Evergreen Care UK Safeguarding Policy

Evergreen Care UK – Safeguarding Policy

Date Adopted: November 2025

Next Review Due: November 2026

Approved By: Board of Trustees

Responsible Person: Designated Safeguarding Lead Darren Latty

Deputy DSL: Cathy Turner

Safeguarding Trustee: Tracy Payne

Signed: Tracy Payne

Dated: 1.12.2025

Table of Contents

Purpose and Policy Statement
Scope and Applicability
Legal and Regulatory Framework
Definitions
Safeguarding Principles
Roles and Responsibilities
Recognising and Responding to Abuse
Reporting Procedures
Confidentiality, Information Sharing, and Record Keeping
Safer Recruitment, Induction and Training
Supervision and Support
Whistleblowing and Managing Allegations
Governance, Monitoring, and Review

Appendices
A – Key Contacts
B – Safeguarding Concern Form
C – Summary of Key Legislation
D – Evergreen Mission and Values
E – Safeguarding Procedures Flowchart (Separate Document)
F – Whistleblowing and Escalation Procedure
G – Signs and Indicators of Abuse

Amendment Record

Version: 03 | Date: November 2025 | Summary of Changes: Initial enhanced policy | Approved by: Board of Trustees

1. Purpose and Policy Statement

Evergreen Care UK is committed to safeguarding the welfare of every person who comes into contact with our services.
We aim to protect adults with care and support needs and any children who may interact with our organisation, such as students on placement, from abuse, neglect, or exploitation.

Safeguarding within Evergreen Care UK is grounded in our values of Compassion, Dignity, Connection, and Trust. We believe that everyone has the right to live free from harm and to be treated with respect and fairness.

2. Scope and Applicability

This policy applies to:

All Evergreen Care UK employees, trustees, volunteers, and contractors.
Students, work-experience participants, and agency workers.
External partners delivering services on behalf of Evergreen Care UK.

It covers all safeguarding activities involving adults at risk and children.
Safeguarding responsibilities extend to identifying and reporting concerns, maintaining appropriate professional boundaries, and cooperating with statutory investigations.

Children and Young People at Evergreen Care UK

Evergreen Care UK does not provide direct services for children; however, staff and volunteers may come into contact with children and young people in several contexts, including within clients’ homes, at community or intergenerational activities, or through young volunteers completing work experience or placements.

All staff and volunteers must follow ECUK’s safeguarding procedures when encountering any child or young person. Lone working with children is not permitted. Any concerns about a child’s safety or welfare must be reported immediately to the DSL or Deputy DSL in accordance with Section 8 of this policy.

Related Policies and Procedures

Safeguarding should be read alongside the following Evergreen Care UK policies:

Whistleblowing Policy – for confidentially raising concerns.
Safer Recruitment Policy – for vetting and selection of staff/volunteers.
Code of Conduct – for professional behaviour standards.
Data Protection and Confidentiality Policy – for handling personal information.
Complaints and Feedback Policy – for service-user concerns.
Health and Safety Policy – for ensuring safe environments.
Equality, Diversity and Inclusion Policy – for promoting fairness and respect.

3. Legal and Regulatory Framework

This policy aligns with key UK safeguarding legislation and statutory guidance, including:

The Care Act 2014
The Children Act 1989 and 2004
The Safeguarding Vulnerable Groups Act 2006
The Mental Capacity Act 2005
The Human Rights Act 1998
The Equality Act 2010
The Data Protection Act 2018 and UK GDPR Evergreen Care UK will seek consent to share information where possible, unless doing so would place a person or others at greater risk.
Local Authority Safeguarding Adults Board procedures
“Working Together to Safeguard Children” (2023)

Evergreen Care UK will cooperate fully with statutory agencies and share information lawfully when people are at risk of harm.

4. Definitions

Adult at Risk

A person aged 18 or over who:

Has needs for care and support (whether or not those needs are met); and
Is experiencing or at risk of abuse or neglect; and
Because of those needs, is unable to protect themselves from abuse or neglect.
(Care Act 2014, Section 42)

Child

Anyone under 18 years old, including unborn children. (Children Act 1989)

Abuse and Neglect

Abuse is a violation of a person’s human and civil rights by another person or persons. It may be a single incident or repeated actions over time. Categories include:

Physical abuse – hitting, slapping, misuse of medication, restraint.
Emotional/Psychological abuse – intimidation, coercion, humiliation.
Sexual abuse – sexual activity without consent.
Financial/Material abuse – theft, fraud, exploitation.
Neglect and acts of omission – ignoring needs, withholding necessities.
Discriminatory abuse – unequal treatment based on age, disability, faith, race, gender, or sexuality.

Organisational abuse – poor practice within care settings.
Modern slavery – forced labour, trafficking.
Self-neglect – neglecting personal care or safety.
Domestic abuse – coercive or controlling behaviour within intimate/family relationships.

Safeguarding

Actions taken to promote welfare and protect individuals from abuse and neglect.

Designated Safeguarding Lead (DSL)

The named person responsible for managing safeguarding concerns, referrals, and records within Evergreen Care UK.

5. Safeguarding Principles

Evergreen Care UK follows the six principles set out in the Care Act 2014, integrated with our organisational values.

6. Roles and Responsibilities

Safeguarding is everyone’s responsibility. All individuals associated with Evergreen Care UK have a duty to report concerns about abuse, neglect, or exploitation.

6.1 Designated Safeguarding Lead (DSL)

The DSL is responsible for:

Receiving and recording all safeguarding concerns.
Deciding on the appropriate response and whether to make a referral to statutory agencies.
Liaising with the Local Authority Safeguarding Adults Board and Children’s Services.
Maintaining confidential safeguarding records.
Providing advice and training to staff and volunteers.
Reporting significant incidents to the CEO and Trustees.

6.2 Deputy DSL

Acts in the DSL’s absence and supports ongoing monitoring, training, and case management.

6.3 Trustees and Senior Management

Trustees hold overall accountability for safeguarding within Evergreen Care UK and must:

Ensure an effective safeguarding policy and procedure are in place.
Appoint a designated safeguarding trustee lead.
Monitor compliance and review annual safeguarding reports.
Ensure prompt reporting of any serious incidents to the Charity Commission.

6.4 Staff and Volunteers

All employees, volunteers, and placement students must:

Be familiar with this policy and attend safeguarding training.
Report any safeguarding concerns immediately to the DSL.
Maintain appropriate boundaries and confidentiality.
Treat everyone with dignity and respect.

7. Recognising and Responding to Abuse

Everyone at Evergreen Care UK must remain alert to signs of possible abuse or neglect.
Abuse may be observed directly, disclosed by the individual, or reported by another person.

7.1 Recognising Possible Indicators

Examples of potential signs include:

Unexplained injuries or bruising.
Changes in behaviour or mood.
Withdrawal, fearfulness, or anxiety.
Unexplained loss of money or possessions.
Poor hygiene, malnutrition, or unattended medical needs.
Reluctance to speak in front of certain individuals.

7.2 Immediate Response

If someone discloses abuse:

Listen calmly, without judgement.
Do not promise confidentiality.
Reassure the person that they were right to speak up.
Explain that you must share the concern with the DSL.
Record facts only, do not investigate yourself.

8. Reporting Procedures

All safeguarding concerns must be reported immediately to the Designated Safeguarding Lead (DSL) or Deputy DSL.
If there is immediate danger, contact the emergency services (999).

8.1 Step-by-Step Procedure

Recognise – Identify signs or disclosures of abuse.
Respond – Listen and reassure.
Report – Contact the DSL or Deputy DSL the same day.
Record – Complete a Safeguarding Concern Form.
Refer – The DSL decides whether to refer to the local authority or police.

8.2 Timescales

Concerns must be reported immediately to the DSL.
The DSL must review and record actions within 24 hours.
If a referral is made, the DSL should follow up within 48 hours and record the outcome.

8.3 Out-of-Hours Procedures

If the DSL or Deputy DSL cannot be reached and a person is at risk of immediate harm, contact:

Emergency Services: 999
Local Authority Emergency Duty Team: Bexley 0208 303 7777 Dartford
Inform the DSL at the earliest opportunity afterwards.

8.4 Referral to External Agencies

Referrals may be made to:

Local Authority Adult Safeguarding Team
Children’s Social Care / MASH
Police (if a crime is suspected)
Charity Commission (for regulatory notifications)

A visual summary of this process is available in the Safeguarding Procedures Flowchart (Appendix E, separate document).

9. Confidentiality, Information Sharing, and Record Keeping

9.1 Confidentiality

Information about safeguarding concerns will only be shared with those who need to know in order to protect the person at risk.

9.2 Information Sharing

Evergreen Care UK follows the principles of the Data Protection Act 2018 and GDPR.
Information can be shared without consent if:

Someone is at risk of serious harm or abuse.
A crime has been or may be committed.
There is a legal duty to share.

9.3 Record Keeping

Safeguarding records will be stored securely and separately from all other organisational records to protect confidentiality.

Access to safeguarding records is restricted to the Designated Safeguarding Lead (DSL), Deputy DSL, and Chief Executive Officer (CEO).
All entries must be factual, dated, and signed (or digitally authenticated), clearly recording the actions taken and decisions made.
Retention periods will follow statutory and best-practice guidance:
Adults at Risk: Records retained for a minimum of seven (7) years after case closure.
Children: Records retained until the individual reaches 25 years of age, or 75 years from birth if they have been in care.
Allegations Against Staff, Volunteers, or Trustees: Records retained for ten (10) years after the individual leaves Evergreen Care UK or until any related investigation is concluded, whichever is later.
Records will be stored in password-protected digital systems or locked physical storage, and destroyed securely in line with the Data Protection Act 2018, UK GDPR, and Evergreen Care UK’s Data Protection and Confidentiality Policy.

10. Safer Recruitment, Induction, and Training

10.1 Safer Recruitment

Evergreen Care UK is committed to safe recruitment practices.
This includes:

Verifying identity and references.
Obtaining an enhanced DBS check where appropriate.
Assessing suitability to work with vulnerable groups.

10.2 Induction

All staff and volunteers will receive safeguarding induction covering:

Policy awareness.
Recognising signs of abuse.
Reporting procedures.

10.3 Ongoing Training

Refresher safeguarding training is required every 3 years for all staff and volunteers. In addition, brief annual awareness refreshers will be provided to ensure continued vigilance and compliance.
Trustees and DSLs receive advanced safeguarding training every 3 years.
The DSL maintains a training register to monitor compliance.

11. Supervision and Support

Evergreen Care UK recognises that safeguarding issues can be distressing.
To support staff and volunteers:

Regular supervision meetings include safeguarding discussions.
Debrief sessions are available after serious incidents.
Emotional and pastoral support may be provided through line management or external counselling if needed.

12. Whistleblowing and Managing Allegations

12.1 Whistleblowing

Staff and volunteers must feel confident to raise safeguarding concerns about colleagues or organisational practice.
Concerns can be raised:

With the DSL or Deputy DSL.
Directly with the CEO or Chair of Trustees.
With external bodies such as the local authority or Charity Commission.

Whistle-blowers are protected under the Public Interest Disclosure Act 1998.
Evergreen Care UK will not tolerate retaliation against anyone who raises genuine concerns. Evergreen Care UK also endorses the national 'Freedom to Speak Up' principles to encourage openness and transparency.

12.2 Allegations Against Staff or Volunteers

If an allegation is made that a member of staff or volunteer has:

Behaved in a way that harmed or may have harmed a child or adult at risk, or
Possibly committed a criminal offence, or
Behaved in a way that indicates they may pose a risk,

Then the DSL must notify:

The CEO and Safeguarding Trustee Lead.
The Local Authority Designated Officer (LADO) for children’s cases.
Adult Safeguarding Team for adults at risk.
Charity Commission if a serious incident.

The individual concerned will be suspended or relocated to non-contact duties during the investigation.

13. Governance, Monitoring, and Review

13.1 Oversight

The Board of Trustees is responsible for overall safeguarding oversight and must ensure this policy is implemented and reviewed annually.

13.2 Annual Review

The DSL will present an annual safeguarding report to the Board summarising:

Number and type of cases.
Training and audit outcomes.
Lessons learned and actions taken.

13.3 Continuous Improvement

Feedback from service users, staff, and volunteers will be used to improve safeguarding practice.

13.4 Equality Statement

Evergreen Care UK is committed to equality, diversity, and inclusion.
Safeguarding practice will be delivered without discrimination on the grounds of age, disability, gender, gender identity or expression, race, religion, or sexuality.

13.5 Link to Values in Action

Safeguarding is an expression of Evergreen’s values:

Compassion – care with empathy and understanding.
Dignity – respecting independence and individuality.
Connection – building trust through relationships.
Trust – reliability and integrity in every action.

Appendices

Appendix A – Key Contacts

Appendix B – Safeguarding Concern Form (Template)

Name of person completing form: _____________________________________

Role : _____________________________________

Date and time of concern : _____________________________________

Name of person at risk : _____________________________________

Age / Date of Birth : _____________________________________

Address / Location : _____________________________________

Description of concern (facts only):

Immediate actions taken:

Who was informed and when:

DSL notified: Yes / No

Date and time DSL notified: _________________________________________

Signature: __________________________ Date: ____________________

(Attach additional sheets if required)

Appendix C – Summary of Key Legislation

Legislation / GuidanceSummary

Care Act 2014: Establishes local authorities’ duties to safeguard adults with care and support needs and sets out six safeguarding principles.

Children Act 1989 & 2004: Defines parental responsibilities and the duty to protect children from harm.

Safeguarding Vulnerable Groups Act 2006: Created the legal basis for barring unsuitable people from working with children and adults at risk.

Mental Capacity Act 2005: Protects individuals who may lack capacity to make decisions and sets out principles for acting in their best interests.

Equality Act 2010: Prohibits discrimination and promotes equal treatment.

Human Rights Act 1998: Embeds fundamental rights and freedoms in UK law.

Data Protection Act 2018 / UK GDPR: Regulates how personal data is collected, stored, and shared.

Working Together to Safeguard Children (2023): Sets out statutory guidance on inter-agency working to safeguard children.

Prevent Duty (2015)Requires specified authorities to prevent people from being drawn into terrorism.

Appendix D – Evergreen Mission and Values

Our Mission

To enhance the lives of people in later life by providing compassionate, dignified care that reduces loneliness, supports independence, and builds trust through meaningful connections.

Our Values

Meaning in Practice

Compassion: We listen with empathy and act with kindness, putting people first.

Dignity: We respect each person’s individuality and rights, ensuring privacy and choice.

Connection: We build friendships, reduce loneliness, and create community.

Trust: We are reliable, transparent, and act with integrity in all we do.

Values in Action

Our safeguarding practice reflects these values by ensuring that every individual, whether those in later life using our services or a young person on placement, is treated with respect, heard, and protected from harm.

Appendix E – Safeguarding Procedures Flowchart (Separate Document)

The Safeguarding Procedures Flowchart is provided as a separate one-page document for ease of display and training.

Key stages in the process:

Recognise and Record – Identify the concern and make factual notes.
Respond – Listen and reassure without making promises of confidentiality.
Report Immediately – Contact the DSL or Deputy DSL; call 999 in emergencies.
Record and Pass Information – Complete the Safeguarding Concern Form and submit securely to the DSL.
DSL Actions – Review and, where necessary, refer to statutory agencies.
Follow-Up and Support – Provide feedback and emotional support; record actions securely.

Appendix F – Whistleblowing and Escalation Procedure

Evergreen Care UK is committed to maintaining an open culture where concerns about practice or behaviour can be raised safely and in confidence.

F.1 Purpose

This appendix outlines how staff, volunteers, and trustees can raise safeguarding or organisational concerns without fear of reprisal.

F.2 When to Use the Whistleblowing Procedure

Use this procedure if you believe:

A safeguarding concern has not been handled properly.
There is malpractice, neglect, or a breach of policy.
Someone’s actions are putting service users or staff at risk.
There is deliberate concealment of wrongdoing.

F.3 How to Raise a Concern

Raise the concern with your line manager or DSL in the first instance.
If the issue involves those individuals or is not addressed, escalate to the CEO or Chair of Trustees.
You may also contact external agencies directly:

Local Authority Safeguarding Team
Charity Commission (www.gov.uk/charity-commission)
NSPCC Whistleblowing Helpline: 0800 028 0285

F.4 Protection for Whistle-blowers

You are protected by the Public Interest Disclosure Act 1998.
No employee, volunteer, or trustee will be victimised or disciplined for raising a genuine concern in good faith. Evergreen Care UK also endorses the national 'Freedom to Speak Up' principles to encourage openness and transparency.

F.5 Confidentiality

Concerns will be handled sensitively, and your identity will remain confidential unless disclosure is required by law.

Appendix G – Signs and Indicators of Abuse

G.11 Digital or Online Abuse

Includes online grooming, coercion via digital platforms, cyberbullying, or exploitation through social media or digital communication.

This appendix provides examples of possible signs of abuse or neglect.
These lists are not exhaustive but help staff and volunteers recognise early warning signs.

G.1 Physical Abuse

Unexplained injuries or bruising
Burns, fractures, or marks indicating restraint
Deterioration in physical health without explanation

G.2 Emotional or Psychological Abuse

Fearfulness, withdrawal, or agitation
Loss of self-esteem or confidence
Changes in communication or behaviour

G.3 Sexual Abuse

Bruising or bleeding in the genital areas
Sudden changes in behaviour or fear of certain people
Unexplained gifts or attention

G.4 Financial or Material Abuse

Missing money or possessions
Sudden inability to pay bills
Unusual banking activity

G.5 Neglect and Acts of Omission

Poor personal hygiene or nutrition
Untreated medical needs
Unsafe living conditions

G.6 Discriminatory Abuse

Derogatory language or attitudes
Exclusion from activities
Unequal treatment based on protected characteristics

G.7 Organisational Abuse

Rigid routines and lack of personal choice
Poor care standards or unsafe practices
Disrespectful language by staff

G.8 Domestic Abuse

Controlling or coercive behaviour
Isolation from family and friends
Fear or anxiety around a partner or family member

G.9 Modern Slavery

Signs of physical restraint or confinement
No access to identification or finances
Working long hours for little or no pay

G.10 Self-Neglect

Extreme lack of self-care or hoarding
Refusal of necessary help or treatment
Poor living environment

If You Are Concerned

If you observe any of these signs, or if someone tells you they feel unsafe, follow the Reporting Procedures outlined in Section 8 and the Safeguarding Procedures Flowchart (Appendix E). Always report immediately to the Designated Safeguarding Lead (DSL) or Deputy DSL.

End of Policy Document

Review Date: December 2026
Approved by: Board of Trustees
Policy Owner: Designated Safeguarding Lead (DSL)