HOTEL SCHOOL SAFEGUARDING POLICY

Policy title: Hotel School Safeguarding

Policy Reviewed: Annually

Last review: June 2025

Download the Safeguarding Policy 2025 (pdf)

Policy Owners: Dana Hallam – Employment and Progression Manager & Zoe Minihan – Designated Safeguarding Lead (DSL).

Contents

Our Mission
Purpose of the Policy
2.1 Who We Work With
Scope
Related Legislation & Guidance Documents
Psychologically Informed Environments (PIE)
Roles and Responsibilities
6.1 Designated Safeguarding Lead (DSL)
6.2 All Staff and Volunteers
6.3 Trustees
6.4 Employer and Corporate Partners
Definitions
7.1 Safeguarding
7.2 Abuse
7.3 Vulnerable Adults
Types of Abuse
Recognising Abuse
Disclosures
Reporting Procedures
11.1 General Safeguarding Concern
11.2 Students – Unexplained Non-Contact
Employment & Progression
12.1 Graduates – Unexplained Non-Contact
12.2 Training and Awareness for EPT Staff
Historic Abuse
Confidentiality and Information Sharing
Multi-Agency Approach
Allegations of Abuse Against Staff
Kitchen and External Engagement Safeguarding
17.1 Safe Kitchen Practice
17.2 External Site Visits and Placements
17.3 Corporate Engagement and Events
External Partners
Maintaining Professional Boundaries
Digital and Online Safety
Staff Wellbeing and Supervision
Cultural Sensitivity and Inclusivity
Review and Learning
Whistleblowing
Safer Recruitment
Contact Information
Further Resources
Review and Updates

Summary

At Hotel School, safeguarding the welfare and dignity of all individuals involved in our programmes, including students, graduates, staff, volunteers, and partners, is our highest priority. This policy outlines our commitment to creating a safe, inclusive, and supportive environment free from harm, abuse, neglect, and exploitation.

Key aspects include:

Clear Roles and Responsibilities: The Designated Safeguarding Lead (DSL), staff, volunteers, trustees, and partners all have defined duties to identify, report, and respond to safeguarding concerns promptly and effectively.

Robust Reporting Procedures: We provide straightforward, trauma-informed steps for reporting concerns, including immediate safety actions, clear documentation, risk assessment, and referral to external agencies when necessary.

Safeguarding Across Activities: Our approach covers all aspects of our work from training and placements to employment support, kitchen environments, and external partnerships, ensuring safeguarding is embedded throughout.

Safe Recruitment and Staff Support: We follow thorough recruitment practices and offer ongoing safeguarding training, supervision, and wellbeing support to our team.

Collaboration and Legal Compliance: The policy aligns with key UK legislation and statutory guidance and commits to a multi-agency approach involving local authorities, health services, and police.

Confidentiality and Transparency: Information is shared on a need-to-know basis, prioritising safety while respecting privacy. Whistleblowing protections encourage safe reporting of concerns without fear of retaliation.

Continuous Improvement: We regularly review and update our safeguarding practices based on case reviews, learning, and sector developments to maintain the highest standards.

This policy reflects Hotel School’s dedication to fostering a psychologically informed, respectful, and empowering environment where everyone can thrive safely.

1. Our Mission

Hotel School provides a dynamic 10-week programme combining theory, hands-on experience, and industry visits to empower individuals who have experienced homelessness and other disadvantages to succeed in the hospitality industry. As an organisation supporting vulnerable adults, safeguarding is central to our work. This policy underlines our commitment to ensuring the safety, dignity, and well-being of everyone involved.

2. Purpose of the Policy

Hotel School is committed to safeguarding and promoting the welfare of vulnerable individuals. We recognise that safeguarding is a shared responsibility that requires vigilance, awareness, and clear procedures to protect those in our care from harm, abuse, neglect, and exploitation. This policy is designed to provide a comprehensive framework to ensure that all students, staff, volunteers, and other stakeholders operate within a safe and supportive environment.

Our commitment extends beyond simply preventing harm; it also includes promoting wellbeing, dignity, and respect for every individual we work with. We aim to foster a culture where safeguarding is embedded in every aspect of our activities, from recruitment and training through to day-to-day interactions and support services.

This policy aligns with and is informed by key legislation and guidance, including the Children Acts 1989 & 2004 (where relevant), which set out the legal framework for protecting children and young people; the Care Act 2014, which establishes adult safeguarding duties; Charity Commission guidance on safeguarding for charitable organisations; the Human Rights Act 1998, which safeguards fundamental freedoms and rights; and the Equality Act 2010, which protects against discrimination and promotes equality.

By adhering to these legal frameworks and best practices, Hotel School ensures that safeguarding is consistently prioritised, and that all individuals involved in our programmes are supported in a safe, inclusive, and respectful environment.

2.1 Who We Work With

Hotel School primarily supports vulnerable adults aged 18 and over who have experienced homelessness, social disadvantage, trauma, mental health challenges, or other complex barriers. Our students and graduates often face a range of vulnerabilities that may impact their well-being and engagement with the programme.

We recognise that these challenges require a trauma-informed, person-centred safeguarding approach tailored to the diverse needs of each individual. While the majority of our participants are adults, the organisation is also mindful of safeguarding responsibilities for any children or young people who may be involved or come into contact with our activities.

Understanding the unique circumstances and backgrounds of those we serve is fundamental to delivering effective safeguarding, support, and progression pathways.

3. Scope

This policy applies to all Hotel School staff, volunteers, trustees, and programme participants. It covers all activities including the training programme, mentoring, industry placements, graduate support, and any activities or services offered in connection with Hotel School.

While Hotel School primarily supports vulnerable adults aged 18 and over, safeguarding responsibilities extend to any children or young people who may be involved or come into contact with our activities. Where relevant, the organisation will adhere to the Children Acts 1989 & 2004 and ensure appropriate safeguarding measures are in place for children and young people.

4. Related Legislation & Guidance Documents

This safeguarding policy is developed in accordance with, and informed by, key legislation and statutory guidance that underpin the legal and ethical framework for safeguarding vulnerable individuals in the UK. Our approach is aligned with the following:

Children Acts 1989 & 2004 - setting out the legal framework for safeguarding and promoting the welfare of children and young people where relevant.

Care Act 2014 - the principal legislation for adult safeguarding, outlining duties to protect adults at risk from abuse and neglect.

Charity Commission Guidance - providing specific safeguarding expectations and governance responsibilities for charitable organisations.

Human Rights Act 1998 - ensuring respect for the fundamental rights and freedoms of all individuals, including the right to safety and dignity.

Equality Act 2010 - protecting individuals from discrimination and promoting equality across all protected characteristics.

Working Together to Safeguard Adults (Department of Health & Social Care) statutory guidance detailing inter-agency responsibilities and best practices for adult safeguarding.

Hotel School is committed to upholding these legal standards and statutory requirements to create a safe and inclusive environment for all

5. Psychologically Informed Environments (PIE)

Hotel School operates within a PIE framework, acknowledging the effects of trauma and homelessness. We create a safe, supportive space tailored to emotional and psychological needs. Our trauma-informed approach embeds safeguarding into relationship-building and service delivery. Staff are trained to understand how trauma impacts behaviour, trust, and communication. Safeguarding responses are person-centred, holistic, and empowering.

6. Roles and Responsibilities

6.1 Designated Safeguarding Lead (DSL): Oversees all safeguarding concerns, ensures policies are followed, provides guidance and training, and liaises with external agencies.

6.2 All Staff and Volunteers: Must understand their safeguarding duties, complete training, report concerns promptly and maintain professional conduct.

6.3 Trustees: Ensure robust safeguarding governance, policy review, and accountability.

6.4 Employer and Corporate Partners: Must uphold safeguarding principles when engaging with students or graduates, share concerns promptly, and ensure safe environments.

7. Definitions

7.1 Safeguarding: Protecting an individual's right to live in safety, free from abuse, harm, and neglect. This includes taking proactive steps to prevent harm and respond appropriately to concerns.

7.2 Abuse: Any mistreatment, exploitation, or act (or failure to act) that causes harm. Abuse can take many forms, including:

Physical abuse: Hitting, slapping, pushing, misuse of medication, or inappropriate restraint.

Emotional or psychological abuse: Threats, humiliation, controlling behaviour, isolation, or verbal abuse.

Sexual abuse: Any sexual activity without consent, including unwanted touching, coercion, or exposure to sexual acts.

Financial or material abuse: Theft, fraud, coercion in relation to money or property, or misuse of financial resources.

Neglect and acts of omission: Ignoring medical or physical care needs, failure to provide access to necessary services, or withholding essentials.

Discriminatory abuse: Harassment or slurs based on race, gender, disability, sexual orientation, or other protected characteristics.

Organisational abuse: Neglect or poor practice within a setting or service, including lack of dignity, choice, or independence.

Self-neglect: A person’s failure to care for themselves in a way that threatens their health or safety.

Domestic abuse: Any incident of controlling, coercive, threatening behaviour, violence or abuse between people aged 16 or over who are, or have been, intimate partners or family members.

Modern slavery: Encompasses human trafficking, forced labour, and exploitation.

7.3 Vulnerable Adults: Adults aged 18 and over who may need care or support due to disability, illness, trauma, mental health challenges, experience of homelessness, or social disadvantage, and who may be unable to protect themselves from harm or exploitation. Vulnerability may be temporary, fluctuating, or long-term and should be assessed in the context of the individual's circumstances.

8. Types of Abuse

Physical Abuse: Includes hitting, slapping, kicking, pushing, misuse of medication, inappropriate restraint, or forcing participation in activities against their will.

Emotional or Psychological Abuse: Persistent emotional maltreatment that can cause psychological trauma such as anxiety or depression. Includes verbal abuse, intimidation, threats, isolation, and undermining confidence.

Sexual Abuse: Involves forcing or coercing someone to take part in sexual activities. Includes assault, harassment, inappropriate touching, non-consensual exposure to sexual content, or grooming.

Financial or Material Abuse: Includes theft, fraud, exploitation, undue pressure in connection with wills or financial transactions, misuse of benefits, or restricting access to funds.

Neglect and Acts of Omission: Failure to provide necessary care, support, or services. Includes ignoring medical, emotional, or physical needs, withholding food or medication, or failing to provide safe environments.

Self-Neglect: Behaviour that threatens personal health or safety. Includes refusal of necessary care or support, hoarding, poor hygiene, and failure to maintain a safe living environment. Often linked to mental health, trauma, or social isolation.

Discriminatory Abuse: Harassment or unfair treatment based on protected characteristics such as age, gender, race, disability, sexual orientation, religion, or cultural background.

Domestic Abuse: Behaviour by a current or former partner or family member that is controlling, coercive, threatening, or violent. Includes emotional, financial, and physical abuse.

Modern Slavery: Encompasses slavery, human trafficking, forced labour, and domestic servitude. Victims may be controlled through violence, debt bondage, or threats.

Organisational/Institutional Abuse: Poor care practices, rigid routines, lack of person-centred care, or abusive behaviour from professionals or within settings such as placements or partnerships.

9. Recognising Abuse

Hotel School staff must be alert to the subtle and overt signs of abuse. These may include changes in behaviour, reluctance to engage, unexplained injuries, withdrawal, fearfulness, or unusual financial transactions. Reporting concerns quickly and sensitively is essential.

10. Disclosures

Hotel School recognises that individuals may disclose experiences of abuse, neglect, or other safeguarding concerns at any time. It is essential that staff and volunteers respond appropriately to disclosures to ensure the individual feels supported, safe, and taken seriously.

How to Respond to a Disclosure

Listen carefully and calmly: Allow the individual to speak freely without interruption. Show empathy and reassurance, acknowledging their courage in sharing sensitive information.

Avoid leading or probing questions: Do not ask questions that suggest answers or make the individual feel pressured. Use open-ended prompts only if necessary, such as “Can you tell me more about that?”

Do not promise confidentiality: Be clear that while you will keep information private where possible, you may need to share details with relevant safeguarding professionals to ensure the person’s safety.

Record accurately and promptly: Document the disclosure as soon as possible, using the individual’s own words where possible (verbatim). Include dates, times, locations, and any other relevant details. Avoid personal opinions or assumptions.

Reassure and support: Let the person know they have done the right thing by telling you, and that they will be supported throughout any safeguarding process.

Report immediately: Share the disclosure with the Designated Safeguarding Lead (DSL) without delay, following the established reporting procedures.

What Not to Do

Do not investigate or try to gather more information beyond what is shared.

Do not express shock, disbelief, or blame.

Do not confront the alleged abuser.

Do not delay reporting or recording the disclosure.

Supporting Individuals Who Disclose

Hotel School is committed to ensuring that individuals who disclose safeguarding concerns receive timely and appropriate support. This may include:

Providing a safe and private space to talk.

Offering emotional reassurance and validation.

Signposting or referring to specialist services such as counselling or healthcare.

Maintaining confidentiality to the extent possible, respecting the individual’s wishes while prioritising their safety.

By responding sensitively and professionally to disclosures, staff and volunteers help create a culture of trust and safety, essential for effective safeguarding.

11. Reporting Procedures

Hotel School takes a proactive and person-centred approach to safeguarding. The following procedures outline how staff and volunteers must respond to safeguarding concerns or unexplained non-contact, ensuring every individual is supported safely and respectfully.

11.1 General Safeguarding Concern

Ensure Immediate Safety
a. If someone is at immediate risk of harm, call 999.
b. Remove the person from danger if it is safe to do so.
c. Offer reassurance and a calm presence. Respect the person’s privacy and dignity.
Report the Concern Promptly
a. Share the concern with the Designated Safeguarding Lead (DSL) as soon as possible.
b. If the DSL is unavailable, report to a senior manager or trustee.
c. Never delay reporting – it is better to raise a concern that turns out to be unfounded than to miss a risk.
Record the Concern Clearly
a. Log details in Inform:

If you are a staff member with access to Inform, log the concern there including: what was observed or disclosed, dates, times, and location, people involved or present, and immediate actions taken. If you do not have access to Inform (e.g. volunteers), report in writing using the safeguarding concern via email to the DSL, covering the same key points. Avoid assumptions or personal interpretations; focus on objective facts.

Write the report as soon as possible after the event to ensure accuracy

What was observed or disclosed

Dates, times, and location

People involved or present

The language used by the individual (verbatim if possible)

Immediate actions taken or decisions made

c.
Avoid assumptions or personal interpretations; focus on objective facts.

4. Undertake a Risk Assessment
a. The DSL and reporting staff member will assess:

The nature and severity of the concern

The individual's background, vulnerabilities, and support needs

Whether the person has capacity to make decisions

Any history of similar concerns
b. The assessment must be trauma-informed and person-centred.

5. Create a Risk Management Plan
a. Develop a plan based on the risk level, which may include:

Increased contact or supervision

Mental health or housing support referrals

Adapted programme delivery or temporary withdrawal

Engagement with support networks (e.g., mentors or peers)

6. Make External Referrals (if needed)
a. Contact external agencies where appropriate:

Adult Social Care

Police

NHS or mental health teams

Housing or other appropriate services
b. Seek consent before sharing personal information unless:

There is an immediate or serious risk of harm

It is legally required to do so without consent
7. Provide Ongoing Support
a. Keep the individual informed and involved in decisions where possible.
b. Assign a staff member as a point of contact.
c. Offer emotional support and signpost to specialist services.

11.2 Students – Unexplained Non-Contact

If a student disengages from the programme without explanation, staff should respond in a way that is proportionate, trauma-informed, and sensitive to the context. Some students may disengage due to anxiety, instability, or other barriers. Others may choose to leave the programme in the early stages.

Use Professional Judgement
a. If non-contact occurs in the first week or two of training, assess the context:

Has the student previously communicated challenges?

Were there signs of anxiety, withdrawal, or disengagement?

Is the student already linked with a mentor, support worker, or external agency?
b. It may be appropriate to allow a short period for the student to re-engage voluntarily before escalating.

2. Initial Contact Attempt
a. Attempt to contact the student via phone, text, or email within 24–48 hours of non-attendance.
b. Keep tone supportive and encouraging — avoid language that may feel pressuring or punitive.
c. If appropriate, check in with mentors or key staff to share concerns and insights.
3. Escalation and Further Contact
a. If there is no response, consult with the DSL before taking further steps.
b. DSL and programme staff may decide whether a second contact attempt or outreach to emergency contacts is appropriate, based on the level of concern and student history.

4. Document and Monitor
a. Log all contact attempts and discussions in Inform.
b. Note rationale for the course of action (e.g., waiting, contacting a third party, referring).
c. Maintain professional curiosity while avoiding assumptions — some students may return unexpectedly and require a supportive re-entry.
5. Reconnection and Support
a. If contact is re-established, offer a supportive conversation to understand the student’s needs and determine how best to proceed.
b. Consider adjustments to support plans, expectations, or schedule based on barriers identified.

12. Employment & Progression

This specifically applies to the Employment and Progression Team (EPT) at Hotel School, including all staff, volunteers, and mentors who work directly with graduates. The EPT Team plays a key role in supporting graduates who may have faced a range of challenges, and it is essential that their well-being is safeguarded throughout their employment and progression support.

The EPT is responsible for supporting graduates on their journey by providing employment support, helping them secure and sustain employment, and assisting with any other challenges they may face along the way. As they interact directly with graduates, they are required to uphold the highest standards of safeguarding to ensure that graduates are not exposed to harm or exploitation, and that their mental, emotional, and physical welfare is protected.

This outlines the responsibilities and procedures that members of this team must follow to identify and respond to any safeguarding concerns that may arise during their interactions with graduates. It covers everything from one-on-one sessions to training and career development activities that involve direct contact with the graduates.

12.1 Graduates – Unexplained Non-Contact

For graduates previously engaged with support or at known risk, unexplained disengagement may require follow-up. However, actions should be proportionate, and context driven.

Initial Outreach
a. Attempt contact via phone, email, or text using a compassionate, non-intrusive tone. Inform the Employment + Progression Manager or DSL if not available.
b. Make note of any scheduled check-ins or previously known vulnerabilities.
Second Attempt and Escalation
a. If there is no response within 48 hours, make a second attempt to reach the graduate. Simultaneously, the graduate’s emergency contact should also be approached.
b. Escalate to the DSL to discuss whether further action is warranted, considering:

The graduate’s history

Any signs of concern in recent interactions

Whether the disengagement is highly unusual or expected (e.g. periods of instability)
3. Home Visit or Written Communication
a. If both the graduate and their emergency contact fail to respond, the EPT team should undertake a risk assessment. Based on this assessment, a professional judgment should be made regarding the potential risk to the graduate’s safety and wellbeing. Appropriate actions must then be taken to mitigate identified risks. If the situation presents complex or concerning risk indicators - such as prior safeguarding issues, known mental health struggles, or social isolation then a home visit may be appropriate. Visits should only be conducted when it is safe for staff and the timing is appropriate.
b. The timing of a home visit should reflect:

The urgency of risk

The graduate’s known patterns of engagement

The DSL’s professional judgement
c. If safe, visit with the home and leave a letter requesting contact if no one is home. Do not enter the home if the graduate or someone else answers.
4. Risk Assessment and External Referral
a. DSL and staff assess risk severity.
b. If harm is suspected or risk is high, refer to:

Local safeguarding adults' team

Mental health crisis services

Housing or social services

Police (only in cases of serious and immediate risk)
5. Documentation and Review
a. Recording and Monitoring: All attempts to contact the graduate, assessments of the situation, and any actions taken should be fully documented in Inform. This ensures a transparent and traceable process and helps ensure that appropriate follow-up steps are taken.
b. Continued Monitoring and Support: Once contact is re-established, the EPT team should assess if additional support or adjustments are needed, whether regarding employment, personal development, or other areas of concern.

12.2 Training and Awareness for EPT Staff

EPT staff and volunteers will receive regular, role-specific safeguarding training tailored to the unique challenges graduates may face.

13. Historic Abuse

Hotel School recognises that individuals may disclose experiences of abuse that occurred in the past, sometimes many years prior. Such disclosures are treated with the utmost seriousness and sensitivity, regardless of when the alleged abuse took place.

Responding to Historic Abuse Disclosures

All historic abuse allegations will be listened to with respect, empathy, and without judgement.

Staff and volunteers must reassure the individual that their disclosure is taken seriously and that support will be provided.

It is important to acknowledge that disclosures of historic abuse can have a significant emotional impact and may raise concerns about the individual’s current safety and well-being.

Safeguarding Procedures

Hotel School will follow its standard safeguarding procedures when a historic abuse disclosure is made.

This includes assessing whether there is any current risk to the individual or others and making appropriate referrals to external agencies such as adult social care or the police.

Confidentiality will be maintained throughout, with information shared only on a need-to-know basis and in line with relevant data protection laws.

Support and Follow-Up

Individuals disclosing historic abuse will be offered emotional support and signposted to specialist services where appropriate.

Staff involved in managing such disclosures will be provided with appropriate training and supervision to ensure they can respond effectively and compassionately.

The organisation recognises the importance of a trauma-informed approach to historic abuse, understanding that past experiences may continue to affect the individual’s health and behaviour.

By addressing historic abuse disclosures with care and diligence, Hotel School demonstrates its commitment to the safety, dignity, and ongoing support of all those it serves.

14. Confidentiality and Information Sharing

Information is shared only on a need-to-know basis and in line with GDPR and the Data Protection Act 2018. Consent will be sought wherever possible. Sharing without consent occurs only if risk justifies it.

Confidentiality Exceptions

While Hotel School respects and upholds the confidentiality of all individuals, there are important exceptions where confidentiality must be overridden to ensure safety and compliance with legal obligations. Confidential information may need to be shared without consent if there is a risk of serious harm to the individual or others. This includes situations where:

There is an immediate or significant risk of abuse, neglect, or exploitation.

Disclosure is necessary to protect vulnerable adults or children from harm.

The law requires information to be shared, such as in cases of safeguarding investigations or court orders.

Staff and volunteers should be reassured that sharing information in these circumstances is both appropriate and necessary to safeguard individuals. All information sharing will be handled sensitively, on a strict need-to-know basis, and in line with GDPR and the Data Protection Act 2018. Wherever possible, consent will be sought, and the individual will be informed about what information is being shared and why.

This exception is critical to enable timely and effective safeguarding responses, balancing confidentiality with the paramount duty to protect the safety and well-being of those we serve

15. Multi-Agency Approach

Effective safeguarding is dependent on strong collaboration and communication between multiple agencies. Hotel School is committed to working proactively and cooperatively with a range of partners to ensure the safety and well-being of all individuals involved in our programmes.

Partnership and Collaboration

We will maintain close working relationships with local authorities, adult social care, health services, the police, housing providers, mental health services, and other relevant organisations.

This multi-agency approach ensures that safeguarding concerns are addressed holistically, drawing on the expertise and resources of each partner to provide the best possible support.

Information Sharing and Referral

Where safeguarding concerns arise, Hotel School will promptly share information with the appropriate agencies in line with legal frameworks and data protection regulations.

Referrals will be made without delay when there is suspicion or evidence of abuse, neglect, or harm, to facilitate timely investigation and intervention.

Joint Working and Reviews

We recognise that safeguarding cases often require ongoing joint working, including case conferences, strategy meetings, and multi-agency safeguarding hubs (MASH) involvement.

Hotel School commits to active participation in these processes, contributing relevant information and supporting coordinated plans to safeguard individuals.

Commitment to Best Practice

By engaging in a multi-agency approach, Hotel School upholds best practice standards and statutory guidance, ensuring that safeguarding actions are effective, consistent, and centred on the needs of the individual.

This collaborative approach strengthens our safeguarding framework and helps create a safer environment for all members of our community.

16. Allegations of Abuse Against Staff

Hotel School takes any allegations or suspicions of abuse involving staff or volunteers extremely seriously. Such concerns must be reported immediately to the Designated Safeguarding Lead (DSL). If the allegation concerns the DSL themselves, the report must be made directly to a senior trustee.

Reporting and Initial Response

All allegations or suspicions must be treated with the utmost confidentiality and urgency. Staff and volunteers should not attempt to investigate or resolve the matter independently.

The person receiving the allegation must listen carefully and record all details accurately, including dates, times, locations, and the nature of the allegation.

The organisation will ensure that the rights, dignity, and welfare of all parties involved - both the alleged victim and the accused - are protected throughout the process.

Investigation Process

Hotel School will carry out a fair, thorough, and timely investigation following established safeguarding procedures.

Investigations will be conducted in a manner that minimises distress and disruption to all parties.

Where appropriate, external agencies such as local safeguarding teams or the police will be involved to ensure impartiality and compliance with legal obligations.

The organisation will maintain clear records of all actions taken, decisions made, and outcomes.

Suspension and Support

Pending the outcome of the investigation, the organisation may suspend the accused staff member or volunteer on full pay, where applicable, to protect all individuals and maintain a safe environment.

Support will be offered to both the person making the allegation and the accused, including access to counselling or other professional support services.

Whistleblowing and non-retaliation

Staff and volunteers are encouraged to raise concerns without fear of retaliation or victimisation.

Hotel School will uphold an open culture where safeguarding concerns can be reported safely and confidentially.

By addressing allegations of abuse against staff swiftly and transparently, Hotel School ensures accountability and maintains a safe, respectful environment for all participants and personnel

17. Kitchen and External Engagement Safeguarding

Hotel School activities often involve working in shared or public spaces including kitchen environments, hospitality venues, and external employer or corporate partner sites. These settings bring valuable learning and networking opportunities but also present specific safeguarding considerations.

17.1 Safe Kitchen Practice:

A kitchen risk assessment must be conducted regularly to identify and mitigate any potential hazards.

Staff and volunteers must ensure that the kitchen is supervised and safe at all times during student use.

Clear health and safety protocols must be followed including hygiene, appropriate attire, and safe equipment use.

Any serious incidents or safeguarding concerns arising in the kitchen (e.g. injury that require medical assistance) must be reported using the safeguarding reporting process.

The kitchen should be a psychologically informed space, where expectations are clearly communicated, and students are treated with dignity and patience.

Risk assessments must be reviewed regularly and updated following any incidents or changes in kitchen use

17.2 External Site Visits and Placements:

Before placements or visits, staff should ensure the external partner has been briefed on our safeguarding standards.

Students should be given a point of contact at Hotel School to whom they can report issues confidentially.

17.3 Corporate Engagement and Events:

Where corporate supporters engage directly with students (e.g. through volunteering or mentoring), expectations around respectful conduct, boundaries, and communication must be clearly set.

Students should never be left alone in unsupervised or closed-door settings with external guests unless part of a structured, approved programme.

By recognising the unique dynamics of these environments, we can ensure that safeguarding remains embedded and robust across all Hotel School activities.

18. External Partners

Hotel School works closely with external partners in the hospitality industry and corporate sector who contribute to the success of our programmes. These include hospitality & other professionals who deliver sessions at Hotel School, offer work experience placements, and support students and graduates as they transition into employment.

We expect all external organisations and representatives to adhere to the following safeguarding standards:

Uphold Safeguarding Standards: Partners must promote a safe, inclusive environment free from discrimination, harassment, or exploitation. This includes ensuring all individuals involved in delivery or supervision are trained in basic safeguarding principles.

Share Information When Risks Arise: External partners must notify Hotel School’s DSL promptly if any safeguarding concerns are disclosed, witnessed, or suspected during the course of work experience placements, in-facility visits, or collaborative sessions.

Follow Appropriate Safeguarding Procedures: Depending on the setting, partners should follow either their own internal safeguarding procedures or those of Hotel School. Where ambiguity exists, the DSL will provide guidance to ensure concerns are managed in line with best practice and legal duties.

Safe and Respectful Work Environments: Partners must ensure that work placements and activities are welcoming and psychologically informed. Any form of exploitation, discrimination, or unsafe conduct must be addressed immediately.

Partnership Arrangements: All partnerships must include clear safeguarding clauses within their terms of engagement, outlining expectations for conduct, incident reporting, and communication with Hotel School.

Ongoing collaboration with employer and corporate partners is a core strength of our model. Corporate supporters, such as funders, event hosts, or those offering professional development opportunities, are also expected to uphold safeguarding principles when engaging with Hotel School participants. Where their activities involve direct contact with students or graduates (e.g. site visits, events, or mentoring), safeguarding expectations must be clearly communicated and agreed upon in advance. A designated point of contact should be identified, and concerns must be escalated to Hotel School’s DSL promptly. Safeguarding is a shared responsibility, and maintaining high standards across all placements, sessions, and external engagements is vital to the safety and success of our students and graduates. Safeguarding is a shared responsibility, and maintaining high standards across all placements and external sessions is vital to the safety and success of our students and graduates.

19. Maintaining Professional Boundaries

Maintaining professional boundaries is essential in creating a safe, respectful, and psychologically informed environment for all participants.

Respectful, Appropriate Relationships: Staff and volunteers must model consistent, supportive behaviour that reinforces trust and professional integrity. Relationships must remain purpose-driven, centred on the individual's progression, not personal connection.

Avoid Dual Relationships: Personal friendships, romantic or sexual involvement, or any relationship that blurs the line between professional and personal roles with students or graduates is strictly forbidden and considered unprofessional. Staff and volunteers must not socialise with students or graduates outside the programme and Employment & Progression context unless expressly approved by management for a formal purpose (e.g. mentoring or graduate engagement). Socialising is only permitted when it is part of a clearly defined and approved Hotel School activity, such as a programme event, graduate event, fundraising event, or other official event directly related to Hotel School’s mission. These boundaries are in place to protect all parties from coercion, exploitation, or the appearance of impropriety.

Clear Communication Channels: Staff must use official Hotel School channels (e.g. work email, designated phone numbers) for all student communication. Private social media contact is prohibited unless explicitly authorised for structured alumni engagement with clear safeguarding parameters.

No Personal Financial or Material Support: Staff and volunteers must not offer students or graduates money, accommodation, or other personal material aid. Any concerns about a participant’s unmet needs should be raised with the DSL or Employment & Progression team to ensure support is given through appropriate channels.

Report Boundary Concerns: Any situation that may compromise boundaries or present a conflict of interest must be reported to the DSL. Early reporting enables clear action and protects both staff and participants from misunderstanding or harm.

These boundaries are not intended to inhibit compassion, but to safeguard the well-being of all parties and uphold the professionalism that underpins psychologically informed work.

20. Digital and Online Safety

With increased use of digital tools and communication methods, it is essential that all staff and volunteers maintain professional standards and safeguarding vigilance online.

Staff must:

Use Work Emails Only: All communication with students and graduates must be conducted via Hotel School-issued email accounts or designated work platforms. This ensures professional boundaries and allows for oversight.

Avoid Personal Social Media Contact: Staff and volunteers must not engage with students or graduates through personal social media accounts. This includes friending, following, messaging, or interacting with personal content on platforms like Facebook and Instagram unless previously agreed and managed as part of formal alumni engagement.

Report Online Safeguarding Concerns: Any concerns about inappropriate online behaviour, harassment, or digital disclosures of abuse must be reported immediately to the DSL using the standard safeguarding procedures.

Be Aware of Online Risks: Staff should remain alert to potential signs of digital exploitation, online grooming, or coercive control. This is particularly important when working with individuals who may be socially isolated or have previously experienced abuse.

Protect Personal and Professional Boundaries: Maintain a professional tone and avoid overly familiar or ambiguous language in written communication. Clarify boundaries when necessary to ensure respect and psychological safety.

Training and Support: Staff will receive guidance on safe digital practices as part of induction and ongoing safeguarding development.

21. Staff Wellbeing and Supervision

Staff working in safeguarding roles often engage with complex, emotionally challenging situations. To ensure their mental health and effectiveness are maintained, Hotel School is committed to promoting wellbeing, reflective practice, and psychological safety.

Regular Supervision: Staff involved in safeguarding receive scheduled reflective supervision, either individually or in group settings. These sessions provide space to discuss difficult cases, receive feedback, and build resilience.

Clinical Supervision Access: Staff have access to clinical supervision & reflective practice to process complex emotional or psychological impacts arising from safeguarding work.

Debriefing and Emotional Support: The DSL offers informal and formal opportunities for debriefing following critical incidents or safeguarding disclosures. This helps prevent the cumulative impact of secondary trauma and emotional exhaustion.

Open-Door Policy: Staff are encouraged to seek support from the DSL, line managers, or peers whenever needed. Concerns about emotional wellbeing, workload stress, or case complexity will be treated sensitively and confidentially.

Promoting a Supportive Culture: Hotel School actively fosters a workplace culture rooted in kindness, mutual respect, and care. Team meetings, check-ins, and reflective practice are embedded in daily routines to create a psychologically informed staff environment.

Training and Resilience Building: Ongoing CPD includes training on managing vicarious trauma, stress awareness, and setting boundaries. Staff are encouraged to access external counselling or mental health support where needed.

Workload Monitoring: Managers monitor safeguarding caseloads and adjust workloads or timelines when staff are managing particularly complex or high-risk issues. Staff wellbeing is prioritised alongside safeguarding delivery.

Supporting the emotional wellbeing of staff is central to effective safeguarding practice. We recognise that a supported, reflective team is essential to maintaining a safe and empowering environment for our students and graduates.

22. Cultural Sensitivity and Inclusivity

Hotel School recognises and values the diverse cultural, social, and personal backgrounds of all individuals we serve. Our safeguarding approach is inclusive and culturally sensitive, ensuring that everyone - regardless of race, ethnicity, religion, gender identity, sexual orientation, disability, or socio-economic status - is treated with respect, dignity, and understanding.

We commit to:

Recognising and addressing cultural factors that may affect an individual’s experience or disclosure of safeguarding concerns.

Avoiding assumptions or stereotypes, and tailoring support to meet individual needs.

Providing training to staff and volunteers on cultural competence and unconscious bias.

Ensuring communication is accessible and respectful of language, beliefs, and customs.

This approach supports a safe and welcoming environment for all participants and upholds our values of fairness and inclusion.

23. Review and Learning

Hotel School is committed to continuous improvement in safeguarding practice. Every safeguarding case is treated as an opportunity for organisational learning and development.

Case Reviews: Each safeguarding concern or incident is reviewed by the DSL and relevant staff members to assess how effectively the situation was handled. The focus is on identifying good practice and areas where improvements can be made.

Actionable Learning: Insights from case reviews are used to inform updates to safeguarding procedures, risk management strategies, and staff training. Where appropriate, anonymised learning is shared across the team to enhance collective knowledge.

Policy Revisions: Learning from safeguarding cases feeds directly into the review and revision of the safeguarding policy and related documents. This ensures that our policy remains relevant, practical, and aligned with real-world challenges.

Annual Policy Review: The safeguarding policy is formally reviewed at least once a year to ensure ongoing compliance with legal requirements, sector guidance, and emerging best practices. This review incorporates internal feedback and relevant external developments.

Reflective Culture: Staff are encouraged to participate in open discussions about safeguarding practice and to share suggestions for improvement. This reflective approach strengthens accountability and reinforces our psychologically informed culture.

Continuous learning and reflective practice are essential to keeping our safeguarding approach responsive, trauma-informed, and effective.

24. Whistleblowing

Hotel School staff and volunteers can raise concerns through the internal whistleblowing procedure or externally to the Charity Commission. Whistleblowing reports will be treated confidentially, and no retaliation will occur against anyone raising concerns in good faith

25. Safer Recruitment

Hotel School is committed to recruiting staff and volunteers who share our values and who are equipped to work safely and effectively with vulnerable adults in a psychologically informed environment. All recruitment practices aim to promote safeguarding, minimise risk, and ensure transparency.

Recruitment processes include:

DBS Checks: All staff undergo a Disclosure and Barring Service (DBS) check prior to starting employment. Volunteers may also subject to appropriate DBS clearance, based on their level of engagement.

Safeguarding Declarations for Volunteers: All volunteers must confirm understanding of Hotel School’s safeguarding principles and receive a safeguarding briefing or update prior to involvement.

Interview Safeguarding Questions: Interviews for all roles include questions that assess a candidate’s understanding of safeguarding and their ability to work safely with vulnerable adults.

Reference Checks: At least two references are obtained for each staff member, with specific questions related to character, conduct, and suitability to work in a safeguarding context.

Safeguarding-Focused Induction: All new staff and volunteers participate in an induction programme which includes training on safeguarding responsibilities, reporting procedures, and trauma-informed practice.

Ongoing Supervision and Appraisal: Safeguarding is embedded into regular supervision and performance reviews to ensure ongoing vigilance, reflective practice, and continuous development.

26. Contact Information

DSL: Zoe Minihan – zoem@hotelschool.org.uk
Local Authority: 020 7641 2176 / adultsocialcare@westminster.gov.uk
Emergency Services: Call 999 for immediate danger.

27. Further Resources

For staff, volunteers, and partners seeking to deepen their understanding of safeguarding and trauma-informed practice, the following resources are available:

National Guidance

Care and Support Statutory Guidance (Care Act 2014):
www.gov.uk/government/publications/care-act-statutory-guidance

Working Together to Safeguard Adults (Department of Health & Social Care):
www.gov.uk/guidance/safeguarding-duties

Charity Commission Guidance on Safeguarding:
www.gov.uk/guidance/safeguarding-duties-for-charity-trustees

Training and Support

NSPCC Learning Hub: Offers adult safeguarding e-learning and webinars
learning.nspcc.org.uk

SCIE (Social Care Institute for Excellence): Free resources on adult safeguarding and trauma-informed practice
www.scie.org.uk

Homeless Link PIE Toolkit: Tools for creating psychologically informed environments
www.homeless.org.uk

Local Authority Resources

Westminster Safeguarding Adults Board: Guidance, training, and reporting forms
www.westminster.gov.uk/adult-social-care

Helplines and Reporting Services

Action on Elder Abuse Helpline: 0808 808 8141

Modern Slavery Helpline: 0800 0121 700

Mental Health Crisis Line (24/7): Provided locally by NHS or charity partners

28. Review and Updates

This policy will be reviewed at least annually, or sooner if legislative or organisational changes require it. Feedback from staff, volunteers, and external partners will inform ongoing improvements