Safeguarding in Digital & Online Delivery Policy

Organisation: Think Cre8tive Group CIC

Date Adopted: 1 October 2025

Review Date: 1 October 2026

Responsible Officer: Designated Safeguarding Lead (DSL)

1. Policy Statement

Think Cre8tive Group CIC is committed to safeguarding the wellbeing of all participants, staff, volunteers, and partners when delivering activities online. This policy ensures that risks related to digital and online work are recognised and managed effectively, particularly in relation to children and adults at risk.

We believe online spaces should be as safe, inclusive, and supportive as in-person environments.

2. Scope

This policy applies to:

  • Online workshops, rehearsals, and training (e.g. via Zoom, Teams, Google Meet).
  • Email, phone, and messaging communications between staff/volunteers and participants.
  • Use of digital platforms, websites, and social media managed by Think Cre8tive Group CIC.

3. Principles

  • Safeguarding applies equally in online and in-person settings.
  • Online delivery will prioritise safety, accessibility, and inclusion.
  • Clear boundaries will be maintained in all communications.
  • Personal data will be protected in line with GDPR.

4. Risks in Online Delivery

  • Inappropriate contact or grooming attempts.
  • Sharing of harmful or offensive material.
  • Breaches of privacy (e.g. video recording without consent).
  • Exclusion or bullying in online group dynamics.
  • Participants becoming distressed without in-person support.

5. Code of Practice for Staff & Volunteers

Before Sessions

  • Only use organisation-approved accounts (not personal accounts).
  • Ensure consent forms are signed (for recording, participation, parental permission for under-18s).
  • Share joining links securely and do not post publicly.
  • Set up waiting rooms or password protection for online sessions.

During Sessions

  • At least two adults (staff/volunteers) should be present in sessions with under-18s or adults at risk.
  • Use appropriate, professional backgrounds and dress.
  • Keep group sessions inclusive, respectful, and well-moderated.
  • If a participant becomes distressed, use agreed safeguarding procedures and follow up after the session.

After Sessions

  • Store recordings (if used) securely, with explicit participant consent.
  • Do not share participant personal details.
  • Report any safeguarding concerns immediately to the DSL.

6. Communication Guidelines

  • Staff and volunteers should not engage in private, one-to-one online communication with children or vulnerable adults unless pre-approved (e.g. mentoring, with parental/guardian awareness).
  • All communication should be transparent, professional, and recorded where possible (e.g. group emails rather than private messaging).

7. Safeguarding Concerns in Online Sessions

  • Concerns must be reported immediately to the Designated Safeguarding Lead (DSL).
  • If a participant discloses abuse online, staff should:
    • Remain calm, listen, and not promise confidentiality.
    • Record what was said factually.
    • Escalate following the Safeguarding Policy.
  • If a participant is at immediate risk of harm, contact emergency services (999).

8. Responsibilities

  • DSL: Oversees safeguarding in online delivery, provides training, ensures compliance.
  • Staff & Volunteers: Follow this policy and report concerns immediately.
  • Participants & Families: Follow group agreements and respect online safety guidance.

9. Review

This policy will be reviewed annually, or sooner if there are changes in legislation, guidance, or digital practice.

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