Safeguarding

At King’s Lynn Youth News, safeguarding comes first. We are committed to protecting the children and young people we meet through our journalism and community outreach. We work closely with schools, families and local safeguarding partners to keep young people safe—online and offline. If you have a concern about a child’s safety or something on our site, contact our Designated Safeguarding Lead immediately. In an emergency, call 999.

KLYN Safeguarding Children & Young People Policy

Version 1.0 | Effective: 01 March 2026 | Review: Annual or upon legal/operational change

Approved by: Ben Griffin | Designated Safeguarding Lead (DSL): Ben Griffin, Ben@klyouthnews.com

1. Policy Statement

KLYN believes every child and young person has the right to be safe, heard and respected. We are committed to safeguarding all children and young people we encounter through our journalism, website/platforms, outreach in schools and community settings, and any associated projects. We recognise the specific responsibilities that arise when working with minors and vulnerable young people and when publishing information about them. We will always act in the best interests of the child, follow UK law and local safeguarding arrangements, and promote a culture of vigilance, transparency and accountability.

2. Scope

All activities undertaken by KLYN: digital publishing, social media, user‑generated content (UGC), events, school visits, small‑group sessions, interviews and photography/filming.
All people working for or on behalf of KLYN: staff, trustees/board, freelancers, volunteers, students, partner contributors, and contractors with access to children or children’s data.
All environments: in‑person, online, telephone, email, messaging and social media.

3. Legal & Policy Framework (UK)

Children Act 1989 & 2004; Working Together to Safeguard Children (latest edition).
Keeping Children Safe in Education (for school-based activity); Education Act 2002.
Counter‑Terrorism and Security Act 2015 (Prevent duty).
Equality Act 2010; Human Rights Act 1998; Protection from Harassment Act 1997.
UK GDPR & Data Protection Act 2018; PECR; ICO guidance (data minimisation and information sharing for safeguarding).
Defamation, contempt of court and reporting restrictions (including Youth Court anonymity).
Online Safety Act (platform duties for user‑to‑user features).

4. Definitions

Child/Young Person: anyone under 18.
Safeguarding: protecting children from maltreatment; preventing impairment of health or development; ensuring safe and effective care; and enabling the best outcomes.
Abuse: physical, emotional, sexual abuse and neglect; plus exploitation, online harms, bullying (including racist/sexist/homophobic/transphobic), peer‑on‑peer abuse, harmful sexual behaviour, domestic abuse, county lines, radicalisation.
DSL/DDSL: Designated Safeguarding Lead / Deputy DSL who coordinate safeguarding and referrals.

5. Roles & Responsibilities

Board/Trustees: Hold overall accountability; approve policy; ensure resources; oversee risk and serious incident reporting.
Editor‑in‑Chief/Director: Ensure implementation across editorial and outreach; support DSL; ensure safer recruitment and training; escalate serious incidents.
Designated Safeguarding Lead (DSL): First point of contact; triage concerns; liaise with local authority children’s social care, the LADO and police; maintain secure records; lead training and audits.
Deputy DSL(s): Support DSL and act in their absence.
All Staff/Freelancers/Volunteers: Read and follow this policy and the Code of Conduct; complete training; report concerns immediately; maintain professional boundaries.
Partners/Contractors: Meet equivalent safeguarding standards via contract or data sharing agreement; report concerns to the DSL.

6. Safer Recruitment & Vetting

Role descriptions include safeguarding responsibilities; gaps in CVs explored; values‑based interview questions.
At least two references verified directly; right‑to‑work checks completed.
Appropriate criminal record checks (DBS) for roles engaging in regulated or regular contact with children; recorded and renewed on cycle.
Induction includes safeguarding, boundaries, online/photography rules, information security and whistleblowing.

7. Training & Supervision

Mandatory safeguarding induction for all; annual refresher for those in contact with children; enhanced training for DSL/DDSL (at least bi‑annually).
Regular supervision or editorial check‑ins for staff/volunteers engaged in youth‑facing work.
Additional modules for online harms, Prevent, contextual safeguarding, and trauma‑informed practice.

8. Code of Conduct (Summary)

Treat children and families with dignity and respect; avoid favouritism and inappropriate language.
Never be alone with a child in a closed, unobservable space; use appropriate ratios; follow venue safeguarding rules.
No gifts, personal loans, or private relationships; do not share personal contact details; use official channels.
No photographing/filming children for promotional purposes without appropriate consent; apply journalism/public‑interest tests before identifying a minor in reporting.
Maintain clear professional boundaries online; no private messaging with minors on personal accounts.
Declare conflicts of interest; avoid any activity that could bring KLYN into disrepute.

9. Online Safety, UGC & Journalism Involving Children

Moderate UGC/comments under published House Rules; remove illegal/unsafe content; escalate threats of harm immediately.
Risk assess interactive features (forums, DMs, live streams) and implement age‑appropriate controls.
When reporting on minors: consider anonymity, pixelation/voice alteration, and the child’s best interests; check court reporting restrictions; avoid excessive personal detail.
Do not publish information that could identify a child victim/witness in prohibited cases; take legal advice for complex stories.
For outreach and non‑news promotional content, obtain explicit consent from parent/guardian or the young person (13+ for online consent) as appropriate.

10. Planning & Risk Assessment (Outreach & Events)

Complete written risk assessments for all sessions/events including venue checks, staffing ratios, arrival/departure, toilets, first aid, emergency procedures and SEND adjustments.
Keep registers; record late collection; define handover points with schools/parents.
Transport: follow insurance and supervision requirements; no transporting young people alone unless unavoidable and risk‑assessed.
Maintain allergy/medical info (minimum necessary); store securely; have first‑aid provision and emergency contacts.

11. Consent, Photography & Information Sharing

For promotional imagery, obtain valid consent (parent/guardian for under‑13s; young person 13+ for online services or as per school policy); record preferences and honour opt‑outs.
Journalism/public‑interest reporting may rely on special purposes exemptions; minimise data; consider public interest and harm before publication.
Share information with safeguarding partners when necessary to protect a child; consent is not required where there is risk of significant harm; record the legal basis and rationale.
Follow UK GDPR/DPA 2018: data minimisation, purpose limitation, secure storage, defined retention periods (see Data Protection Policy).

12. Recognising Abuse, Thresholds & Early Help

All staff must be alert to indicators of abuse or neglect. Early help should be considered where needs do not meet statutory thresholds. Where risk of significant harm is suspected, make an immediate referral to Children’s Social Care and/or the police.

13. Receiving & Responding to Concerns/Disclosures

Listen, reassure, do not promise confidentiality; explain you must pass on information to keep them safe.
Record facts verbatim where possible (date/time, people present, exact words, body map if relevant).
Report immediately to the DSL (or DDSL). If a child is in immediate danger, call 999.
DSL decides on next steps: Early Help, MASH/Children’s Social Care referral, LADO (if allegation against adult), or police.
Preserve evidence; do not contact alleged perpetrator; do not investigate beyond initial clarification.
Follow up in writing within 24 hours using the Safeguarding Concern Form; store records securely.

14. Allegations Against Staff/Adults (including Partners)

Any allegation that an adult has harmed a child, may have harmed a child, or poses a risk must be reported to the DSL and the senior lead without delay.
The DSL will contact the Local Authority Designated Officer (LADO) within 1 working day to discuss the concern and next steps.
Implement immediate safeguarding measures (e.g., removal from duties) pending advice; maintain confidentiality and fairness.

15. Whistleblowing & Low‑Level Concerns

Staff can report concerns about practice or culture to the Editor‑in‑Chief/Board or confidentially to the DSL; escalate to external agencies if needed.
Record and review patterns of low‑level concerns to address culture and prevent harm.

16. Prevent Duty (Risk of Radicalisation)

Remain alert to indicators of radicalisation; treat as a safeguarding concern.
Follow local Channel referral processes via the DSL.

17. Record‑Keeping & Confidentiality

Maintain secure, access‑controlled records (digital/locked physical).
Keep a chronology of significant events; separate general records from safeguarding files.
Retain records per schedule (e.g., 3–6 years for outreach; longer for safeguarding) and then securely delete.

18. Data Protection & Security

See KLYN Data Protection & Privacy Policy for detailed controls. Key points: minimise collection; use consent appropriately; restrict access; encrypt devices; report any personal data breaches immediately to the DSL/DPL for assessment and ICO notification within 72 hours if required.

19. Partnerships & Schools

Agree roles and responsibilities in writing (Data Sharing Agreement / Service Level Agreement).
Ensure partner policies and staff training meet equivalent safeguarding standards.
Share only necessary information; follow secure transfer protocols.

20. Governance, Review & Audit

Annual policy review by the Board; DSL reports on training, incidents and learning.
Post‑incident reviews and learning disseminated to staff/volunteers.

21. Key Contacts (Complete for Norfolk/Local Area)

Service

Contact/Phone

Notes

Children’s Social Care (MASH)

[Insert number/email/portal]

Urgent safeguarding referrals

Police

999 (emergency) | 101 (non‑emergency)

Immediate danger = 999

LADO

[Insert contact]

Allegations against adults

Prevent/Channel

[Insert contact]

Radicalisation concerns

Local Safeguarding Partnership

[Insert link]

Procedures & thresholds

KLYN DSL

[Name/email/phone]

Internal lead

KLYN Deputy DSL

[Name/email/phone]

Deputy lead

22. Publication & Accessibility

This policy will be published on our website and available on request; we provide an accessible summary for young people.
Alternative formats available on request.

Appendix A: Safeguarding Concern/Incident Form

Your name/role:
Date & time of concern/disclosure:
Child/young person’s name and DOB (if known):
Location/activity:
Nature of concern (facts only; exact words if possible):
Immediate actions taken:
Risk level (Immediate / High / Medium / Low):
Who you informed (DSL/DDSL/Police/Social Care):
Next steps agreed:
Signature and date:

Appendix B: Reporting & Escalation Flow

Concern arises or disclosure received → ensure immediate safety → call 999 if in immediate danger.
Report to DSL/DDSL as soon as possible (same day).
DSL assesses threshold; consults MASH/LADO/Police as appropriate.
Make written record within 24 hours using the Concern Form.
Follow advice from authorities; maintain secure records and updates.
Notify Board/insurers where appropriate (no identifying details beyond need‑to‑know).

Appendix C: Staff/Volunteer Code of Conduct (Detailed)

Always work openly and avoid one‑to‑one closed situations; use designated meeting spaces.
Do not communicate with young people via personal accounts or late at night; use organisation channels and group settings.
No transport of young people alone unless unavoidable and risk‑assessed with manager approval.
No alcohol/drugs while responsible for young people; report medication that may impair capacity.
Dress appropriately; ID visible in schools; follow site safeguarding protocols.
Use consent procedures for photography/filming; respect opt‑outs.
Escalate any low‑level concern or boundary breach to the DSL.

Appendix D: Outreach Session Checklist

Venue risk assessment complete; access and evacuation routes known; first‑aid kit present.
Staffing ratios agreed; roles assigned; register prepared; emergency contacts accessible.
Consent forms checked; photo permissions noted; allergy/medical info available to those who need to know.
Briefing with partner lead/teacher; safeguarding points; who to contact on site.
Equipment tested; safeguarding signage/house rules displayed; reporting routes visible.
Debrief after session; concerns logged; attendance recorded; follow‑ups allocated.

Report a Concern Click Here