Safeguarding Policy

Protecting Adults at Risk and Promoting Their Wellbeing

Organisation: Your Garden Companions CIC

Company number: 17184542

Policy version: 1.0

Date adopted: May 2026

Review date: May 2027 (annual review)

Designated Safeguarding Lead: Louise Crouch | 07919620717 - hello@yourgardencompanions.org

Deputy Safeguarding Lead: Tara Booth

Approved by: Both Directors of Your Garden Companions CIC

Our safeguarding commitment:

Your Garden Companions CIC is committed to the safety, dignity, and wellbeing of every person we work with. We believe that all adults have the right to live free from abuse, neglect, and exploitation, regardless of age, disability, or circumstance. Safeguarding is not a procedure we follow. It is central to everything we do.

1. Introduction and Scope

Your Garden Companions CIC provides companion gardening and horticultural therapy services to older and less able people across Cumbria. Our services include one-to-one companion gardening at clients' homes, small community group sessions, and horticultural therapy sessions within care homes and extra-care facilities.

The nature of our work means we regularly engage with adults who may be at risk — including older people living alone, individuals with dementia or cognitive impairment, people with physical disabilities, and care home residents. This policy sets out how we fulfil our duty of care to protect these individuals from abuse, neglect, or harm.

This policy applies to:

Both directors and practitioners of Your Garden Companions CIC
Any volunteers, associates, or students on placement working with us
Any third parties acting on our behalf

This policy covers safeguarding of adults at risk. Where our activities bring us into contact with children — for example during community events or care home visits — the same principles and reporting procedures apply, and we will always follow the Local Authority Designated Officer (LADO) referral process for any concerns involving a child.

2. Legal Framework

This policy is informed by and consistent with the following legislation, statutory guidance, and best practice frameworks:

Care Act 2014 — establishes the legal duty on local authorities to safeguard adults at risk of abuse or neglect, and defines the six safeguarding principles
Mental Capacity Act 2005 — sets out the framework for supporting decision-making for people who may lack capacity, including the 'best interests' test
Human Rights Act 1998 — in particular the right to life (Article 2), freedom from torture and inhumane treatment (Article 3), and respect for private and family life (Article 8)
General Data Protection Regulation (UK GDPR) and Data Protection Act 2018 — governing how we handle personal and sensitive information
Safeguarding Vulnerable Groups Act 2006 — governing eligibility to work with vulnerable groups
Equality Act 2010 — ensuring non-discrimination in how we deliver services and handle safeguarding concerns
Local safeguarding adult board (SAB) procedures for Cumbria, as published by Cumberland Council and Westmorland & Furness Council

3. Safeguarding Principles

Our approach to safeguarding is grounded in the six statutory safeguarding principles established by the Care Act 2014:

Empowerment

We support people to make their own choices and decisions. We listen, explain options clearly, and never assume we know best.

Prevention

We act before harm occurs. We are alert to warning signs and address concerns early rather than waiting for a crisis.

Proportionality

Our response to concerns is proportionate to the risk. We do not overreact, but we do not minimise genuine concerns either.

Protection

We support adults at risk to stay safe, especially where they are unable to protect themselves.

Partnership

We work with other organisations, carers, families, and statutory services to keep people safe. Safeguarding is everyone's responsibility.

Accountability

We are transparent about how we safeguard. We keep records, share information appropriately, and are open to scrutiny.

4. Who Is an Adult at Risk?

Under the Care Act 2014, an 'adult at risk' is a person aged 18 or over who:

Has needs for care and support (whether or not those needs are being met), AND
Is experiencing, or is at risk of, abuse or neglect, AND
As a result of those care and support needs, is unable to protect themselves from the risk of, or the experience of, abuse or neglect

The vast majority of the people we work with will meet this definition. Our client group includes, but is not limited to:

Older people, particularly those living alone or in rural isolation
People living with dementia or other cognitive impairments
People with physical disabilities or long-term health conditions
Care home and extra-care residents
People recovering from illness, bereavement, or significant life events

5. Types of Abuse and Neglect

We train all our practitioners to recognise the following categories of abuse and neglect, as defined by the Care Act 2014 statutory guidance:

Type of Abuse

Signs and Indicators to Watch

Physical abuse

Unexplained injuries, bruising, burns or welts; flinching; clothing that conceals injuries; reluctance to be alone with a particular person

Domestic abuse

Fear or anxiety around a partner, family member or carer; controlling or coercive behaviour by others; isolation from friends and family

Sexual abuse

Unexplained changes in behaviour or mood; physical injuries; sexualised language or behaviour not in keeping with the person's usual presentation

Psychological or emotional abuse

Low self-esteem; tearfulness; withdrawal; excessive fear or anxiety; person appears to be controlled or bullied

Financial or material abuse

Sudden changes in financial situation; unpaid bills or lack of basic necessities despite adequate income; unexplained changes to will or power of attorney; person appears confused about their finances

Modern slavery

Person appears controlled by others; restricted freedom of movement; signs of physical abuse; no access to their own documents

Discriminatory abuse

Derogatory language based on protected characteristics; denial of services; person's cultural needs not being met

Organisational or institutional abuse

Poor care standards in a home or setting; inappropriate or undignified care practices; inadequate staffing or resources

Neglect and acts of omission

Poor personal hygiene; malnutrition or dehydration; untreated medical conditions; living in unsafe or squalid conditions; being left without adequate care

Self-neglect

Severe deterioration in personal hygiene, home conditions, or health; refusal of care or treatment; hoarding

6. Roles and Responsibilities

6.1 Designated Safeguarding Lead (DSL)

Louise Crouch is the Designated Safeguarding Lead for Your Garden Companions CIC. The DSL is responsible for:

Being the first point of contact for any safeguarding concern raised within the organisation
Deciding whether a concern should be referred to the Local Authority Adult Social Care team or other statutory agency
Making referrals on behalf of the organisation where required
Keeping secure, confidential records of all safeguarding concerns and actions taken
Ensuring all practitioners receive safeguarding training appropriate to their role
Reviewing and updating this policy annually or following any significant incident
Maintaining awareness of current safeguarding legislation, guidance, and local procedures

6.2 Deputy Designated Safeguarding Lead

Tara Booth is the Deputy Designated Safeguarding Lead. They carry out the DSL's responsibilities when the DSL is unavailable, and share responsibility for embedding a safeguarding culture throughout the organisation.

6.3 All Practitioners and Volunteers

Every person who works or volunteers with Your Garden Companions CIC has a personal responsibility to:

Read, understand, and follow this policy
Complete safeguarding training as required
Report any concern — however small — to the DSL promptly
Treat all concerns confidentially and not discuss them with people outside the organisation except as part of the reporting process
Never investigate concerns themselves or confront alleged abusers
Record concerns accurately and without personal interpretation

7. How to Recognise and Respond to a Concern

7.1 What to do if you have a concern

If you observe, suspect, or are told about something that concerns you during a session — however small or uncertain you feel — you must act. Do not wait until you are certain. It is not your job to investigate; it is your job to report.

Step-by-step: responding to a safeguarding concern

Step 1 — Stay calm. Do not show alarm or panic, as this may distress the person further.

Step 2 — If the person is in immediate danger, call 999 first.

Step 3 — Listen carefully and let the person speak. Do not ask leading questions.

Step 4 — Do not promise confidentiality. Explain that you may need to share what you have heard.

Step 5 — Do not investigate, confront the alleged abuser, or share details with others.

Step 6 — As soon as possible, write down exactly what you observed or were told — in the person's own words.

Step 7 — Contact the DSL (Louise Crouch) as soon as possible — on the same day if at all possible.

Step 8 — The DSL will decide whether to refer to Adult Social Care or another statutory agency.

7.2 If someone discloses abuse to you

If a client or carer discloses abuse to you during a session:

Listen without interrupting or expressing shock or disbelief
Use open, non-leading responses such as 'I hear you' or 'Thank you for telling me'
Do not ask 'why' questions
Reassure the person that they have done the right thing in telling you
Explain honestly that you will need to share this information to keep them safe
Record the disclosure word-for-word as soon as possible after the session
Contact the DSL immediately

7.3 Immediate risk situations

If someone is in immediate danger:

Call 999 immediately.

Inform the DSL as soon as it is safe to do so.

Do not delay emergency action to follow internal reporting procedures.

8. Referral Procedure

Once a concern is reported to the DSL, the following process applies:

DSL reviews the concern and all available information.

DSL considers whether the adult at risk has capacity to make their own decisions about the concern (Mental Capacity Act 2005).

Where possible and appropriate, the DSL discusses the concern with the adult at risk and takes their wishes into account. However, the duty to refer overrides the individual's wishes where there is serious risk to life or others.

DSL makes a referral to the Local Authority Adult Social Care team if the concern meets the threshold for a safeguarding enquiry under Section 42 of the Care Act 2014. In Cumbria, contact: Cumberland Council Adult Social Care (0300 373 3732) or Westmorland & Furness Council Adult Social Care (0300 373 3301).

If the concern involves a regulated care setting (e.g. a care home), the DSL will also consider notification to the Care Quality Commission (CQC).

The DSL records the referral decision and all actions taken, including dates, times, and the names of people spoken to.

The DSL follows up to ensure the referral has been received and acted upon.

Key contact numbers — Cumbria safeguarding referrals:

Cumberland Council Adult Social Care: 0300 373 3732 (Mon–Fri 8:30am–5pm)

Westmorland & Furness Adult Social Care: 0300 373 3301 (Mon–Fri 8:30am–5pm)

Emergency out-of-hours (both councils): 01228 526690

Police (non-emergency): 101 | Police (emergency): 999

Care Quality Commission (CQC): 03000 616161

NSPCC (child safeguarding concerns): 0808 800 5000

9. Confidentiality and Information Sharing

All safeguarding information is handled with the utmost care. We follow the principle that information is shared on a 'need to know' basis — only with those who need it to protect the individual or fulfil a legal duty.

We will never promise absolute confidentiality to a client. If a client tells us something that raises a safeguarding concern, we explain clearly that we may need to share this information to keep them safe. We treat this explanation as part of our duty of care, not as a breach of trust.

Safeguarding concerns take precedence over normal confidentiality rules in the following circumstances:

There is a risk to the life of the individual or another person
A crime has been or may be committed
A public authority (such as Adult Social Care or the Police) requires disclosure
The public interest in disclosure clearly outweighs the individual's privacy rights

All safeguarding records are stored securely, accessed only by the DSL and Deputy DSL, and retained for a minimum of seven years in accordance with our data retention policy.

10. Safer Recruitment

Your Garden Companions CIC is committed to safe recruitment practices. Before any director, practitioner, volunteer, or associate begins working with clients, the following checks must be in place:

Requirement

Details

Frequency

Enhanced DBS check

Enhanced Disclosure and Barring Service check with adults' barred list check

Every 3 years (or sooner if required)

Identity verification

Passport or driving licence plus proof of address

On appointment

Right to work in the UK

Confirmation of eligibility to work in the UK

On appointment

References

Two professional references, at least one from a role involving vulnerable people

On appointment

Safeguarding training

Adult safeguarding awareness training appropriate to role

On appointment, refreshed every 2 years

Health declaration

Self-declaration of any health conditions relevant to role

On appointment, updated annually

Professional registration

Confirmation of any relevant professional qualifications or registrations (e.g. UKASTH)

On appointment and on renewal

No person will begin client-facing work before a satisfactory DBS disclosure has been received. If a DBS check reveals information that may affect suitability, this will be assessed by the DSL on a case-by-case basis, taking into account the nature of the role, the nature of the information, and relevant guidance.

11. Code of Conduct

All practitioners working with Your Garden Companions CIC are expected to uphold the following standards at all times:

Always:

Treat every client with dignity, respect, and compassion
Maintain professional boundaries at all times
Work in pairs or within sight of others where possible, particularly during home visits
Carry and display your Your Garden Companions identification at all sessions
Report concerns, however minor, to the DSL on the same day
Record session notes promptly and accurately
Seek informed consent before sharing any personal information
Respect a client's right to make their own decisions, even decisions you disagree with

Never:

Accept gifts of money from clients or their families
Enter into personal or financial relationships with clients outside of your professional role
Physically restrain a client under any circumstances (unless immediate danger to life)
Photograph or record clients without explicit written consent
Share information about clients on social media or in public conversations
Work alone with a client in circumstances that could be misinterpreted or that make either party feel unsafe
Carry out personal care tasks (washing, dressing, medication) — these are outside our scope
Ignore or minimise a safeguarding concern because you are unsure or do not want to cause trouble

12. Mental Capacity and Consent

We work from a presumption that every adult we work with has the capacity to make their own decisions, unless there is evidence to the contrary. We follow the five statutory principles of the Mental Capacity Act 2005:

A person must be assumed to have capacity unless it is established that they do not.
A person is not to be treated as unable to make a decision unless all practicable steps to help them do so have been taken without success.
A person is not to be treated as unable to make a decision merely because they make an unwise decision.
An act done, or a decision made, under this Act for or on behalf of a person who lacks capacity must be done, or made, in their best interests.
Before the act is done, or the decision is made, regard must be had to whether the purpose for which it is needed can be as effectively achieved in a way that is less restrictive of the person's rights and freedom of action.

Where we have concerns about a client's capacity — particularly in relation to decisions about their own safety — we will seek advice from Adult Social Care and, where a formal assessment is needed, refer accordingly.

13. Training

Your Garden Companions CIC is committed to ensuring all practitioners are trained and competent to recognise and respond to safeguarding concerns. Our minimum training standards are:

Training

Who

Frequency

Adult safeguarding awareness (Level 1)

All practitioners and volunteers

On appointment; every 2 years

Adult safeguarding for practitioners (Level 2)

Both directors / DSL and Deputy DSL

On appointment; every 2 years

Mental Capacity Act awareness

All practitioners

On appointment; every 3 years

Social and Therapeutic Horticulture (DipSTH)

Both directors

On enrolment; CPD ongoing

First aid at work

At least one director

Every 3 years

Lone working safety

All client-facing practitioners

On appointment; refreshed annually

14. Recording and Record Keeping

All safeguarding concerns, referrals, and actions must be recorded in writing. Records must:

Be made as soon as possible after the event — on the same day wherever possible
Be factual and objective — record what was seen, said, or done, not personal interpretation
Use the person's own words where they have made a disclosure
Include the date, time, location, and names of those present
Be stored securely and separately from general session notes
Be accessible only to the DSL and Deputy DSL
Be retained for a minimum of seven years

Records will be held in a password-protected digital file and/or a locked physical file. In the event of a referral, copies of all relevant records will be provided to the receiving agency as requested.

15. Allegations Against Staff or Volunteers

If an allegation of abuse is made against a director, practitioner, or volunteer of Your Garden Companions CIC, the following process applies:

The person receiving the allegation reports it to the DSL immediately. If the allegation is against the DSL, it is reported to the Deputy DSL.
The DSL (or Deputy DSL) will not investigate the allegation themselves, but will refer it to the appropriate statutory authority — the Local Authority Designated Officer (LADO) for concerns involving regulated activity with vulnerable adults.
The accused person will be informed of the allegation only when advised by the LADO or statutory authority that it is appropriate to do so.
Where the safety of clients cannot be assured, the accused person will be suspended from client-facing work pending investigation. This is a neutral act and does not imply guilt.
All actions and decisions will be documented and records retained.

LADO contact — Cumbria:

Cumberland Council LADO: lado@cumberland.gov.uk | 0300 373 3732

Westmorland & Furness Council LADO: lado@westmorlandandfurness.gov.uk | 0300 373 3301

16. Whistleblowing

Any person who has concerns about poor practice, unsafe behaviour, or potential abuse within Your Garden Companions CIC is encouraged and supported to raise those concerns. We take all concerns seriously and will not tolerate any form of retaliation against a person who raises a concern in good faith.

If a concern cannot be raised internally — for example because both directors are implicated — the person should contact:

The Local Authority Adult Social Care team directly
The CQC (if the concern relates to a regulated care setting)
The Disclosure and Barring Service (DBS) if there are concerns about a specific individual's suitability to work with vulnerable people
The charity and CIC Regulator if there are concerns about the conduct of the organisation as a whole

17. Review and Monitoring

This policy will be reviewed:

Annually — no later than May 2027
Following any safeguarding incident or near-miss
Following any significant change in legislation, statutory guidance, or local safeguarding procedures
At any time the DSL or either director identifies a need for review

The review will be conducted by both directors and will include reflection on any incidents, near-misses, or feedback received during the preceding year. The updated policy will be re-adopted formally and published on the Your Garden Companions website.

18. Related Policies

This policy should be read alongside the following Your Garden Companions CIC policies:

Privacy and Data Protection Policy
Lone Working Policy
Health and Safety Policy
Code of Conduct
Complaints Policy

19. Policy Sign-Off

Designated Safeguarding Lead:

Louise Crouch

Signed: ____________________________

Date: ______________________________

Deputy Safeguarding Lead:

Tara Booth

Signed: ____________________________

Date: ______________________________

Published version:

The full policy is available on request by contacting hello@yourgardencompanions.org

This policy was adopted in May 2026 and is due for review in May 2027.