Safeguarding policy approved: 14th October 2026.

EASE SAFEGUARDING POLICY as of 14th October 2026

EALING SANCTUARY HUB SAFEGUARDING POLICY

(formerly Ealing and Acton Support Enterprise, EASE)

Policy owner	Board of Trustees / Designated Safeguarding Lead
Approved by	Board of Trustees
Date approved	14^th October 2026
Effective date	14^th October 2026
Review date	14^th October 2027
Designated Safeguarding Lead (DSL)	Larissa Pelham 07440 132 510 director@ealingsanctuaryhub.org.uk
Deputy DSL (DDSL)	Roz Hooper 07931 523 386 roz@ealingsanctuaryhub.org.uk
Contact	safeguarding@ealingsanctuaryhub.org.uk

Contents

1 Introduction and Scope. 2

2 Structure for Safeguarding at Ealing Sanctuary Hub. 3

2.1 Who is responsible: 3

3 Volunteer Checks and Support 4

4 Safeguarding children at Ealing Sanctuary Hub. 5

5 Reporting procedures. 5

5.1 In an emergency: 5

5.2 What to do if a disclosure from a child or adult at risk is made to you: 5

5.3 What information to record to raise the safeguarding concern: 6

5.4 Who to contact: 6

5.5 Safeguarding concerns for children and young people. 6

5.6 The process after a report has been made: 6

5.7 Allegations about staff, volunteers or trustees 7

6 Serious Incident 7

Appendix 1: Terminology for Ealing Sanctuary Hub. 8

Appendix 2: Legislation and Best Practice. 8

Appendix 3: Safeguarding Glossary of Terms 8

APPENDIX 4: Referrals to EALING Children’s services 9

APPENDIX 5: ESH Safeguarding incident Form.. 10

1 Introduction and Scope

The priority of Ealing Sanctuary Hub is to ensure the safety, protection and well-being of everyone who comes into contact with the Hub. This policy aims to minimise risk associated with Ealing Sanctuary Hub activities and to detail how we will respond to safeguarding concerns and disclosures.

The policy applies to all those involved with the Ealing Sanctuary Hub (formerly Ealing and Acton Support Enterprise, EASE), including all members (adults and children with refugee status or seeking asylum, who visit the drop-in), volunteers, visitors, staff and trustees. Anyone up to the age of 18 years is considered a child.

Safeguarding concerns can happen to anyone when they face inappropriate behaviour from others. This can be physical or psychological, a repeated event or a one-off incident. It may occur when there is an imbalance in the power dynamic that exists either systemically or at a particular moment in time and someone exploits that imbalance inappropriately. This includes racism, bullying, harassment, exploitation, sexual and physical abuse. Sometimes behaviour may not be recognised as abuse by the person experiencing it.

All safeguarding concerns involving an adult or child at risk will be treated seriously. Ealing Sanctuary Hub will respond proportionally and based on the circumstances, including making referrals to the relevant authorities where this is necessary or required. All action taken under this policy must be carried out sensitively, taking account of the individual’s needs and circumstances, including race, culture and ethnicity, age, gender, religion, disability and sexuality. Our primary safeguarding role is to identify concerns, respond appropriately and make external referrals when necessary.

Anyone within Ealing Sanctuary Hub – members, volunteers, and visitors, can be at risk of a safeguarding issue. We know that many of our members have experienced considerable trauma and face difficult times in the UK, which leaves them powerless in the UK system and lacking autonomy over their own lives. This can put them at risk of abuse or exploitation, or the perpetrator of it. At Ealing Sanctuary Hub, we try to minimise moments when any of us may be put in a more vulnerable situation that could put us at greater risk of a safeguarding issue arising. This is why we have a code of conduct under our safeguarding policy, which we ask all volunteers, staff and trustees to abide by (with a shorter version for visitors).^[1] We are a group that welcomes sanctuary seekers and enables them to feel part of the local community. We acknowledge that a safeguarding policy and code of conduct that appears to limit the extent of interaction between refugees and asylum seekers can ‘feel’ counterintuitive to the aims of our organisation. However, a serious safeguarding issue would be much more detrimental to our community. The safety of everyone engaged with Ealing Sanctuary Hub is our priority above all.

Our safeguarding policy explains the ESH approach to safeguarding and what to do in the event of a safeguarding incident. Our code of conduct is a guidance to prevent safeguarding incidences from arising (with a shorter version for visitors).

Safeguarding matters are the responsibility of all and anyone faced with a safeguarding concern must document any incidents that they witness or events told to them and agree a course of action with the relevant person(s) responsible for safeguarding at Ealing Sanctuary Hub. There is a form available to document these incidents, but if that is not to hand then another form of written (or spoken) documentation will be acceptable.

Our approach:

Ealing Sanctuary Hub will not tolerate any harassment, racism, or victimisation and will take appropriate action to protect whistleblowers when they raise a concern in good faith. A person who wishes to raise a safeguarding concern through whistleblowing should normally contact the DSL or Deputy DSL. If the concern is about either of them, contact the Chair or another trustee who is not implicated. If internal reporting is not safe or appropriate, the concern may be raised directly with Ealing Council, the council’s safeguarding officer (LADO – Local Authority Designated Officer) , police or other appropriate regulator/authority.

Above all, we must enable everyone associated with Ealing Sanctuary Hub to understand this message:

SAFEGUARDING IS EVERYONE’S RESPONSIBILITY: NOT RESPONDING TO A SAFEGUARDING CONCERN IS NOT AN OPTION.

We adopt the UK NHS understanding that our engagement with members should be trauma-informed: “Many people will have experienced torture, the physical and psychological trauma of conflict, rape, domestic and sexual slavery, human trafficking, deprivation of liberty, and the disappearance or killing of loved ones. A ‘cultural bereavement of exile’ – the experience of loss of social structures, cultural values, community rituals, relationships, and material features – are often experienced by this vulnerable cohort. Trauma is associated with the development of severe and enduring mental health disorders, chronic illness (e.g. diabetes, heart disease and cancer) and poor physical and mental health (e.g. suicide and high symptomatology) outcomes. Trauma-informed organisations provide the culture to support staff to practice in a trauma-informed and culturally competent way, and recognise staff vicarious trauma, especially in the heat of a pandemic response.” (NHS trauma informed competence, in the NHS Asylum seeker and refugee Health Rapid Read, 2020) .

This means that we engage with our members with compassion, but we are clear about the boundaries necessary for us to hold, to ensure everyone can be safe.

2 Structure for Safeguarding at Ealing Sanctuary Hub

2.1 Who is responsible:

The Ealing Sanctuary Hub Board of Trustees has overall responsibility for ensuring that those who come into contact with the charity’s services are protected from abuse and appropriate action is taken if abuse is alleged or suspected. One Trustee will have overall responsibility for safeguarding.
The Board of Trustees will appoint a trustee as the Designated Safeguarding Lead (DSL)and will appoint a Deputy DSL who can act when the DSL is unavailable or where the DSL has a conflict of interest.
The DSL for Ealing Sanctuary Hub is Larissa Pelham. The Deputy DSL is Roz Hooper. Contact details are below.
The DSL and Board of Trustees are responsible for reviewing and updating this Policy regularly, and at least annually, in line with legislation, statutory guidance and relevant local safeguarding arrangements.
Safeguarding will be a standing item on the agenda of Ealing Sanctuary Hub Board meetings.
The DSL is the focal point for receiving and acting on any safeguarding concerns. The DSL will have an up-to-date DBS check.
All individuals involved in/present at Ealing Sanctuary Hub activities are required to adhere to the Policy and any associated procedures.

3 Volunteer Checks and Support

The appropriate checks will be carried out on all future staff and volunteers, by verifying their identity and address and two references before they commence duties.
All volunteers and visitors will be made aware of this Policy and our Code of Conduct prior to visiting the drop-in. Visitors who wish to continue to volunteer will sign a copy of the Code of Conduct to indicate that they have read and understood both the Code and this policy.
Volunteers will receive a safeguarding induction before starting regular volunteering and safeguarding refresher training at least annually. Training and attendance will be recorded.

We commit to minimise moments when any of us may be put in a more vulnerable situation that could lead to a safeguarding issue arising. Our Code of Conduct for volunteers is designed to do just that. In a benign situation, some of these ‘rules’ may seem overbearing, but their purpose is to protect everyone, in case something does go wrong. The Code aims to empower us – members, volunteers and visitors – as to what we can say yes or no to, without feeling uncomfortable about doing so and so that we do not put anyone else at the Hub in a vulnerable situation.

All volunteers working with vulnerable adults at risk and children will not have or seek to have any kind of intimate relationship with those individuals and must always maintain a professional working relationship.

We require members and volunteers to notify the DSL or a member of the Board of Trustees if they are planning an interaction between a member and a volunteer outside the drop-in, unless the member and volunteer initially came into contact through another organisation. For this purpose, an “interaction” includes a planned meeting, home visit, transport arrangement, one-to-one support or exchange of personal contact details for ongoing contact. Ordinary incidental contact in the community does not require prior notification, but any safeguarding concern arising from it must be reported.

It is important that all such interactions are made known to the Board of Trustees so that the Board can ensure that any such contact is considered from the perspective of:

What the risks are to volunteer and member
what it says about the work of the organisation,
whether it is fair,
what expectation it sets, and what power balance exists.

If volunteers (including board members, potential staff, other visitors) are considering meeting with a member outside of the drop-in or sharing their personal details, they must seriously think about:

The risks to themselves
The risks to the member
The risks to other volunteers and other members
The risks to the organisation.

4 Safeguarding children at Ealing Sanctuary Hub

At Ealing Sanctuary Hub, volunteers working with members’ children through play and arts and crafts will be in an open area.
All children visiting Ealing Sanctuary Hub must be accompanied by a parent or guardian.
Parents and guardians always have full responsibility for their children.
If a person under 18 attends the drop-in without a parent or guardian, staff and volunteers should first check if they have a guardian assigned to them in the ESH database and then use their judgement based on the young person’s age, circumstances and level of vulnerability. Independent attendance should not, in itself, be treated as a safeguarding concern. Where there are additional concerns about the young person’s welfare or safety, the staff member or volunteer should remain with them in an open, observable area and inform the DSL or Deputy DSL as soon as possible. The DSL/Deputy DSL should determine whether further action is required, including contacting Ealing Children’s Integrated Response Service (ECIRS) on 020 8825 5236 (M-F, 9am-5pm) or 020 8825 8000 (out of hours) or the police on 999 where there is an immediate risk of harm.
No volunteer should be alone with a child.
Volunteers are not allowed to take children into the bathrooms.
For young people volunteering at the drop-in, no volunteer under the age of 18 should be in a situation where they are alone with individuals or groups of drop-in members.

5 Reporting procedures

5.1 In an emergency:

If an individual is in immediate danger or in need of urgent medical attention, action must be taken to ensure their safety and well-being, which may involve contacting one or more of the emergency services.
Someone presenting an immediate significant risk to themselves or to someone else is an emergency requiring action even if the individual does not want any intervention.

5.2 What to do if a disclosure from a child or adult at risk is made to you:

Listen carefully and calmly to the individual.
1. Reassure the individual that they have done the right thing by talking to you and what they have told you is very important.
1. Avoid questioning where possible, and never ask leading questions
1. Do not promise secrecy or confidentiality. Let the individual know that you will need to speak to the DSL because it is in their best interest. If you intend to speak to the police or social care, you should let them know this too.
1. Report the concern. In an emergency, call the police (999), otherwise talk to the DSL as soon as possible. Do not let doubt/personal bias prevent you from reporting the allegation. Remember, the individual who is told about, hears, or is made aware of the concern/disclosure is responsible for reporting it.
1. Record the concern as soon as possible and within 24 hours. Records should be factual and objective. Use the person’s own words where possible, avoid speculation and do not investigate.
1. The DSL or Deputy DSL should complete an Ealing Sanctuary Hub Safeguarding report form to manage the concern at the earliest opportunity.

5.3 What information to record to raise the safeguarding concern:

Safeguarding information will be shared only with people who need the information to respond to the concern, manage risk, provide support, meet a legal or safeguarding duty, or where disclosure is otherwise lawful and necessary. Consent should normally be sought from an adult who has capacity before information is shared, where doing so is safe and appropriate. However, information may need to be shared without consent where there is a safeguarding risk, serious risk of harm, a risk to others, a suspected crime, a legal requirement, or where seeking consent would increase risk or prejudice a safeguarding response.

Safeguarding records, including completed incident forms, will be stored securely with access restricted to the DSL/Deputy DSL and trustees or others who have a legitimate need to know.

As much information as possible should be recorded, regarding the incident or circumstance which has given rise to the concern. The following should be recorded in any format available:

their name and contact details (unless they wish to remain anonymous);
names of individuals involved
date, time and location of incident/circumstance; and
whether any witnesses were present.

5.4 Who to contact:

In an emergency: Contact 999
Designated Safeguarding Lead (DSL): Larissa Pelham; 07440 132 510; director@ealingsanctuaryhub.org.uk
Deputy Designated Safeguarding Lead (DDSL): Roz Hooper, 07931 523 386, roz@ealingsanctuaryhub.org.uk
Chair of Trustees : Sara Nathan, OBE: 07775 644 134; sara@natsing.co.uk
Ealing Council safeguarding information/how to make a report:https://www.ealing.gov.uk/info/201275/safeguarding/3070/how_to_make_a_report
Local Authority Designated Officer (LADO). asv@ealing.gov.uk or 020 8825 8930

5.5 Safeguarding concerns for children and young people

We consider children as those under 18 years of age. Any safeguarding concern related to those under 18 years old, must follow the Ealing Council procedures. This is available here. https://www.ealing.gov.uk/info/201023/children_and_families_social_care/1302/ealing_childrens_integrated_response_service Note that for reference, we have provided a copy of this procedure, at the time of writing this policy. Please visit the website for the latest process and contacts.

5.6 The process after a report has been made:

The DSL who receives the incident will document it in the Ealing Sanctuary Hub safeguarding incident form (see annex, also available on the shared drive )

The DSL/Deputy DSL follows up as appropriate on a case-by-case basis, prioritising the well-being and wishes of the child/ adult at risk while taking proportionate action to manage risk and comply with safeguarding duties. Dependent on the concern/disclosure, a referral may be made to:

In an emergency call 999
- For children: Ealing local Authority Children’s Services (Ealing Children’s Integrated Response Service – ECIRS): 020 8825 8000 or the equivalent service in the borough in which the child resides.
- For adults: Local Authority Adult Services: Contacting the social care advice and referral centre on (020) 8825 8000; Email: sscallcentre@ealing,gov.uk
- or the equivalent service in the borough in which the adult at risk resides.
- Allegations concerning staff or volunteers and child safeguarding: Local Authority Designated Officer (LADO): asv@ealing.gov.uk or 020 8825 8930

The Board of Trustees will be informed of safeguarding matters on a need-to-know basis and in a way that protects confidentiality. Serious incidents will be escalated to the Chair/Board and, where required, to the Charity Commission or other relevant authority. Routine cases details should not be circulated to the full Board unless there is a legitimate need to know.

Each Local Authority has a Safeguarding team, and referral process. Once it is established where the person of concern lives, a referral may be made by the designated person, who may also consider it appropriate to contact the police.

5.7 Allegations about staff, volunteers or trustees

Any allegations that a staff member, volunteer, trustee or other person acting on behalf of Ealing Sanctuary Hub has harmed, abused, exploited or otherwise posed a safeguarding risk to a child or adult at risk must be reported immediately to the DSL/Deputy DSL. If the allegation concerns the DSL, report it to the Deputy DSL/Chair. If it concerns the Chair, report it to another trustee who is not implicated.

The Hub will take immediate steps to protect the person at risk. Depending on the circumstances, the matter may be referred to the LADO, children’s services, adult social care, the police, or another relevant authority. A person may be asked to stop volunteering or working where this is necessary to protect people or preserve the integrity of the safeguarding process Any such action will be proportionate and will respect confidentiality and due process.

6 Serious Incident

Ealing Sanctuary Hub has a duty to promptly report serious incidents to the Charity Commission. The Trustees will make that decision case by case, in accordance with the Charity Commission’s guidance, taking account of the nature and seriousness of the incident, the risk to people, and any statutory reporting duties. This Policy is reviewed annually.

Appendix 1: Terminology for Ealing Sanctuary Hub

Member: a sanctuary seeker attending Ealing Sanctuary Hub to benefit from our services

Visitor: a visitor invited to Ealing Sanctuary Hub for information, to better understand Ealing Sanctuary Hub and our services, or with a view to volunteering. No visitor will be accepted unless they have been invited or because they are from authorities inspecting the premises (e.g. police, borough health & safety officers, etc.).

Volunteer: A volunteer is someone who wishes to volunteer with Ealing Sanctuary Hub services and has been through the application and induction process, including signing the code of conduct (or agreeing to the ‘interim regulations’ in the interim), and has been accepted as a volunteer at Ealing Sanctuary Hub.

Trustees: The trustees are members of the Ealing Sanctuary Hub board of trustees responsible for managing and oversight of Ealing Sanctuary Hub.

Child: a person under the age of eighteen years.

See Annex for more on terminology and definitions of abuse.

Appendix 2: Legislation and Best Practice

Ealing Sanctuary Hub is committed to complying with current law and safeguarding good practice. This policy should be read alongside the current statutory guidance and local safeguarding arrangements applicable in England and Ealing.

Key current sources include:

Care Act 2014 and Care and Support Statutory Guidance, Chapter 14 (Safeguarding) for adult safeguarding. Chapter 14 replaced the former No Secrets guidance.
Children Act 1989 and Children Act 2004.
Working Together to Safeguard Children 2026 (statutory guidance).
Safeguarding Vulnerable Groups Act 2006, as amended, and current Disclosure and Barring Service (DBS) guidance on eligibility for checks and regulated activity.
UK GDPR and Data Protection Act 2018, including requirements relevant to lawful, proportionate information sharing and secure record keeping.
Public Interest Disclosure Act 1998, as amended, in relation to whistleblowing.

Appendix 3: Safeguarding Glossary of Terms

Safeguarding: Protecting children from abuse and neglect, preventing impairment of their health or development, and taking action to enable them to grow up in safe circumstances. For adults, safeguarding means protecting an adult’s right to live in safety, free from abuse and neglect, while supporting choice, control and wellbeing and taking proportionate action where safeguarding duties apply.

Adult at risk: For this policy, an adult aged 18 or over who has needs for care and support (whether or not those needs are being met), is experiencing or is at risk of abuse or neglect, and, as a result of those needs, is unable to protect themselves against the abuse or neglect or the risk of it.

Abuse and neglect: Abuse or neglect may take many forms and may be carried out by a stranger, family member, partner, professional, volunteer, another member or other person in a position of trust or power. Types can include physical, sexual, emotional or psychological, financial, discriminatory, domestic abuse, organisational abuse, neglect, self-neglect and modern slavery/exploitation. These categories can overlap.

Child: A person under 18 years of age.

Safeguarding concern: Any information, observation, disclosure, allegation or pattern of behaviour that suggests a child or adult may be at risk of harm, abuse, neglect or exploitation, or that a safeguarding boundary may have been breached.

Information sharing: Safeguarding information should be shared lawfully, securely and proportionately with those who need it to protect people, provide support, manage risk or meet a legal or safeguarding duty. Consent should normally be sought where appropriate, but information may be shared without consent where there is a lawful safeguarding basis to do so.

For fuller definitions and current guidance, volunteers and trustees should refer to the current statutory guidance identified in Appendix 2 rather than relying on historical definitions.

APPENDIX 4: Referrals to EALING Children’s services

Note: this appendix was correct at the time of finalising this policy in October 2026. But please visit Ealing Council webpage here, for the up-to-date process and contacts https://www.ealing.gov.uk/info/201023/children_and_families_social_care/1302/ealing_childrens_integrated_response_service

Ealing Children’s Integrated Response Service (ECIRS) was created to make it easier for children and families to get the help they need from professionals and others working within the borough.

It is the single point of contact to make referrals into children’s services where there is a need for support, or where there are specific concerns about the welfare of a child or young person. It is also the contact for families wishing to self-refer to Supportive Action for Families in Ealing (SAFE).

ECIRS is a multi-agency team made up of social workers, police, health professionals and others. Therefore, by referring to the team, you are consenting to relevant information being shared between these agencies unless otherwise stated. This is known as Ealing Multi-agency Safeguarding Hub (MASH).

Contact Ealing Children’s Integrated Response Service (ECIRS)

If you are concerned about a child or young person’s welfare or safety call the service on 020 8825 8000.

When should I call the team?

There are many situations where you may find it useful to call us whether you are a parent, member of the public or in a profession working with the family. For example if you are:

concerned that a child or young person may be at risk of harm
worried about a child’s behaviour, social and emotional wellbeing or want some parenting support
wanting information or advice about difficult parenting issues such as drug and alcohol use or mental health issues
experiencing verbal or physical abuse from a partner or family member.

If you have low level concerns and do not feel you need to speak to a social worker, have you considered whether an Early Help Assessment and Plan (EHAP) would be able to help? If so, please call the Family Information Service on 020 8825 5588.

What happens when I call?

You will be put through to a member of the team to discuss your concerns. You may be given information and support or:

we may work with you for a short time in order to ensure that we can direct you to other services to meet your needs
we may refer you onto other services in order to ensure you receive the support that you need
if we are concerned that a child or young person is at risk of immediate harm, we will speak to a social worker to make sure that immediate action is taken.

APPENDIX 5: ESH Safeguarding incident Form

Ealing Sanctuary Hub Safeguarding Incident Form

This form is for recording a safeguarding concern. It does not replace the main Safeguarding Policy. Complete it as soon as possible and pass it securely to the DSL/Deputy DSL. Record facts, avoid investigation or speculation.

Date safeguarding concern was raised to you
Who is reporting the incident
Who is at risk from the incident
Date the incident(s) occurred
Where the incident(s) occurred
Was this the first time the incident occurred?
Has the person reported this incident to anyone before?
Description of the incident (as fully as possible: what you understand happened, where, be as factual as possible, but also writing down your concerns (or those of the person who reported them to you), is important too).

Action agreed with Ealing Sanctuary Hub safeguarding person

Signed (person reporting) _______________________________

Received by (name & signature) _______________________________

Received on (date) _______________________________

NEXT STEPS FOR EALING SANCTUARY HUB

Does this need to be reported elsewhere (local authorities, police, etc.) at this point?
What is the action to take?
Who will follow up on this?
When will they follow up?
Date this case will be reviewed

CLOSURE OF INCIDENT

This incident is no longer a concern for Ealing Sanctuary Hub and needs no further action from Ealing Sanctuary Hub.

Name of Ealing Sanctuary Hub safeguarding person _______________________________

Signature _______________________________

Date _______________________________

^[1] The guidelines aim to empower us – members, volunteers and visitors – as to what we can say yes or no to, without feeling uncomfortable about doing so, so that we do not put anyone at the Hub in a vulnerable situation.

This policy will be reviewed in October 2027.

Ealing Sanctuary Hub Safeguarding Policy