Title:	Safeguarding Adults Policy and Procedure
Company name:	Branch Baby Loss Network CIC	Version number:	1
Target audience:	Directors, staff and volunteers are all required to be aware of our safeguarding policies and procedures, including this Safeguarding Adults Policy and Procedure. Any contractors or subcontractors undertaking activities on behalf of Branch that involve working directly with the community and as such may come into contact with adults at risk (hereafter, together “relevant contractors”) are also required to be aware of our safeguarding policies and procedures. Those in relevant roles such as Safeguarding Leads, community moderators and community meetup hosts are also required to undertake the relevant level of Safeguarding Training and Suicide Awareness Training.
Date of publication:	13 May 2026	Due for annual review:	12 May 2027
Named asset owner:	Alexandra Gregg, Volunteer. Role titles: “Governance Advisor” and designated “Safeguarding Lead”
Author of current version:	Alexandra Gregg, Volunteer Role titles: “Governance Advisor” and designated “Safeguarding Lead”
Approved by:	Jessica Waugh, Founder and Registered Director. Role titles: “CEO” and designated “Safeguarding Lead”		Date 12 May 2026

Consulted with:		Date:
Name	Role
Lisa Quarticelli Alexandra Gregg	Co-Founder, Registered Director. Role title: “Director of Partnerships & Outreach” Volunteer Role titles: “Governance Advisor” and designated “Safeguarding Lead”	6 May 2025 8 August 2025

Term	Definition
Abuse	A violation of a person’s physical, emotional or mental integrity by any other person.
Adult	A person over 18 years of age
Adult at risk	Definition used in legislation (different in each home nation) for adults who the Local Authority has a responsibility to support to prevent them from experiencing (further) harm caused by abuse and neglect.
Coercive behaviour	Coercive behaviour is an act or a pattern of acts of assault, threats, humiliation and intimidation or other abuse that is used to harm, punish, or frighten their victim.
Controlling behaviour	Controlling behaviour is a range of acts designed to make a person subordinate and/or dependent by isolating them from sources of support, exploiting their resources and capacities for personal gain, depriving them of the means needed for independence, resistance and escape and regulating their everyday behaviour.
Discrimination	Includes forms of harassment, slurs, or similar treatments, because of race, gender and gender identity, age, disability, sexual orientation, or religion.
Domestic abuse	The definition of domestic abuse used by the Home Office and most agencies is: any incident or pattern of incidents of controlling, coercive, threatening behaviour, violence, or abuse between those aged 16 or over who are, or have been, intimate partners or family members regardless of gender or sexuality. The abuse can encompass, but is not limited to: Psychological Physical Sexual Financial Emotional
Emotional / psychological abuse	Verbal abuse, psychological abuse, threats, humiliation, blaming, controlling, intimidation, coercion, harassment, isolation or withdrawal from services
Female genital mutilation	Includes procedures that intentionally alter or cause injury to the female genital organs for non-medical reasons. The procedure has no health benefits for girls and women. WHO http://www.who.int/mediacentre/factsheets/fs241/en/
Financial abuse	Theft, fraud, exploitation, pressure in connection with wills, property or inheritance or financial transactions, or the misuse or misappropriation of property or possession or benefits
Forced marriage	The Home Office definition of forced marriage is: ‘A marriage without the consent of one or both parties and where duress is a factor’. The Court of Appeal clarified that duress is: ‘[when] the mind of the applicant has been overborne, howsoever that was caused’. An arranged marriage is very different from a forced marriage. An arranged marriage is entered into freely by both people, although their families take a leading role in the choice of partner. For further information on Forced Marriage follow the link: https://www.gov.uk/forced-marriage .
Harm	Damage done to a person’s wellbeing
Honour-based abuse (HBA)	Forced Marriage Unit at the Home Office defines honour-based violence in the following way: “So-called honour-based violence is a crime or incident, which has or may have been committed to protect or defend the honour of the family and/or community”
MASH	Multi-Agency Safeguarding Hubs are used as a one point of contact/safeguarding referrals in some areas. Where they exist a referral to MASH benefits from the information held by and the expertise of various agencies e.g. Local Authority, Police and Health.
Mental capacity	An individual’s ability to consider relevant information, make and communicate a decision.
Modern day slavery / human trafficking	Modern slavery – encompasses slavery, human trafficking, forced labour and domestic servitude. Traffickers and slave masters use whatever means they have at their disposal to coerce, deceive, and force individuals into a life of abuse, servitude, and inhumane treatment. Possible indicators include Poor physical appearance, isolation, poor living conditions, few or no personal effects, restricted freedom of movement, unusual travel habits, reluctance to seek help For more information see the Modern-Day Slavery Act http://www.legislation.gov.uk/ukpga/2015/30/contents/enacted/data.htm
Physical abuse	Hitting, slapping, pushing, kicking, misuse of medication, misuse of restraints, inappropriate sanctions.
Safeguarding	Work to prevent and stop abuse and neglect
Self neglect	This covers a wide range of behaviours where individuals neglect to attend to their basic needs, such as personal hygiene, health, or surroundings.
Sexual abuse	This covers a wide range of behaviours where individuals neglect to attend to their basic needs, such as personal hygiene, health, or surroundings.
Significant Harm	“Ill treatment (including sexual abuse and forms of ill treatment that are not physical); the impairment of, or an avoidable deterioration in, physical or mental health, and the impairment of physical, emotional, social or behavioural development” (“Who Decides” Lord Chancellor’s Department 1997)
Statutory bodies for safeguarding	A statutory body set up in line with national legislation. Statutory membership includes the Local Authority, Police and NHS. Representatives from the voluntary sector and of ‘citizens’ e.g. a representative from a disabled people’s forum are often also included. Their role is to coordinate safeguarding work across the Local Authority district. England and Wales: Safeguarding Adults Board Northern Ireland: Safeguarding Adults Partnership Scotland: Adult Protection Committee

5. Roles and responsibilities within Branch Baby Loss Network Community Interest Company

5.1. The designated Safeguarding Leads are the Founder & CEO and the Governance Advisor. Together they are responsible for ensuring the Board, staff and volunteers of Branch are aware of and able to discharge their safeguarding responsibilities.

5.2. In addition, the “Safeguarding Leads” are responsible for supporting staff and volunteers as a point of escalation for any safeguarding concerns that are raised.

5.3. The Branch Board takes overall responsibility for adult safeguarding. It is responsible for leadership and a robust culture of safeguarding practice.

5.4. The “Governance Advisor” supports the Founder & CEO with safeguarding responsibilities, and has oversight for:

• delivery and implementation of the policy in relation to adult safeguarding, ensuring volunteer leads and coordinators are able to disseminate the policy and training through any teams.
• Ensuring any updates to national safeguarding directives are considered within the scope of this policy where required.
• Reviewing training needs for the staff and volunteers in respect of the above.

5.5. The “Community Support Lead” is responsible for

• Supporting the moderators and “Heads of Moderation” with implementing this Safeguarding Adults Policy and Procedure.

5.6. The “Heads of Moderation” are responsible for

• Overseeing implementation of the policy and procedure within the groups for which they are head moderator.
• Supporting first-line moderators with following the procedure.
• During working hours, being the first-line points of escalation to check whether a concern merits additional support as per the procedure.
• Be a point of contact as a deputy for the “Safeguarding Leads”.

5.7. Staff, volunteers and any relevant contractors working on behalf of Branch are responsible for:

• ensuring teams have read this policy.
• know the location of the procedure and associated documentation.
• have undertaken sufficient training to discharge their responsibility in relation to adult safeguarding.
• Contribute to setting and monitoring robust safeguarding arrangements within their areas of responsibility.

5.8. All staff, volunteers and contractors operating on behalf of Branch, regardless of position, have a responsibility to act if they become aware of any safeguarding concerns.

• This includes a duty to report actual or suspected abuse or mental health distress to the Safeguarding Leads and where relevant to the Heads of Moderation, or to any other Branch Board member in the others’ absence.
• The person reporting the issue has responsibility for timely completion of associated documentation.
• All safeguarding issues must be addressed as a matter of urgency.
• All staff and volunteers must follow the procedure documented in this policy and escalate as necessary as soon as possible.

5.9. All staff and volunteers must:

• Complete designated training, ensure they know how to recognise the signs of abuse or mental distress, and taking appropriate actions to prevent escalation
• Ensure familiarity with Branch processes and documentation for reporting concerns
• Be aware if a person may lack capacity, that any decision taken on their behalf must be in their best interest (MCA 2005) and clearly documented.

6. Training requirements

6.1. All staff, volunteers and relevant contractors operating on behalf of Branch who are either in contact with the community in a position of support (for example our moderators and online meetup hosts) or responsible for the management of the community (for example Heads of Moderation, the Community Support Lead) are required to complete mandatory e-learning for safeguarding - adults level 1.

6.2. Safeguarding Leads are required to complete mandatory e-learning for safeguarding - advanced.

6.3. Staff and volunteers in immediate contact with members of the community must undertake suicide awareness and prevention training as well as Safeguarding Leads.

6.4. Evidence of completion must be shared with Branch’s Founder & CEO for filing.

6.5. The training is required to be completed every three years with regular update training at least annually.

Safeguarding Adults Procedure

7. Procedure

7.1. This procedure ensures that staff, volunteers and those acting on behalf of Branch can effectively identify and support individuals who might be in emotional distress or danger. It outlines steps to take and provides key contact information for immediate support.

7.2. The following actions must be taken if they become aware of any suspected abuse or mental health distress:

• Assess to the best of your ability whether the member you are concerned about appears to be in any immediate danger.
• If you are unsure, do not delay escalating to the Safeguarding Leads and where relevant the Heads of Moderation and the Community Support Lead, or to a member of the Branch Board team (if you cannot reach the named post holders).

7.3. Immediate risk of harm to member or somebody else suspected

• If you suspect someone may be in immediate danger or suicidal, call the Founder & CEO on their personal mobile number. They will call 999.
• If you cannot reach a designated point of escalation or it is out of hours, call 999 yourself immediately.
• Assess what (if any) immediate action is required to safeguard the individual
• Establish whether the member is in a place of safety or could reasonably reach one

7.4. For other serious cases, but immediate danger is not suspected, the Safeguarding Leads or an appropriate deputy will call the Samaritans or the Local Authority to refer to their Adult Safeguarding Team.

7.5. Out of hours (8pm-8am)

• Where immediate danger is suspected, please call 999 and follow advice.
• If immediate danger is not suspected, but you believe the individual is at risk, please contact the safeguarding at the member’s Local Authority. Details on how to locate contact details included in the Appendix.
• Please maintain a record of any information shared, and details of interactions.
• Please complete a SAR form and send it to branchbabyloss@gmail.com.
• Please contact the Safeguarding Leads or any other Branch Board member in the other’s absence to hand over the case from 8am.

7.6. If criminal activity is suspected and there is a perceived risk to the individual or to others, the police may need to be informed as a matter of urgency. If in any doubt, escalate to the Safeguarding Leads or nominated deputy. Out of hours, call 999.

7.7. For any safeguarding adult concerns raised by a member’s family / friend / neighbour or other member of the public who is not a member of Branch, please refer them to the relevant social care team / local authority for their area.

Communication with the member you are concerned about

7.8. Send the member the message of support (as appropriate to circumstance). See Appendix.

7.9. With the member:

• Ask what has happened
• Explain what your concerns are and what a safeguarding referral means
• Discuss immediate actions to maintain the individual safety
• Consider any others who may be at risk
• Ask the individual what would help to make them feel safe

7.10. Where possible, individuals should be encouraged to make their own decisions. If you suspect an individual lacks mental capacity, this must be escalated to the Safeguarding Leads.

7.11. Agree with the Safeguarding Leads the plan for who will follow up with the member over the following days.

Documentation

7.12. Take screenshots of the messages causing matter for concern, which should be shared by WhatsApp with the Safeguarding Leads or appropriate deputy.

7.13. Complete the SAR form - the form must always be emailed to branchbabyloss@gmail.com.

7.14. Always ensure all discussions are documented using the SAR form. This form must be emailed to branchbabyloss@gmail.com.

8. Confidentiality and information sharing

8.1. Members have a right to expect that any information they share will be treated confidentially unless disclosure is justified under specific circumstances.

8.2. Occasions where it will be necessary to share information with other agencies without the permission of the member are as follows:

• If a criminal act is suspected
• If there is significantly high risk to the individual
• If there are risk to children (anyone under 18 years of age)
• If there are risks to other adults

8.3. The person making the referral or escalating a concern should only share as much information as they need to achieve the purpose for which the information is being shared. In particular, members of Branch may have shared much information about themselves over their membership of Branch, but only specific information may be relevant to any concern.

8.4. When information needs to be shared, the subject should be informed from the outset about how and why their information is going to be shared, and their permission should be sought, unless it is unsafe or inappropriate to do so.

8.5. When making your decision regarding information sharing, consider safety and wellbeing on the subject and on other persons who may be affected.

8.6. When information is shared, it must be accurate and shared securely. Whatsapp message to whatsapp message is preferable due to end to end encryption.

8.7. Keep a record of your decision to share and the reason for it - whether it is to share the information or not. If you decide to share, please document what you have shared, with whom and for what purpose.

Key information in all scenarios

• If the message is in a group chat, please post the prewritten support message there, as well as to the individual directly,
• Try to glean more information to assess their need for support (and location / information if they want support) and encourage them to seek support, but offer to help if they are reluctant to reach out for it themselves.
• Record your concern, communication with the individual and any agreement (or decision otherwise) to share information (and record which information you are sharing)
• If out of hours - still complete the Safeguarding Adults Referral form and share with the Safeguarding Lead, Head of Moderation or a Branch Board member as soon as possible the following day.

10. Support message template

10.1. Please use this message as a first-line intervention when you suspect someone is in need of additional support.

10.2. However, if you are concerned about the person or others’ immediate safety, you must escalate and contact the necessary authorities in line with this policy and procedure.

Support message template:

Hi [Name], I’m so sorry for everything that you’ve been through and how you’re feeling. As someone who cares about you and a moderator of this group, I just wanted to signpost some of the support that’s available should you need it. There are several organizations you can contact for immediate support:

1. Samaritans: Call 116 123 (available 24/7) for confidential support.
2. NHS 111: Call 111 for urgent medical advice and mental health support.
3. Emergency Services: Call 999 if you are in immediate danger.
4. SHOUT: Text "SHOUT" to 85258 to speak with a trained crisis volunteer via text.
5. Mind: Call 0300 123 3393 or text 86463 for mental health support.

You can also reach out to the following organizations for non-urgent support:

• Tommy’s: Call 0800 014 7800 (9-5, Monday to Friday) to speak to midwives.
• Child Bereavement UK: Call 0800 02 888 40 for support.
• Petals: Call 0300 688 0068 for counseling following baby loss.
• Sands: Call 0808 164 3332 for stillbirth and neonatal death support.
• ARC: Call 020 7713 7486 for support with antenatal results and choices.
• Aching Arms: Email info@achingarms.co.uk for support after baby loss.
• Taking Baby Steps: Visit takingbabysteps.co.uk for resources and support.
• Your GP: Contact your local GP for medical and emotional support.

There are people ready to support you when you need to be supported, and reaching out for help is a brave and important step.

11. Safeguarding Adults Referral form

To be completed as fully as possible if you have concerns regarding an adult.

If it is safe to do so, it is important to inform the adult about your concerns and that you have a duty to pass the information onto the Safeguarding Leads. The Safeguarding Leads will then look at the information and start to plan a course of action.