Vulnerable Adults Safeguarding Policy
Policy Statement:
Altar of Earth is steadfastly committed to safeguarding and promoting the well-being of all vulnerable adults who engage with our services, activities, and community. We firmly believe that every adult, regardless of their circumstances, has an inherent right to live free from harm, abuse, and neglect, and to be treated with unwavering dignity and profound respect. This policy outlines our unwavering commitment and the robust procedures we have in place for safeguarding vulnerable adults, meticulously adhering to the legal frameworks and best practices established in both the United Kingdom (UK) and the United States (US).
We recognise that our unique mission at Altar of Earth connecting individuals to ancestral ties and nature for mental well-being often involves deeply personal and potentially vulnerable engagements. Therefore, our commitment to safeguarding vulnerable adults is not merely a compliance measure, but a cornerstone of the trust upon which all our transformative work is built. We understand that vulnerability in adulthood can arise from a myriad of factors, including age, physical or mental disability, illness, mental health challenges, and past experiences of trauma. This policy embodies our dedication to proactive prevention, sensitive and prompt response, and continuous vigilance in protecting those whom we are privileged to serve.
1. Scope
This policy applies to all individuals associated with Altar of Earth, including, but not limited to:
Employees (paid and unpaid)
Volunteers
Contractors and consultants
Board members
Any other individual representing Altar of Earth in any capacity.
It encompasses all activities, programs, events, and online interactions facilitated by Altar of Earth, whether conducted within UK or US jurisdictions, or in any other location where our services are provided.
2. Definitions
For the purpose of this policy, the following definitions apply, reflecting common understandings and legal frameworks across UK and US safeguarding contexts:
Vulnerable Adult (UK - based on the Care Act 2014): An adult (18 years or older) who:
Has needs for care and support (whether or not the local authority is meeting any of those needs);
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 either the abuse or neglect or the risk of it.
Vulnerable Adult (US - general definition, varies by state): An individual aged 18 or older who, because of a mental, physical, or developmental disability, or advanced age, is unable to protect himself or herself from abuse, neglect, or exploitation. This often includes older adults, individuals with intellectual disabilities, or those with severe mental illness.
Abuse and Neglect of Vulnerable Adults: Encompasses various forms of harm, including:
Physical Abuse: Inflicting physical pain or injury, or confining an adult.
Emotional/Psychological Abuse: Behaviour that significantly harms emotional well-being (e.g., verbal assault, threats, intimidation, humiliation, harassment, isolating an adult from friends, family, or activities).
Sexual Abuse: Non-consensual sexual contact of any kind, or compelling an adult to engage in sexual acts.
Neglect: The failure of a caregiver to provide basic necessities (e.g., food, water, clothing, shelter, personal hygiene, medicine, comfort, personal safety) or the failure of a vulnerable adult to provide for their own needs (self-neglect).
Financial Abuse: The illegal or improper use of a vulnerable adult's funds, property, or assets for the benefit of another, or exerting undue influence for financial gain.
Organisational Abuse: Neglect and poor practice within an institution or specific care setting, leading to avoidable harm or suffering.
Discriminatory Abuse: Harassment, slurs, or similar treatment due to age, disability, race, religion, gender, sexual orientation, or other protected characteristics.
Modern Slavery: Human trafficking, forced labour, domestic servitude, or other forms of exploitation.
Self-Neglect: An adult's inability or refusal to provide themselves with necessary care (e.g., hygiene, food, water, medication, suitable living conditions) that may lead to serious harm or death.
3. Guiding Principles
Altar of Earth's approach to safeguarding vulnerable adults is deeply rooted in the following core principles, aligning with the UK Care Act 2014 principles and analogous US adult protection frameworks:
Empowerment: We will support and encourage vulnerable adults to make their own decisions about their lives, providing information and options, and respecting their choices, as far as their capacity allows. Their wishes and feelings will be given due consideration.
Prevention: We are committed to taking proactive measures to prevent harm from occurring. This includes raising awareness, providing clear information, and fostering a culture of vigilance.
Proportionality: Any intervention, support, or investigation will be the least intrusive response appropriate to the identified risk. We will respect individual liberty while ensuring safety.
Protection: We will provide vital support and advocacy for vulnerable adults who are in greatest need of protection from abuse or neglect.
Partnership: We believe in local solutions through collaborative efforts. We will work in partnership with vulnerable adults, their families, caregivers, and relevant external agencies (e.g., Adult Social Care in the UK, Adult Protective Services in the US, law enforcement) to ensure the most effective safeguarding outcomes.
Accountability: We hold ourselves accountable for delivering effective safeguarding. All individuals associated with Altar of Earth have a responsibility to adhere to this policy and our procedures, and decisions will be transparent where appropriate.
Cultural Sensitivity: We recognize and respect the diverse cultural backgrounds, beliefs, and values of all individuals. Our safeguarding practices will be inclusive, non-discriminatory, and responsive to individual needs.
4. Roles and Responsibilities
Board of Directors/Leadership Team: Bears the ultimate responsibility for ensuring Altar of Earth meets its safeguarding obligations to vulnerable adults, including policy approval, resource allocation, and fostering a strong safeguarding culture throughout the organisation.
Designated Safeguarding Lead (DSL) / Safeguarding Officer: Altar of Earth has appointed a clearly identifiable individual to serve as the primary point of contact for all safeguarding concerns related to vulnerable adults. This role is responsible for:
Acting as the first point of contact for all safeguarding concerns involving vulnerable adults.
Providing expert advice, guidance, and support to all staff and volunteers regarding adult safeguarding.
Managing and maintaining accurate records of all concerns and referrals relating to vulnerable adults.
Liaising effectively with external statutory agencies, including Local Authority Adult Social Care (UK) or Adult Protective Services (US), and law enforcement.
Ensuring that all staff and volunteers receive comprehensive and up-to-date training on adult safeguarding.
The assigned Designated Safeguarding Lead for Altar of Earth is founder Melissa Main, who can be contacted for any enquiries or to report concerns via email at contact@altarofearth.org.
All Staff and Volunteers: Every individual associated with Altar of Earth has a personal and professional responsibility to:
Read, understand, and strictly adhere to this policy and all related procedures.
Report any safeguarding concerns about a vulnerable adult immediately to the DSL/Safeguarding Officer.
Contribute to maintaining a safe, respectful, and supportive environment for all vulnerable adults.
Adhere strictly to Altar of Earth's Code of Conduct.
5. Reporting Procedures
Any concern about the safety or well-being of a vulnerable adult, or any allegation of abuse, must be reported immediately and handled with utmost sensitivity.
5.1 Internal Reporting:
Any individual with a safeguarding concern must report it to the DSL/Safeguarding Officer as soon as possible, ideally verbally within hours, followed by a detailed written report within 24 hours.
If the concern directly involves the DSL/Safeguarding Officer, the report should be made to a designated alternative senior member of the organisation (e.g., Board Chair).
All concerns will be taken seriously, thoroughly recorded, and handled with sensitivity and appropriate confidentiality.
5.2 External Reporting – UK Specific:
Where there is reasonable cause to suspect that a vulnerable adult is experiencing or is at risk of abuse or neglect, and has needs for care and support, the DSL will make a referral to the Local Authority Adult Social Care. This aligns with the duties under the Care Act 2014.
In cases where a crime may have been committed (e.g., assault, theft, sexual offence), the Police will be contacted immediately.
Referrals will adhere to the principles and guidance outlined in the Care Act 2014 statutory guidance.
5.3 External Reporting – US Specific:
Where there is reasonable cause to suspect abuse, neglect, or exploitation of a vulnerable adult, the Safeguarding Officer will report to the relevant Adult Protective Services (APS) agency in the state where the concern arose. Mandatory reporting laws for adult abuse vary significantly by state, and Altar of Earth will adhere to the strictest applicable requirements in the relevant jurisdiction.
In cases where a crime may have been committed, law enforcement will be contacted immediately.
5.4 Information to be Recorded:
Date and time the concern was raised.
Name and contact details of the person raising the concern.
Full details of the vulnerable adult concerned (name, age, relevant needs).
Nature of the concern, including specific factual details (what was seen, heard, or reported), avoiding speculation or assumptions.
Actions taken internally, including who was informed and when.
Details of any discussions held and decisions made.
Signature of the person recording the information.
6. Safer Recruitment
Altar of Earth is deeply committed to implementing robust safer recruitment practices to prevent unsuitable individuals from working with vulnerable adults. This commitment includes:
UK: Compliance with Disclosure and Barring Service (DBS) checks (Enhanced DBS with Barred List check for regulated activity with adults) for all relevant roles. Rigorous reference checks will be conducted, and any unexplained gaps in employment history will be thoroughly explored.
US: Comprehensive background checks (including criminal history checks) through reputable agencies, fully compliant with applicable state and federal laws. Mandatory reference checks will be an integral part of the recruitment process.
Development of clear, unambiguous job descriptions and person specifications that highlight safeguarding responsibilities.
Conducting competency-based interviews that explicitly explore candidates' understanding of and commitment to safeguarding.
Thorough verification of all qualifications and identity documents.
7. Training and Awareness
All staff, volunteers, and Board members involved in any capacity with vulnerable adults will receive appropriate, ongoing safeguarding training, specifically tailored to their roles and responsibilities.
Induction Training: All new personnel will receive essential safeguarding induction as part of their onboarding process.
Regular Training: Refresher training will be provided regularly (e.g., annually, or more frequently if required by changes in legislation or guidance), covering:
Recognition of the diverse signs and indicators of abuse and neglect in vulnerable adults.
Detailed reporting procedures for adult safeguarding concerns.
Adherence to Altar of Earth's Code of Conduct in relation to vulnerable adults.
Principles of confidentiality and responsible information sharing concerning vulnerable adults.
Specific risks related to online interactions and nature-based activities involving adults.
A clear understanding of the legal and procedural frameworks in both the UK (Care Act 2014) and US (Adult Protective Services laws, Elder Justice Act).
Emphasizing the importance of respecting autonomy and capacity in adult safeguarding.
8. Code of Conduct
All individuals representing Altar of Earth must adhere to a strict Code of Conduct that actively promotes a safe, respectful, and empowering environment for all vulnerable adults. This includes, but is not limited to:
Treating all vulnerable adults with the utmost respect, dignity, and compassion, valuing their experiences and autonomy.
Maintaining appropriate professional boundaries at all times, ensuring interactions remain professional and ethical.
Never engaging in any form of abuse (physical, emotional, sexual, neglect, financial, discriminatory) or exploitation.
Avoiding situations that could be misinterpreted, lead to allegations of abuse, or compromise the trust placed in them.
Not engaging in inappropriate physical contact.
Not having one-to-one unsupervised contact with vulnerable adults unless explicitly authorized, essential for the role, and conducted with appropriate oversight and transparency.
Using appropriate, respectful, and clear language and communication at all times, including during online interactions.
Reporting any concerns about another person's behaviour towards a vulnerable adult, or any potential safeguarding risk.
9. Confidentiality and Information Sharing
Altar of Earth is committed to maintaining confidentiality where appropriate, but unequivocally understands that the duty to safeguard and protect vulnerable adults takes precedence.
Information will be shared on a "need-to-know" basis, strictly in line with legal requirements (e.g., GDPR in the UK, HIPAA in the US for protected health information, where applicable) and statutory guidance.
Where there is a concern that a vulnerable adult is at risk of significant harm, or is experiencing abuse/neglect, relevant external agencies will be informed without delay. Consent may not be required if obtaining it would place the individual at greater risk, or if it is impractical or would undermine the protective action.
All records of concerns, referrals, and actions taken will be securely stored, meticulously protecting personal data in compliance with relevant data protection laws.
10. Online Safety and Digital Safeguarding
Recognizing the increasing reliance on digital platforms for communication and service delivery, Altar of Earth will implement robust measures to ensure the online safety of vulnerable adults:
Clear guidelines for all online communication and interaction with vulnerable adults.
Exclusive use of secure and appropriate online platforms for all interactions.
Implementation of appropriate monitoring of online activities where permissible and necessary for safeguarding purposes.
Providing accessible advice and resources on online safety to vulnerable adults and their support networks.
11. Review of Policy
This policy will be comprehensively reviewed at least annually by the Board of Directors/Leadership Team, or sooner if there are any significant changes in legislation, statutory guidance, organisational practice, or upon learning from serious incidents. All staff and volunteers will be made aware of any updates in a timely manner.
12. Breach of Policy
Any breach of this Vulnerable Adults Safeguarding Policy by a staff member, volunteer, or contractor will be taken with the utmost seriousness. Such breaches may result in immediate disciplinary action, up to and including dismissal or termination of contract. In cases where there is an allegation of abuse, neglect, exploitation, or a criminal offence, relevant statutory authorities (Police, Adult Social Care/Adult Protective Services, etc.) will be informed immediately and fully cooperate with any subsequent investigations.
Disclaimer: This policy provides a comprehensive framework based on common principles and legal requirements in the UK and US. However, specific laws and regulations concerning vulnerable adults can vary significantly at state and local levels within the US, and guidance can evolve in the UK. This document should be considered a robust template and must be reviewed, adapted, and approved by legal counsel in both the specific UK region and US states where Altar of Earth operates. Altar of Earth should also consult with relevant safeguarding adults boards/partnerships in the UK and Adult Protective Services agencies in the US for tailored advice and local procedural requirements to ensure full compliance.