Safeguarding Policy

1. Our Commitment to Safeguarding

Khalsa Catalyst, operated by Devanhaar, is committed to providing a safe, inclusive, respectful, and supportive environment for every child, young person, parent, guardian, volunteer, mentor, member of staff, and participant involved in our educational programmes, residential camps, workshops, events, mentoring initiatives, and digital platforms.

We recognise our legal and moral responsibility to safeguard and promote the welfare of children and vulnerable individuals. Every safeguarding concern is taken seriously and managed promptly, fairly, and confidentially in accordance with UK safeguarding legislation, statutory guidance, and best practice.

We are committed to:

• Protecting children, young people, and vulnerable adults from abuse, neglect, exploitation, discrimination, bullying, and harm.
• Promoting a culture of openness, accountability, inclusion, and respect.
• Responding promptly and appropriately to safeguarding concerns.
• Working collaboratively with parents, legal guardians, schools, partner organisations, and statutory safeguarding authorities where appropriate.
• Regularly reviewing this policy to reflect legislative, regulatory, and operational changes.

2. Who This Policy Covers

This policy applies to everyone participating in or representing Khalsa Catalyst, whether through online or in-person activities.

This policy applies to all employees, trustees, volunteers, mentors, contractors, programme leaders, residential staff, guest speakers, third-party providers, and anyone acting on behalf of Khalsa Catalyst or Devanhaar.

3. Safer Recruitment & DBS Checks

Khalsa Catalyst is committed to safer recruitment practices to help protect children, young people, and vulnerable adults participating in our programmes and residential activities.

Where roles involve regulated activity or direct engagement with children or vulnerable participants, we require appropriate safeguarding measures, which may include:

• Identity verification.
• Appropriate employment or character references.
• Enhanced Disclosure and Barring Service (DBS) checks where legally required.
• Mandatory safeguarding training during induction.
• Ongoing safeguarding refresher training appropriate to the individual's role.
• Agreement to comply with Khalsa Catalyst's Safeguarding Policy, Code of Conduct, and organisational procedures.

No individual will undertake regulated activity on behalf of Khalsa Catalyst until all required safeguarding checks have been satisfactorily completed where applicable.

4. Designated Safeguarding Lead (DSL)

Khalsa Catalyst has appointed a Designated Safeguarding Lead (DSL) who is responsible for overseeing safeguarding matters and ensuring that concerns are managed appropriately.

The Designated Safeguarding Lead is responsible for:

• Receiving and reviewing safeguarding concerns and disclosures.
• Maintaining confidential safeguarding records.
• Providing safeguarding advice and guidance to staff, volunteers, mentors, and programme leaders.
• Liaising with Children's Social Care, Local Authority Designated Officers (LADO), the police, and other statutory safeguarding agencies where required.
• Reviewing safeguarding procedures and supporting continuous improvement.

5. Responsibilities of Khalsa Catalyst Staff

Everyone representing Khalsa Catalyst is expected to:

• Treat every individual with dignity, fairness, and respect.
• Maintain appropriate professional boundaries at all times.
• Complete safeguarding training where required.
• Report safeguarding concerns immediately.
• Promote a safe, welcoming, and inclusive environment.
• Follow all safeguarding policies, procedures, and organisational guidance.
• Challenge and report inappropriate behaviour where necessary.

No individual should ignore, delay, investigate independently, or attempt to resolve a safeguarding concern without following the appropriate reporting procedure.

6. Responsibilities of Visiting Schools & Groups

Everyone participating in Khalsa Catalyst activities is expected to behave respectfully, responsibly, and professionally.

All participants, staff, volunteers, mentors, speakers, and programme leaders must:

• Treat others with dignity, fairness, and respect.
• Use appropriate language and behaviour at all times.
• Respect privacy, confidentiality, and personal boundaries.
• Follow programme rules, safeguarding guidance, and organisational policies.
• Avoid bullying, harassment, intimidation, discrimination, or abusive behaviour.
• Never engage in conduct that could place another individual at risk.
• Immediately report any safeguarding concerns or inappropriate behaviour.

Khalsa Catalyst reserves the right to suspend or remove any individual whose behaviour compromises the safety, wellbeing, or dignity of others.

7. On-Site Supervision by Khalsa Catalyst

Khalsa Catalyst recognises that safeguarding extends equally to digital environments.

Official communications relating to programmes, mentoring, residential activities, and events should only take place using authorised communication channels approved by Khalsa Catalyst.

To help protect participants:

• Personal social media accounts must not be used for official programme communications.
• Personal contact information should not be exchanged unless authorised.
• Online meetings and mentoring sessions should be conducted using approved platforms.
• Personal information should only be shared where necessary and in accordance with our Privacy Policy.
• Online interactions must remain respectful, professional, and appropriate.
• Any inappropriate online behaviour should be reported immediately.

8. Two-Adult Communication Rule

Where reasonably practicable, communications involving participants under the age of 18 should follow the Two-Adult Rule.

This means:

• At least two authorised adults should be included in communications where appropriate.
• Group communications should be used instead of private messaging wherever possible.
• Parents or legal guardians may be copied into communications relating to minors where appropriate.
• One-to-one communication with children should only occur where necessary for safeguarding or programme administration purposes.
• Meetings involving minors should, where practicable, take place in transparent and supervised environments.

This approach promotes transparency and helps safeguard both participants and representatives of Khalsa Catalyst.

9. Accommodation & Residential Safety

Khalsa Catalyst is committed to providing a safe and well-supervised environment during residential programmes, educational camps, and overnight events.

To help safeguard participants, we implement appropriate supervision arrangements, including:

• Appropriate adult-to-participant supervision ratios based on the age, needs, and nature of the activity.
• Continuous supervision by authorised staff and volunteers throughout organised activities.
• Controlled access to residential accommodation and programme facilities.
• Separate sleeping accommodation for male and female participants during residential programmes, except where alternative arrangements are required by law or agreed safeguarding procedures.
• Clear behavioural expectations for all participants throughout their stay.
• Immediate reporting and management of safeguarding, welfare, behavioural, or security concerns.

Parents or legal guardians will be informed of significant safeguarding or welfare concerns where appropriate.

10. Allegations Against Staff, Volunteers or Mentors

Any allegation involving a member of staff, volunteer, mentor, trustee, contractor, speaker, residential supervisor, or representative will be treated seriously.

Where appropriate, Khalsa Catalyst may:

• Record and assess the concern.
• Temporarily restrict involvement while the matter is reviewed.
• Refer the matter to the Designated Safeguarding Lead.
• Notify Children's Social Care, the Local Authority Designated Officer (LADO), the police, or other safeguarding authorities where required.
• Cooperate fully with external investigations.

Confidentiality will be maintained wherever possible while ensuring safeguarding responsibilities are fulfilled.

11. Recognising & Reporting Concerns

If you believe a child, young person, or vulnerable adult may be at risk of harm, you should report your concern immediately.

Our safeguarding process includes:

1. Reporting the concern without delay.
2. Recording the concern securely and accurately.
3. Assessment by the Designated Safeguarding Lead.
4. Taking appropriate safeguarding action.
5. Referring the matter to statutory safeguarding authorities where required.
6. Maintaining confidential safeguarding records in accordance with legal requirements.

12. Digital Safety

Khalsa Catalyst is committed to protecting personal information through appropriate technical and organisational security measures.

These include:

• Secure systems and encrypted communications where appropriate.
• Controlled access to safeguarding information.
• Confidential handling of safeguarding records.
• Periodic security reviews and access monitoring.
• Compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Further information about how we collect, use, store, and protect personal information is available in our Privacy Policy.

13. Policy Review

This Safeguarding Policy is reviewed periodically to reflect changes in legislation, statutory safeguarding guidance, organisational practices, and operational requirements.

The latest version of this policy will always be published on the Khalsa Catalyst website.