Safeguarding Children and Vulnerable Adults
SS&DBKA welcomes any member of the public who is interested in honeybees/beekeeping, including children and vulnerable adults.
To support this approach, the elected Committee of the SS&DBKA, acting as Trustees of the Association, commits to the safeguarding and child protection of these groups as outlined in this policy.
- Glossary of Terms
BBKA: the British Beekeepers’ Association, registered charity number 1185343
Child/Children: those persons under the age of 18 years old
Designated Safeguarding Lead (DSL): the person designated by SS&DBKA for all safeguarding matters within the association
Local Authority Designated Officer (LADO): the person who manages and oversees allegations of abuse or misconduct against individuals who work with children and ensures that allegations are dealt with appropriately and that children and vulnerable adults are protected from harm
Parents/Guardians: persons who have parental rights and legal responsibilities in relation to children
Responsible Adult: a person aged 18 or over appointed to support and safeguard the rights of a child or vulnerable adult
Safeguarding: protecting people’s health, wellbeing and human rights and enabling them to live free from harm, abuse and neglect
SS&DBKA: South Staffs and District Beekeepers’ Association, registered charity number 519681
Vulnerable Adult: a person aged 18 or older who, due to illness, disability, age or other factors is unable to protect themselves from harm or exploitation or unable to adequately care for themselves.
- Purpose and Scope of this Policy
The purpose of this policy is to protect people, particularly children and vulnerable adults, from any harm that may be caused due to their coming into contact with SS&DBKA. This includes harm arising from:
- the conduct of Trustees, employees, contractors and volunteers associated with SS&DBKA;
- the design and implementation of SS&DBKA’s programmes and activities.
The policy aims to ensure all children and vulnerable adults have a positive and enjoyable experience, protected from harm, whilst participating in SS&DBKA’s activities in a safe environment.
It applies to all SS&DBKA activities including apiary sessions, training, mentoring, shows, school or public visits, online meetings and communications, and night‑time socials (see Section 8). SS&DBKA does not currently organise residential or overnight events (see Section 9).
This policy should be read alongside related SS&DBKA/BBKA policies and procedures (Section 12).
- Principles and commitments
SS&DBKA will seek to keep children and vulnerable adults safe by:
- valuing, listening to and respecting them;
- providing safe physical and online environments in line with health and safety and safeguarding guidance;
- ensuring role‑appropriate safeguarding training and, where eligible, Disclosure and Barring Service (DBS) checks;
- responding swiftly, proportionately and lawfully to concerns or allegations and maintaining secure, accurate records;
- working in partnership with statutory agencies including the Police and the Local Authority Designated Officer (LADO).
- Roles and responsibilities
Designated Safeguarding Lead (DSL)
- SS&DBKA’s DSL is Jessica Bennett (telephone: 07843 376 392).
- Receives and triages concerns; offers advice; keeps secure records; and where appropriate makes referrals to the LADO and/or Police.
- Ensures proportionate safer‑recruitment (DBS where eligible) and role‑appropriate safeguarding training for relevant roles.
Trustees and Officers
- Provide safe environments and oversight for safeguarding at all SS&DBKA activities.
- Support and resource the DSL and ensure annual policy review.
All members and volunteers
- Safeguarding is everyone’s responsibility: report concerns promptly (Section 10).
- Treat everyone with respect; avoid being alone with a child; obtain consent for photography; and follow event and online conduct rules.
- Safer recruitment, DBS and training
SS&DBKA will ensure that people in roles involving regular or unsupervised contact with children or vulnerable adults are appropriately vetted. Where the role is eligible, SS&DBKA will obtain the appropriate level of DBS check (standard, enhanced and/or barred‑list) and provide role‑appropriate safeguarding induction and, for event leads or mentors of minors, annual refreshers.
DBS checks will not be requested for roles that are not eligible. Eligibility will be determined by reference to current statutory guidance and advice from the DSL as needed.
- Online and digital safeguarding
- Obtain parental/responsible‑adult consent for any online activity involving children or vulnerable adults;
- Ensure at least two adult facilitators in sessions involving under‑18s; disable private chat where feasible; and moderate discussions;
- Use official SS&DBKA accounts for communications with under‑18s—no direct one‑to‑one private messaging;
- Store images/recordings securely and only with prior informed consent; do not identify children by full name in public posts without explicit consent.
- Photography, video and media consent
Do not photograph or film children without prior consent from a parent/guardian or responsible adult. Images will be stored securely and used only for agreed purposes.
- Events including evening / night‑time socials (no overnight stays)
- A responsible adult for each child must be present and remains responsible for supervision throughout the event unless a specific supervised activity with named vetted adults has been arranged.
- Ensure suitable ratios and visibility (avoid one‑to‑one). Use public, well‑lit areas; provide clear start/finish times; and put in place safe arrival/collection arrangements.
- Appoint an event lead to conduct a simple risk assessment covering safeguarding, site access/egress in the dark, toilets, and first aid.
- Residential or international events
SS&DBKA does not currently organise residential or international events. If this changes, SS&DBKA will adopt the BBKA standard for such events, including appointing an event safeguarding lead and ensuring all supervising adults are vetted and trained appropriately.
- Acting on a safeguarding concern
- If someone is at immediate risk of harm, call 999.
- Otherwise, report concerns as soon as possible to the DSL (Section 4). If the concern relates to behaviour of an adult working with or volunteering with children, the DSL will refer to the Local Authority Designated Officer (LADO) within one working day.
- Encourage first‑hand reporting where safe to do so; make a contemporaneous factual note; do not promise confidentiality; share information on a need‑to‑know basis.
- Allegations about adults and DBS referrals
Where an allegation or incident involves a trustee, officer, member, contractor or volunteer, the DSL will inform the LADO within one working day and follow their advice. Police will be contacted immediately if a crime may have been committed or someone is at risk.
If SS&DBKA removes an individual from working with children or vulnerable adults (or would have done so if the person had not left) because they posed a risk of harm, SS&DBKA will consider a referral to the Disclosure and Barring Service (DBS) in line with current guidance.
- Linked policies and procedures
The policy should be read alongside the BBKA’s policies and procedures including:
- Safeguarding Children and Vulnerable Adults Policy – 26 July 2025 v2
- School Visits Policy
- Whistle Blowing Policy
- Volunteer Policy
- Code of Conduct for Trustees &; Examinations Board Members
- Anti Bullying and Sexual Harassment Policy
- Health & Safety Policy.
- Record‑keeping, data protection and confidentiality
The DSL will keep confidential, detailed and accurate records of safeguarding concerns in a secure repository with restricted access (DSL and Chair where necessary).
Records will be retained for an appropriate period in line with charity and data‑protection guidance and then securely destroyed.
- Legal framework and review
This policy reflects the Children Act 1989 and 2004 and current statutory guidance including Working Together to Safeguard Children (December 2023).
Review: This policy cancels and replaces earlier versions. It will be reviewed annually by the Trustees (or sooner if legislation or BBKA guidance changes).
- Contacts and escalation pathway (Staffordshire)
SS&DBKA Designated Safeguarding Lead (DSL): Jessica Bennett — Tel: 07843 376 392
Immediate risk of harm: Police 999 (non‑emergency 101).
Local Authority Designated Officer (LADO): Make an online referral via Staffordshire County Council (search “Staffordshire LADO referral form”) or contact the Staffordshire Families Integrated Front Door for advice.
Staffordshire Families Integrated Front Door (SFIFD) — children at risk: 0300 111 8007; Out of hours Emergency Duty Service: 0345 604 2886.
Staffordshire Adult Safeguarding (to report abuse of a vulnerable adult): 0345 604 2719.
NSPCC helpline: 0808 800 5000.
Reviewed January 2026 – PDF copy