Safeguarding Policy

Women in Ports Ltd (WIP) is a global organisation, and we are committed to safeguarding and promoting the welfare of everyone who takes part in our work, wherever in the world they are based.

This includes children and young people under 18 and adults at risk, and applies to our members, event participants, mentees and mentors, Schools Programme participants, volunteers, staff, contractors, partners and anyone acting on behalf of WIP across every country in which we operate.

Everyone has the right to be protected from harm, regardless of age, gender, disability, race, religion or belief, sexual orientation, nationality or any other characteristic. Safeguarding is everyone’s responsibility.

This policy applies to all WIP activities worldwide, including:

• Events, conferences, workshops and networking sessions, in person and online
• The WIP Schools Programme, delivered globally for ages 11–18, including classroom workshops, port discovery days, employer-school collaborations, work experience placements, job shadowing, one-to-one mentoring, and apprenticeship and entry-route support
• Mentoring and learning programmes
• Online activity, including social media and virtual events
• Anyone acting on behalf of WIP, including partners and delivery organisations in any country

Safeguarding means protecting people’s health, wellbeing and human rights, and enabling them to live free from abuse, exploitation, harm and neglect.

Abuse can include physical, emotional, sexual or financial abuse, neglect, discrimination, bullying or harassment, and can happen in person or online.

• The welfare of children and adults at risk is our primary concern, wherever they are in the world.
• All concerns will be taken seriously and acted upon promptly, regardless of where the activity took place.
• Everyone working with or on behalf of WIP has a duty to report concerns; no one should decide alone whether abuse has occurred.
• We will meet the minimum standards set out in this policy everywhere we work and comply with applicable local safeguarding law.
• Where local law or safeguarding requirements provide a higher level of protection, the higher standard will apply.
• We will work with schools, ports, employers, venues and delivery partners to establish appropriate safeguarding arrangements before activities take place.
• Safeguarding information will be handled sensitively and shared only where necessary to protect someone or meet a legal obligation.
• We will not tolerate harassment, bullying, exploitation or abuse of any kind in connection with WIP activities.

WIP has a Designated Safeguarding Lead (DSL) responsible for receiving and handling safeguarding concerns and, where appropriate, liaising with relevant safeguarding or statutory authorities.

Where WIP runs a sustained programme in a particular country or region, a local safeguarding contact may also be appointed.

• Designated Safeguarding Lead: Raj Kehal — raj.kehal@womeninports.org
• Deputy Safeguarding Lead: Sarah Robinson — sarah.robinson@womeninports.org

If a safeguarding concern relates to the Designated Safeguarding Lead, it should be reported to the Deputy Safeguarding Lead. If a concern relates to both, or someone does not feel able to report the matter through WIP, they should contact the appropriate local safeguarding authority or emergency service directly.

This policy establishes WIP’s minimum safeguarding standards across all countries in which we operate.

WIP activities must also comply with the safeguarding, child protection and other relevant legal requirements of the country or jurisdiction in which the activity takes place.

Where local law or safeguarding requirements set a higher standard than this policy, the higher standard will apply. Where WIP’s standards provide greater protection and do not conflict with local law, WIP’s standards will continue to apply.

Before delivering activities involving children or adults at risk, WIP will work with the relevant school, port, employer, venue or delivery partner to identify applicable local safeguarding requirements, reporting arrangements and safeguarding contacts.

Partners delivering activities on behalf of WIP are expected to have appropriate safeguarding arrangements in place. Working with a local partner does not remove WIP’s responsibility to take reasonable safeguarding measures in relation to activities delivered in its name.

WIP will assess the safeguarding requirements of each role and activity according to where it takes place, who is involved and the nature of the contact.

In the UK, WIP will obtain the appropriate criminal-record or safeguarding check where a role is eligible for, or legally requires, one. This may include a DBS check in England and Wales or the relevant equivalent in Scotland or Northern Ireland.

For activities outside the UK, WIP will use the appropriate criminal-record, child-protection or safeguarding-check arrangements available in the relevant country, where required or appropriate. This may include police clearances, certificates of good conduct, references, identity verification or other locally recognised safeguarding checks.

Where an individual has lived or worked in more than one country, WIP may require additional checks where appropriate.

Where a formal safeguarding-check system is unavailable, WIP will take other reasonable steps to assess suitability and manage safeguarding risk.

Partners delivering WIP programmes must have appropriate safeguarding arrangements in place and must follow this policy and any WIP code of conduct applicable to the activity.

One-to-one mentoring involving anyone under 18 must be arranged through WIP, their school or an approved delivery partner. Meetings must take place in an appropriate professional, public or supervised environment, including approved online environments.

Communication with under-18s must take place through WIP, school, employer or programme-approved channels. Private or inappropriate contact outside those arrangements is not permitted.

If you are worried about the safety or welfare of a child or adult at risk in connection with a WIP activity, wherever in the world this happens:

1. If someone is in immediate danger, contact the local emergency services first.
2. Report the concern to WIP’s Designated Safeguarding Lead, Deputy Safeguarding Lead or named local safeguarding contact as soon as possible.
3. Do not investigate the concern yourself, confront an alleged perpetrator or promise confidentiality to the person raising the concern.
4. Make an accurate written record of what you saw, heard or were told as soon as possible, using the person’s own words where possible.
5. Preserve any relevant messages, emails or other information and do not alter or circulate them unnecessarily.
6. WIP will consider whether the concern should be referred to the relevant school, employer, safeguarding authority, police or other statutory body.

Anyone may also report a safeguarding concern directly to the appropriate safeguarding or statutory authority in the country concerned.

In the UK, concerns about a child’s welfare may also be raised with the relevant local authority children’s services or the NSPCC Helpline on 0808 800 5000.

Information about a safeguarding concern will only be shared with people or organisations who need to know in order to protect someone, manage a safeguarding concern or meet a legal obligation, in accordance with applicable data protection law.

We cannot promise absolute confidentiality. Where necessary to protect a child or adult at risk, information may need to be shared with an appropriate safeguarding authority or professional, including where consent has not been obtained.

Safeguarding records will be kept securely, with access limited to those who need it.

This policy should be read alongside WIP’s:

• Code of Conduct
• Anti-Harassment and Bullying Policy
• Data Protection and Privacy Policy
• Complaints Procedure

Where an activity is delivered with a school, employer, port, venue or other partner, the safeguarding arrangements of that organisation may also apply.

This policy will be reviewed at least annually by WIP’s leadership, or sooner where there is a significant change to WIP’s activities, safeguarding guidance or relevant law in a country where WIP operates.

The policy may also be reviewed following a significant safeguarding incident or where experience from programme delivery identifies that changes are needed.