Safeguarding Policy

Muyalogy Digital Services S.C
Approved by: Board
Effective date: 27/05/2025
Next review: 27/05/2026
Policy owner: Natnael Adane - Chief Operations Officer

1) Introduction

Muyalogy Digital Services S.C works with communities and groups who may be vulnerable, and we recognize that safeguarding risks can arise in the course of our projects, programmes, events, research, and partnerships. This policy sets out how we prevent harm and how we respond to concerns so that people are protected and treated with dignity and respect.

Aims

To promote and ensure the safeguarding of vulnerable people served directly or indirectly through our work and partners.
To make sure any safeguarding concern or abuse linked to our work is reported, handled, and addressed properly.

2) Who this policy covers

This policy applies to:

Children and young people: anyone under 18.
Vulnerable adults / adults at risk: adults (18+) who may be unable to protect themselves from harm or exploitation for any reason.

We refer to these groups as Vulnerable Persons in this policy. Everyone has rights as individuals and must be treated with dignity and respect.

3) What we mean by safeguarding and abuse

Safeguarding is the set of actions we take to prevent harm and respond to concerns.

Abuse is behaviour that harms someone, puts them at risk, or violates their rights. It can include (not limited to): physical abuse, sexual abuse, sexual exploitation, commercial exploitation (including child labour/modern slavery), financial/material abuse, emotional abuse, neglect, and discrimination.

4) Principles and commitments

We commit to the following:

Everyone has an equal right to protection from abuse and exploitation, without discrimination.
The welfare of Vulnerable Persons comes first, and safeguarding is everybody’s responsibility.
We have a duty of care in our work, including where we operate through partners, and we set minimum safeguarding standards for them.
We promote a caring environment, meaning risks are assessed, staff stay alert to abuse risks, and reporting routes are known and used.

5) Roles and responsibilities

5.1 Board / Governance

The Board (or equivalent governing body) is responsible for:

Making sure safeguarding risks are assessed and addressed.
Ensuring policies, procedures, and HR protections are in place and working in practice.
Reviewing safeguarding practice regularly and ensuring serious incidents are reported appropriately.

5.2 Senior Management

Senior management is responsible for:

Implementing this policy and checking it’s working.
Reviewing safeguarding at intervals and reporting learning and trends to the Board at least annually.

5.3 Safeguarding Lead (Designated Safeguarding Officer)

Safeguarding Lead (SL): [Name, job title]
Contact: [Phone/email]
Deputy SL: [Name, job title, contact]

The Safeguarding Lead:

Receives, logs, and manages reports.
Collects information appropriately, assesses risk, consults internally, and engages external bodies when needed.
Makes referrals to leadership, partners, and/or relevant authorities when appropriate.

5.4 Managers and HR

Managers:

Ensure new staff/volunteers receive safeguarding induction and follow the policy.

HR:

Implements safer recruitment steps, keeps records of who has signed/accepted the policy, and includes safeguarding in induction.

5.5 All staff, volunteers, contractors

Everyone must:

Follow this policy and the Code of Conduct.
Report concerns using internal reporting and whistleblowing routes.

6) Code of Conduct

All representatives of Muyalogy Digital Services S.C must:

Treat everyone with dignity and respect.
Maintain professional boundaries.
Never exploit a position of trust.
Never engage in sexual activity with anyone under 18 (regardless of local age of consent rules).
Never exchange money, goods, jobs, services, or benefits for sexual access or any other exploitative favour.
Avoid being alone 1:1 with a child or adult at risk unless there is an approved, documented reason and safeguards in place.
Follow approved rules for photos/video, transport, events, and digital communication (see section 10).
Report concerns immediately.

7) Working with partners, grantees, and service providers

Where we work through partners, we require minimum safeguarding standards. Partners that work directly with Vulnerable Persons must have an appropriate code of conduct and reporting pathway, proportional to their size and risk profile.

7.1 Contractual safeguarding clause

All agreements should include a safeguarding clause requiring the partner to follow our safeguarding standards and promote them through their work.

We will also provide guidance and support to partners to strengthen safeguarding practice.

8) Reporting and responding to safeguarding concerns

8.1 What must be reported

You must report to the Safeguarding Lead if:

Abuse is witnessed or suspected
An allegation is made
A Vulnerable Person discloses abuse
A complaint is made about possible abuse/exploitation by our staff or a partner representative

8.2 Immediate danger

If someone is in immediate danger or needs urgent medical help:

Contact emergency services (or local equivalent) immediately.
Then notify the Safeguarding Lead as soon as possible.

8.3 How to respond to a disclosure

Stay calm, listen, and take it seriously.
Don’t promise secrecy. Explain you may need to share to keep them safe.
Don’t investigate or confront the alleged perpetrator.
Record facts and report immediately.

8.4 What happens after a report

The Safeguarding Lead will:

Make an initial assessment and decide the safest next steps.
Where investigation is required, ensure appropriate consultation, evidence handling, and limited “need-to-know” disclosure.
Refer to authorities and/or relevant local bodies when needed, and ensure reporting is handled carefully to protect privacy and fairness.

Staff must not try to investigate themselves, they should only report to the Safeguarding Lead, who coordinates next steps and referrals.

9) Confidentiality, privacy, and recordkeeping

We share information only on a need-to-know basis and in line with law and safety needs.
Safeguarding reports are recorded securely and separately from general HR/personnel files.
We take special care with privacy and confidentiality while still acting to protect people.

10) Prevention and safer practice

10.1 Risk assessments for activities

For activities involving direct work with Vulnerable Persons, a risk assessment must be completed and approved in advance. It should cover things like travel, supervision/chaperones, safe spaces, washroom access, and consent where appropriate.

10.2 Safer recruitment and screening

We apply safer recruitment measures proportionate to risk, including:

Clear role design considering contact with vulnerable people and access/position of trust
Safeguarding responsibilities in job descriptions
References (including suitability questions where relevant)
Background checks where possible/legally available
Probation and close supervision for new starters

10.3 Digital and communications safety

Where staff/partners may communicate with children, we set rules to prevent abuse through digital channels (SMS, email, chat rooms, photos, cameras, etc.).
Minimum expectations:

Use organisation-approved channels and accounts.
Avoid private 1:1 messaging with minors unless formally approved and logged.
Don’t request or share inappropriate images or personal data.
Follow consent rules for photography/video.

11) Training and awareness

All staff/volunteers receive safeguarding induction.
Refresher training happens regularly (at least annually is a good baseline).
Safeguarding information and reporting routes are clearly shared with staff and partners.

12) Monitoring and review

We monitor incidents, allegations, complaints, and compliance, and we use learning to improve practice. Policies are reviewed at regular intervals, and feedback from children and caregivers is gathered where appropriate.