1. Introduction

Bag Books is a UK-wide charity working with children and adults who have severe or profound and multiple learning disabilities, many of whom may not be able to communicate verbally. We create and deliver multi-sensory stories that support communication, emotional engagement, and inclusion. Our work takes place in special schools, hospices, day centres, and our London-based workshop.

We believe that every person we encounter has the right to live a life free from harm, abuse, and neglect. This safeguarding policy outlines our commitment to ensuring all our beneficiaries, staff, and volunteers are protected. It draws on best practice from organisations such as Mencap and is tailored to the specific nature of our work.

Our safeguarding approach is guided by statutory frameworks for both children and adults. For children, we follow the principles set out in Working Together to Safeguard Children (2023) and the Children Acts 1989 and 2004. For adults, our practice reflects the legal duties within the Care Act 2014, including Section 42 safeguarding enquiries and the Making Safeguarding Personal (MSP) framework. These documents collectively guide our responsibilities when working with children and adults at risk across all settings.

We also follow the principles set out in “Information Sharing: Advice for Practitioners (DfE 2024)” to ensure that safeguarding information is shared lawfully, proportionately, and appropriately when required.

2. Our Safeguarding Commitment

Safeguarding is at the heart of everything we do. We:

• Put the welfare, dignity, and rights of participants first

• Empower individuals to speak up and provide accessible ways to share their views

• Recognise that some participants are more vulnerable due to communication barriers, sensory sensitivities, or dependency on others

• Foster a culture of openness, inclusion, and accountability

• Ensure that every staff member and volunteer understands their role in safeguarding

• Act promptly and appropriately on any safeguarding concerns

We are guided by the principles of the Mental Capacity Act 2005. While we do not deliver personal care or make formal decisions on behalf of others, we are committed to supporting individuals to communicate their preferences, participate meaningfully in activities, and be heard, particularly where communication barriers exist.

Our safeguarding culture is supported through regular staff supervision, team meetings in which safeguarding is a standing item, and reflective practice to ensure staff feel confident in recognising and responding to concerns.

3. Who This Policy Applies To

This policy applies to all those working with or on behalf of Bag Books, including:

• Staff (full-time, part-time, and freelance storytellers)

• Volunteers and trustees

• Visitors to our storytelling sessions and workshop

It covers safeguarding responsibilities both externally (e.g. in schools, day centres) and internally (e.g. in our London office and workshop). This policy should be read alongside:

• Code of Conduct

• Health and Safety Policy

• Data Protection and Confidentiality Policy

• Whistleblowing Policy

4. Designated Safeguarding Contacts

Our Designated Safeguarding Lead (DSL), Chief Executive, and Trustee Safeguarding Lead work closely together to make sure safeguarding is prioritised across all areas of our work. They offer guidance, respond to concerns, and support our staff and volunteers to follow best practice.

• Designated Safeguarding Lead (DSL):

Nina Martinez – nina@bagbooks.org / 020 7627 0444

• Chief Executive Officer (CEO):

Lucy Barrett – lucy@bagbooks.org / 020 7627 0444

• Trustee Safeguarding Lead:

Catherine Pearson – bbtrustee@bagbooks.org

5. Key Principles

• Everyone encountered through Bag Books’ work has the right to feel safe and be

treated with dignity and respect

• Children and adults at risk have equal rights to protection from harm, abuse, and neglect

• Any concern observed or disclosed during a storytelling session or workshop must be reported without delay

• All concerns, including those relating to historical abuse, are taken seriously and referred to the appropriate safeguarding lead or statutory authority

• Although Bag Books does not provide personal care or long-term support, it shares safeguarding responsibility with the schools, day centres, and hospices where activities take place. Information will be shared lawfully and proportionately when necessary to protect a child or adult at risk, following statutory information-sharing guidance

6. Understanding Abuse and Neglect

Bag Books staff and volunteers are not responsible for determining whether abuse has taken place or identifying its type. That responsibility lies with statutory agencies, including the local authority, Local Authority Designated Officer (LADO), social care, or the police.

Their role is to remain alert to signs of harm, respond appropriately to any disclosure, and report concerns to the Designated Safeguarding Lead (DSL) without attempting to verify, interpret, or resolve the situation.

Abuse may occur as a one-off incident or over time. It may be deliberate or arise from poor or neglectful practice. Whether concerns are observed directly or shared by another person, they must be taken seriously and reported without delay.

Types of abuse that may be encountered include:

• Physical abuse – hitting, slapping, pushing, rough handling

• Emotional or psychological abuse – shouting, threats, humiliation, or controlling behaviour

• Sexual abuse – any sexual contact or behaviour without consent, or where a person cannot give informed consent

• Neglect – failure to meet basic needs, including communication or emotional support

• Financial or material abuse – theft, coercion, or misuse of money or belongings

• Discriminatory abuse – unequal treatment based on disability, race, gender, age, religion, or sexuality

• Organisational abuse – impersonal care, unsafe practices, or lack of dignity in group settings

• Other safeguarding risks – including domestic abuse, self-neglect, online exploitation, and modern slavery

Prevent Duty

Although Bag Books is not a specified authority under the Prevent Duty, we recognise our responsibility to remain alert to any signs of radicalisation or extremist influence affecting children or adults at risk. Any such concerns, including worrying language, expressed beliefs, or behaviour that raises concern, should be reported through our standard safeguarding procedures. Where necessary, the DSL will seek advice from local safeguarding partners or the relevant Prevent team. It is not necessary to label or investigate what is observed. Any concerns must be passed on so the appropriate professionals can take action.

Potential signs of abuse during a session may include:

• Unexplained bruises or injuries

• A participant who appears fearful, withdrawn, or unusually distressed

• Sudden or unexplained changes in mood or behaviour

• Use of inappropriate or sexualised language or gestures

• Lack of essential communication aids

• Comments or behaviours that suggest harm or mistreatment

• Disrespectful or mocking behaviour directed at someone with a learning disability

Where any of these signs are observed, or where a concern arises for any reason, it must be reported immediately in line with this policy.

7. Prevention and Safer Practice

We take steps to make sure everyone working on behalf of Bag Books operates safely and appropriately. This includes:

• Safer recruitment practices, including interviews and reference checks

• Enhanced DBS checks for all staff and volunteers (renewed every two years or monitored via the DBS Update Service)

• Annual safeguarding training to keep knowledge up to date and relevant

• A clear policy of no lone working with children or adults at risk

• Safeguarding training covers responsibilities relating to both child and adult safeguarding legislation, including the Care Act 2014 and Working Together to Safeguard Children (2023)

• Safeguarding responsibilities are reinforced in annual appraisal and supervision processes

8. Safeguarding in External Storytelling Sessions

Before each visit, we work with the host setting to ensure safeguarding is in place and everyone understands their responsibilities. We:

• Confirm the name and contact details of the setting’s Designated Safeguarding Lead (DSL) and any specific safeguarding procedures we should follow

• Share contact details for Bag Books’ DSL and explain how to raise a concern

• Provide the name of the visiting storyteller along with confirmation of their enhanced DBS status

• Request contact details for the Local Authority Designated Officer (LADO), where applicable

• Make sure our staff follow both the host setting’s and Bag Books’ safeguarding policies

• Adapt each session to meet the sensory, emotional, and communication needs of the participants

• Ensure that a member of the setting’s staff is present at all times during the session

9. Safeguarding in the Bag Books Office and Workshop

Bag Books provides supported placements for individuals aged 16 and over, with and without learning disabilities, in its London-based workshop. To ensure a safe and inclusive environment, the following measures are in place:

• Individual and group risk assessments are carried out for all placement participants.

• Staff and volunteers are never left alone with participants; lone working is not permitted

• All visitors, including placement participants, receive a safeguarding briefing appropriate to their role and needs

• Any personal care requirements are arranged in advance with carers, schools, or support services. Bag Books staff do not provide personal care under any circumstances

9a. Online and Digital Safety

Bag Books is committed to promoting safe and appropriate use of digital technologies in all areas of its work. While our activities are delivered predominantly in person, safeguarding risks can also arise within online environments, digital communication, and the handling of electronic information.

We therefore ensure that:

• Staff and volunteers do not use personal devices to photograph or record participants

• No images of children or adults at risk are taken or shared unless explicit consent has been provided by the host setting and is in line with their policies

• Staff and volunteers do not engage in private or individual communication with participants or families via personal email, personal social media, or messaging platforms. Any contact via Bag Books’ official social media channels is limited to public, general enquiries and never used to discuss a specific child or adult at risk

• All digital information relating to safeguarding is stored securely and handled in line with our Data Protection and Confidentiality Policy

• When using digital tools (e.g., email, booking systems, file-sharing platforms), staff remain alert to potential safeguarding concerns such as cyberbullying, online exploitation, or inappropriate communication

• Any online or digital safeguarding concern is reported immediately using the same process outlined in Section 10

These measures ensure that participants are protected both during in-person sessions and within any digital touchpoints connected to our work.

10. Responding to Safeguarding Concerns or Disclosures

If abuse is witnessed, suspected, or disclosed, staff and volunteers must take the following steps:

• Remain calm and listen without interruption or judgement

• Reassure the individual that they are being heard and taken seriously

• Avoid making promises of confidentiality; explain that the concern must be shared with the appropriate safeguarding lead

• Record the concern as soon as possible, including the date, time, names of those involved, what was said or observed, and any actions taken

• Report the concern immediately to the Designated Safeguarding Lead (DSL). If the DSL is unavailable, report to the CEO or Trustee Safeguarding Lead

11. Allegations Against Staff or Volunteers

Any allegation that a member of staff, volunteer, or trustee has behaved in a way that may pose a risk to a child or adult at risk must be taken seriously and acted upon without delay.

If an allegation is made, the following steps must be taken:

• Report the allegation immediately to the Designated Safeguarding Lead (DSL) and the Chief Executive

• Inform the Trustee Safeguarding Lead as soon as possible

• Conduct an initial risk assessment to determine appropriate next steps

• Where the threshold is met, notify the Local Authority Designated Officer (LADO) within 24 hours

• Consider suspension, restriction of duties, or temporary redeployment while an investigation is underway

• Where applicable, make a referral to the Disclosure and Barring Service (DBS) if the individual is removed from regulated activity or poses a safeguarding risk

Bag Books will cooperate fully with statutory investigations and ensure that safeguarding and fairness are upheld throughout the process.

12. Reporting to External Authorities

It is the responsibility of the Designated Safeguarding Lead (DSL) to assess whether a concern meets the threshold for external referral. Where the DSL is unavailable, or additional oversight is required, this responsibility may be undertaken by the Chief Executive or Trustee Safeguarding Lead.

Where appropriate, they will:

• Assess whether the concern meets the harm threshold for statutory intervention

• Notify the relevant local authority, Local Authority Designated Officer (LADO), or police without delay

• Keep the host setting informed of any actions taken, where appropriate

• Refer to current local safeguarding guidance, including via: www.gov.uk/report-child- abuse-to-local-council

13. Confidentiality, Record-Keeping and Follow-Up

Bag Books is committed to handling safeguarding concerns sensitively, respectfully, and in accordance with data protection legislation.

• All safeguarding records are stored securely, with access restricted to the DSL, CEO, and Trustee Safeguarding Lead

• Reports are factual, dated, signed, and written as soon as possible after the concern arises

• Staff and volunteers involved in safeguarding incidents are offered appropriate debriefing and support

• Safeguarding policies, procedures, and training are reviewed regularly to ensure they remain effective and up to date

Information sharing will follow the seven principles of the DfE Information Sharing Advice (2024), including necessity, proportionality, and recording the decision to share

14. Historical Abuse Disclosures

Bag Books recognises that abuse may be disclosed weeks, months, or even years after it occurred. All such disclosures are treated with the same seriousness and care as current concerns.

Bag Books:

• Takes historical disclosures seriously and treats them as safeguarding matters

• Provides a safe, respectful, and non-judgemental environment for individuals to share their experiences

• Refers concerns to the appropriate safeguarding authorities, regardless of when or where the abuse took place

15. Code of Conduct

Everyone working with or on behalf of Bag Books, including staff, volunteers, freelancers, and trustees, must uphold the highest standards of conduct when engaging with children and adults at risk.

All personnel must:

• Treat all participants with dignity, respect, and sensitivity

• Act as a positive role model at all times

• Ensure they are never left alone with a participant

• Follow Bag Books’ safeguarding policy and the safeguarding procedures of any host setting

• Respect each individual’s privacy and right to give or withhold consent

• Be aware that physical contact, although part of our sensory storytelling, must always be appropriate and clearly explained

• Remain mindful of how words and actions may be perceived by others

• Challenge inappropriate behaviour and report all concerns immediately

Personnel must not:

• Engage in inappropriate physical or verbal contact with participants

• Use discriminatory, suggestive, or demeaning language

• Make personal or sexual comments, or share personal contact details

• Show favouritism or single out individuals for special treatment

• Promise to keep safeguarding concerns secret, or delay reporting them

• Rely on familiarity or good intentions to justify behaviour that may breach professional boundaries

Updated: July 2025

To be reviewed: July 2026

Appendix A: Quick Reference Safeguarding Flowchart

You witness or suspect abuse, or someone discloses a concern

→ Remain calm

→ Listen carefully and reassure

→ Record what was said or observed

Immediately report the concern to:

→ DSL: Nina Martinez (nina@bagbooks.org)

→ Or, if unavailable, the CEO or Trustee Safeguarding Lead

DSL assesses the concern and takes action:

→ Risk assessment carried out

→ If threshold met, contact LADO within 24 hours

→ Police/Local Authority contacted if necessary

→ Host setting informed

If the concern involves a staff member:

→ Internal disciplinary process followed

→ Suspension or dismissal may be required

→ Referral to DBS if safeguarding risk confirmed

Follow-up:

→ Records stored securely

→ Staff debriefed and supported

→ Policy and training reviewed

Appendix B: Statutory Compliance Checklist

This checklist demonstrates how the Bag Books Safeguarding Policy aligns with statutory requirements.

1. Working Together to Safeguard Children (2023)

✔ Organisational responsibilities

✔ Recognising and responding to abuse

✔ Reporting procedures

✔ Allegations management (LADO)

✔ Partnership working

✔ Safer recruitment

✔ Training

2. Children Acts 1989 & 2004

✔ Duty to safeguard and promote welfare

✔ Recognising significant harm

✔ Reporting concerns to local authority and LADO

3. Care Act 2014

✔ Adult safeguarding categories

✔ Section 42 enquiries

✔ MSP principles

✔ Cooperation with local authority

4. Mental Capacity Act 2005

✔ Communication support

✔ Assumption of capacity

✔ Best-interest considerations

5. Prevent Duty

✔ Awareness training and risk identification

✔ Clear reporting pathway

✔ Proportionate to non-specified authority

6. Safer Recruitment

✔ Enhanced DBS

✔ References

✔ Ongoing suitability checks

7. Information Sharing

✔ Secure storage

✔ Proportionate sharing

✔ Compliance with DfE guidance (2024)

8. Whistleblowing

✔ Clear routes to report concerns internally and externally