Safeguarding Vulnerable People Policy
Songbirds Ladies Choir
Ensuring Safety, Respect, and Inclusion
Introduction
Songbirds is dedicated to fostering a safe, inclusive, and supportive environment where all members and visitors are treated with dignity and respect. This policy outlines our commitment and standards for safeguarding vulnerable people, including children, young people, and adults at risk, ensuring that our choir is a place where everyone can safely enjoy music and community.
1. Purpose and Scope
This policy aims to:
• Protect vulnerable people from harm, abuse, or neglect within the choir setting
• Promote best practices in safeguarding for all members and volunteers
• Ensure all members understand their responsibilities regarding safeguarding
• Provide clear procedures for reporting and responding to concerns
This policy applies to all choir members, volunteers, committee members, musical directors, and anyone involved in choir activities.
2. Definitions
• Vulnerable Adults: Anyone aged 18 or over who, because of disability, age, illness, or circumstances, may be unable to protect themselves from harm or exploitation.
• Children and Young People: Anyone under the age of 18.
• Abuse: Any kind of mistreatment, including physical, emotional, sexual, or financial harm, neglect, or discriminatory behaviour.

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3. Key Principles
• Empowerment: Vulnerable people will be encouraged to make their
own decisions and be involved as much as possible in matters that
affect them.
• Prevention: We will take proactive measures to prevent harm from occurring, including awareness-raising and risk assessments.
• Proportionality: Our responses to concerns will be appropriate to the level of risk and seriousness of the situation.
• Partnership: We will work with families, carers, external organisations, and authorities as needed to safeguard vulnerable people.
• Accountability: Everyone involved in the choir is responsible for upholding this policy and contributing to a safe environment.
• The Designated Safeguarding Officer (DSO), (appointed by the committee), will act as the first point of contact for safeguarding concerns, maintain records, and liaise with statutory agencies.
 

4. Safe Environment and Code of Conduct
• Choir rehearsals, performances, and events must be held in safe, accessible venues with appropriate supervision.
• Members should treat one another with courtesy and respect at all times.
• Members must report any concerns, disclosures, or allegations of abuse immediately to the DSO.
 

5. Identifying and Responding to Concerns
• Be alert to signs of abuse or neglect, such as unexplained injuries, frequent absences, changes in behaviour, or withdrawal.
• If a vulnerable person discloses information about abuse:

1.      Listen calmly and take them seriously 

2.      Do not promise confidentiality; make clear you may need to share information to protect them.

3.     Record what is said in their own words, including dates, times, and witnesses if applicable.•

4.     Report the concern to the DSO immediately.

Never attempt to investigate allegations yourself.
All concerns or suspected abuse must be recorded and reported, even if the incident seems minor.
 

6. Record Keeping and Confidentiality
• Records of safeguarding concerns will be kept securely and confidentially by the DSO.
• Information will only be shared with those who need to know, in accordance with data protection laws.
• Records will be retained for as long as necessary in line with legal requirements.
 

7. Working with External Organisations
• If a safeguarding concern is raised that may require statutory intervention, the DSO will refer the case to relevant agencies (e.g., social services, police).
• We will cooperate fully with investigations and support affected individuals throughout any process.
 

8. Support for Victims
• Any vulnerable person affected by abuse or neglect will be supported with compassion and sensitivity.
• We will signpost individuals to specialist services as appropriate, such as counselling or advocacy groups.
• The choir will make reasonable adjustments to support continued participation, if desired, while ensuring safety.

9. Review of Policy
• This policy will be reviewed annually, or sooner in the event of legislative or organisational changes.
• Feedback from members will be actively sought and incorporated into policy reviews.
 

10. Contacts and Further Information
The DSO’s contact information will be made known to all members.
Additional information and resources about safeguarding can be found via local authorities, national helplines, and specialist charities.

Conclusion
Safeguarding vulnerable people is a collective responsibility. By adhering to this policy, Songbirds affirms its commitment to providing an environment where every voice is heard, valued, and protected. Members are encouraged to remain vigilant, speak up about concerns, and work together to ensure the choir remains a safe and welcoming space for all​

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Policy reviewed  and agreed September 2025​

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