Current document reviewed 17.08.26

Policy Statement
Warm Connections undertakes non-regulated work. The policy below outlines how Warm Connections protects people and handles unexpected concerns. We are committed to creating and maintaining a safe and secure environment in all areas of our operations. We believe that:

• Nobody who is involved in our work should ever experience abuse, harm, neglect or exploitation
• We all have a responsibility to promote the welfare of all our beneficiaries, staff and volunteers, to keep them safe and to work in a way which protects them
• We all have a collective responsibility for creating a culture in which our people not only feel safe, but are also able to speak up if they have any concerns

Scope
This policy is for staff, volunteers, contractors and our clients

Disclosure Scotland Checks
Staff working shall either have Level 1 from Disclosure Scotland or will only work at a client’s home alongside someone with a Level 1 Disclosure

Responsibilities

• The directors: Hold overall responsibility for implementing and upholding this policy. They will ensure the provision of adequate resources, training and supervision to staff, volunteers, and member organisations engaged in activities
• Staff and volunteers: All staff and volunteers affiliated with Warm Connections are responsible for promoting welfare and safeguarding. They must familiarise themselves with this policy, promptly report any concerns or incidents, and participate in relevant training programmes.
• Safeguarding lead: Warm Connections will appoint a safeguarding lead who will oversee the implementation of this policy, provide guidance and support, and act as the primary point of contact for safeguarding concerns

Code of Conduct

Respect and Dignity

• Treat everyone with respect, dignity, and fairness, regardless of their background, abilities or characteristics
• Uphold their rights and promote their well-being, ensuring their views are considered and valued in decisions which affect them

Professionalism and Integrity

• Maintain professionalism at all times, acting in the best interests of everyone and avoiding any actions which may compromise safety or well-being
• Conduct all activities within the boundaries of your role and responsibilities, adhering to legal and ethical standards

Boundaries and Relationships

• Ensure all interactions are professional, respectful and without any form of exploitation or abuse
• Avoid engaging in any behaviour which may be misinterpreted as inappropriate, or harmful

Confidentiality and Information Sharing

• Respect the confidentiality of personal information relating to children and protected adults, sharing it only on a need-to-know basis and in accordance. with legal requirements and data protection regulations
• Report any concerns or disclosures promptly to the designated person, balancing the need for confidentiality whilst ensuring appropriate action is taken

Communication and Language

• Use clear, appropriate, and respectful language when communicating
• Ensure the receiver has understood the information
  Avoid using language or engaging in conversations which may be offensive, discriminatory or harmful
• Personal Information will:
  Only be recorded when necessary
  Be stored and destroyed in accordance with our GDPR policy

Recognizing Signs
Staff and volunteers will have attended a safeguarding course (or work alongside someone who has) and should refer to the guidance in the course notes, which will have covered how to spot potential physical, emotional, or financial distress

Reporting Concerns

• If a crime is in progress or an individual is in immediate danger call the police, as you would in any other circumstances
• If you are a beneficiary or member of the public, make your concerns known to a member of our team, who will alert a senior member of the CIC
• For members of the CIC, make your concerns known to the designated person. If you feel unable to do so, speak to another director
• If you are involved in an incident record events accurately. Write down facts, dates and exact words used without pressing for extra details

Safeguarding Lead: Tom Sibbald will handle and log any emerging concerns

Review Document: Our policy will be reviewed in September each year