Safeguarding
Policy
Policy Summary:
The purpose and scope of this policy statement
Autism Champions and associates works with children and families as part of its activities. These include: school visits, home visits, 1:1 sessions, group sessions, training.
The purpose of this policy statement is:
Autism Champions works with children and young people providing quality, bespoke, individualised autism focused support.
Set out what Autism Champions will do to keep children and young people, who use our services, safe from harm.
Provide parents, staff, students, trustees, and volunteers with the overarching principles that guide our approach to child protection.
This policy applies to anyone working on behalf of Autism Champions, including managers and the Advisory Board, paid staff, volunteers, mentors, sessional workers, and students (for the purpose of this document these groups of people will be referred to as ‘staff’). This is also extended to independent contractors who are undertaking direct work with children on behalf of the organisation.
Legislative Framework:
This policy has been drawn up on the basis of legislation, policy and guidance that seeks to protect children in England. A summary of the key legislation and guidance is available from www.nspcc.org.uk/childprotection. Legislation used in this policy includes, but is not limited to:
Children Act 1989 and 2004
Working Together to Safeguard Children (2023)
Keeping Children Safe in Education (2025)
The Education Act 2002
Human Rights Act 1998
Equality Act 2010
Data Protection Act 2018 and UK GDPR
Counter-Terrorism and Security Act 2015 (Prevent Duty)
Autism Champions will review this policy annually and following any significant legislative or safeguarding changes.
We believe that:
Children and young people should never experience abuse of any kind. ∙ We have a responsibility to promote the welfare of all children and young people, to keep them safe and to practise in a way that protects them.
We recognise that:
The welfare of the child is paramount.
All children, regardless of age, disability, gender reassignment, race, religion or belief, sex, or sexual orientation have a right to equal protection from all types of harm, neglect, abuse and exploitation.
Some children are additionally vulnerable because of the impact of previous experiences, their level of dependency, communication needs or other issues.
Working in partnership with children, young people, their parents, carers and other agencies is essential to promote young people’s welfare.
We seek to keep children and young people safe by:
Valuing, listening to and respecting them.
Appointing a nominated Designated Safeguarding Lead (Dee Nic Sitric)
Using our safeguarding procedures to share concerns and relevant information with agencies who need to know, and involving children, young people, parents, families and carers appropriately.
Sharing information about child protection and safeguarding best practice with children, their families, staff and volunteers through publicity, project work and one to-one discussions.
Recruiting staff and volunteers safely, ensuring all necessary checks are made.
Providing effective management for staff and volunteers through supervision, support, training and quality assurance measures.
Implementing a code of conduct for staff and volunteers.
Using our procedures to manage any allegations against staff and volunteers appropriately.
Ensuring that we have effective complaints and whistleblowing measures in place.
Ensuring that we provide a safe physical environment for our children, young people, staff and volunteers, by applying health and safety measures in accordance with the law and regulatory guidance.
Recording and storing information professionally and securely.
Providing help and support to meet the needs of children as soon as problems emerge.
Protecting children from maltreatment, inside or outside the home, including online.
This policy should be read in conjunction with the following policies:
Code of conduct
Dealing with Safeguarding Report
Whistleblower Protection Policy
Complaints policy
Click here to download full policy and procedures.
Contact details for nominated child protection lead
Name: Deirdre Nic Sitric
Email: dee@autismchampions.co.uk
Contact the NSPCC’s Knowledge and Information Service with any questions about child protection or related topics
We are committed to reviewing our policy and good practice annually.
This policy was last reviewed on: 4 Jul 2026
Next review date: 4 Jul 2027
Signed: Deirdre Nic Sitric
Safeguarding Reports
Purpose & Scope
The purpose of this document is to provide procedures for dealing with reports of breach of Autism Champions Safeguarding Policy, where the safeguarding violation is:
against staff or members of the public;
perpetrated by staff, partners or associated personnel.
Procedures
1. Report is received
1.1 Reports can reach the organisation through various routes. This may be in a structured format such as a letter, e-mail, text or message on social media. It may also be in the form of informal discussion or rumour. If a staff member hears something in an informal discussion or chat that they think is a safeguarding concern, they should report this to the appropriate staff member in their organisation.
1.2 If a safeguarding concern is disclosed directly to a member of staff, the person receiving the report should bear the following in mind:
listen;
empathise with the person;
ask who, when, where, what but not why;
repeat/ check your understanding of the situation;
report to the appropriate staff member (see below).
1.3 The person receiving the report should then document the following information, using an Incident Report Form if there is one:
name of person making report;
name(s) of alleged survivor(s) of safeguarding incident(s) if different from above;
name(s) of alleged perpetrator(s);
description of incident(s);
dates(s), times(s) and location(s) of incident.
1.4 The person receiving the report should then forward this information to the Safeguarding Focal Point or appropriate staff member within 24 hours.
1.5 Due to the sensitive nature of safeguarding concerns, confidentiality must be maintained during all stages of the reporting process, and information shared on a limited ‘need to know’ basis only. This includes senior management who might otherwise be appraised of a serious incident.
1.6 If the reporting staff member is not satisfied that the organisation is appropriately addressing the report, they have a right to escalate the report, either up the management line, to the Board (or other governance structure), or to an external statutory body. The staff member will be protected against any negative repercussions as a result of this report. See Autism Champions Complaints Policy and Disclosure of Malpractice in the Workplace Policy.
2. Assess how to proceed with the report
2.1 Appoint a Decision Maker for handling this report
2.2 Determine whether it is possible to take this report forward
Does the reported incident(s) represent a breach of safeguarding policy?
Is there sufficient information to follow up this report?
2.3 If the reported incident does not represent a breach of Autism Champions Safeguarding Policy, but represents a safeguarding risk to others (such as a child safeguarding incident), the report should be referred through the appropriate channels (eg. local authorities) if it is safe to do so.
2.4 If there is insufficient information to follow up the report, and no way to ascertain this information (for example if the person making the report did not leave contact details), the report should be filed in case it can be of use in the future, and look at any wider lesson learning we can take forward.
2.5 If the report raises any concerns relating to children under the age of 18, seek expert advice immediately. If at any point in the process of responding to the report (for example during an investigation) it becomes apparent that anyone involved is a child under the age of 18, the Decision Maker should be immediately informed and should seek expert advice before proceeding.
2.6 If the decision is made to take the report forward, ensure that you have the relevant expertise and capacity to manage a safeguarding case. If you do not have this expertise in-house, seek immediate assistance, through external capacity if necessary.
2.7 Clarify what, how and with whom information will be shared relating to this case. Confidentiality should be maintained at all times, and information shared on a need-to-know basis only. Decide which information needs to be shared with which stakeholder – information needs may be different.
2.8 You may have separate policies depending on the type of concern the report relates to. For example workplace sexual harassment is dealt with through the Autism Champions’s Anti Bullying and Harassment policy.
If there isn’t a policy for the type of report that has been made, follow these procedures.
2.9 Check your obligations on informing relevant bodies when you receive a safeguarding report. These include (but are not limited to):
funding organisations;
umbrella bodies/networks;
statutory bodies (such as the Charity Commission in the UK).
Some of these may require you to inform them when you receive a report, others may require information on completion of the case, or annual top-line information on cases. When submitting information to any of these bodies, think through the confidentiality implications very carefully.
3. Appoint roles and responsibilities for case management
3.1 If not already done so (see above), appoint a Decision Maker for the case. The Decision Maker should be a senior staff member, not implicated or involved in the case in any way.
3.2 If the report alleges a serious safeguarding violation, you may wish to hold a case conference. This should include:
decision maker;
person who received the report (such as the focal point, or manager);
HR manager;
safeguarding adviser (or equivalent) if there is one.
The case conference should decide the next steps to take, including any protection concerns and support needs for the survivor and other stakeholders (see below).
4. Provide support to survivor where needed/requested
4.1 Provide appropriate support to survivor(s) of safeguarding incidents. Nb. this should be provided as a duty of care even if the report has not yet been investigated. Support could include (but its not limited to)
psychosocial care or counseling;
medical assistance;
protection or security assistance (for example being moved to a safe location).
4.2 All decision making on support should be led by the survivor.
5. Assess any protection or security risks to stakeholders
5.1 For reports relating to serious incidents: undertake an immediate risk assessment to determine whether there are any current or potential risks to any stakeholders involved in the case, and develop a mitigation plan if required.
5.2 Continue to update the risk assessment and plan on a regular basis throughout and after the case as required.
6. Decide on next steps
6.1 The Decision Maker decides the next steps. These could be (but are not limited to)
no further action (for example if there is insufficient information to follow up, or the report refers to incidents outside the organisation’s remit);
investigation is required to gather further information;
immediate disciplinary action if no further information needed;
referral to relevant authorities.
6.2 If the report concerns associated personnel (for example contractors, consultants or suppliers), the decision making process will be different. Although associated personnel are not staff members, we have a duty of care to protect anyone who comes into contact with any aspect of our programme from harm. We cannot follow disciplinary processes with individuals outside our organisation, however decisions may be made for example to terminate a contract with a supplier based on the actions of their staff.
6.3 If an investigation is required and the organsiation does not have internal capacity, identify resources to conduct the investigation. Determine which budget this will be covered by.
7. Manage investigation if required
7.1 Refer to the organisation’s procedures for investigating breaches of policy. If these do not cover safeguarding investigations, use external guidelines for investigating safeguarding reports, such as the CHS Alliance Guidelines for Investigations.
8. Make decision on outcome of investigation report
8.1 The Decision Maker makes a decision based on the information provided in the investigation report. Decisions relating to the Subject of Concern should be made in accordance with existing policies and procedures for staff misconduct.
8.2 If at this or any stage in the process criminal activity is suspected, the case should be referred to the relevant authorities unless this may pose a risk to anyone involved in the case. In this case, the Decision Maker together with other senior staff will need to decide to decide how to proceed. This decision should be made bearing in mind a risk assessment of potential protection risks to all concerned, including the survivor and the Subject of Concern.
9. Conclude the case
9.1 Document all decisions made resulting from the case clearly and confidentially.
9.2 Store all information relating to the case confidentially, and in accordance with Autism Champions policy and local data protection law.
9.3 Record anonymised data relating to the case to feed into organisaitonal reporting requirements (eg. serious incident reporting to Board, safeguarding reporting to donors), and to feed into learning for dealing with future cases.
Click here to download a copy of our Child Protection Safeguarding Alert Form
Complaints
Policy
Policy statement
Receiving feedback and responding to complaints is an important part of improving Autism Champions’ accountability. Ensuring our stakeholders can hold us to account will improve the quality of our work in all areas.
Scope
This policy applies to Autism Champions and is global in its application. A complaint can be made by any supporter, partner organisation, community or individual with whom we work, or any member of the public whether an individual, company or other entity, in the UK for anywhere else in the world.
Definitions
A complaint is an expression of dissatisfaction about the standards of service, actions or lack of action, by Autism Champions or its staff and associated personnel. It is a criticism that expects a reply and would like things to be changed.
Complaints could include the following (which is not an exhaustive list):
Concern from someone we work with about the quality of programme delivery
Concern from a member of the public or supporter about a particular fundraising approach or campaign action
Concern about the behaviour of staff or associated personnel
A complaint has to be about some action for which Autism Champions is responsible or is within our sphere of influence.
A complaint is not:
A general inquiry about Autism Champions’ work
A request for information
A contractual dispute
A request to amend records e.g. to correct an address, cancel a donation
A request to unsubscribe from an Autism Champions service e.g. a campaign newsletter or email
The complaints procedures do not apply to complaints that are subject to current investigation by any regulatory body or other legal or official authorities in the UK or other countries in which we operate. Such issues will be dealt with by the relevant regulatory body.
Procedures for making a complaint
It is hoped that most complaints or concerns about Autism Champions’ work or behaviour can and will be dealt with informally by consultants or volunteers at a local level. However, it is recognised that not all issues can be resolved in this way and that a formal complaints mechanism is required for those occasions when an individual or organisation wishes to make their complaint a matter of record and to receive a formal response.
Autism Champions aims to respond to every complaint promptly. Complaints will be handled confidentially and information shared only with those who need it to investigate and respond. Personal information will be processed in accordance with applicable data protection legislation and Autism Champions' Privacy Policy. Any complaint that raises concerns about the safety or welfare of a child or vulnerable adult will be referred immediately to the Designated Safeguarding Lead and managed in accordance with the Safeguarding Policy. Safeguarding concerns may be addressed separately from the complaints process where required.
How to make a complaint
All formal complaints should be made in writing either directly from the individual or organisation making the complaint or via someone acting on their behalf. See below for details about to whom to address a complaint.
Who can make a complaint?
This policy is global in application. A complaint can be made by:
any supporter;
partner organisation;
community or individual with whom we work;
any member of the public whether an individual, company or other entity in the UK or around the world.
Who is not covered by this policy?
Complaints by staff are governed by Autism Champions’ procedures for dealing with problems in the workplace, and Anti Bullying and Harassment policy. Complaints relating to serious incidents such as fraud and corruption or safeguarding concerns will be dealt with through the relevant policy and procedures.
How to make a complaint
Please contact Autism Champions' Director:
Deirdre Nic Sitric
email: dee@autismchampions.co.uk
Alternatively, Advisory Board Chair Helen le Brocq may be contacted:
email: helenlebrocq@gmail.com
Reviewed and updated: 1 Jul 2026
With thanks to Oxfam GB
Code of
Conduct
Introduction
In keeping with its vision and values, Autism Champions is committed to maintaining the highest degree of ethical conduct amongst all its employees, consultants, associates, mentors, volunteers, trustees, contractors, and anyone representing Autism Champions. To help increase understanding, this Code of Conduct details Autism Champions’ expectations of associates, staff, and mentors in key areas.
Scope & Purpose
This Code of Conduct applies to all staff, international and local, contracted by Autism Champions.
The purpose of this Code of Conduct is to set out the conduct expected of Autism Champions staff whilst under contract to the organisation, and forms part of all contracts of employment. The Code is applicable at all times. Breaches of the Code of Conduct are grounds for disciplinary action, up to and including dismissal.
Autism Champions staff/ associates/ mentors are expected to uphold local law wherever they operate, except where the Code of Conduct is more stringent, in which case the Code applies.
Code of Conduct Standards
As an Autism Champions associate, I will:
Uphold the integrity and reputation of Autism Champions by ensuring that my professional and personal conduct is consistent with Autism Champions’ values and standards.
I will promote the dignity, rights, strengths, and individuality of autistic and neurodivergent people.
I will use respectful and inclusive communication and seek to understand individual needs, preferences, and communication styles.
I will not discriminate against any individual on the basis of disability, neurodivergence, age, race, ethnicity, religion, sex, sexual orientation, gender reassignment, pregnancy or maternity, marriage or civil partnership status, or socio-economic background.
I will support individuals to participate in decisions affecting them wherever possible.
I will treat all people fairly with respect and dignity.
I will seek to ensure that my conduct does not bring Autism Champions into disrepute and does not impact on or undermine my ability to undertake the role for which I am contracted.
I will not work under the influence of alcohol or use, or be in possession of, illegal substances on Autism Champions premises, environments or accommodation.
I will not engage in abusive or exploitative conduct. I will immediately report concerns in accordance with Autism Champions Safeguarding Policy and Procedures and cooperate fully with any subsequent investigation.
I will not engage in sexual activity with children (persons under the age of 18). Mistaken belief in the age of a child is not a defence.
I will not exchange of money, employment, goods or services for sex, including sexual favours or other forms of humiliating, degrading or exploitative behaviour, is prohibited. This includes any exchange of assistance that is due to beneficiaries of assistance.
I will not engage in sexual relationships with beneficiaries of assistance, since they are based on inherently unequal power dynamics.
I will not engage in any commercially exploitative activities with children or vulnerable adults including child labour or trafficking.
I will not physically assault a child or vulnerable adult. If I become aware of or suspect such conduct from others I will share my concerns with the relevant local authorities.
I will not emotionally or psychologically abuse a child or vulnerable adult. If I become aware of or suspect such conduct from others I will share my concerns with the relevant local authorities.
I will ensure the safety, health and welfare of all Autism Champions’ staff members and associated personnel (volunteers, partners, suppliers and contractors).
I will maintain clear professional boundaries with children, young people, families, and carers at all times.
I will adhere to all legal and organisational health and safety requirements in force at my location of work.
I will comply with any local security guidelines and be pro-active in informing management of any necessary changes to such guidelines.
I will behave in a manner such as to avoid any unnecessary risk to the safety, health and welfare of myself and others, including partner organisations and communities with whom we work.
Be responsible for the use of information, assets and resources to which I have access by reason of my employment with Autism Champions.
I will ensure that I use Autism Champions’ assets and resources entrusted to me in a responsible manner and will account for all money and property.
I will not use Autism Champions’ IT equipment, software or e-mail and social media platforms to engage in activity that is illegal under local or international law or that encourages conduct that would constitute a criminal offence. This includes any material that intimidates or harasses any group based on protected characteristics or encourages extremism.
I will not use Autism Champions’ IT equipment to view, download, create, distribute or save in any format inappropriate or abusive material including but not limited to pornography or depictions of child abuse.
I will use only approved organisational communication systems when communicating with students, families, schools, commissioners, and other stakeholders.
I will comply with all organisational policies relating to mobile phones, electronic communications, data protection, and online safety.
I will perform my duties and conduct my private life in a manner that avoids conflicts of interest and complies with the Autism Champions Conflict of Interest and Professional Boundaries Policy.
I will declare any financial, personal or family (or close intimate relationship) interest in matters of official business which may impact on the work of Autism Champions.
I will not be involved in awarding benefits, contracts for goods or services, employment or promotion within Autism Champions, to any person with whom I have a financial, personal, family (or close intimate relationship) interests.
I will seek permission before agreeing to being nominated as a prospective candidate or another official role for any political party.
I will not accept significant gifts or any remuneration from governments, communities with whom we work, donors, suppliers and other persons which have been offered to me as a result of my employment with Autism Champions.
Uphold confidentiality
I will exercise due care in all matters of official business, and not divulge any confidential information relating to colleagues, work-related matters or any sensitive information unless legally required to do so. Sensitive information may be disclosed for safeguarding reasons. This disclosure would follow Autism Champions Safeguarding Policy and Procedures.
I will comply with UK GDPR, the Data Protection Act 2018, and Autism Champions' Privacy and Information Governance Policies.
I will only access, use, store, or share personal information where authorised and necessary for my role.
Complaints & Reports
Autism Champions associates are obligated to bring to the attention of the relevant manager any potential incident, abuse or concern that they witness, are made aware of, or suspect which appears to breach the Standards contained in this Code. Autism Champions staff reporting concerns are protected by the Whistleblowing Protection Policy.
Staff members who have a complaint or concern relating to breach of the Code should report it immediately to their line manager or CEO. If the staff member does not feel comfortable reporting to their line manager (for example if they feel that the report will not be taken seriously, or if that person is implicated in the concern) they may report to any other appropriate staff member. For example, this could be the chair of Autism Champions’ Advisory Board.
Staff members receiving reports or concerns are obliged to action or refer the report immediately as per the Autism Champions Complaints Policy and procedures
Related Policies
Complaints Policy and Procedures
Conflict of Interest and Professionals Boundaries Policy
Health and Safety in the Workplace Policy
Safeguarding Policy and Procedures
Anti Bullying and Harassment Policy (Behaviour Policy)
Whistleblowing Protection Policy
Privacy Policy
Lone Working Policy
Phone Usage Policy
___________________________________________________________
In accepting my appointment I undertake to discharge my duties and to regulate my conduct in accordance with the requirements of this Code
Reviewed and updated: 1 Jul 2026
Next review date: 1 Jul 2027
Privacy Policy
Purpose
At Autism Champions, it is vital that everyone who works for us maintains the highest standards of conduct, integrity and ethics, and complies with UK legislation relating to data sharing and confidentiality. This privacy policy sets out how Autism Champions uses and protects any information that you give us when you access this website or commission our services.
We promise:
To keep your data safe and private.
To only use your personal data for the specific purposes stated.
To keep you informed about how we use your information.
Not to sell your data.
To only ask you for the minimum amount of data or information we need.
We are committed to ensuring that your privacy is protected. We may change this policy from time to time and will amend this page accordingly.
Confidential information you share with us
Confidentiality and transparency are at the heart of our relationships with our clients. All our conversations, the information we share together and the records that we keep are confidential and will not be disclosed to any person without your consent. We only use your data as necessary to carry out the performance of our contract with you, and where processing is necessary in order to comply with a legal requirement. Or where you have given explicit consent for us to do so. We only ever ask you for the minimum amount of data that we need.
Children and Young People - Access to Information
Please be aware that under UK law, children and young people have the right to access any information held about them. Therefore, information you disclose to Autism Champions specifically about a child/young person could be made available to them now or in the future, should they make a Subject Access Request for this information. There are some exemptions to this, such as where the child or young person is not considered legally competent to make this request due to their age or any condition impacting on their ability to understand their data rights. A further exemption may be if sharing very sensitive information with the child/young person would be likely to result in serious harm. Any Subject Access Requests made by children/young people will be considered carefully on a case-by-case basis and Autism Champions will seek advice from the Information Commissioner’s Office if required.
What we keep and what we do with it:
The information, that you or someone who has referred you to us – shared in our Referral form, is kept to:
Enable us to work with you effectively
Schedule our meetings
Invoice you
Keep in touch occasionally
You will see on our referral form that only some information is mandatory. The other information is therefore optional.
Notes from sessions or workshops
Any notes from our conversations are to help us support you. These notes are anonymised as far as possible. Any physical notes are kept locked away when not in use and destroyed 2 years after we have finished working together. At the end of our sessions we will make notes that are stored electronically. If requested these will be shared with you. We have in place appropriate security measures to prevent unauthorised or unlawful access to or accidental loss of or destruction or damage to your information. We store your personal data in the UK. We will not sell or share your information with anyone or any organisation for any purpose other than to comply with legal requirements.
All electronically held session notes are kept for 8 years from the date of completion of our work/contract together.
All staff and consultants working for Autism Champions receive regular supervision and they may refer to you anonymously in those sessions. The supervision relationship is itself a confidential relationship and bound by the same Data Protection rules.
Who we share your data with:
In order for us to deliver our services, we will also share your data as required with the following categories of recipients:
City and county councils when working on Annual reviews, tribunals.
The school that your child is attending or will be attending.
We will also share your data if:
We are legally required to do so, for example, by law, by a court
To enforce or apply the terms and conditions of your contract with Autism Champions.
To protect your child and other children by sharing information with the Safeguarding Authorities
We will never share your data with any other organisation to use for their own purposes.
Our newsletters
If you have signed up for one of our e-newsletters, we use your name and email address to contact you regarding news and updates from Autism Champions. This personal data will be retained for a period of three years from the date of your last interaction with the marketing communication (i.e. opening an email or clicking on a link within the email) at which point all your personal details are removed from our systems.
Cookies
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added, and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences. Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website. If you wish to decline cookies, you should adjust your settings for each web browser you use, on each device you use to access the Internet.
You will find more information about cookies at www.allaboutcookies.org.
Traffic Analysis
We use Google Analytics traffic log cookies, which track the pages of our website, including
pages visited
geographic areas users are located in
operating systems, devices and browsers used
websites users have visited before they visit theautismchampions.co.uk
This helps us analyse web page traffic and to improve our website. We use this information for statistical analysis purposes only. Individuals are not identified. As it is technically possible for Google employees to access personally identifiable data, we have limited our Google data sharing to:
Benchmarking, that is we contribute anonymous data to an aggregate data set to enable features like benchmarking and publications that can help us understand data trends. All identifiable information about our website is removed and combined with other anonymous data before it is shared with others.
Technical support, that is we let Google technical support representatives access our Google Analytics data and account when necessary to provide service and find solutions to technical issues.
Find out more about how Google complies with GDPR.
Changing, updating or deleting your data
Please contact us:
If any of your personal data changes
If you would like to request a copy of your data that we hold about you (proof of identity may be required)
If you have any changes, questions or requests regarding how we hold or use your personal information.
If you would like to request erasure of any of your information or to object to how your information is used.
Please email us at: enquiries@autismchampions.co.uk
Autism Champions CIC is a registered Community Interest Company in England and Wales (No 13001184).
We are registered with the Information Commissioner’s Office, our registration number is C1097011. If you would like to make a complaint to the ICO, you can find out how to do this here.
Policy last reviewed: 23 Jan 2026
Next review date: 23 Jan 2027
Click here to download our Information Security and Acceptable Use Policy
Additional Policies Menu
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Policy Statement
At Autism Champions, we are committed to providing a safe and healthy environment for all clients involved in our services. This policy outlines our approach to health and safety to ensure the well-being and protection of children, mentors, trainers, and any other individuals associated with our organization. We are dedicated to complying with relevant health and safety legislation and promoting a culture of safety in all our activities.
This policy applies to all employees, consultants, associates, trainers, mentors, volunteers, contractors, trustees, and anyone acting on behalf of Autism Champions.
It applies to all Autism Champions activities, including:
Home visits
School-based support
Community activities
Online sessions
Meetings and training events
Travel undertaken as part of service delivery
1. Relevant Legislation
This policy is informed by:
Health and Safety at Work etc. Act 1974
Management of Health and Safety at Work Regulations 1999
Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 2013
Equality Act 2010
Children Act 1989 and 2004
Working Together to Safeguard Children
Keeping Children Safe in Education
Autism Champions will comply with all applicable health and safety legislation.
2. Responsibilities
2.1 Autism Champions is responsible for:
Identifying and assessing potential health and safety risks related to all our activities.
Implementing appropriate measures to control and minimise risks, as reasonably practicable.
Regularly reviewing and updating our health and safety procedures to reflect best practices and legal requirements.
Ensuring appropriate insurance arrangements are in place.
Monitoring accidents, incidents, and near misses.
Reviewing risk assessments regularly.
Providing safe systems of work.
2.2 Our associates/trainers/mentors are responsible for:
Complying with health and safety procedures and guidelines provided by Autism Champions.
Reporting any health and safety concerns or incidents promptly to Autism Champions' designated health and safety representative.
Taking reasonable care of their own health and safety and that of others.
Following lone working procedures.
Completing required risk assessments.
Reporting unsafe conditions immediately.
Cooperating with health and safety investigations.
2.3 Parents/guardians/teachers are responsible for:
Informing Autism Champions of any relevant health and safety information or concerns related to their child.
Ensuring their child's well-being during our sessions by providing a suitable and safe environment for learning.
3. Staff Wellbeing
Autism Champions recognises the importance of staff wellbeing.
Staff are encouraged to raise concerns regarding stress, fatigue, workload, mental health, or other factors that may affect their ability to work safely.
4. Risk Assessment and Control
4.1 Autism Champions will conduct regular risk assessments to identify potential hazards and risks associated with activities.
Appropriate control measures will be implemented to minimise or eliminate identified risks, including:
Providing guidelines to consultants/trainers/peer mentors for maintaining a safe environment.
Emergency Preparedness
4.2 Autism Champions will have appropriate procedures in place to respond effectively to emergencies and incidents, including fire, accidents, or medical emergencies.
4.3 Our associates/trainers/mentors will be familiar with emergency procedures and be prepared to take appropriate action to protect the safety and well-being of participants.
5. Reporting and Incident Management
5.1 Our associates/trainers/mentors are required to report all health and safety incidents, near misses, and hazards to Autism Champions' designated health and safety representative.
5.2 Autism Champions will investigate reported incidents, take appropriate corrective actions, and provide necessary support to those affected.
6. Communication and Training
Autism Champions will provide relevant health and safety guidelines, procedures, and resources to our associates/trainers/mentors to promote a safe environment.
7. First Aid Arrangements
Staff should be aware of available first aid arrangements at any venue where services are delivered. Information regarding relevant medical conditions, allergies, and emergency procedures should be obtained in advance where appropriate.
8. Compliance and Responsibility
8.1 All participants, including our associates/trainers/mentors, parents/guardians, and Autism Champions, are responsible for complying with this health and safety policy and relevant health and safety legislation.
8.2 The designated health and safety representative is responsible for overseeing the implementation, review, and continuous improvement of this policy.
Reviewed and updated: 01/07/26
Date of next review: 01/07/27
Download full policy here.
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Autism Champions is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. Safer recruitment is a fundamental part of this commitment.
We recognise that robust recruitment procedures reduce the risk of unsuitable individuals working with children and help create a safe culture throughout the organisation.
Autism Champions expects every employee, associate, mentor, volunteer, trustee and contractor to share our commitment to safeguarding and to uphold the highest standards of professional conduct.
PurposeThe purpose of this policy is to:
Ensure that the best possible associates/ mentors are recruited on the basis of their merits, abilities and suitability for the position;
Ensure that all job applicants are considered equally and consistently;
Ensure that no job applicant is treated unfairly on any grounds including race, colour, nationality, ethnic or national origin, religion or religious belief, sex or sexual orientation, marital or civil partner status, disability or age
Prevent unsuitable people working with children and to ensure all associates and hiring practices comply with legislation
Scope
This policy applies to anyone delivering services on behalf of Autism Champions. This includes but is not limited to:
employees
self-employed associates
volunteers
mentors
trustees
contractors
temporary staff
agency staff
Legislative Framework
This policy has been developed in accordance with current legislation and statutory guidance, including:
Keeping Children Safe in Education (current version)
Children Act 1989
Children Act 2004
Safeguarding Vulnerable Groups Act 2006
Rehabilitation of Offenders Act 1974
Police Act 1997
Data Protection Act 2018
UK GDPR
Equality Act 2010
Immigration, Asylum and Nationality Act (Right to Work)
Further recommendations and guidance including the statutory guidance published by the Department for Education (DfE), the Prevent Duty Guidance for England and Wales 2016 (the Prevent Duty Guidance) and any guidance or code of practice published by the Disclosure and Barring Service (DBS)
Each employee and contractor will require at least GCSE level English and Maths. Engagement themes must be personalised to the learner to be effective, however the underlying skills we are developing include peer mentoring, dealing with anxiety, employment and training, exploring personal identity, physical health and body image; emotional regulation, support on relationships and social media, social communication and competency and community engagement.
Self-employed staff are contracted through a rigorous recruitment process where they sign employment contracts detailing their responsibilities, role, and duration that is linked to specific projects and / or learners.
All contracted staff will have their own insurances such as professional liability insurance that matches or exceeds the amount that is required of Autism Champions CIC. We also require that contracted staff possess up to date First Aid training.
Recruitment Principles
Autism Champions will:
recruit fairly
recruit transparently
recruit safely
recruit inclusively
value neurodivergence
promote equality
make reasonable adjustments when applicable in the best interest of the applicant
Recruitment Process
For each appointment, every role will have:
complete job description
location
responsibilities and aims of the role
safeguarding responsibilities
qualifications required
person specification
Staff Induction and Training:
Autism Champions is committed to a robust onboarding and training process including:
● Providing clear role and responsibilities, information about the daily work routine and interactions with other staff (including regular meetings), and their contribution to Autism Champions’ objectives.
● Organisation history, objectives, mission, vision, products, services, IT security etc.
● 1:1 Q&A meetings with other staff, and staff in role shadowing.
● Training as gaps identified as part of regular assessments and reviews (monthly and quarterly). Self-employed staff adhere to the above induction and training, a spreadsheet of training, outcomes and achievements are kept up to date. Furthermore, as part of contracts, self-employed staff are required to keep their training current, and forms part of the staff training and induction listed above.
Performance management centers around our core competency framework, 360 degree feedback and the annual personal development review that includes colleagues, direct reports and young people. This gives better information about their skills, performance, and working relationships than line managers’ assessment alone. Each team member will be offered ongoing CPD training and personal development review which will be assessed annually and reviewed three times a year. If the personal development process is unable to turn around underperformance, a formal capability meeting is arranged and actions adopted in line with the AC Capability Policy. Autism Champions has an Advisory Board who is there to challenge the overall performance of Autism Champions as a provider. The board includes autistic and non- autistic members and meets regularly to ensure stakeholder oversight, overall governance and contributing to reports for commissioners.
Our recruitment and retention plan focuses on attracting staff who seek a different way of working. Our strategic objectives focus on creating a sustainable service that promotes diversity and is cost effective. We are a flexible and multi-skilled team that sees neurodivergence as an asset.
We offer equal access to opportunities of employment focusing on attracting neurodivergent staff and assessment of skill set to play to people’s strengths and have regular supervision. Our team is representative of the local community which builds trust and confidence among students and provides better provision and we support flexible working where it may be operationally accommodated. We aim to create opportunities for employees to connect with their colleagues, managers and the wider organisation, creating an environment where employees are motivated, valued and empowered. Training, role diversity, role shadowing, and internal movement is encouraged in line with any talent management or leadership strategy. We are committed to ensuring its workforce is reflective of the community it serves with an ongoing focus on promoting equality of opportunity and valuing diversity (Equal Opportunities Policy)
Policy last reviewed – 23 July 26
Next review date – 23 July 27
Download full policy here.
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Autism Champions Lone Working Policy
1. Policy Statement
Autism Champions takes the health and safety of its mentors seriously. We have a duty to ensure the health, safety and welfare of our consultants while at work. We realise that at any given time, our mentors may be working alone with a client, or potentially in an unsupervised fashion in a home or educational environment.
For the purposes of this policy, "staff" includes employees, consultants, associates, mentors, volunteers, contractors, and anyone delivering services on behalf of Autism Champions.
2. Aim and Scope
This policy is designed to alert our mentors to the risks presented by lone working, to identify the responsibilities each person has in this situation, and to describe procedures which will minimise such risks. It is designed to provide a framework for managing potentially risky situations. Lone working is not inherently unsafe. Taking precautions can reduce the risks associated with working alone.3. Related Legislation
Health and Safety at Work Act 1974 Management of Health and Safety at Work Regulations 19994. Definition
The Health and Safety Executive defines lone workers as those who work by themselves without close or direct supervision.
For example:
• People working separately from others in a building
• People who work outside ‘normal’ hours
• People who work away from their fixed base without colleagues
• People who work at home other than in low risk, office-type work
The definition covers mentors in situations with varying degrees and types of risk. It is important to identify the hazards of the work and assess the risks involved before applying appropriate measures.5. Measures to Reduce the Risk of Lone Working
Autism Champions invites all consultants to join the dedicated WhatsApp group to ensure accountability and safety. Within this group, you will find a template to complete which includes the following information:
• Client Name
• Postcode
• Timeframe of Session
• Type of Session (i.e. NHS, APP, Private)In the group, associates will also find a link to our Child Protection form. We ask that mentors fill in the above information upon entry to the clients homes and then send us a thumbs up when leaving the property. We understand that sometimes sessions can run over and therefore will give a 10-minute window before making contact.
6. Mentor Safeguarding Procedure Will Be as Follows:Mentor enters property and sends a message to the WhatsApp group as forementioned including client initials, postcode, timeframe of session, type of session (i.e. NHS, APP, Private)
Mentor sends thumbs up or ‘ok’ that they are leaving the property following the session.
Upon failure to do this, we will make a personal contact via message to check in 10 minutes after the session has run over.
20 minutes of no response we will call you.
30 minutes of no response we will call the client's home.
If we have no response after 30 minutes, we will instigate an in-person welfare check where one of the team will visit the client's home to ensure everyone is safe.
It is of upmost importance that mentors keep us updated.
Autism Champions will conduct regular risk assessments to identify potential hazards and risks associated with support activities.
Appropriate control measures will be implemented to minimise or eliminate identified risks, including:
Providing guidelines to associates/trainers/mentors for maintaining a safe environment and being clear on how to leave an environment if it doesn’t feel safe.
7. Emergency Preparedness
Autism Champions will have appropriate procedures in place to respond effectively to emergencies and incidents, including fire, accidents, or medical emergencies.
Our associates/trainers/mentors will be familiar with emergency procedures and be prepared to take appropriate action to protect the safety and well-being of participants.
Responsibilities:
Autism Champions will:
Conduct risk assessments.
Provide lone working guidance.
Maintain effective communication systems.
Respond appropriately to welfare concerns.
Review incidents and near misses.
Staff will:
Follow lone working procedures.
Complete required check-ins.
Report concerns promptly.
Undertake dynamic risk assessments.
Leave situations that become unsafe.
8. Emergency Response
If a staff member experiences:
Threats
Violence
Medical emergency
Significant safeguarding concern
Criminal activity
they should:
Leave immediately if safe to do so.
Call 999 if required.
Notify Autism Champions as soon as possible.
Complete an incident report.
9. Conclusion
Establishing safe working for lone workers is no different from organising the safety of other mentors or volunteers, but the risk assessment must take account of any extra risk factors. Autism Champions ensures that measures are in place to reduce risk and that expectations have been communicated to mentors operating alone and appropriate training has been provided. All associates, including lone workers, are responsible for following safe systems of work and should take simple steps to reduce the risks associated with carrying out their normal duties.
Reviewed and updated: 01/07/26
Date of next review: 01/07/27
Download full policy here.
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Autism Champions is committed to encouraging equality, diversity and inclusion among our workforce, and eliminating unlawful discrimination.
The aim is for our workforce to be truly representative of all sections of society and our customers, and for each employee to feel respected and able to give their best.
The organisation - in providing goods and/or services and/or facilities - is also committed against unlawful discrimination of customers or the public.
The policy’s purpose is to:
provide equality, fairness and respect for all in our employment, whether temporary, part-time or full-time
not unlawfully discriminate because of the Equality Act 2010 and Equality Act 2010 (Amendment) Regulations 2023 protected characteristics of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (including colour, nationality, and ethnic or national origin), religion or belief, sex and sexual orientation
oppose and avoid all forms of unlawful discrimination. This includes in pay and benefits, terms and conditions of employment, dealing with grievances and discipline, dismissal, redundancy, leave for parents, requests for flexible working, and selection for employment, promotion, training or other developmental opportunities
The organisation commits to:
Encourage equality, diversity and inclusion in the workplace as they are good practice and make business sense
Create a working environment free of bullying, harassment, victimisation and unlawful discrimination, promoting dignity and respect for all, and where individual differences and the contributions of all staff are recognised and valued.
This commitment includes training managers and all other employees about their rights and responsibilities under the equality, diversity and inclusion policy. Responsibilities include staff conducting themselves to help the organisation provide equal opportunities in employment, and prevent bullying, harassment, victimisation and unlawful discrimination.
All staff should understand they, as well as their employer, can be held liable for acts of bullying, harassment, victimisation and unlawful discrimination, in the course of their employment, against fellow employees, customers, suppliers and the public
Take seriously complaints of bullying, harassment, victimisation and unlawful discrimination by fellow employees, customers, suppliers, visitors, the public and any others in the course of the organisation’s work activities.
Such acts will be dealt with as misconduct under the organisation’s grievance and/or disciplinary procedures, and appropriate action will be taken. Particularly serious complaints could amount to gross misconduct and lead to dismissal without notice.
Further, sexual harassment may amount to both an employment rights matter and a criminal matter, such as in sexual assault allegations. In addition, harassment under the Protection from Harassment Act 1997 and The Worker Protection (Amendment of Equality Act 2010) Act 2023– which is not limited to circumstances where harassment relates to a protected characteristic – is a criminal offence.
Make opportunities for training, development and progress available to all staff, who will be helped and encouraged to develop their full potential, so their talents and resources can be fully utilised to maximise the efficiency of the organisation.
Decisions concerning staff being based on merit (apart from in any necessary and limited exemptions and exceptions allowed under the Equality Act).
Review employment practices and procedures when necessary to ensure fairness, and also update them and the policy to take account of changes in the law.
Monitor the make-up of the workforce regarding information such as age, sex, ethnic background, sexual orientation, religion or belief, and disability in encouraging equality, diversity and inclusion, and in meeting the aims and commitments set out in the equality, diversity and inclusion policy.
Monitoring will also include assessing how the equality, diversity and inclusion policy, and any supporting action plan, are working in practice, reviewing them annually, and considering and taking action to address any issues.
Details of the organisation’s grievance and disciplinary policies and procedures can be found in the Autism Champions’ Staff Handbook. This includes with whom an employee should raise a grievance – usually their line manager.
Use of the organisation’s grievance and/or disciplinary procedures does not affect an employee’s right to make a claim to an employment tribunal within three months of the alleged discrimination.
We are committed to reviewing our policies and good practice annually.
Policy last reviewed: 17/12/25Next review due: 18/12/26
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POLICY STATEMENT
Autism Champions CIC is committed and aware of the potential of using mentoring and relationship building as a means of promoting emotional and social well-being. We recognise that an academic education in a classroom setting does not suit everyone - and that the activities we offer by their nature quite often appeal to those struggling in mainstream education.
As this policy is written, we are aware of the variety of groups we work with: Home Educated children who attend with their parents; primary school children who attend as part of a school group; secondary children who attend as an alternative to mainstream school; adults who are experiencing mental health illness; With this in mind - to legislate for all demographics and possible behaviour is impossible.
Revised: 2 February 2026
To Be Reviewed: 1 February 2027
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Policy Summary:
This Policy Relates to the Following Legislation, Regulations, and Guidance:
This policy has been developed in accordance with current legislation and statutory guidance, including:
Children Act 1989
Children Act 2004
Working Together to Safeguard Children (2023)
Keeping Children Safe in Education (current version)
Human Rights Act 1998
Equality Act 2010
Health and Safety at Work etc. Act 1974
Management of Health and Safety at Work Regulations 1999
Data Protection Act 2018
UK General Data Protection Regulation (UK GDPR)
Local Safeguarding Children Partnership procedures applicable to the area in which services are delivered
Relevant Police Missing Person procedures
Autism Champions recognises that safeguarding arrangements may differ between local authorities. Staff must follow the safeguarding procedures applicable to the child’s local authority area and seek advice from the Designated Safeguarding Lead where necessary.
This Policy Applies To:
a) All those involved in service delivery on behalf of Autism Champions and including those currently employed directly by the organisation, and those whose services are commissioned on behalf of Autism Champions including but not limited to therapists, instructors, mentors, associates and other associated professionals.
b) All those involved in service receipt and including the Children, Relatives, Social Workers, the Commissioning Local Authority, and relevant others.
Monitoring and Review of this Policy:
The implementation of this policy and its corresponding guidance will be monitored continuously, and the policy itself will be reviewed at least annually each year by the Chief Executive and in consultation with relevant others including where possible and feasible associates/trainers/mentors and with due regard to any changes in current legislation and regulation and guidance.
Policy Statement
Autism Champions Missing Child Policy and Procedure sets out:
Autism Champions is committed to safeguarding the welfare, safety, and wellbeing of every child and young person we support. We recognise that although incidents where a child becomes missing during Autism Champions activities are rare, they present a potentially significant safeguarding risk and require an immediate, coordinated, and child-centred response.
Every child has the right to feel safe and to receive appropriate protection from harm. Autism Champions is committed to maintaining robust procedures that help prevent children from becoming separated from associates or carers and to ensure a prompt, proportionate, and effective response should a child become missing.
We recognise that children may become missing for a variety of reasons. Some children may intentionally leave an activity due to distress, anxiety, conflict, or a desire to reach a familiar person or place. Others, particularly autistic and neurodivergent children, may become unintentionally separated from associates due to sensory overload, communication differences, emotional dysregulation, or reduced awareness of danger.
This policy adopts a child-centred, trauma-informed and neuro-affirming approach. Associates are expected to respond calmly, compassionately and professionally, recognising that behaviour is communication and that every missing child incident should be treated as an opportunity to understand the child's needs and reduce future risk.
The welfare of the child will always take precedence over procedural considerations.
Purpose
The purpose of this policy is to:
minimise the likelihood of children becoming missing during Autism Champions activities;
establish clear responsibilities for all staff, associates, mentors, trainers, volunteers, and contractors;
provide consistent procedures for responding to missing child incidents;
ensure appropriate communication with parents, carers, schools, local authorities, police, and other agencies where necessary;
promote effective recording, review, and organisational learning following incidents;
ensure compliance with current safeguarding legislation and best practice guidance.
Scope
This policy applies to all Autism Champions staff, associates, mentors, trainers, volunteers, contractors, trustees, and anyone delivering services on behalf of Autism Champions.
This policy applies whenever Autism Champions is responsible for supporting or supervising a child or young person under the age of 18 years.
It applies to all Autism Champions activities, including but not limited to:
Home visits
School-based sessions
Community-based support
Group programmes
Trips and outings organised by Autism Champions
Activities involving transitions between locations
Outdoor learning
Public transport undertaken as part of service delivery
Online sessions where a child unexpectedly disconnects and there are concerns regarding their welfare or safety.
This policy should be followed alongside the organisation's Safeguarding Policy, Lone Working Policy, Health & Safety Policy, and Phone Usage Policy.
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1. Purpose
This policy provides clear guidance for staff on the safe and professional use of work phones when engaging with students in community settings. Its aim is to protect both students and staff, ensure appropriate safeguarding practices, and promote consistent standards of communication.
2. Scope
This policy applies to all staff, volunteers, and contractors who interact with students outside of formal institutional settings (e.g., during outreach, off-site learning, placements, or community activities).
It is recognised that neurodivergent people often benefit from alternative methods of communication, e.g. texting or voice notes, pebbling, etc. This policy will enable Consultants to use these approaches to improve interaction and to aid with transitions and preparation for new activities. Resources and photographs of activities which take place in sessions can then be shared afterwards to scaffold ongoing learning.
Mobile phone/device use is to be on a case-by-case basis and may not be appropriate in all scenarios.
3. Principles
Professional Boundaries: Work phones must be used for educational and support purposes only.
Safeguarding First: All communication must prioritise student safety and comply with safeguarding legislation.
Transparency: All phone-based communication must be recorded and accessible for monitoring.
Respect & Accessibility: Communication should be inclusive and tailored to students’ individual needs, including those who are neurodivergent.
4. Guidelines for Phone Use
4.1 General Rules
Only specific work phones/devices must be used to communicate with young people; personal devices are strictly prohibited. Any expenses relating to this device are to be covered by the Consultant.
Direct communication with students via work phones must be agreed as part of the student's support plan and, where appropriate, consent obtained from parents/carers and/or the student in line with age, capacity, and organisational procedures.
All communication should take place during agreed working hours unless there is an emergency.
Keep communication professional, respectful, and directly related to the student’s education, welfare, or agreed support plan.
Where possible, agree on the preferred method of contact with the student (e.g., call vs. text).
4.2 When in the Community
Always ensure that another staff member is aware of your planned contact with a student. This should be discussed in case supervision.
Avoid prolonged or unnecessary calls/texts; use clear, direct communication.
Confirm appointments or meeting points in writing (text/email) as well as verbally.
Do not share your personal number, social media accounts, or private messaging platforms.
If travelling with students, do not use the phone in a way that distracts from supervision.
4.3 Safeguarding Boundaries
If a student initiates conversation outside professional boundaries (e.g., personal or emotional disclosure), listen calmly but redirect the issue to appropriate support channels.
Never engage in conversations of a personal, romantic, or inappropriate nature.
Do not store unnecessary personal information about students on the phone.
Communication must only take place via organisation-approved communication methods and platforms. The use of personal social media accounts, disappearing-message services, or unapproved messaging applications is prohibited.
Photographs, videos, or audio recordings of students may only be taken or shared using organisation-approved devices and where appropriate consent has been obtained in accordance with the organisation's photography, media, and data protection policies.
Delete sensitive data promptly once logged in the safeguarding system.
5. Safeguarding Procedures
Logging: All substantive communication (appointments, wellbeing discussions, safeguarding concerns) must be logged in the organisation’s safeguarding system within 24 hours.
Disclosures: If a student discloses risk of harm, abuse, or neglect:
Do not promise confidentiality.
Inform the Designated Safeguarding Lead (DSL) immediately.
In an emergency, call 999 first, then notify the DSL.
Inappropriate Contact: Any concerning or inappropriate messages from a student must be reported and saved as evidence.
If a student contacts a staff member outside agreed working hours with a safeguarding concern, the staff member should follow safeguarding procedures as soon as reasonably practicable.
6. Monitoring and Oversight
Line managers and the DSL may request to review work phone communications at any time.
Staff must report lost or stolen work phones immediately.
Regular audits will ensure compliance with safeguarding and data protection policies.
7. Training & Compliance
Staff must complete mandatory training on safeguarding, digital communication, and professional conduct.
Breaches of this policy may result in disciplinary action and, where necessary, referral to safeguarding authorities.
8. Review
This policy will be reviewed annually or sooner if legislation or safeguarding guidance changes.
Date reviewed- 01/07/26
Date of next review- 01/07/27
Download full policy here.