Safeguarding Policy


Safeguarding Children, Young People & Vulnerable Adults is a priority for us; we take seriously our responsibilities to keep people safe. This document outlines Theatr Clwyd’s policy on identifying and responding to concerns regarding the safeguarding and protection of Children, Young People & Adults.

“Safeguarding” is a wider concept than the protection of Children, Young People & Vulnerable Adults and deals with the promoting of:

  • Physical, emotional, and mental health
  • Protection from harm and neglect
  • Education, training, and leisure
  • Contribution to society
  • Social and economic well‐being

It includes everything we can do to keep people safe, including minimising the risk of harm and accidents, taking action to tackle safety concerns, and ensuring people grow up and live in safe circumstances.

Keeping Children, Young People & Adults, safe is everyone’s business, we all share a responsibility to safeguard and promote the welfare of people we work with and for and protect them from others who may abuse them.

All company members, trustees, contractors, freelancers, and volunteers who encounter Children, Young People & Vulnerable Adults in the course of their work have a duty of care to safeguard and promote their welfare and to work to prevent, detect and report neglect and abuse. This policy applies to Theatr Clwyd company members, freelancers, trustees, volunteers, and organisations commissioned to provide services on behalf of the theatre.

We will ensure we are protecting Children, Young People & Adults from maltreatment; preventing impairment of children or adults’ health or development; ensuring that Children, Young People & Adults are growing up in circumstances consistent with the provision of safe and effective care; and taking action to enable all Children, Young People & Adults to have the best life chances.

Safeguarding Children, Young People & Vulnerable Adults Statement

The Welsh Government has updated the rules about what is needed to safeguard children who are taking part in plays, shows, modelling and other performances and activities, whether those children are paid for taking part or not. The Regulations, the Children (Performances and Activities) (Wales) Regulations 2015 (‘the Regulations’) and the guidance Keeping young performers safe (Welsh Government, 2015) set out and explain these rules. For those involved in producing, managing and organising performances or activities involving children, this document provides some extra information and examples to help plan to keep children safe, as well as details of some of the issues that might arise.

Please read and follow the new Wales Safeguarding Procedures which came into force in April 2020. They are available digitally, on a platform currently supported by Social Care Wales: and as a free App available for Android and iOs:

Both formats will allow you to quickly find the specific information or guidance you need, when you need it. Information is detailed in a clear and accessible format.

This document is intended to promote the safety and wellbeing of all young people and vulnerable adults who perform or support community companies/school’s productions at Theatr Clwyd, or are involved in our workshops or music lessons, in order to ensure they have a rewarding experience. As part of our Safeguarding Children, Young People and Vulnerable Adults Policy, Theatr Clwyd has prepared the following guidance for community companies, group leaders and teachers bringing groups of young people to the theatre for performances.

It is essential that the organisers of events with Children, Young People & Adults – including community organisations, community groups and schools maintain a close working relationship with the local authorities who are responsible for child safeguarding and child performances. It is best for organisers and authorities to work together to make sure there is proper safeguarding of children while allowing them to take part in performances and activities.

For the avoidance of doubt, in this document the terms 'child' and ‘Young People (YP)' refers to anyone up to the age of 18 years. The same guidance, policies and procedures are applied to vulnerable adults.

Definitions and signs of abuse

All Company members and volunteers should be aware abuse, neglect and safeguarding issues are rarely standalone events that can be covered by one definition or label. In most cases multiple issues will overlap with one another. It is important for company members to distinguish between ‘actual’ significant harm and the likelihood of significant harm. We acknowledge that Children, Young People & Adults can be harmed physically, emotionally, sexually or by neglect. It is our duty to report any concerns that we have of young person and/or adult abuse as the health, safety and protection of all Children, Young People & Adults is paramount.

The following are types of abuse and neglect:

Abuse: a form of maltreatment of Children, Young People & Adults. Somebody may abuse or neglect Children, Young People & Adults by inflicting harm or by failing to act to prevent harm. Children, Young People & Adults may be abused in a family or in an institutional or community setting by those known to them or, more rarely, by others (e.g. via the internet). They may be abused by an adult or adults or by other Children, Young People & Adults.

Physical abuse: a form of abuse which may involve hitting, shaking, throwing, poisoning, burning or scalding, drowning, suffocating or otherwise causing physical harm to Children, Young People & Adults. Some of the following signs may be indicators of physical abuse: YP or adults with unexplained: bruises or cuts; burns or scalds; or bite marks.

Emotional abuse: the persistent emotional maltreatment of Children, Young People & Adults such as to cause severe and adverse effects on the child’s emotional development. It may involve conveying to Children, Young People & Adults that they are worthless or unloved, inadequate, or valued only insofar as they meet the needs of another person. It may involve serious bullying (including cyber bullying), causing Children, Young People & Adults frequently to feel frightened or in danger, or the exploitation or corruption of Children, Young People & Adults. Some of the following signs may be indicators of emotional abuse: Children, Young People & Adults who are excessively withdrawn, fearful, or anxious about doing something wrong; Parents or carers who withdraw their attention from their child, giving the ‘cold shoulder’.

Sexual abuse: involves forcing or enticing Children, Young People & Adults to take part in sexual activities, not necessarily involving a high level of violence, whether the young person and/or adult is aware of what is happening. The activities may involve physical contact, including assault by penetration (for example rape or oral sex) or non-penetrative acts such as masturbation, kissing, rubbing and touching outside of clothing. They may also include non-contact activities, such as involving children in looking at, or in the production of, sexual images, (including via the internet). Some of the following signs may be indicators of sexual abuse: Children who display knowledge or interest in sexual acts inappropriate to their age.

Neglect: the persistent failure to meet Children, Young People & Adults’ basic physical and/or psychological needs, likely to result in the serious impairment of the Children, Young People & Adult’s health or development. Some of the following signs may be indicators of neglect: Children who are living in a home that is indisputably dirty or unsafe.

Other Specific Forms of Abuse and/or Safeguarding Considerations

  • Children, Young People & Adults in the court system
  • Children, Young People & Adults with family members in prison
  • Children, Young People criminal exploitation: county lines
  • Homelessness

Modern Slavery: is a serious and often hidden crime in which people are exploited for criminal gain. The impact can be devastating for the victims. Modern slavery comprises slavery, servitude, forced and compulsory labour and human trafficking. Not all victims of modern slavery are trafficked across the border. Internal trafficking of victims to other parts of the UK takes place, and other forms of modern slavery involves no movement of the victim at all. Victims of modern slavery can be found anywhere. There are certain industries where they are currently more prevalent, such as nail bars, car washes, agriculture, building sites and the sex industry. The national referral mechanism (NRM) is the framework by which potential victims of human trafficking and modern slavery are identified and supported. Anyone can download the App “Unseen” onto their mobile devices, available from This provides information on physical and psychological signs to be aware of in victims as well as environments in which modern slavery happens.

Terrorism: If you are concerned about an individual being drawn into terrorism you can notify the Police Hotline on 0800 789 321 or contact North Wales Police if you have concerns or for any further advice: Telephone: 01745 588814 ext. 88814 Email:

Children and Young People & Adults who are particularly vulnerable to harm or abuse

We are particularly alert to the potential need for early help for Children, Young People & Adults who: is disabled and has specific additional needs, is a young carer, is in the care system (possibly under the guidance of a social worker), is showing signs of being drawn in to anti-social or criminal behaviour, is frequently missing/goes missing from care or from home; is at risk of modern slavery, trafficking or exploitation; is at risk of being radicalised or exploited; is in a family circumstance presenting challenges for the child, such as substance abuse, adult mental health problems or domestic abuse; is misusing drugs or alcohol themselves; is showing early signs of abuse and/or neglect Further details on Adverse Childhood Experiences (ACEs) can be found on


All company members are asked to watch out for signs of self-harm. Many self-harmers find it difficult to verbalise how they feel, and may have blocked off or detached from their feelings of pain, hurt, anger, etc. Self-harm can be used as a way of feeling something physically which they are unable to feel emotionally. It is not uncommon for a person who self-harms to say they are not angry yet there is often an enormous amount of anger inside which they are turning inwards on themselves. Self-harming is a way of coping - for someone to stop self-harming they need to have help with finding other ways of coping, and ways of getting in touch with their feelings in a supportive environment. There are also several websites which provide information and support for people who self-harm.

Roles and Responsibilities

Every trustee, every company member and every volunteer has a responsibility to adhere to the procedures and guidance set out in this policy. By following the correct procedures and guidance, it is possible to ensure that the appropriate steps are implemented to deal with any allegation or concern. Procedures are planned and delivered in a way which safeguards Children, Young People & Adults, and company members can conduct themselves safely. The Executive Director and Director of Creative Engagement (the current DSL’s) has overall responsibility for ensuring that there is an effective safeguarding policy and procedures for Children, Young People & Adults in place and that they are implemented. This role is supported by the Safeguarding Team.

Theatr Clwyd follows the Procedures for Safeguarding in Wales. All company members working in the theatre have received safe-guarding training.

Theatr Clwyd has a Safeguarding Team, who can be contacted if needed:

  • Liam Evans-Ford, Executive Director & Child Protection Officer / 01352 701559 / 07850005666 SAFEGUARDING Lead DSL)
  • Gwennan Mair, Director of Creative Engagement / 01352 701575 / 07377165950 SAFEGUARDING Lead DSL)
  • Andrew Roberts, Finance, Operations & People Director
  • Hannah Lobb, Head of Production
  • Tom Hayes / Emma King, Creative Engagement

Key external contact details

Local Authority Children’s Social Services TEL: 01824 712 200


North Wales CAMHS 03000 856 023

Childline 0800 1111

Samaritans 08457 90 90 90

Company Members and Volunteers

All company members and volunteers are responsible for undertaking their duties in a manner which safeguards and promotes the welfare of Children, Young People & Adults. They must also act in a way which protects them against false allegations of abuse as far as possible and in accordance with this policy. They must bring issues of concern regarding the safety and welfare of Children, Young People & Adults to their manager, or to a member of the safeguarding team. It is not an individual’s responsibility to decide whether a person has been abused or not.

Line Managers

Every Line Manager is responsible for ensuring that the company members for whom they are responsible receive the training which they need, proportionate to their responsibilities.

Safer recruitment

The Theatre is committed to safer recruitment processes. Members of the company including part-time company members, temporary and supply company members, and visiting members of the company, are subject to the necessary statutory Children protection checks before starting work, two references are sought for all employees, referees are telephoned on receipt of Safeguarding & Children protection. All employees have a right to work check. For all appointments in Creative Engagement and Music Services an enhanced DBS check with 'barred list' information will be appropriate. A DBS certificate will be obtained from the candidate before or as soon as practicable after appointment. The appropriate company members have received “Safer Recruitment” training.

The Reporting Process

Recognition and reporting suspicion about abuse may take the form of ‘concerns’ rather than ‘known facts’. While concerns will not necessarily trigger an investigation, they help to build up a picture, along with concerns from other sources, which may indicate that the individual may be suffering harm.

Company members with concerns regarding the safety of an individual, or the behaviour of a colleague towards Children, Young People & Adults or who receive allegations of potential abuse against a colleague, carer, volunteer, or agency should at once inform (DLS) Safeguarding lead (currently Executive Director and Director of Creative Engagement) by calling them and then following up with a written RED report.

Concerns should be shared as soon as a problem, suspicion or concern about a Children, Young People & Adults becomes apparent, and certainly within 24 hours. This will ensure the risks are managed and appropriate action is considered. It is not an option to ‘wait and see’ or to dismiss the concern as not relevant.

Company members must not

  • investigate or ask leading questions.
  • agree to keep it a secret or promise confidentiality but should give assurances that information will be shared on a need-to-know basis only so that the matter can be investigated in order to keep other Children, Young People & Adults safe.
  • touch or clear away evidence.
  • make assumptions or offer alternative explanations.
  • contact the alleged abuser.
  • talk to other company members, councillors, friends, or service users about the information that has been shared with you.

The Police 999 must be contacted immediately if the Child, Young People & Adults is in danger.

Any safeguarding matters will be recorded at the safeguarding meetings that happen a minimum of 4 times a year.

Should anyone have any concerns regarding a member of the safeguarding team then this should be referred directly to the safeguarding lead (DSL). Should the concern be regarding the safeguarding lead (DSL) then this should be directed to the Chair of the Trustees.

All concerns no matter how small should be written down in the yellow and red reporting google doc reporting format.

GREEN REPORT: For small things. E.g. cups, blocked toilets) and a session with no concerns.

YELLOW REPORT: For repetition/concerns. E.g. swearing, first bad behaviour vibes, unsettling behaviour

RED REPORT: For major safe-guarding. E.g. anything you are really not happy with. Someone/myself/staff is not safe

Taking care of yourself

Any company members that might have been affected by a safeguarding matter in their personal life should in the first instance speak to their line manager or DSL for support. Help and support is available from Occupational Health and/or from Chris our councillor. The DSL will support by putting a care plan in place to support company members and signpost to the appropriate place.

If you are personally affected or concerned by any of issues raised by this course, you may find these contact details helpful:

Chris HolmesPerson-Centred counsellor

Care FirstCare First - Carefirst ( (ref Company handbook)

NSPCC Helpline

If you’re worried about a child, you can contact our helpline for advice and support.

Call - 0808 800 5000


Whistleblowing Advice Line

Support for professionals who are worried about children in the workplace.

Call 0800 028 0285

Visit -


Free 24/7 service for children and young people.

Call 0800 1111

Visit -

Objectives and Principles of this policy

  • To provide a framework to prevent, detect and report neglect and abuse.
  • Ensure that appropriate steps are implemented to deal with any allegation or concern.
  • To ensure activities are planned or delivered in a way which safeguards Children, Young People & Adults.
  • To ensure company members can conduct themselves safely.
  • To highlight how Theatr Clwyd undertakes its legal commitments in the field of safeguarding Children, Young people & Adults.
  • To give assurance to members of the public, customers, trustees, company members, and people working on behalf of the theatre that there are clear arrangements in place to safeguard and protect Children, Young People & Adults.
  • To provide theatre company members and trustees with clear guidelines to identify when a Children, Young People & Adults that may be at risk of harm.

The principles underpinning this policy and its application are

  • We believe that every Children, Young People & Adults (whatever their background, culture, age, disability, sex, ethnicity, religious belief, marital status, sexual orientation, or transgender status) has a right to participate in a safe society without any violence, fear, abuse, bullying, exploitation, or discrimination.
  • We believe every Children, Young People & Adults has the right to be protected from harm, exploitation, and abuse.
  • We will put the welfare of Children, Young People & Adults at the heart of our policies and procedures.
  • We will work closely in partnership with Children, Young People & Adults ren, their parents, carers and adults, and other agencies to safeguard and promote the welfare of Children, Young People & Adults.
  • We will respect the rights, wishes, feelings and privacy of Children, Young People & Adults by listening to them and minimising any risks that may affect them.
  • We will invest in preventative work and early intervention and try to avoid situations where abuse or allegations of abuse or harm may occur.
  • We want to ensure a working environment where our company feel confident to raise any concerns about any perceived malpractice within the theatre.


We will measure the effect regularly and achieve the following high-level outcomes:

  • There is a clear understanding amongst company members, trustees, and others working on behalf of the theatre of the policies and guidelines for safeguarding Children, Young People & Adults.
  • Robust procedures are in place to ensure compliance with the policy.
  • There will be consistency between this policy and the all-Wales procedures and associated local protocols for safeguarding Children, Young People & Adults.
  • Company members and trustees attend appropriate safeguarding training.
  • Children, Young People & Adults are safeguarded.


The Government’s Prevent strategy aims to safeguard people vulnerable to radicalisation and extremism. We recognise that high self-esteem, confidence, supportive friends and good lines of communication with a trusted adult helps to safeguard learners. The Theatre will therefore:

  • establish and maintain an ethos where Children and Young People & Adults feel secure and are encouraged to talk and are listened to.
  • ensure young people and adult know that there are adults in the setting whom they can approach if they are worried or in difficulty.
  • build relationships with other agencies and ensure early and appropriate referrals for support and intervention are made before risks escalate.
  • take a whole-Theatre (setting) approach to well-being which will incorporate safeguarding and preventative measures to support Children, Young People & Adults and families.

Monitoring and Reviewing

The Safeguarding team will undertake quarterly monitoring and review of relevant performance indicators.

This Safeguarding Policy will be reviewed annually or if any amendments occur in legislation or in consideration of changes in working practices which may stem from incidents or allegations.

We will ensure it has a DLS for safeguarding who has undertaken the appropriate training.

Ensure every company member knows the name of the DSP and their role, the local authority point of contact for safeguarding o that they have an individual responsibility for reporting Children, Young People & Adults at risk and protection concerns to social services, or to the police, within the timescales agreed with the Regional Safeguarding Board on how to take forward those concerns when the DSP is unavailable.

Ensure that All members of the company are aware of the need to be alert to signs of abuse and neglect and know how to respond to a learner who may disclose abuse or neglect.

Provide training for all company members so that they:

  • Understand their personal responsibility.
  • Know the agreed local procedures and their duty to respond and are aware of the need to be vigilant in identifying cases of abuse and neglect.
  • Know how to support Children, Young People & Adults who discloses abuse or neglect.
  • Work to develop effective links with relevant agencies and cooperate as required with their enquiries regarding child protection matters.
  • Keep written records of concerns about child (noting the date, event and action taken), even where there is no need to refer the matter to the local authority immediately.
  • Ensure all records are kept secure and in password protected folder online.