Safeguarding & Under-18 Participation

This policy sets out how the "Innovation Forum × R1X" hackathon keeps children and young people safe. It applies because the Event admits participants aged 17, who are minors.

DRAFT for legal review — not legal advice. Version [VERSION]; effective [EFFECTIVE DATE].

[CONFIRM with a qualified safeguarding adviser.] This policy is a draft template and must be reviewed and approved by a qualified safeguarding professional before the Event, and its arrangements tested against the specific venue, format and audience.

1. Purpose and commitment

The Organiser (Global Innovation Forum Limited, "Innovation Forum") is committed to safeguarding and promoting the welfare of children and young people who take part in the Event. Everyone involved shares responsibility for keeping young people safe. The welfare of the child is the paramount consideration.

2. Scope

1. This policy applies to all participants under 18 at the Event, and to everyone who works or volunteers at, mentors, judges, sponsors or staffs the Event.
2. It also applies to any vulnerable adults taking part [CONFIRM whether the Event will admit vulnerable adults and adjust accordingly].
3. It applies at the venue ([EVENT VENUE]) and in all online channels used for the Event.

3. Legal and policy context

This policy is intended to reflect, as applicable:

• the Children Act 1989 and Children Act 2004;
• UK GDPR and the ICO's Age Appropriate Design Code (the Children's Code);
• Working Together to Safeguard Children statutory guidance; and
• safeguarding good practice for time-limited events involving young people.

[CONFIRM applicability and current versions of each with legal and safeguarding advisers, including whether the Organiser is a "regulated activity" provider.]

4. Designated Safeguarding Lead

1. The Designated Safeguarding Lead (DSL) for the Event is [DESIGNATED SAFEGUARDING LEAD], contactable at [DSL CONTACT].
2. A Deputy DSL is [DEPUTY DSL NAME], contactable at [DEPUTY DSL CONTACT].
3. The DSL is responsible for receiving concerns, deciding on action, liaising with external agencies, and keeping records. At least one of the DSL or Deputy will be present and identifiable throughout the Event.

5. Registration requirements for under-18s

Before a Minor may attend, the following must be provided and verified:

1. a completed and signed parental/guardian consent form;
2. an emergency contact name and number for a parent or guardian available throughout the Event;
3. any relevant medical, dietary or access needs [CONFIRM what is collected]; and
4. confirmation of any supervision or accompaniment requirement — for example whether a parent/guardian must remain on site, or whether drop-off and collection arrangements apply [CONFIRM].

Separate parental/guardian media consent is also required (see the Intellectual Property, Media & Consent Policy).

6. Suitability of staff, volunteers and mentors

1. DBS checks: [DBS position] [CONFIRM whether roles are eligible for, and require, Disclosure and Barring Service checks, and at what level].
2. Everyone in a supervisory, mentoring or staff role must agree to the Code of Conduct and this policy.
3. The "never alone with a child" principle applies: adults must not place themselves in a one-to-one, unobserved situation with a Minor. Interactions should take place in open, visible spaces.
4. Appropriate supervision ratios will be maintained [CONFIRM ratios] and roles will be clearly identifiable (for example by lanyard or badge).

7. A safe environment

1. Venue: entrances, exits and quiet/first-aid spaces are managed; young people know who to approach for help; signage identifies safeguarding staff.
2. Online channels: any chat, forum or video channels are moderated, use official accounts only, and are subject to the same conduct standards as the physical event.
3. Photography: media capture follows the rules in the Intellectual Property, Media & Consent Policy, including separate parental consent for under-18s and respect for opt-outs.

8. Recognising and reporting concerns

1. Recognise: be alert to signs a young person may be at risk of harm, and to any disclosure or allegation.
2. Respond: listen calmly, do not promise confidentiality, do not investigate or question beyond what is necessary, and reassure the young person.
3. Report: tell the DSL (or Deputy) without delay — the same day, and immediately where a child is at risk of harm.
4. Record: make a written record as soon as possible, using the young person's own words where relevant, dated and signed.
5. Escalate: the DSL will decide on referral to the local authority children's services and/or the police, and will contact the emergency services on 999 where a child is in immediate danger.

9. Handling children's data

1. Minimisation: only the personal data necessary for participation and safeguarding is collected.
2. Retention: children's data, including consent and emergency-contact details, is kept only as long as necessary and then securely deleted [CONFIRM retention periods].
3. Parental rights: parents/guardians may exercise data protection rights on behalf of a Minor; requests go to info@inno-forum.co.uk.
4. Processing follows UK GDPR, the Data Protection Act 2018, the Children's Code and the Participant Privacy Notice.

10. E-safety for online components

Where the Event includes online elements, young people are protected by moderation, official-channel-only communication, clear reporting routes, and guidance on respectful and safe online behaviour. Private one-to-one messaging between adults and Minors on Event channels is not permitted.

11. Low-level concerns and whistleblowing

1. Low-level concerns — behaviour that is inconsistent with this policy or the Code of Conduct but that may not meet the threshold for harm — should still be reported to the DSL so that patterns can be identified and addressed early.
2. Whistleblowing: anyone may raise concerns about the conduct of staff or volunteers, including in confidence, without fear of retaliation. Retaliation against a person who raises a concern in good faith is a disciplinary matter.

12. Review

This policy is reviewed at least annually and after any significant incident or change to the Event, by the DSL together with a qualified safeguarding adviser [CONFIRM review owner and date].

13. Key contacts

This is a DRAFT template prepared for legal review and does not constitute legal advice. It must be reviewed and approved by a qualified safeguarding adviser before use.