Document ref: P0022 | Last Updated: 29/06/2026 | Review date: 29/06/2027
Policy Introduction
Facial Palsy UK is committed to ensuring that adults at risk of harm who use our services are not abused and that working practices minimise the risk of such abuse. This policy should be used in conjunction with the Equal Opportunities and Dignity at Work Policy (ref: P0010).
Policy Statement
Facial Palsy UK recognises that while carrying out charity activities it has a particular responsibility to safeguard and promote the welfare of those who are at risk of harm.
This requires us to:
- Listen to, value, encourage and support those we work with
- Manage staff, students and volunteers effectively through supervision, support and training
- Provide clear procedures for identifying and dealing with concerns about possible abuse, and ensure they are implemented
- Adopt and promote a code of conduct for staff
- Include continuous risk assessment within our work with service users
- Recruit safely, ensuring all necessary checks are made
- Share information about adult protection and good practice with staff, students and volunteers to ensure everyone takes responsibility for safeguarding
This policy applies to all people over the age of 18 with whom we work and to all trustees, staff, students and volunteers working for Facial Palsy UK. Any allegation or concern about abuse must be responded to.
Any concern that an adult is at risk of abuse must be discussed with the designated officer without delay and further action taken as necessary.
Facial Palsy UK will also work in conjunction with Local Authorities and their local procedures. As we are a national charity we will seek to take all reasonable steps to identify which local authorities may be relevant.
Definition of an adult at risk
For the purposes of this policy, an adult at risk is any person aged 18 or over who:
- has needs for care and support (whether or not the local authority is meeting those needs); and
- is experiencing, or is at risk of, abuse or neglect; and
- as a result of those care and support needs, may be unable to protect themselves from abuse, neglect or exploitation.
Adults may be at increased risk due to factors including physical or learning disabilities, mental ill health, sensory impairment, age-related frailty, illness, social isolation, domestic abuse, substance misuse, or other circumstances which may reduce their ability to protect themselves.
Facial Palsy UK recognises that vulnerability may be temporary, fluctuating, or situation-dependent, and staff or volunteers should seek advice whenever they are unsure whether safeguarding procedures apply.
This policy covers people aged 18 and over; people under the age of 18 fall within the scope of our Child Protection and Safeguarding Procedure (ref: P0016).
Safe recruiting
Every effort will be made to ensure that trustees, staff, students and volunteers recruited to work for Facial Palsy UK are suitable to do so. Those who are responsible for appointing staff will be trained in safe recruitment practices. All references will be robustly scrutinised and other checks sought at the appropriate level e.g. Disclosure & Barring Service. DBS checks will be repeated every three years.
All staff, volunteers in roles which involve interacting with people and all trustees are required to undertake training arranged by FPUK on appointment and at least once every three years. This is a condition of their appointment and continuing appointment. Training records will be maintained.
Designated Officer
The Designated Officer (DO) is Karen Johnson, CEO. Where the DO is not available or involved in the complaint all concerns should be referred to Rachel Fox, Trustee Safeguarding Lead.
The role of the Designated Officer is to:
- Offer consultation and advice to staff should an issue arise
- Receive and record information from staff and volunteers who have concerns
- Assess the information promptly and carefully, clarifying or obtaining more information about the matter as appropriate
- Ensure the statutory agencies have been contacted should they need to be consulted.
- Ensure a formal referral is made to the statutory agencies without delay should this be required.
- Keep the written policy, procedures and training records up to date.
Procedure
Alertness and Recognition
It is often difficult to recognise abuse and exploitation. Staff and volunteers should be alert to changes in a person’s disposition or demeanour and be observant of relationships between people and other workers/volunteers. Staff and volunteers may also overhear indications of abuse or exploitation, or be informed directly.
Where abuse is suspected, information must be reported to the Designated Officer, including any anonymous information or information from people who do not want to be identified.
Actions on suspicion of abuse or exploitation
When a person discloses abuse to a staff member or volunteer it is important that the person disclosing the information is treated sympathetically. The staff member or volunteer will need to outline the steps that they will take with or on behalf of the person and inform them that they will need to share this information with their manager. The staff member or volunteer must not investigate or ask leading questions. Ask the person to tell, explain and describe. A record of the conversation should be made in agreement with the person.
Staff or volunteers who suspect abuse or exploitation should share this with the manager at the earliest opportunity. This must be recorded in a way which gives precise details of the injuries or allegation.
Staff/volunteers must inform their line manager and they will be responsible for deciding any immediate action that should be taken to protect a person who is in imminent danger of serious injury/abuse.
An allegation of abuse/exploitation by staff must be treated as an alleged act of Gross Misconduct under Facial Palsy UK’s Disciplinary Procedures. The Governing Body and Designated Officer must be made aware of the situation immediately.
If there is knowledge concerning a threat to life or indications of serious injury, then the emergency services should be immediately contacted.
Assessment, Planning and Review
When a suspicion or allegation is made, staff should not undertake an investigation immediately. This should only be carried out on a multi-agency basis referring to the relevant local safeguarding policy and procedure.
The Designated Officer will oversee allegations of abuse, which will be logged. They will also ensure the person is informed of action taken or explain why no action has been taken.
The Designated Officer will keep a Log of cases and outcomes, which shows what appropriate action has been taken. This role is also responsible for reviewing the effectiveness of this policy and procedure, including improving service delivery following incidents or people’s feedback.
- All records, information and confidential notes should be kept on our secure server.
- Avoid keeping paper documentation where possible but if necessary then keep in separate files in a locked drawer or filing cabinet.
- Only the designated Persons will have access to these files.
Facial Palsy UK will work proactively with other agencies on safeguarding, including where appropriate local safeguarding partnerships. As we are a national charity we will take all reasonable steps to identify these.
Allegations against a staff member
If the alleged abuser is a staff member, the investigation will follow Facial Palsy UK’s disciplinary procedure. Abuse is an act of gross misconduct.
All Facial Palsy UK staff and volunteers have a responsibility to report staff/volunteer actions which are abusive/exploitative of service users or which are unethical.
Allegations against a service user
If the alleged abuser is another person using Facial Palsy UK’s services, a risk assessment will be carried out and possible safeguarding measures introduced. Such people will still be supported through the process rather than automatically excluded from the service.
Actions when suspected abuse or exploitation is taking place off-site
Staff may become suspicious that a person receiving a service is being abused/exploited and this is not connected to Facial Palsy UK. Staff should report any suspicions to the Designated Officer.
If there is evidence of abuse/exploitation and the person is considered at risk to the extent that they are unable to prevent it, or are unable to make informed choice about consenting to it, then the Designated Officer should report details to Social Services/Adult Safeguarding or Protection Services and any other relevant agencies. If a crime has been committed staff or volunteers should report this to the police. Such disclosures should be reported to the Designated Officer who will log the details in accordance with Facial Palsy UK’s GDPR policy.
The manager will liaise with other agencies that are involved and update the Board of Trustees as appropriate. Any safeguarding incidents will be reported to the Board of Trustees, without breaching confidentiality, for the purpose of determining whether process and procedures have been followed and whether lessons can be learnt for FPUK. Designated leads will take any necessary action to prevent the immediate risk of harm which might include suspension. Safeguarding is a standing item on every board meeting agenda.
The Board of Trustees oversees safeguarding and ensures that appropriate checks and training are carried out by FPUK as specified. If no safeguarding incidents have been reported during the year, the designated safeguarding lead will confirm this annually to the Board of Trustees.
Self-neglect
Staff may become suspicious or have evidence that a person is neglecting themselves. Staff should report any concerns to the Designated Officer. If there is neglect which is severely harmful to the health of the person and/or to others, and if the plan to remedy this situation is not effective, then a referral should be made to relevant Social Services.
Child Protection
If a staff member obtains information about alleged physical or sexual abuse of a child who is under 18, please follow the procedures set out in the Child Protection Policy and Safeguarding Procedure (ref: P0016).
Support following safeguarding concerns
- Facial Palsy UK recognises that responding to safeguarding concerns or distressing disclosures may have an emotional impact on staff and volunteers.
- Staff and volunteers are encouraged to seek support, guidance or debriefing following difficult situations.
- Appropriate support will be offered through line management, designated safeguarding leads or other appropriate channels.
Staff and volunteers should not feel they are expected to manage safeguarding concerns alone.
Staff Recruitment, Training and Development
Facial Palsy UK’s Recruitment and Selection policy (ref: P0019) will be used when employing new staff or volunteers. This includes measures around safeguarding, such as seeking references and obtaining DBS checks where necessary. In addition, substantial unsupervised access to adults at risk, children and young people is not allowed until DBS checks are received. All DBS checks are updated at least every three years (or sooner, according to local contractual requirements). New staff and lead volunteers will require training in safeguarding and a refresh every three years.
Photography and Images
- Images of service users will only be used in accordance with FPUK’s Photography Policy and appropriate consent procedures.
- Staff and volunteers should be mindful of safeguarding and privacy considerations when taking or sharing images at events or activities.
Types of abuse and exploitation
Physical abuse
Examples of this are: physical injuries, which have not been adequately explained and suspicion that they have been inflicted intentionally.
Bullying
Examples of this are: forced medication; prolonged physical restraint.
Sexual abuse
This is defined as the involvement of adults at risk in sexual activities that are for the gratification of the other person and which: they do not want and have not consented to; they do not understand and are not able to consent to; OR which involves a staff member.
Emotional and psychological abuse
Examples of this are: humiliating someone in private or public; rejecting or ignoring them; making someone afraid; making someone unnecessarily dependent.
Financial and property abuse
This is the misappropriation of money or property. Examples of this are: the control of a person’s financial affairs by an appointee or another party, but a refusal to meet their financial needs; money being spent by the appointee or another party on their or other’s benefit without this having been intended by the owner; disposal or sale of possessions by another party.
Neglect
Examples of this are: depriving someone of everyday essentials like food, clothes, warmth and hygiene needs; depriving someone of a service including medical services including dentistry, eye care and podiatry.
Discriminatory
Examples of this are: unequal treatment; derogatory remarks; harassment; racial, sexist or homophobic remarks.
Institutional
Examples of this are: disharmony amongst staff; people abusive to staff and other people; rundown establishment or services.