safeguarding Policy for Denmead Twinning Association

1. Introduction and Purpose

Denmead Twinning Association is committed to promoting the well-being and safety of all participants in our exchange visits, fund raising and social events, including any minors or vulnerable adults involved. 

This policy outlines our approach to safeguarding, recognising that all minors participating in our activities are accompanied by their parents or legal guardians, who always retain primary responsibility for their children’s care and supervision at all times, as the Association does not provide direct care or supervision of minors or vulnerable adults.

This policy aims to:

• Ensure a safe and positive environment for all participants.

• Clarify roles and responsibilities for the well-being of minors and vulnerable adults.

• Provide a clear procedure in the event of a safeguarding concern.

2. Scope

This policy applies to all members, volunteers, and participants involved in activities organised by the Denmead Twinning Association specifically concerning the involvement of minors under the age of 18 and any vulnerable adults.

3. Core Principle: Parental Responsibility

Denmead Twinning Association operates on the fundamental principle that parents or legal guardians are solely responsible for the supervision, care, and well-being of their own children at all times. This includes, but is not limited to:

• Supervising their children during all organised activities, free time, and travel.

• Ensuring their children's appropriate behaviour.

• Addressing any health or welfare needs of their children.

• Managing their children's personal conduct and interactions.

4. Role of the Denmead Twinning Association

While parents retain primary responsibility, Denmead Twinning Association is committed to:

• Providing a welcoming and inclusive environment for all participants.

• Operating with transparency and open communication.

• Being a point of contact for parents should they have any concerns about their child's well-being during an organized activity.

• Communicating this policy to all members of the Associations both in England and France.

5. Recognising and Responding to Concerns

Should a member of the Denmead Twinning Association become aware of a safeguarding concern relating to a minor or vulnerable adult (e.g. direct disclosure of abuse, observable signs of neglect or harm, or concerns about immediate safety), the following steps should be taken:

• Immediate Action (if safety is at risk): If a child or vulnerable adult is in immediate danger, call the police (999) or local emergency services immediately.

• Reporting to Parents/carer: In all other circumstances, the first step is to communicate any concerns directly and sensitively with the child's accompanying parent(s) or legal guardian(s) or the vulnerable adults carer who are best placed to address and resolve any issues. Alternatively if in any doubt whether to speak to the parents or carers, raise concerns immediately with the Designated Safeguarding Contacts (“DSC”) in section 6 below.

• Reporting to Designated Person: If, exceptionally, a concern cannot be resolved with the parents or carer, or if the concern directly involves the parents or carer, or if the concern relates to potential harm from someone outside the family, the concern should be reported confidentially to the DSC.

• Confidentiality: All safeguarding concerns will be treated with the utmost confidentiality, shared only with those who need to know to ensure the child's safety and well-being, and in accordance with legal requirements.

6. Designated Safeguarding Contacts (DSC)

The following persons will act as the two Designated Safeguarding Contact (DSC):

a)    Cathy Saville

• Contact Email: cathyprice1964@gmail.com

• Contact Phone: +44 (0)7970 106901

b)    Mark Saville

• Contact Email: markanthony64@btinternet.com

• Contact Phone: +44 (0)7712 576276

The DSC are responsible for:

• Being the initial point of contact for any safeguarding concerns raised within the Association.

• Listening to concerns sensitively and non-judgementally.

• Providing guidance on the appropriate next steps, which will almost always involve directing the concern back to the child's parents where appropriate.

• Maintaining confidential records of any concerns raised and actions taken. Such records will be destroyed after 6 years

• In exceptionally rare circumstances where external referral is deemed necessary (e.g., if a serious concern persists despite parental involvement, or if the concern involves the parents themselves), the DSC will seek advice from relevant external agencies (e.g., local authority children's services).

7. Training and Awareness

Given the policy of parental accompaniment, formal safeguarding training for all members is not considered necessary or proportionate, but the DSC are currently fully trained. However, this policy will be:

• Shared with all members and participating families, particularly those with minors. 

• Made readily available on the association's website.

8. Review

This policy will be reviewed annually by the committee, or sooner if there are changes in legislation, best practice, or the nature of the association's activities, and to ensure all contact information is up to date.

9. Useful contacts

Children’s social services

Telephone 0300 555 1384 Monday to Thursday 8:30am to 5pm; Friday 8:30am to 4:30pm 

At all other times, contact the out-of-hours service.  Telephone 0300 555 1373

A member of the public who wishes to report a welfare or safeguarding concern can complete social service’s online enquiry form.

Email: childrens.services@hants.gov.uk

Policy adopted on 24 August 2025, updated on 10 January 2026.