2026 Programme

Safeguarding Policy

Organisation name (public-facing): Tree of Strings
Registered charity name: Music at Plush Ltd
Policy owner: Board of Directors
Safeguarding Lead: [Name, role, email, phone]
Deputy Safeguarding Lead: [Name, role, email, phone]
Last updated: [DD.MM.YYYY]
Next review due: [DD.MM.YYYY]

1. Our commitment

Tree of Strings is committed to safeguarding and promoting the welfare of children, young people and adults at risk. We believe everyone has the right to feel safe, be treated with respect and participate in music and cultural activity free from harm, abuse, neglect or exploitation.

We take all concerns seriously and respond promptly, proportionately and in line with relevant legislation and guidance.

2. Scope

This policy applies to anyone working with or on behalf of Tree of Strings, including:

  • employees, trustees and directors
  • freelancers and contractors (including artists, workshop leaders and photographers)
  • volunteers and helpers
  • anyone representing Tree of Strings at events, rehearsals, workshops or online activity

This policy covers safeguarding:

  • children and young people (anyone under 18)
  • adults at risk (adults who may be unable to protect themselves from abuse or neglect due to care and support needs)

3. Key principles

We will:

  • put the welfare of children, young people and adults at risk first
  • work in a way that is inclusive, respectful and culturally sensitive
  • take a proportionate approach to risk and safeguarding
  • ensure people know how to report concerns and that concerns are handled appropriately
  • store safeguarding information securely and only share it on a need-to-know basis

4. Definitions

Safeguarding includes preventing harm and responding appropriately to concerns of:

  • physical abuse
  • emotional abuse
  • sexual abuse
  • neglect
  • bullying, harassment or discriminatory abuse
  • exploitation (including criminal or sexual exploitation)
  • online abuse
  • domestic abuse
  • radicalisation (where relevant)

5. Roles and responsibilities

Board / Trustees / Directors

  • approve this policy and review it at least annually
  • ensure safeguarding is adequately resourced and embedded in practice
  • ensure safe recruitment and appropriate checks are in place

Safeguarding Lead

  • acts as the main point of contact for safeguarding concerns
  • supports staff/volunteers to report concerns
  • maintains secure safeguarding records
  • liaises with statutory agencies when needed
  • ensures appropriate safeguarding training is in place

Everyone working with Tree of Strings

  • understands and follows this policy
  • completes required training/briefings
  • behaves in a way that protects participants and themselves
  • reports concerns promptly

6. Safer recruitment and checks

We use safer recruitment practices appropriate to the role. This may include:

  • role descriptions that include safeguarding responsibilities
  • references (where appropriate)
  • identity verification
  • right to work checks (where relevant)
  • DBS checks where the role involves regulated activity or otherwise requires a check
  • clear contracts/agreements for freelancers that include safeguarding expectations

A DBS check alone does not guarantee suitability. Suitability is assessed through recruitment, references, and ongoing supervision.

7. Code of conduct

Anyone working with Tree of Strings must:

  • treat all participants with respect and maintain professional boundaries
  • avoid being alone with a child/young person where possible; if unavoidable, ensure it is visible/transparent and in line with agreed procedures
  • avoid physical contact unless it is appropriate, consented to, and necessary (for example, guiding posture in music coaching only where appropriate and with consent)
  • not exchange personal contact details with children/young people or communicate via personal social media
  • not take or share photographs/videos of children/young people unless authorised and consented to
  • never use humiliating, threatening or discriminatory language or behaviour
  • report any concerns about behaviour (their own or others) immediately

8. Managing activities safely

Before activities involving children/young people (and where relevant adults at risk), we will consider:

  • supervision ratios and responsible adults on site
  • clear sign-in/sign-out and handover arrangements
  • risk assessments for venues, travel, and activities
  • how to manage medical needs, allergies, access requirements and emergencies
  • clear behaviour expectations for participants and adults present

Parents/carers remain responsible for children unless the activity is explicitly run as a supervised drop-off session with agreed arrangements.

9. Online safety

Where we use online platforms (for example, Zoom sessions, email groups or private links):

  • we use privacy settings and waiting rooms where available
  • we avoid 1:1 online sessions with children unless agreed, necessary, and risk-assessed
  • we do not ask children/young people to connect via personal accounts or social media
  • we keep communications professional and, where possible, include parents/carers in arrangements

10. Photography, filming and media

We may take photos and videos to celebrate our work and for fundraising or promotional purposes. We will:

  • obtain consent where required (and additional consent for children/young people)
  • explain how images may be used (website, social media, print, press)
  • minimise identifying information unless it is necessary and consented to
  • store images securely with access limited to authorised people
  • honour withdrawal of consent for future use and remove images from our controlled channels where reasonably practicable

We cannot recall printed materials already distributed, but we will not use the image again in future materials once consent is withdrawn.

11. Responding to safeguarding concerns

If a child or adult at risk is in immediate danger

  • Call 999 immediately.
  • Then inform the Safeguarding Lead as soon as possible.

If you have a concern (non-emergency)

Report it as soon as possible to the Safeguarding Lead:

  • Safeguarding Lead: [Name, contact details]
  • Deputy Safeguarding Lead: [Name, contact details]

If the concern involves the Safeguarding Lead, report to the Deputy Safeguarding Lead or the Chair/Director [Name].

How to respond to a disclosure

If someone tells you something worrying:

  • stay calm and listen
  • take them seriously
  • reassure them they have done the right thing by telling you
  • do not promise confidentiality (explain you may need to share it to keep them safe)
  • do not investigate or ask leading questions
  • record what was said using the person’s own words as soon as possible
  • report it promptly to the Safeguarding Lead

12. Allegations about staff, volunteers, freelancers or representatives

Any allegation or concern about an adult connected with Tree of Strings must be reported immediately to the Safeguarding Lead and escalated appropriately.

Where concerns relate to a person working with children in a position of trust, we will contact the relevant Local Authority Designated Officer (LADO) for advice and follow statutory guidance.

We may suspend a person from activity while concerns are assessed, without assuming wrongdoing.

13. Information sharing, confidentiality and records

  • Safeguarding information is shared only on a need-to-know basis and where it is necessary to protect someone from harm.
  • Records are stored securely (electronic access-controlled storage) and retained in line with our retention approach.
  • We keep a clear record of concerns, decisions, actions taken, and reasons.

14. Working with partners and third parties

Where Tree of Strings works with venues, schools, contractors, artists or photographers, we will:

  • clarify safeguarding responsibilities in writing
  • ensure appropriate safeguarding expectations are communicated
  • require third parties to follow safeguarding rules while working on Tree of Strings activity
  • include contractual terms where appropriate (for example, photographers transferring images and deleting their copies after delivery)

15. Complaints

If you have concerns about safeguarding practices, you can contact us:

Email: info@treeofstrings.org
Postal address:
Marine House
151 Western Road
HAYWARDS HEATH
West Sussex
RH16 3LH

If you believe a child is at risk, you can also contact statutory services directly:

  • Police: 999 (emergency) / 101 (non-emergency)
  • NSPCC helpline: 0808 800 5000

16. Review

This policy is reviewed at least annually and whenever there are significant changes to activities, staff, or guidance.