Policy Statement
West Midland Bird Club (WMBC) is committed to safeguarding the wellbeing of all children, young people, and vulnerable adults who come into contact with our charity.

With approximately 3,000 members, multiple public reserves, and structured education programmes such as the contracted Children’s Wildlife Academy, we recognise our responsibility to create safe, inclusive, and respectful environments.

We adopt a zero-tolerance approach to abuse, harm, or exploitation and are committed to safeguarding in a way that promotes dignity, equality, and inclusion.

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This policy applies to:

• Trustees, volunteers, members, and contractors

• All charity-organised activities, including on-reserve events and educational sessions

 

Purpose
This safeguarding policy ensures:

• The safety and protection of children and vulnerable adults involved in our work

• All stakeholders understand their roles in preventing and responding to abuse or neglect

• The charity complies with relevant legislation, regulation, and recognised best practice

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Legal and Regulatory Framework
This policy is aligned with the following legislation and guidance:

• Children Act 1989 and 2004

• Care Act 2014

• Protection of Freedoms Act 2012

• Safeguarding Vulnerable Groups Act 2006

• Working Together to Safeguard Children (Statutory Guidance)

• Charity Commission guidance (CC30) – Charity Commission for England and Wales

• Data Protection Act 2018 and UK GDPR

 

The charity will also meet its duties to:

• Refer appropriate cases to the Disclosure and Barring Service (DBS)

• Report serious safeguarding incidents to the Charity Commission
   

Key Definitions

• Child: A person under the age of 18

• Vulnerable Adult: A person aged 18 or over who may require care, support, or protection

• Abuse: Includes physical, emotional, sexual abuse, neglect, or exploitation

 

Leadership and Responsibilities

• The Board of Trustees holds ultimate responsibility for safeguarding

• A Designated Safeguarding Lead (DSL) Trustee will:

  • Coordinate safeguarding activity

  • Act as the first point of contact for concerns

• A Deputy Safeguarding Trustee will support this role

 

All trustees, volunteers, contractors, and partners must:

• Be aware of and follow this policy

• Act appropriately on any safeguarding concern

 

The contracted Children’s Academy provider must:

• Maintain its own safeguarding policy

• Operate in line with legal requirements and this policy

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The Trustees will ensure:

• Serious incidents are reported to the Charity Commission

• Appropriate referrals are made to statutory agencies

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Safer Recruitment and Contract Management
WMBC is committed to safer recruitment practices.

We will ensure:

• Enhanced DBS checks are carried out where roles meet eligibility for regulated activity

• Identity and reference checks are completed where appropriate

• Safeguarding responsibilities are clearly defined in role descriptions

 

For contractors:

• Evidence of safeguarding training and policies must be provided

• A named safeguarding lead must be identified

• Written agreements and risk assessments must be in place

 

Code of Conduct
All individuals representing WMBC must:

• Treat everyone with dignity and respect

• Maintain appropriate professional boundaries

• Avoid being alone with a child or vulnerable adult in secluded settings where possible

• Avoid unnecessary physical contact

• Never engage in or tolerate abusive behaviour

 

Additionally:

• Do not communicate with children via personal social media or private messaging

• Do not transport children alone unless authorised and risk assessed

• Obtain appropriate consent before taking or sharing photographs or recordings

• Avoid developing personal relationships with participants

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Safeguarding in Charity Activities
WMBC will ensure:

• Children attending organised activities are appropriately supervised at all times

• Parental or guardian consent is obtained for participation

• Safeguarding briefings are provided where appropriate

• All activities are risk assessed, including safeguarding considerations

• Health & safety and safeguarding are integrated into event planning

 

Reporting Safeguarding Concerns
All trustees, volunteers, and contractors must:

• Report any safeguarding concern, allegation, or disclosure without delay to the Designated Safeguarding Lead (DSL)

• Make a written record including:

• Date and time

• Individuals involved

• Nature of concern

• Actions taken

 

Information must be:

• Kept confidential

• Shared only on a need-to-know basis

 

Where a person is believed to be at immediate risk of harm or requires urgent medical attention, emergency services should be contacted immediately (999). Action must not be delayed while attempting to contact the DSL. The DSL should then be informed as soon as practicable.
The person receiving a safeguarding disclosure or concern should not investigate the matter themselves. They should listen carefully, record the information accurately and report the matter promptly in accordance with this Policy.

 

Allegations Against Staff, Volunteers, or Trustees
Any allegation involving a trustee, volunteer, or contractor will be:

• Referred to the Local Authority Designated Officer (LADO)

• Managed in line with statutory safeguarding procedures

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Whistleblowing
Concerns about safeguarding practices or behaviour may be raised confidentially through the charity’s whistleblowing procedures without fear of reprisal.

Data Protection and Record-Keeping

Recording Safeguarding Concerns
The DSL will maintain a Concerns Log which will contain only the date, location and a very brief description of the nature of the concern. The Concerns Log must not contain unnecessary personal or sensitive information.

 

Immediately on receipt of a report, the DSL will:

• make an entry in the Concerns Log;

• make, or ensure that there is made, a written record of the concern including the name of the person making the report, the date and time of the report, the nature of the concern and the reasons for believing it to be a safeguarding issue

• ensure that records are made as soon as practicable and are dated and attributable to the person making the record

• ensure that records are clear, factual and objective and distinguish, where appropriate, between fact, observation, allegation, disclosure and opinion

• record, where relevant and possible, the actual words used by a person making a safeguarding disclosur

• open a separate safeguarding file for the concern which, in addition to the original report, will record any enquiries or follow-up action, referrals, advice received, the outcome of the matter, the DSL’s conclusions and any action taken

• record whether information has been shared with any other organisation, statutory agency or third party and the reasons for doing so

• consider carefully whether, to whom and to what extent personal information should be shared, having regard to safeguarding needs, the safety and wishes of those involved, legal obligations, confidentiality and the principle that information should only be shared where necessary and proportionate

• where appropriate, make a referral to the relevant statutory agency, safeguarding authority, police or other appropriate organisation

• keep the Trustees appropriately informed of significant safeguarding matters, having regard to confidentiality and the need to share information only on a need-to-know basis

• where appropriate, seek the approval of the Trustees for a proposed course of action which
  falls within their authority, for example the suspension or termination of a person’s membership.

 

The DSL will prepare an annual anonymised report for the Trustees on safeguarding matters. The report will, where appropriate, include the number and general nature of concerns reported, significant themes or trends, actions taken and any recommendations for improvements to WMBC’s safeguarding arrangements. The report will not include information which could unnecessarily identify any individual.

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Records must not be altered or destroyed. Where additional information or a correction is required, this must be clearly recorded, dated and attributable to the person making the addition or correction.

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Record Keeping
The DSL will maintain a separate safeguarding file for each reported concern. Such files must:

 

• be held separately from the general records of WMBC

• whether kept on paper or electronically, be held securely and in accordance with WMBC’s Data Protection Policy

• be accessible only to those persons who have a legitimate need to know the information in order to discharge WMBC’s safeguarding responsibilities

• normally be shared only with the DSL and those Trustees or senior volunteers whose involvement is necessary for the proper management of the safeguarding concern

• where necessary, be shared with reserve managers, group leaders, statutory agencies, the police or other appropriate organisations, but only to the extent necessary for WMBC to discharge its safeguarding duties or comply with a legal obligation

• in sharing such information, have regard to the Data Protection Act 2018, the UK General Data Protection Regulation, the common law duty of confidentiality and the need to share information in a manner which is necessary, proportionate and appropriate

• be retained only for as long as is necessary to enable WMBC to discharge its safeguarding obligations and in accordance with WMBC’s applicable records retention arrangements.

 

The DSL will periodically review safeguarding records and the Concerns Log to ensure that records remain secure, accurate, appropriately restricted and retained or disposed of in accordance with WMBC’s Data Protection Policy and records retention arrangements

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​Training and Review
WMBC will ensure:

• Safeguarding awareness training is completed by all trustees and relevant volunteers before engaging in activities

• Refresher training is undertaken regularly (typically every 1–3 years depending on role)

• The Designated Safeguarding Lead receives appropriate enhanced training

 

This policy will be:

• Reviewed annually

• Updated following any significant incident or legislative change

 

Online and Digital Safeguarding
WMBC recognises that safeguarding extends to digital environments.

We will:

• Promote safe use of digital communication

• Ensure appropriate controls on communication with children

• Protect personal data and privacy in all online activity

 

Equality, Diversity and Inclusion
WMBC recognises that some individuals may be more vulnerable due to personal circumstances or protected characteristics.

We are committed to:

• Ensuring safeguarding practices are inclusive and accessible

• Treating all individuals fairly and without discrimination

 

Contact Information
Designated Safeguarding Lead Trustee:
Martin Smith - martin.smith@westmidlandbirdclub.org.uk - 07500 974465

 

Safeguarding Lead:
Jon Posnett - jonposnett@gmail.com

Local Authority Designated Officer (LADO): Concerns will be referred to the Local Authority Designated Officer (LADO) for the area in which an incident occurs.

NSPCC Helpline: 0808 800 5000

This policy will be reviewed at appropriate intervals (not more than one year).

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