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 immediately to the Designated Safeguarding Lead

• 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

 

If a child or vulnerable adult is in immediate danger, contact emergency services on 999.

 

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

• Safeguarding records will be stored securely and separately from general data

• Access will be restricted to authorised individuals

• Records will be retained in line with legal and regulatory requirements

 

The charity complies with UK GDPR and the Data Protection Act 2018.

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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