Safeguarding
Project Latitude - Safeguarding Policy
Version: 2025
Next Review: 2026
Responsible: Project Latitude Director / Designated Safeguarding Lead (DSL)
DSL: Howard McDonald - (howard@project-latitude.com)
Foreword by the Project Latitude DSL
Project Latitude endorses the Convention on the Rights of the Child and the Universal Declaration of Human Rights, recognising that all minors are entitled to equal rights and freedoms “without distinction of any kind, such as race, colour, sex, language, religion, political or other opinion, national or social origin, property, birth, or other status” (Article 2).
Safeguarding and protecting mentees is the responsibility of all facilitators. Project Latitude promotes a culture where the well-being and safety of every mentee is a priority. The following policy protects both facilitators and mentees by providing clear guidance on professional conduct and behaviour in all project contexts.
All Project Latitude facilitators are required to escalate concerns to the Designated Safeguarding Lead (DSL) if they suspect any behaviours that may be considered inappropriate. The code of conduct outlined in this policy is a mandatory requirement for all facilitators and volunteers engaged with Project Latitude. All are required to confirm they have read and understood this policy as a record of their acceptance and commitment to its content.
Purpose of this safeguarding policy
This policy ensures that facilitators:
Maintain professional boundaries at all times.
Avoid over-familiarity, even when well-intentioned.
Demonstrate responsible behaviour that reflects the standards expected of Project Latitude.
Minimise situations that could give rise to misunderstandings or false accusations.
It is the action, rather than the intention, that may lead to concern, so adherence to these guidelines is essential.
2. Good Practice: Key Principles
2.1 - Observing Professional Boundaries
Do not engage in any conduct (verbal, physical, or online) that could be construed as inappropriate, overly familiar, or sexual in nature.
Respect the power imbalance inherent in facilitator–mentee relationships. Avoid behaviours that could be misinterpreted as seeking personal gratification or inappropriate closeness.
Model respect, patience, and integrity at all times, including during excursions, expeditions, sports, and residential or informal settings.
2.2 - Managing Physical Contact
Physical contact should only occur when it is necessary, appropriate, and consented to by the mentee, e.g., helping with safety equipment, first aid, or to prevent immediate harm.
Never use physical contact as punishment, encouragement, or to establish familiarity.
Restraint is permitted only in cases where a mentee’s safety or the safety of others is at immediate risk, and must always be documented and reported.
2.3 - One-to-One Interactions
Facilitators must avoid being alone with a mentee in private rooms or spaces unless absolutely necessary and with a clear safeguarding plan in place.
Meetings with mentees should be conducted in accessible public spaces or rooms with clear visibility, and another responsible adult or the mentee’s parent/guardian should be informed.
Always inform the DSL or a colleague when scheduling in-person one-to-one sessions, including time, location, and purpose.
2.4 - Residential & Living Spaces
Facilitators must respect mentee privacy at all times. Knock before entering rooms, allow time for a response, and keep doors open or notify another adult when entering.
Mentees should never be asked to perform tasks or chores in a facilitator’s accommodation.
In changing areas, showers, or bathrooms, facilitators may only enter in emergencies, while exercising caution and respecting privacy.
2.5 - Transport & Travel
Inform another adult or colleague if providing lifts to mentees, including estimated timings and destinations.
Mentees should sit in the rear seat of vehicles where possible, and all journeys must adhere to agreed safeguarding protocols.
2.6 - Over-Familiarity & Physical Contact
Do not encourage mentees to initiate physical contact. Avoid initiating contact yourself unless absolutely necessary for safety or wellbeing.
Avoid behaviours, comments, or gestures that could be misinterpreted by mentees, colleagues, or external observers.
3. Facilitator Code of Conduct
3.1 - Standards of Good Practice
To safeguard mentees and maintain the highest professional standards, facilitators must:
Treat all mentees with dignity and respect
Always demonstrate patience, kindness, and fairness. Avoid any behaviour that could humiliate, belittle, or single out a mentee unfairly. Ensure inclusivity across cultural, religious, and personal backgrounds.Maintain professional conduct at all times
Present yourself as a role model — both in appearance and behaviour. Avoid the use of alcohol, drugs, offensive language, or any form of aggression while responsible for mentees.Involve mentees in decisions that affect them
Provide clear explanations of activities, risks, and expectations, and allow the mentee to voice their views. Respect their right to decline participation in activities they are uncomfortable with, while encouraging positive engagement.Encourage safe and respectful behaviour
Model positive interactions, challenge inappropriate behaviour immediately, and support the mentee to reflect and learn rather than punish. Always frame discipline in constructive and supportive ways.Be alert to changes in behaviour
Notice and record signs of distress, withdrawal, anxiety, or other concerning behaviours. Share observations with the DSL and parents where appropriate.Be familiar with safeguarding policies
Read, understand, and follow Project Latitude’s safeguarding and child protection procedures. Do not act independently when concerns arise — always escalate through the correct channels.
3.2 - Physical Contact & Behaviour
Seek consent for appropriate contact
Examples include helping fit safety equipment (e.g., climbing harness, helmet), administering first aid, or giving supportive guidance during outdoor activities. Always explain what you are doing and why.Restraint is a last resort
Only use physical restraint if it is necessary to prevent immediate harm to the mentee or others. Any incident of restraint must be reported and recorded immediately.Avoid harmful or degrading practices
Corporal punishment, physical intimidation, or excessive physical exertion as a form of control or discipline is never permitted.Model appropriate language and tone
Avoid sexualised, derogatory, or discriminatory language at all times. Use calm, encouraging, and respectful communication, even in stressful situations.
3.3 - Professional Boundaries
Maintain clear boundaries
Do not share overly personal information, lend or borrow money, or give special privileges that could be misinterpreted as favouritism.Transparency in one-to-one settings
When one-to-one mentoring sessions occur, ensure they are visible, appropriate, and known to others (e.g., parents or DSL are aware of the meeting, location is suitable).Avoid informality that undermines professionalism
Maintain the role of facilitator, even in relaxed outdoor or residential settings. Friendliness is encouraged, but familiarity or treating the mentee as a “peer” risks blurring boundaries.
3.4 - Communication (including online safety & social media)
Use only approved communication channels
Contact with mentees must be through agreed Project Latitude channels or in the presence/knowledge of parents. Private messaging, social media, or personal email/phone numbers must not be used.Keep communication professional and transparent
All messages should be factual, relevant to activities, and open to scrutiny (e.g., group chats with parents included where possible).Do not exchange personal information
Facilitators should not share private details (address, social media accounts, personal phone numbers) with mentees, nor request unnecessary personal details from them.Guard against grooming behaviours
Avoid any interaction that could be interpreted as secretive, manipulative, or aimed at building inappropriate trust. Always ensure that communications are professional, open, and proportionate.
3.5 - Residential & Living Arrangements
Maintain separation of living spaces
Facilitators and mentees must always have separate sleeping and private living areas. No exceptions.Supervision must respect privacy
Knock before entering rooms, allow private time, and only enter mentee rooms when necessary for safety or welfare, ideally with another adult present or with parental knowledge.No use of mentees for personal tasks
Mentees must not be asked to carry out chores, errands, or other duties for facilitators.
3.6 - Favouritism, Gifts & Rewards
Avoid both real and perceived favouritism
Be fair and consistent in offering opportunities, feedback, and attention. Do not single out a mentee for preferential treatment.Use rewards appropriately
Recognition of achievement should be part of an agreed framework (e.g., completion of a goal, effort in an activity) and must be transparent.Be cautious with gifts
Facilitators should avoid giving or receiving personal gifts, except small tokens (e.g., thank-you cards, small cultural items) that are openly acknowledged. Gifts must never be secretive or tied to personal loyalty.
3.7 - Social Contact & Infatuation
Avoid developing social relationships
Do not initiate or encourage friendships with mentees outside of the mentoring context.Respond carefully to incidental contact
If social contact occurs through family, community, or existing circles, maintain transparency and inform the DSL if necessary.Be alert to signs of infatuation
If a mentee shows signs of attachment or infatuation, the facilitator must act professionally, avoid encouraging behaviours, and inform the DSL and parents.
3.8 - Grooming Awareness
Understand grooming behaviours
Be aware that abusers often build trust with both young people and adults around them. Avoid secrecy, special treatment, or any conduct that could be construed as “grooming-like.”Protect yourself from suspicion
Always act in ways that are open, observable, and professional. Ensure that your actions could withstand external scrutiny.
3.9 - Legal Position & Misconduct
Zero tolerance of abuse
Inappropriate behaviour towards mentees is unacceptable and will result in removal from Project Latitude, investigation, and referral to authorities.Position of trust
Facilitators are in a position of trust. It is a criminal offence for an adult in such a role to engage in a sexual relationship with a person under 18, even if “consensual.”Scope of misconduct
Misconduct includes physical acts, verbal behaviours, or digital communication (e.g., sexual messages, images, or inappropriate online contact).
4. Safeguarding Concerns & Mitigation Strategies
4.1 - Safeguarding & Professional Boundaries
Concerns:
Risk of inappropriate adult–child contact (physical, emotional, or sexual).
Mentee feeling uncomfortable, unsafe, or coerced.
Allegations against facilitator due to 1:1 situation.
Mitigations:
Transparent safeguarding policy shared with parents and school before departure.
Mentee has independent access to mobile phone to contact parents/DSL at any time.
Daily check-ins between facilitator and DSL (logged).
Facilitator keeps daily written log of activities and interactions.
No unnecessary physical contact (except for safety/first aid).
Mentee and facilitator have separate sleeping arrangements (different tents/rooms or compartments).
Private space provided for mentee for changing/personal care.
4.2 - Behaviour & Relationship Management
Concerns:
Mentee may resist authority, challenge rules, or escalate into conflict.
Facilitator may struggle to de-escalate without second facilitator present.
Risk of relationship breakdown compromising safety.
Mitigations:
Pre-trip behavioural agreement signed by mentee, parent, facilitator.
Clear, agreed strategies for resolving conflict (time-out, change of pace, safe separation).
De-escalation procedure in place and shared with DSL.
Early return/exit plan agreed with parents and school if relationship irreparably breaks down.
4.3 - Medical & Physical Safety
Concerns:
Mentee becomes ill, injured, or requires urgent medical care.
Facilitator unable to respond or delayed access to care.
Mitigations:
Facilitator holds valid outdoor first aid qualification and carries full kit.
Parental medical consent and medical history obtained pre-trip.
Local emergency services (112 in Spain) pre-identified, nearest hospitals mapped.
Emergency funds available for medical costs/transport.
Evacuation routes and contingencies identified for each stage of journey.
4.4 - Travel & Transport
Concerns:
Risk during flights, transfers, or taxis.
Mentee becoming separated from facilitator.
Mitigations:
Travel itinerary shared in full with parents and DSL.
Only licensed and pre-vetted taxi/transport providers used.
Mentee carries facilitator contact details and meeting point pre-agreed if separated.
School/parents updated on safe arrivals and departures.
4.5 - Accommodation
Concerns:
1:1 overnight arrangements creating safeguarding vulnerabilities.
Lack of privacy for mentee.
Mitigations:
Separate rooms/tents wherever possible.
If shared tent required for safety/environmental reasons, separate compartments must be used.
Clear privacy protocols: no entering each other’s private space without permission.
4.6 - Unstructured Time & Downtime
Concerns:
Mentee unsupervised, exposed to risks or unsafe decisions.
Boredom leading to conflict or boundary-pushing.
Mitigations:
Downtime structured with safe, low-key activities (reading, games, journaling, reflection).
Mentee supervised but given independence in appropriate, transparent ways.
No unaccompanied excursions allowed.
4.7 - Online Safety & Communication
Concerns:
Mentee using phone unsafely (e.g., sharing location publicly, unsafe contacts).
Mentee unable to reach parents or DSL.
Mitigations:
Parents informed mentee will have phone and encouraged to monitor communications.
Ground rules agreed (no live-sharing of location, respect privacy of others).
Facilitator ensures daily connectivity for mentee to reach parents.
4.8 - Cultural, Legal & Ethical Concerns
Concerns:
Misunderstanding of local customs or laws.
Mentee or facilitator inadvertently placing themselves at risk abroad.
Mitigations:
Pre-trip briefing on local laws, culture, and expectations.
Both carry copies of ID, insurance, and emergency contacts at all times.
School notified of trip location and contact details for local embassy/consulate available.
4.9 - Allegations & Transparency
Concerns:
Any allegation (true or false) against facilitator could have severe consequences.
Mitigations:
Full transparency with school DSL and parents before, during, after trip.
All communications logged.
No unnecessary secrecy (open conversations, clear boundaries).
Immediate reporting procedure in place if allegation raised.
4.10 - Emergency Planning
Concerns:
Major incident (injury, conflict, natural hazard, safeguarding breakdown).
Mitigations:
Facilitator carries: phone, backup battery, emergency cash, insurance.
Emergency procedures rehearsed: contact local emergency services, contact DSL, contact parents.
Early return plan in place (funding, flights, guardian consent pre-arranged).
4.11 - Oversight & Accountability
Concerns:
Lack of visibility for school or parents during 1:1 trip.
Mitigations:
Daily update relay system to DSL and parents.
Documentation: safeguarding policy, risk assessment, logs, consent forms all pre-approved.
Post-trip debrief report submitted to DSL and parents.
5. Documentation & Information Relay Protocol for Safeguarding Concerns
5. 1 - Principles
Mentee welfare is paramount.
Transparency: all safeguarding concerns are documented and communicated promptly.
Accountability: all actions taken are logged and can be reviewed by the Designated Safeguarding Lead (DSL).
Proportionality: response matches the seriousness of the concern.
5.2 - Types of Safeguarding Concern
Low-level concern: mentee issue that does not pose immediate risk but may indicate a pattern.
Examples: testing boundaries, occasional use of inappropriate language, mild rudeness, withdrawal from conversation, visible tiredness or irritability.
Moderate concern: behaviour or situation that raises worry for wellbeing but not an immediate threat.
Examples: repeated defiance of agreed rules, escalating argument or conflict, refusal to eat or drink, verbal disclosure of feeling unsafe or distressed, pattern of low-level concerns.
High-level concern: any allegation of harm, abuse, or immediate threat to safety.
Examples: Mentee alleges abuse or inappropriate contact, mentee goes missing or attempts to run away, physical aggression causing injury, self-harm, serious medical emergency, or any situation requiring police/child protection involvement.
5.3 - Documentation Procedure
Immediate Note
Record concern in daily log as soon as possible (time, date, location, what was observed/heard, actions taken).
Use objective, factual language (avoid assumptions).
Incident Record Form (for moderate/high concerns)
Complete a dedicated safeguarding incident form including (click to download form).
Secure Storage
Keep digital notes on encrypted device or written notes in secure file until handover to DSL.
5. 4 - Information Relay Process
A. Low-Level Concern
Record in daily log.
Share during daily check-in with DSL (text/email/WhatsApp).
Parent/guardian not notified unless issue escalates or becomes a pattern.
B. Moderate Concern
Record in daily log and complete incident form.
Notify DSL within 12 hours.
DSL decides whether to inform parent/guardian immediately or wait for context.
Continue to monitor and document developments.
C. High-Level Concern
Ensure immediate safety of mentee (remove from danger, administer first aid, contact emergency services if required).
Contact DSL and parent/guardian within 1 hour.
Record full details on incident form.
DSL coordinates next steps (may involve local authorities, child protection services, insurance, or early termination of trip).
5.5 - Communication Methods
Primary: WhatsApp/text message followed by email (for written record).
Backup: Direct phone call if urgent or if no digital signal.
Daily Summary: One log update sent to DSL each evening (location, wellbeing, any incidents).
5.6 - Post-Trip Handover
Submit all daily logs and incident forms to DSL within 48 hours of return.
Attend safeguarding debrief with DSL to reflect on incidents and lessons learned.
Parents receive a final report including summary of trip, wellbeing observations, and notification of any safeguarding concerns addressed.
5.7 - Escalation Pathway (Summary Flow)
Concern observed → Record immediately → Classify level
Low → Log + DSL daily update.
Moderate → Log + Incident form + Notify DSL within 12h.
High → Ensure safety → Contact emergency services if needed → Notify DSL + parents within 1h → Full incident form.