Policies

1. Statement of Commitment

IceBreakers is committed to safeguarding and promoting the welfare of all its participants, volunteers and community members. We strive to create safe, inclusive and respectful environments where people feel empowered to connect, share and support one another.

2. Scope of the Policy

This policy applies to:

All IceBreakers leaders, team members, volunteers and trustees

All participants in IceBreakers events, dips, circles and digital communities

All communication platforms used under the IceBreakers name

3. Definitions

Safeguarding: Protecting the rights and wellbeing of vulnerable people and preventing abuse

Vulnerable Adult: A person aged 18 or over who may need support to protect themselves from harm or exploitation

Abuse: Includes physical, emotional, sexual, psychological, discriminatory, financial harm, neglect or cyber abuse

DBS: Disclosure and Barring Service checks for roles of trust

4. Our Approach: Notice – Respond – Record – Escalate

Notice - Leaders or members raise concerns based on observation or disclosure. Be sensitive to signs of distress, unsafe behaviour or unmet needs — including subtle emotional cues or changes in participation.

Respond - Two leaders may discuss concerns to decide next steps. This could include informal action (e.g. buddying up, keeping eyes on) or signposting to external support. If a crisis is present, stay with the individual and call 999. Always inform the Safeguarding Lead.

Record - Complete an internal Safeguarding Concern Form promptly. Keep records factual, confidential and securely stored.

Escalate - If the concern involves risk of harm, abuse or neglect, the Safeguarding Lead will escalate to the appropriate external authorities and ensure a safe, proportionate response.

5. Roles and Responsibilities

Safeguarding Lead: Oversees all safeguarding procedures, reports and training

Trustees: Ensure governance and policy review

Leaders & Volunteers: Follow the policy, complete safeguarding training and report concerns

6. Recruitment & Training

All trustees and Chapter Chiefs must be DBS-checked

All the above must review and sign this policy and complete annual safeguarding training

7. Safe Spaces & Practices

Hold inclusive, welcoming and respectful events

Conduct risk assessments as needed

Create a culture of check-ins and peer support

8. Communication Guidelines (WhatsApp)

All members must:

Be kind, respectful and inclusive

Avoid misinformation, advice-giving or inappropriate comments

Refrain from discrimination, harassment or bullying

9. Data Protection

We follow GDPR principles:

Collect only necessary data

Protect access to sensitive information

Retain data only as long as needed

Use of Imagery

No participant should be photographed or recorded without their knowledge and consent. Leaders should take care to avoid capturing images of individuals who have opted out. If images are used, they must never disclose sensitive personal information, including medical, mental health or location-related details without express permission.

10. Zero Tolerance

IceBreakers has zero tolerance for:

Abuse, bullying, harassment or discrimination of any kind

11. Whistleblowing

Report concerns to the Safeguarding Lead or any Trustee. No one will face discrimination or retaliation for a good-faith report.

12. Monitoring & Review

This policy is reviewed annually. Safeguarding issues and reports will be anonymised and monitored.