Adult Safeguarding Policy

Create a Space CIC

Policy version: 1.0
Approved by: Emily McElroy and Carol Stevenson, Directors
Approval date: 12 October 2026
Next review: 12 October 2027

1. Our commitment to safeguarding

Create a Space CIC is committed to protecting the rights, dignity and wellbeing of all adults who engage with our organisation.

We believe every adult has the right to live free from abuse, neglect, exploitation and discrimination.

Create a Space provides creative programmes for neurodivergent young people and adults using a Creative Health approach. We recognise that some adults may have care and support needs and may be at greater risk of abuse because of disability, communication differences, mental ill health, social isolation or other vulnerabilities.

We want our spaces to feel welcoming and safe, where participants, carers, staff, volunteers and other members of our team are treated with respect and dignity, and everyone feels able to share their thoughts or raise concerns.

Safeguarding is everyone's responsibility. All directors, employees, volunteers, trainees, freelance artists, contractors and partner organisations are expected to promote the welfare of adults and respond appropriately to safeguarding concerns.

2. Our safeguarding principles

We are committed to making safeguarding part of everything we do, from organisational decisions to day-to-day activities.

Our approach focuses on preventing harm, managing risks and continually improving our practices.

We will:

Promote a culture where everyone's welfare and rights are respected.
Support dignity, independence, choice and inclusion.
Encourage adults to make informed decisions.
Listen to and respect the wishes of adults at risk.
Work with families, carers and partner organisations where appropriate.
Consider safeguarding in planning and decision-making.
Encourage openness, transparency and learning.
Recruit staff, volunteers and freelancers safely.
Provide appropriate safeguarding training.
Respond promptly and appropriately to concerns.
Maintain confidentiality while sharing information when necessary to protect someone.
Review safeguarding arrangements, supervision and risk assessments regularly.

3. Legal framework

This policy is informed by:

Care Act 2014
Mental Capacity Act 2005
Human Rights Act 1998
Equality Act 2010
Data Protection Act 2018
UK General Data Protection Regulation (UK GDPR)

4. The six principles of adult safeguarding

Create a Space follows the six adult safeguarding principles set out in the Care Act guidance.

Empowerment: Supporting adults to make their own informed decisions.

Prevention: Taking action before harm occurs.

Proportionality: Responding appropriately to the level of risk.

Protection: Supporting those most at risk.

Partnership: Working with individuals, families and relevant organisations.

Accountability: Making sure safeguarding responsibilities are clear.

These principles help guide our decisions and ensure we respect people's rights, choices and independence.

5. Roles and responsibilities

Directors

The Directors have overall responsibility for safeguarding at Create a Space CIC.

They will:

Make safeguarding a core organisational responsibility.
Appoint a suitably trained Designated Safeguarding Lead (DSL).
Ensure policies, procedures and risk assessments remain effective.
Provide appropriate resources for safeguarding and training.
Review safeguarding arrangements annually.
Encourage openness, accountability and continuous improvement.

Designated Safeguarding Lead (DSL)

The Designated Safeguarding Lead is responsible for:

Receiving and responding to safeguarding concerns.
Maintaining accurate and confidential safeguarding records.
Contacting Adult Social Care, the Police and other agencies when appropriate.
Supporting staff, volunteers and participants.
Making sure safeguarding procedures are followed.
Maintaining up-to-date safeguarding knowledge and training.

Staff, volunteers, freelancers and trainees

Everyone working with Create a Space must:

Promote the welfare and rights of adults.
Follow this policy and associated procedures.
Complete appropriate safeguarding training.
Report safeguarding concerns immediately.
Maintain professional boundaries.
Respect confidentiality while recognising when information must be shared to keep someone safe.
Help create an inclusive, respectful and emotionally safe environment.

All Create a Space staff members have an Enhanced DBS check and have undertaken safeguarding training.

Staff understand how to identify, report and respond to safeguarding concerns in accordance with our procedures.

All team members will be made aware of their responsibilities, the objectives of activities, our Code of Conduct and relevant emergency procedures.

6. Recognising abuse

Abuse can take different forms, including:

Physical abuse
Emotional or psychological abuse
Sexual abuse
Financial or material abuse
Neglect and acts of omission
Domestic abuse
Modern slavery
Discriminatory abuse
Organisational abuse
Self-neglect
Online abuse
Coercive or controlling behaviour

Possible signs of abuse may include unexplained injuries, changes in behaviour, fearfulness, withdrawal, poor living conditions, financial concerns or significant self-neglect.

An adult may also tell someone directly about abuse or something that is worrying them.

7. Responding to safeguarding concerns

If an adult tells us about abuse or a safeguarding concern is identified, we will:

Stay calm.
Listen carefully.
Take the person seriously.
Avoid investigating the concern ourselves.
Explain that information may need to be shared to keep them or others safe.
Record the facts accurately, using the person's own words wherever possible.
Report the concern immediately to the Designated Safeguarding Lead.

If someone is in immediate danger, call 999.

Where appropriate, adults will be supported to make their own decisions about safeguarding referrals.

We recognise that information may sometimes need to be shared without consent where there is a legal duty or significant public interest requiring action.

8. Mental capacity and consent

We presume that adults have the capacity to make their own decisions unless there is evidence otherwise.

Where concerns arise about someone's ability to make a particular decision, we follow the principles of the Mental Capacity Act 2005.

We provide appropriate support to help individuals understand information and make their own informed choices wherever possible.

Where an adult is assessed as lacking capacity to make a particular decision, any action taken on their behalf must be in their best interests and use the least restrictive appropriate option.

9. Safe working practices

Everyone working with Create a Space must:

Maintain appropriate professional boundaries.
Treat everyone with dignity, fairness and respect.
Respect privacy and confidentiality.
Promote equality, diversity and inclusion.
Avoid abusive, exploitative or discriminatory behaviour.
Follow our guidance on photography, social media and online communication.
Report concerns about colleagues or volunteers immediately.
Model respectful, safe and inclusive behaviour.

Staff will provide appropriate supervision and individual support where required while respecting participants' independence, privacy and choices.

10. Safeguarding in our creative spaces and studio

Create a Space delivers activities in dedicated creative spaces, including a private studio room within a building shared with other practising artists.

Although our studio is a private space for our activities, we recognise that other artists and building users may be present in communal areas and may not have undergone DBS checks through Create a Space.

We therefore maintain clear safeguarding arrangements when participants use the studio.

Our arrangements include:

Aiming to have a Create a Space staff member with an appropriate Enhanced DBS check present when participants require safeguarding support or supervision.
Keeping the studio door open if the DBS-checked staff member temporarily leaves, so a participant is not left in a closed private room with an adult who has not undergone an appropriate DBS check through Create a Space.
Never leaving participants requiring support or supervision in the care of other artists or building users who have not been authorised to provide that support.
Being aware of who is using the wider building.
Managing access to the studio appropriately.

Activities in other venues

For projects delivered in spaces that are not shared with other groups:

Only participants registered for the project will take part.
Accompanying adults will be known and accounted for before activities begin.
Access to the activity space will be appropriately managed.

These arrangements will be considered in relevant venue and activity risk assessments.

11. Supporting neurodivergent participants

We recognise that neurodivergent adults may experience or communicate distress and safeguarding concerns in different ways.

Our staff and volunteers will:

Use clear, accessible communication.
Respect different communication styles.
Respect sensory needs and differences.
Recognise that anxiety, shutdowns and meltdowns may indicate distress.
Avoid making assumptions based on diagnosis.
Make reasonable adjustments to support participation.
Respect each person's autonomy, dignity, independence and choices.
Provide individual support where appropriate.
Create emotionally and physically safe environments.

We may gather relevant information about communication, sensory, accessibility and support needs before activities to help us plan appropriate adjustments.

Where possible, a quiet or chill-out space will be available for anyone who needs time away from the main activity or feels overwhelmed.

12. When someone becomes distressed or overwhelmed

Create a Space has procedures for responding when a participant becomes significantly distressed or dysregulated.

Staff will respond calmly and respectfully, taking account of the participant's autonomy, communication needs and individual circumstances.

Where appropriate, staff will:

Reduce immediate demands and sources of distress.
Offer access to a quiet or chill-out space.
Use calm, clear and familiar communication.
Allow time and space for the participant to regulate.
Follow relevant individual support information.
Ensure the safety of the participant and others.
Contact an agreed carer, family member or emergency contact where appropriate.
Seek emergency assistance if there is an immediate risk of harm.
Record significant incidents and review what happened afterwards.

Our response will be proportionate and use the least restrictive approach possible.

Following a significant incident, we will consider whether risk assessments, reasonable adjustments or individual support arrangements need to be reviewed.

13. Risk assessments and safe environments

We regularly assess risks associated with our activities, workshops, studio, other venues and equipment.

Risk assessments consider:

The activity taking place.
Materials, tools and equipment.
The physical environment.
Accessibility and evacuation arrangements.
Staffing and supervision.
Sensory and communication needs.
Individual support requirements.
Other people using shared spaces.
Emergency arrangements.
Any additional risks associated with a particular activity or participant.

We take appropriate steps to reduce identified risks and review assessments when circumstances change or following a significant incident.

14. Emergency procedures

Create a Space maintains emergency procedures appropriate to its activities and venues.

Staff and relevant team members are made aware of these procedures.

Our emergency arrangements include, where appropriate:

Fire safety and evacuation.
First aid.
Contacting emergency services.
Contacting an agreed carer, family member or emergency contact.
Supporting a participant who becomes distressed or dysregulated.
Responding to accidents or medical emergencies.
Reporting safeguarding concerns.
Recording and reviewing significant incidents.

15. Confidentiality and information sharing

We follow UK data protection legislation and guidance to ensure personal and sensitive information is collected only where necessary and stored securely.

Safeguarding records are kept confidential and shared only with those who need the information to help protect an individual.

We recognise that information may need to be shared with appropriate organisations when an adult is at risk of harm, where there is a lawful basis for doing so.

Information about additional needs, communication preferences, sensory requirements or support arrangements is treated respectfully and used to provide appropriate support.

For more information, please see our Privacy Policy.

16. Photography and creative work

We recognise that photography and filming can cause anxiety for some participants and that everyone has a right to privacy and choice.

No participant or their artwork will be photographed or used for publicity without appropriate permission and consent.

Anyone who chooses not to be photographed will still be able to take part fully in our activities.

Photographs will be managed and stored in accordance with our data protection and photography procedures.

17. Safer recruitment

We are committed to recruiting and working with people who understand their responsibility to keep adults safe.

Our safer recruitment procedures include:

Obtaining appropriate DBS checks where required.
Seeking suitable references.
Providing safeguarding induction.
Making sure everyone understands their safeguarding responsibilities.
Providing ongoing training and supervision.
Ensuring freelance artists and visiting practitioners receive safeguarding guidance before working with participants.

18. Reporting concerns about staff or other adults

Any concern about the behaviour of a staff member, volunteer, trainee, freelancer, visiting artist or Director should be reported immediately to the Designated Safeguarding Lead or another appropriate Director.

Where necessary, concerns will be referred to Adult Social Care, the Police or another relevant statutory agency.

Whistleblowing concerns will be taken seriously and handled appropriately and confidentially.

19. Monitoring and reviewing our safeguarding arrangements

We are committed to continually improving safeguarding practices.

We monitor safeguarding through:

Annual reviews of this policy.
Reviews following safeguarding incidents.
Updates when legislation or guidance changes.
Regular safeguarding risk assessments.
Feedback from participants, families, carers, staff and volunteers.
Ongoing safeguarding training and reflective practice.
Reporting safeguarding matters to Directors when appropriate.

This policy should be read alongside our other relevant policies and procedures, including:

Child Safeguarding Policy
Equality, Diversity and Inclusion Policy
Health and Safety Policy
Code of Conduct
Data Protection Policy
Online Safety Guidance
Whistleblowing Policy

20. Safeguarding contacts

If you have a concern about the safety or wellbeing of an adult, please contact the appropriate person or service.

Create a Space CIC

Email: emily@createaspace.org.uk

Emergency services: 999

Police (non-emergency): 101

Northumberland Adult Social Care (OneCall): 01670 536 400

If someone is in immediate danger, always call 999.

Policy approval and review

This policy was approved by the Directors of Create a Space CIC.

Emily McElroy, Director
Carol Stevenson, Director

Approval date: 12 October 2026
Next review date: 12 October 2027

This policy will be reviewed annually or sooner if relevant legislation, guidance or organisational circumstances change.