Charity Safeguarding Policy Template and Guide

Charities that work with children or vulnerable adults are expected by the Charity Commission to have a safeguarding policy. Many charities that do not work directly with these groups should still have a basic safeguarding statement as good governance practice. The Charity Commission treats safeguarding as a fundamental governance responsibility — it is one of the most common areas they examine during regulatory inquiries.

This guide covers what your safeguarding policy should include and provides a practical structure you can adapt.

Who needs a safeguarding policy?

Must have a full safeguarding policy:

• Charities that provide services to children (under 18)
• Charities that provide services to vulnerable adults (now called "adults at risk")
• Charities whose activities bring trustees or volunteers into contact with these groups, even occasionally

Should have a basic safeguarding statement:

• Charities that do not work directly with children or vulnerable adults, but want to demonstrate governance standards
• Charities applying for grants (funders increasingly ask about safeguarding regardless of beneficiary group)

What to include in your safeguarding policy

1. Purpose and scope

State what the policy covers and who it applies to — all trustees, employees, volunteers, and anyone acting on behalf of the charity. Be specific about which activities involve contact with children or vulnerable adults.

2. Designated safeguarding lead (DSL)

Name the person responsible for receiving and handling safeguarding concerns. For small charities, this is usually a trustee. Include:

• Their name and contact details
• A deputy in case the DSL is unavailable or is the subject of the concern
• How staff, volunteers, and beneficiaries can contact them

3. Recruitment and vetting

DBS checks: Trustees and volunteers in regulated activity with children or vulnerable adults need enhanced DBS checks. DBS checks for volunteers are free. Specify:

• Which roles require DBS checks and at what level (basic, standard, enhanced)
• Who processes the checks
• How often checks are renewed (DBS checks do not formally expire, but renewal every 3 years is widely considered good practice)
• That no one starts work in a regulated role before the check is completed

References: Take up at least two references for anyone working with children or vulnerable adults.

Self-declaration: Ask all trustees and volunteers to declare any relevant criminal convictions or safeguarding concerns at the point of recruitment.

4. Code of conduct

Set clear expectations for behaviour. This does not need to be lengthy — practical rules that trustees and volunteers can remember:

• Never be alone with a child or vulnerable adult without another adult present
• Do not share personal contact details (phone, social media) with beneficiaries
• Report any concerns to the designated safeguarding lead immediately
• Do not attempt to investigate concerns yourself

5. Reporting procedure

Make the reporting process explicit:

1. Anyone with a concern reports it to the designated safeguarding lead immediately
2. The DSL records the concern in writing (date, time, details, who is involved)
3. The DSL assesses whether the concern needs to be referred to the local authority or police
4. If the concern involves immediate risk of harm, call 999 first, then report internally
5. If the concern involves the DSL, report to the deputy DSL or directly to the chair of trustees

External referrals: Include contact details for:

• Your local authority designated officer (LADO) — for concerns about adults working with children
• Your local adult safeguarding team — for concerns about vulnerable adults
• The NSPCC helpline (0808 800 5000) — for advice on child protection concerns
• The Charity Commission — for reporting serious incidents

6. Record keeping

Document all safeguarding concerns, actions taken, and outcomes. Store records securely with restricted access — only the DSL and deputy should be able to access them. Retain records in line with your data protection policy.

7. Training

Specify what safeguarding training trustees and volunteers must complete and how often it should be refreshed. For most small charities:

• All trustees and volunteers: Basic safeguarding awareness training at induction
• DSL: More detailed training, refreshed every 2 years
• Regular refreshers: A brief annual update at a trustee meeting is sufficient for most small charities

8. Review schedule

State how often the policy will be reviewed. At least annually — safeguarding guidance changes regularly, and your policy should reflect your current activities and personnel.

Template structure

Safeguarding Policy — [Charity Name]

Approved by trustees: [Date] Review date: [Date — within 12 months] Designated safeguarding lead: [Name, role, contact] Deputy: [Name, role, contact]

1. Policy statement — Our commitment to safeguarding and the scope of this policy.

2. Roles and responsibilities — DSL details, trustee responsibilities, volunteer expectations.

3. Safer recruitment — DBS check requirements, references, self-declaration.

4. Code of conduct — Behavioural expectations for anyone acting on behalf of the charity.

5. Recognising and responding to concerns — What to look for, how to report, the referral process.

6. Record keeping — How concerns are documented and stored.

7. Training requirements — What training is required and how often.

8. Related policies — Links to complaints procedure, whistleblowing policy, data protection policy.

Reporting a safeguarding concern to the Charity Commission

The Charity Commission requires charities to report serious incidents, including safeguarding incidents where:

• A beneficiary has been harmed or is at risk of harm
• There has been an allegation against a trustee, employee, or volunteer
• The charity's response to a safeguarding concern was inadequate

Report as soon as you become aware — do not wait until the matter is resolved. The Commission would rather hear about a concern early than discover it was concealed.

For a broader view of your compliance obligations, see our charity compliance checklist. Check which policies your charity needs with our free Compliance Checklist Generator.

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This guide applies to charities operating in England and Wales. Safeguarding requirements are set by the Charity Commission and local safeguarding authorities. This is general guidance, not legal advice.

Sources

• DBS eligibility guidance — GOV.UK
• Safeguarding duties for charity trustees — GOV.UK
• How to report a serious incident — GOV.UK