Introduction
This policy applies to all GrantScape employees, Trustees, Advisory Panel Members, those who apply to GrantScape, and other people who come into contact with GrantScape.
It also takes into consideration the Children’s Act 2004 and the Safeguarding of Vulnerable Groups Act 2006, specifically:
A Child is defined as a person under the age of 18 (the Children’s Act)
An Adult at Risk is defined as a person aged 18 or over who; or may be in need of assistance by reason of mental, physical or learning impairment, age or illness who is or maybe unable to take care of themselves or unable to protect themselves against significant harm or serious exploitation which may be occasioned by the actions or inactions of other people.
Our Policy Statement
GrantScape will take reasonable steps to ensure the safety of all people it comes into contact in everything we do, and the protection of children and adults at risk while in the presence of GrantScape’s employees or Trustees attending events, meetings or promotional activities. In doing so we will follow the Government’s Guidance “Safeguarding and protecting people for charities and trustees”.
https://www.gov.uk/guidance/safeguarding-duties-for-charity-trustees
Good Practice Guidelines
As part of fulfilling our duties, whether working online or in person, we will take reasonable steps to protect from harm people who come into contact with GrantScape’s representatives.
This includes:
- People who apply and benefit from our grants
- Our staff and Trustees
- Our volunteer Advisory Panel Members
- Other people who come into contact with GrantScape through our work
In doing so, we will ensure that GrantScape:
- Has an appropriate policy with procedures in place, which is followed by all trustees, staff, and volunteer Advisory Panels
- Is confident that people are suitable to act in their roles
- Knows how to spot and handle concerns in a full and open manner
- Has a clear system of referring or reporting as soon as concerns are suspected or identified
- Sets out identified risks
- Follows safeguarding statutory guidance, good practice guidance and legislation relevant to our charity
- Is quick to respond to concerns and carry out appropriate investigations
- Does not ignore harm or downplays failures
- Has a balanced trustee board and does not let one trustee dominate its work
- Makes sure protecting people from harm is central to its culture
- Has enough resources, including trained staff/volunteers/trustees for safeguarding and protecting people
- Conducts periodic reviews of safeguarding policies, procedures and practices
What are the perceived risks for GrantScape and its key stakeholders
- Sexual harassment, abuse and exploitation
- A charity’s culture, which may allow poor behaviour and poor accountability
People abusing a position of trust they hold within a charity - Bullying or harassment either internally or through the people we meet in delivering our activities
- Health and safety
- Discrimination on any of the grounds in the Equality Act 2010
- Data breaches, including those under General Data Protection Regulations (GDPR)
- Self-neglect
- Physical or emotional abuse
- Reputational damage
We Commit to:
- Sharing and discussing this policy and procedure with all staff and trustees and document that they agree to adopt and abide by the Policy
- Encouraging additional training for staff and Trustees if they want to understand more about safeguarding issues
- Sharing and discussing the Policy with all our Advisory Panels, and document that they agree to adopt and abide by the Policy
- Ensuring this Policy is published on our website
- Ensuring that employees and trustees who attend events, meetings or similar attendances on behalf of GrantScape, where children or adults at risk might reasonably be expected to be in attendance, have completed a Disclosure and Barring Service (DBS) check, paid for by the company, prior to any attendance at such an event or meeting
- Ensuring there is a clear and transparent way of reporting a complaint or issue
- Ensuring all complaints or issues are investigated and reported to the GrantScape Board, and any appropriate action taken
- Review this Policy bi-annually, and making appropriate changes to procedures as necessary
Reporting and Recording Incidents
Should you believe any incidence or concern involves criminal behaviour you should report it immediately to the police or social services within your local authority area.
For Staff and Trustees
If at any event or meeting (either internally or externally) any of the following occur, you should report this immediately to your line manager (or CEO if a Trustee) and record the incident in writing.
- If you feel you have personally been bullied, harassed, or physically or emotionally abused
- If you witness any incidents of the above by others
- If you feel anyone has abused a position of trust
- If you accidentally hurt a child / adult at risk
- If he/she seems distressed in any manner
- If a child / adult at risk appears to be sexually aroused by your actions.
- If you feel a child / adult at risk misunderstands or misinterprets something you have done or said
For Advisory Panel Members
If, at any Advisory Panel meeting, any of the following occur, you should report this immediately to GrantScape’s Chief Executive (or the Chair of Trustees if the CEO was in attendance) and record the incident:
- If you feel you have personally been bullied, harassed, or physically or emotionally abused at Panel meetings or at a different time
- If you witness any incidents of the above by others at Panel meetings or at a different time
- If you feel you have been subject to bullying or harassment by an applicant (or potential applicant) who is aware of your role on the Panel. For example, if at a funded project event you may attend or by an individual or group who was not successful in their grant application.
Please initially use the Complaints Procedure which can be accessed from our website.
For Applicants or others who come into contact with GrantScape
If at any of the following occur, you should report this immediately to GrantScape’s Chief Executive (or the Chair of Trustees if the complaint is about the CEO) and record the incident:
- If you feel you have been subjected to bullying, harassment, or physical or emotional abuse by a member of GrantScape staff either in a phone call, email or at a meeting (in person or online).
- If you feel you have been subject to bullying or harassment, or physical or emotional abuse by a member of the Advisory Panel, for the fund to which you are applying to.
Please initially use the Complaints Procedure which can be accessed from our website.
Use of photographic/filming equipment at events
There is evidence that some people use events and activities as an opportunity to take inappropriate photographs or film footage of young and disabled people in vulnerable positions. However, a key reason for attending such events is to take suitable photographs of projects for promotional purposes, and there is no intention to prevent photography or filming for legitimate reasons.
It is therefore vital that any photographic images of children and/or adults at risk taken at such events have the full consent from the main applicant contact and / or the event organiser (and in writing if the images are to be used externally) and the performers and their parents/carers.
All the events, staff and trustees, and Advisory Panel members (who are often invited) should be vigilant and any concerns should to be reported to GrantScape’s CEO (or Chair of Trustees).
This Policy will be reviewed every two years, or sooner if any procedural changes required or updates to legislation.
29 September 2025