Safeguarding & Data Protection

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

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

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

• IceBreakers will assess safeguarding and DBS requirements proportionately based on role responsibilities,levels of contact and evolving organisational needs
• Leaders, volunteers and trustees are expected to familiarise themselves with this policy and follow safeguarding procedures appropriate to their role. IceBreakers will continue to develop safeguarding awareness and training proportionate to organisational size and responsibilities.

7. Safe Spaces & Practices

• Intended for adults aged 18 and over.
• 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 retaliation for a good-faith report.

12. Allegations Against Leaders, Volunteers or Trustees

Any concern or allegation regarding the conduct of a leader, volunteer or trustee will be reviewed by the Safeguarding Lead and trustees and escalated appropriately where necessary. IceBreakers may pause an individual’s involvement while concerns are assessed.

13. Monitoring & Review

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

1. Purpose

To protect the data of members, volunteers and supporters in line with GDPR.

2. Scope

Applies to all personal data processed by IceBreakers.

3. What We Collect

Name, contact details, location, emergency contact details, participation and waiver records and any voluntary health information relevant to safe participation. We may also record limited information where necessary to manage a safeguarding or welfare concern.

4. Legal Basis

We process personal data where we have an appropriate lawful basis, including legitimate interests, consent and compliance with legal obligations. Where we process special category data, such as health information, we will only do so where an additional lawful condition applies. We collect and retain only the information reasonably necessary for the relevant purpose.

5. Use of Data

Used for participation, communication, administration, safety and safeguarding. Personal data is only shared where necessary and appropriate, including with trusted service providers that help us operate IceBreakers or where necessary to meet legal or safeguarding responsibilities. We do not sell personal data.

WhatsApp & Community Groups

IceBreakers uses WhatsApp to share information about gatherings and enable members to stay connected. Joining these groups and channels is optional. WhatsApp is a third-party platform and members should be aware that profile information, activity and information they choose to share may be visible to other members depending on the group and their WhatsApp privacy settings.

Members should avoid sharing personal or sensitive information they would not want others in the group to see. IceBreakers leaders oversee our community spaces and may record or escalate information where necessary to respond to a safeguarding concern. Members can leave IceBreakers WhatsApp groups or channels at any time.

Photography & Filming

IceBreakers may occasionally capture photographs or video footage at events for use in promotional materials, including on social media, our website or other communications. We will always seek consent in advance — either through a signed waiver, event signage or verbal agreement. Individuals have the right to withdraw their consent at any time by contacting a chapter leader or trustee.

6. Storage & Retention

Personal data is stored securely with access limited to those who need it for their role. Data is retained only for as long as reasonably necessary for the purpose for which it was collected, including where longer retention is appropriate for safeguarding, insurance, legal or regulatory purposes.

7. Rights

You can access, correct, delete or withdraw your data at any time.

8. Breaches

Reported to trustees and ICO within 72 hours if required.