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Safeguarding & Participant Safety Policy

1. Purpose

ImPerfect Ltd is committed to creating safe, inclusive and supportive environments where individuals can participate in workshops, courses, coaching sessions, events and community activities.

This policy outlines how ImPerfect Ltd promotes participant wellbeing, manages safeguarding concerns, and responds appropriately where a participant may be at risk of harm.

The safety and wellbeing of participants will always be prioritised.

2. Scope

This policy applies to:

  • Online workshops
  • Face-to-face workshops
  • Training courses
  • Community events
  • Group coaching programmes
  • One-to-one coaching sessions
  • Digital wellbeing programmes
  • Community forums and online spaces
  • Volunteers working on behalf of ImPerfect Ltd
  • Contractors or facilitators delivering services on behalf of ImPerfect Ltd

This policy applies to all participants aged 18 and over unless otherwise stated.

Where activities involve children or young people under 18, separate parental consent and safeguarding procedures will be implemented.

3. Our Commitment

ImPerfect Ltd is committed to:

  • Treating all participants with dignity and respect.
  • Creating psychologically safe learning environments.
  • Providing clear boundaries around the support offered.
  • Acting appropriately where safeguarding concerns arise.
  • Maintaining confidentiality wherever possible.
  • Taking concerns seriously.
  • Following relevant UK safeguarding legislation and guidance.

4. Definitions

Safeguarding

Safeguarding means protecting an individual's health, wellbeing and human rights so they can live free from abuse, neglect, exploitation and harm.

Adult at Risk

An adult who:

  • Has care and support needs.
  • Is experiencing, or is at risk of, abuse or neglect.
  • May be unable to protect themselves because of those needs.

Abuse

Abuse may include:

Physical Abuse

Assault, inappropriate restraint, hitting or physical harm.

Emotional or Psychological Abuse

Threats, humiliation, coercion, intimidation, bullying or manipulation.

Sexual Abuse

Any unwanted sexual behaviour or exploitation.

Financial Abuse

Fraud, theft, coercion or misuse of finances.

Neglect

Failure to meet basic physical, emotional or wellbeing needs.

Discriminatory Abuse

Harassment or unfair treatment based on protected characteristics.

Domestic Abuse

Controlling, coercive or abusive behaviour within relationships.

Online Abuse

Harassment, cyberbullying, grooming, exploitation or harmful online behaviour.

5. Our Approach

ImPerfect Ltd provides:

  • Educational support
  • Personal development support
  • Mental fitness tools
  • Reflective learning opportunities
  • Coaching and wellbeing programmes

ImPerfect Ltd does not provide:

  • Crisis intervention services
  • Counselling
  • Psychotherapy
  • Clinical mental health treatment
  • Medical advice
  • Emergency support services

Participants requiring specialist support will be encouraged to seek appropriate professional help.

6. Facilitator Responsibilities

Anyone delivering services on behalf of ImPerfect Ltd must:

  • Treat participants respectfully.
  • Maintain professional boundaries.
  • Promote inclusion and accessibility.
  • Avoid discriminatory behaviour.
  • Report safeguarding concerns promptly.
  • Respect confidentiality requirements.
  • Follow this policy at all times.

Facilitators must not:

  • Promise absolute confidentiality.
  • Act beyond their competence.
  • Provide clinical advice.
  • Engage in inappropriate relationships with participants.
  • Exploit participants financially, emotionally or professionally.

7. Participant Safety During Workshops and Events

At the start of workshops, facilitators should:

  • Explain the purpose of the session.
  • Outline participation expectations.
  • Explain confidentiality boundaries.
  • Remind participants that sharing is voluntary.
  • Encourage self-care and breaks if needed.

Participants will never be pressured to:

  • Share personal experiences.
  • Discuss trauma.
  • Disclose mental health conditions.
  • Participate in activities that cause distress.

Participants are encouraged to engage only at a level that feels comfortable and safe.

8. Online Workshop Safety

For online events:

  • Meeting links should not be shared publicly.
  • Participant information should remain confidential.
  • Recording will only occur where participants have been informed.
  • Participants should be treated respectfully within online spaces.
  • Harassment, bullying or inappropriate behaviour will not be tolerated.

ImPerfect Ltd reserves the right to remove participants whose behaviour compromises the safety of others.

9. In-Person Event Safety

For face-to-face events:

  • Risk assessments will be completed where appropriate.
  • Emergency procedures will be identified.
  • First aid arrangements will be considered.
  • Suitable venue safety measures will be followed.
  • Any accidents or incidents will be recorded.

Participants must follow venue safety requirements and behave respectfully towards others.

10. Confidentiality

Information shared by participants will generally remain confidential.

However, confidentiality may be broken where there is a reasonable belief that:

  • A participant is at risk of serious harm.
  • Another person is at risk of serious harm.
  • A child may be at risk.
  • A vulnerable adult may be at risk.
  • A criminal offence has occurred.
  • Disclosure is required by law.

Where possible, the participant will be informed before information is shared.

11. Safeguarding Concerns

If a safeguarding concern arises, ImPerfect Ltd will:

  1. Listen calmly and respectfully.
  2. Record factual information.
  3. Avoid making promises that cannot be kept.
  4. Assess immediate risk.
  5. Seek guidance from relevant safeguarding services where appropriate.
  6. Contact emergency services if there is an immediate risk to life.

12. Emergency Situations

If a participant appears to be at immediate risk of serious harm to themselves or others:

Call Emergency Services

999

Mental Health Crisis Support

For urgent mental health support participants may be directed to:

  • NHS 111 (Option 2 for Mental Health Support)
  • Samaritans – 116 123
  • Local Crisis Teams
  • Emergency Services

ImPerfect Ltd facilitators are not emergency responders.

13. Recording Concerns

Where safeguarding concerns arise, a written record should include:

  • Date and time.
  • Name of participant.
  • Nature of concern.
  • Exact words used where possible.
  • Actions taken.
  • Any referrals made.

Records will be stored securely and confidentially in accordance with data protection requirements.

14. Equality, Diversity and Inclusion

ImPerfect Ltd is committed to creating environments that are:

  • Inclusive
  • Respectful
  • Accessible
  • Free from discrimination

We welcome people from all backgrounds, identities and experiences.

All participants should feel safe, valued and respected.

15. Data Protection

Any personal information collected will be handled in accordance with:

  • UK GDPR
  • Data Protection Act 2018

Information will only be shared where necessary and lawful.

16. Policy Review

This policy will be reviewed annually or sooner if:

  • Legislation changes.
  • Safeguarding guidance changes.
  • Significant incidents occur.
  • Business activities expand.