Safeguarding Policy

1. Policy Statement

Immaculate Services is committed to:

• The welfare and protection of children and vulnerable adults
• Creating and maintaining a safe environment for all clients
• Ensuring all staff understand their responsibilities regarding safeguarding
• Recruiting staff through safe recruitment practices including DBS checks
• Taking appropriate action when concerns are raised
• Working in partnership with families, carers, and relevant authorities
• Regular review and updating of our safeguarding procedures

We believe that:

• Children and vulnerable adults have the right to be protected from harm and abuse
• Everyone has a responsibility to help safeguard and protect children and vulnerable adults
• Early intervention and prevention are key to safeguarding
• It is never acceptable to turn a blind eye to concerns

2. Scope of This Policy

This policy applies to:

• All employees of Immaculate Services, whether full-time, part-time, or casual
• Contractors and subcontractors working on behalf of Immaculate Services
• Any person representing Immaculate Services in client properties

This policy covers our approach to safeguarding in all circumstances where our staff may encounter children or vulnerable adults, including:

• Residential cleaning services in family homes
• Property maintenance work in occupied properties
• Any situation where our staff have access to client properties

3. Definitions

4. Recognizing Abuse and Neglect

Our staff are trained to recognize the signs of abuse and neglect. Abuse can take many forms:

4.1 Physical Abuse

Hitting, slapping, pushing, kicking, misuse of medication, restraint, or inappropriate physical sanctions.

Signs may include: Unexplained bruises, burns, fractures; fear of physical contact; withdrawal from normal activities.

4.2 Emotional/Psychological Abuse

Threats, humiliation, bullying, blaming, controlling, intimidation, coercion, harassment, verbal abuse, isolation.

Signs may include: Low self-esteem, anxiety, depression, withdrawal, changes in behavior, sleep disturbances.

4.3 Sexual Abuse

Rape, indecent exposure, sexual harassment, inappropriate touching, sexual acts to which the person has not or could not consent.

Signs may include: Changes in behavior, inappropriate sexual behavior or knowledge, withdrawal, self-harm.

4.4 Financial Abuse

Theft, fraud, exploitation, pressure regarding wills or property, misuse of benefits or finances.

Signs may include: Unexplained withdrawals, sudden changes in financial situation, missing possessions, inability to pay bills.

4.5 Neglect

Ignoring medical or physical care needs, failure to provide access to appropriate services, withholding necessities of life.

Signs may include: Poor hygiene, malnutrition, untreated medical conditions, inadequate clothing or living conditions.

4.6 Domestic Abuse

Incidents of controlling, coercive, threatening behavior, violence or abuse between family members or intimate partners.

Signs may include: Physical injuries, isolation, fear, controlling behavior from partner, financial control.

5. Safer Recruitment Practices

Immaculate Services operates robust recruitment procedures to ensure we employ trustworthy, professional staff:

5.1 Pre-Employment Checks

All staff members undergo the following before starting work:

• DBS Checks: Enhanced DBS checks for all employees who may have unsupervised access to client properties where children or vulnerable adults may be present
• Identity Verification: Verification of identity through official documents (passport, driving license)
• Right to Work: Confirmation of legal right to work in the UK
• References: Minimum of two professional references, verified before employment
• Employment History: Verification of employment history with explanations for any gaps
• Interview Process: Face-to-face interview including safeguarding scenario questions

5.2 Ongoing Monitoring

• DBS checks are renewed every 3 years or as required by law
• Annual safeguarding training for all staff
• Regular supervision and performance reviews
• Update service for DBS checks where applicable
• Immediate action on any concerns raised about staff conduct

5.3 Contractors and Subcontractors

Any contractors or subcontractors working on behalf of Immaculate Services must:

• Provide evidence of current DBS checks
• Confirm they have read and understood this safeguarding policy
• Agree to abide by our code of conduct
• Report any safeguarding concerns to Immaculate Services immediately

6. Staff Code of Conduct

All Immaculate Services staff must adhere to the following professional standards when working in client properties:

6.1 Professional Boundaries

• Maintain professional relationships with all clients at all times
• Never develop personal or romantic relationships with clients or family members
• Avoid being alone with children unless parents/guardians are aware and have consented
• Never provide personal contact details to children or vulnerable adults
• Do not invite clients to personal social media or accept friend requests

6.2 Physical Contact

• Avoid unnecessary physical contact with children and vulnerable adults
• Any physical contact must be appropriate, necessary, and in the best interests of the person
• Never engage in rough play or physical games with children

6.3 Communication

• Use appropriate language at all times - no swearing, sexual references, or inappropriate jokes
• Do not discuss your personal life with children or vulnerable adults
• Never make comments about a person's appearance, body, or clothing
• Report any inappropriate communication from clients immediately

6.4 Privacy and Dignity

• Respect the privacy of all household members
• Knock before entering rooms, even when cleaning
• Never enter bedrooms or private spaces when children or vulnerable adults are alone unless explicitly necessary for work
• Do not look at personal documents, photos, or electronic devices
• Never photograph or video children or vulnerable adults

6.5 Gifts and Favors

• Do not accept expensive gifts from clients
• Do not give gifts to children without parental consent
• Do not accept requests to run errands or perform tasks outside your role
• Report any unusual requests or offers from clients

6.6 Transparency

• Work in open spaces where possible
• Keep doors open when working in rooms
• If a situation makes you uncomfortable, remove yourself and report it
• Keep detailed records of any incidents or concerns

7. Reporting Procedures

7.1 What to Do If You Have Concerns

If you witness abuse, suspect abuse, or are told about abuse by a child or vulnerable adult, you must act immediately:

Step 1: Ensure Immediate Safety

• If someone is in immediate danger, call 999
• Move the person to safety if possible and safe to do so
• Do not put yourself at risk

Step 2: Listen and Record

If a child or vulnerable adult discloses abuse to you:

• Listen carefully without interrupting
• Do not ask leading questions - let them tell you in their own words
• Reassure them that they were right to tell you
• Do not promise confidentiality - explain you must share the information to keep them safe
• Do not investigate - this is for professionals
• Record immediately using their exact words where possible
• Note date, time, location, and anyone else present

Step 3: Report Immediately

Report your concerns to the Designated Safeguarding Lead within 24 hours (immediately if serious):

7.2 Information to Include in Reports

When reporting concerns, include:

• Full details of the child or vulnerable adult (name, age, address if known)
• Nature of the concern or allegation
• Exact words used if disclosure was made
• Date, time, and location of incident or disclosure
• Any injuries or visible signs observed
• Any other relevant information about the person's circumstances
• Details of anyone who may pose a risk
• Your contact information

7.3 What Happens Next

Once a report is made:

1. The DSL will assess the information and determine appropriate action
2. If necessary, the DSL will report to local authority safeguarding services
3. Local authorities may conduct an investigation
4. You may be asked to provide further information or a written statement
5. The matter will be treated confidentially - information will only be shared on a need-to-know basis
6. You will be updated on the outcome where appropriate

7.4 Recording

• All safeguarding concerns must be recorded in writing
• Records must be factual, accurate, and detailed
• Use the person's exact words where possible
• Include your observations, not assumptions
• Sign and date all records
• Records are kept securely and confidentially
• Records are retained in accordance with legal requirements

8. Allegations Against Staff

We take any allegation against our staff extremely seriously. If an allegation is made that a member of Immaculate Services staff has:

• Behaved in a way that has harmed, or may have harmed, a child or vulnerable adult
• Possibly committed a criminal offense against a child or vulnerable adult
• Behaved in a way that indicates they are unsuitable to work with children or vulnerable adults

8.1 Immediate Actions

• The allegation will be reported to the Designated Safeguarding Lead immediately
• The DSL will contact the Local Authority Designated Officer (LADO) within one working day
• The staff member may be suspended pending investigation
• The matter will be investigated in accordance with local safeguarding procedures
• Police may be involved if a criminal offense is suspected

8.2 Investigation Process

• Investigations will be conducted by appropriate authorities
• Immaculate Services will cooperate fully with any investigation
• Confidentiality will be maintained throughout
• The staff member will be given the opportunity to respond to allegations
• Disciplinary action, up to and including dismissal, may result if allegations are substantiated
• Referrals will be made to the Disclosure and Barring Service (DBS) where appropriate

8.3 Support

During investigations, Immaculate Services will:

• Provide support to the alleged victim and their family
• Ensure staff members subject to allegations are treated fairly
• Offer appropriate support to all parties during the investigation
• Keep all parties informed of progress where appropriate

9. Training and Awareness

9.1 Mandatory Training

All Immaculate Services staff receive:

• Induction Training: Safeguarding awareness as part of initial training before working with clients
• Annual Refresher: Updated training every year to maintain awareness and knowledge
• Code of Conduct: All staff sign to confirm they have read and understood our code of conduct
• Policy Acknowledgment: Written confirmation that they have read this safeguarding policy

9.2 Training Content

Training covers:

• Definition of safeguarding and key terminology
• Types of abuse and how to recognize signs
• Responsibilities and duties of staff members
• How to respond to concerns or disclosures
• Reporting procedures and contact information
• Professional boundaries and appropriate behavior
• Legal obligations and consequences of failing to report
• Confidentiality and information sharing

9.3 Designated Safeguarding Lead Training

The DSL receives enhanced training including:

• Formal safeguarding training from recognized providers
• Understanding of local safeguarding procedures
• How to conduct safeguarding assessments
• Working with external agencies
• Managing allegations against staff
• Regular updates on safeguarding legislation and best practice

10. Confidentiality and Information Sharing

10.1 Confidentiality

We respect the confidentiality of our clients. However:

• Safeguarding overrides confidentiality - if we have concerns about a child or vulnerable adult's safety, we have a duty to share information
• Information will only be shared with relevant authorities on a need-to-know basis
• Staff will not discuss safeguarding concerns with anyone other than the DSL or relevant authorities
• Clients will be informed if we need to share information, except where this would place them at further risk

10.2 Information Sharing

When sharing information about safeguarding concerns:

• Share information promptly with the appropriate agency
• Only share information that is relevant and necessary
• Ensure information is accurate and up to date
• Distinguish between fact and opinion
• Explain the purpose of information sharing
• Record what information has been shared and why

10.3 Data Protection

All safeguarding records are:

• Stored securely in locked cabinets or password-protected systems
• Accessible only to authorized personnel
• Retained in accordance with legal requirements
• Destroyed securely when no longer required
• Managed in compliance with UK GDPR and Data Protection Act 2018

11. Roles and Responsibilities

11.1 All Staff Members

• Read, understand, and comply with this safeguarding policy
• Attend mandatory safeguarding training
• Adhere to the code of conduct at all times
• Be alert to signs of abuse or neglect
• Report any concerns immediately to the DSL
• Maintain appropriate professional boundaries
• Keep accurate records of any concerns
• Participate in supervision and review processes

11.2 Designated Safeguarding Lead (DSL)

• Act as the main point of contact for safeguarding concerns
• Assess safeguarding concerns and determine appropriate action
• Make referrals to local authority safeguarding services when necessary
• Liaise with external agencies (police, social services, LADO)
• Maintain confidential safeguarding records
• Provide guidance and support to staff on safeguarding matters
• Ensure safeguarding training is delivered to all staff
• Keep up to date with safeguarding legislation and best practice
• Report safeguarding activity to senior management

11.3 Management/Directors

• Ensure this policy is implemented effectively
• Provide resources for safeguarding training and procedures
• Support the DSL in their role
• Review safeguarding reports and take appropriate action
• Ensure safer recruitment procedures are followed
• Review and update this policy annually
• Create a culture where safeguarding is everyone's responsibility

12. Working in Partnership with Families

We believe in working openly and transparently with families:

• Parents/guardians will be informed about this safeguarding policy
• We will discuss any concerns with families where appropriate
• Families will be involved in safeguarding processes where possible
• We respect the important role families play in safeguarding

However: We will not discuss concerns with families if we believe this would:

• Place a child or vulnerable adult at increased risk
• Compromise an investigation
• Be contrary to professional advice from safeguarding authorities

13. Policy Review and Updates

This safeguarding policy is reviewed:

• Annually as a minimum
• Following any safeguarding incident
• When legislation or best practice guidance changes
• When organizational structure changes

Updates are communicated to all staff members, who must read and acknowledge the updated policy.

14. Useful Contacts and Resources

15. Contact Immaculate Services

For questions about this safeguarding policy or to report concerns:

Policy Acknowledgment

This policy has been approved by Immaculate Services management.

Date: March 2026

Next Review Date: March 2027