Policy Statement: Leamington Studio Artists (LSA) is committed to ensuring the safety and well-being of all individuals who interact with our gallery and events. Our priority is to safeguard adults at risk and any children who may visit our spaces.
We comply with the Charity Commissions Safeguarding Guidance.
Our Commitment: LSA commits to:
- Safe Environment: Creating and maintaining a welcoming and secure environment for everyone engaging with our gallery and during all LSA activities.
- Respect and Dignity: Treating all individuals with respect and dignity, promoting an inclusive and positive atmosphere.
- Listen and Respond: Taking all concerns about safeguarding seriously and responding promptly and appropriately.
- Clear Procedures: Ensuring clear procedures are in place for reporting and responding to safeguarding concerns.
- Information and Guidance: Providing appropriate information and guidance on safeguarding principles and procedures to all trustees, staff, and volunteers.
- Safe Volunteer Practice: Implementing practical and safe practices for all volunteer roles within LSA.
- Regular Review: Regularly reviewing and updating this policy and our practices to ensure they remain effective and compliant with current guidance.
Purpose and Scope: This policy covers all LSA volunteering activities, including the galleries and studios where volunteers are on duty. It applies to:
- Adults at risk
- All LSA trustees, committee members, representatives, and volunteers
Please note: LSA does not provide “regulated activity” as defined by the Disclosure and Barring Service (DBS) regulations. Our safeguarding practices are designed to promote a safe environment within the scope of our activities.
What is Safeguarding? Safeguarding refers to the measures taken to protect individuals from harm and abuse. This includes protecting from:
- Physical Abuse: Causing physical injury.
- Emotional/Psychological Abuse: Causing emotional distress, fear, or damage to self-esteem.
- Sexual Abuse: Inappropriate or unwanted sexual activity or exposure.
- Neglect: Failing to meet basic needs (e.g. hygiene, supervision).
- Financial Abuse: Misusing or stealing money or possessions.
- Online Abuse/Exploitation: Harm occurring via digital platforms.
Key Definition
- Adult at Risk of Harm: An adult (18 or over) who is experiencing, or at risk of, abuse or neglect and cannot protect themselves because they have a need for care or support.
Roles and Responsibilities:
- Trustees: Have overall responsibility for ensuring LSA’s safeguarding policy is robust, implemented, and regularly reviewed.
- Designated Safeguarding Leads (DSLs): Named individuals responsible for overseeing safeguarding within LSA, providing advice, and managing reported concerns. All safeguarding concerns should be reported to a DSL.
- Named DSLs: Mike Patrick and Sue Bent
- Contact Details: chair@lsa.org and sue.leamingtonstudioartists@gmail.com
- The DSLs are responsible for:
- Responding to safeguarding concerns.
- Supporting volunteers in safeguarding matters.
- Making referrals to external authorities (e.g., Local Authority Designated Officer – LADO, Adult Social Care) when necessary.
- Ensuring all safeguarding records are stored securely in line with GDPR guidance.
- Undertaking refresher safeguarding training every three years or sooner.
- All Trustees, Staff, and Volunteers:
- Familiarise themselves with this policy and follow its guidelines.
- Treat all individuals with respect and maintain appropriate professional boundaries.
- Be observant and aware of any signs of abuse or neglect.
- Report any safeguarding concerns immediately to a Designated Safeguarding Lead (DSL).
- Never attempt to investigate a concern themselves.
- Adhere to the LSA Fostering a Safe and Respectful Environment and the expectations outlined in Safer Working Practices (Code of Conduct Highlights)
Recognising and Reporting Concerns
If you have a safeguarding concern (e.g., you witness something concerning, someone tells you they are being harmed, or you have a suspicion), you must:
- Listen (if told): Listen carefully without interrupting, judging, or asking leading questions. Do not promise confidentiality.
- Record: Make a factual, dated, and signed record of what you saw, heard, or were told as soon as possible. Use the individual’s own words where possible.
- Report Immediately: Report your concern to a Designated Safeguarding Lead (DSL) as soon as possible.
- Emergency: If someone is in immediate danger or a crime is being committed, call the police on 999 straight away.
Confidentiality: All safeguarding concerns will be handled with sensitivity and respect for confidentiality. Information will only be shared on a “need-to-know” basis with relevant individuals or agencies (e.g., police, social services) to protect the individual at risk.
Safer Working Practices (Code of Conduct Highlights): All LSA trustees, staff, and volunteers are expected to maintain professional conduct and adhere to the LSA policy of Fostering a Safe and Respectful Environment. Key aspects include:
- Boundaries: Maintain clear professional boundaries with all individuals. Avoid over-familiarity or giving personal contact details (phone numbers, social media) to visitors.
- Physical Contact: Avoid any physical contact.
- Private Conversations: If an adult at risk wishes to speak privately, ensure it is in an open, visible area or with another LSA member present. Avoid being alone with an individual in an isolated area.
- Photography: Seek explicit permission before taking photographs of individuals. Do not take photographs of children.
- Online Conduct: Maintain professional conduct in all online interactions related to LSA. Do not use personal social media accounts to communicate with visitors or members on behalf of LSA.
Volunteer Gallery Guidelines:
- There will be a minimum of two people on ‘duty’ at all times in the gallery.
- Volunteers must be at least 18 years old.
LSA will require volunteers to confirm their commitment to adhering to LSA’s Safeguarding Policy and Code of Conduct.
Last updated 21/08/2025
