Safeguarding
For Review: 1st April 2026
This policy is reviewed annually and signed by our Executive Director Safeguarding Lead.
Our Organisation
Petallica Flower Farm is a community run flower farm. We produce and sell seasonal, organic, naturally-grown flowers in Gower, South Wales. We run a Women’s shed every Friday and Growing Connections every Wednesday, where the farm provides a beautiful, safe and welcoming environment for members of our community, who may be experiencing feelings of anxiety, depression or social isolation. We work with people of all ages and abilities.
Contents Table
Policy Statement
Definitions of terms used in the Policy
Legislation
Who is responsible for safeguarding & Designated Safeguarding Persons
Safe Recruitment, Selection, Training and Support
Whistleblowing
Allegations against staff, volunteers, directors, members
Disclosure and Barring (DBS)
Awareness of Harm or Abuse
Confidentiality
Consent and Reporting Procedure; Including allegations against a volunteer staff member or director/ outcome of report made to police or social worker
How to record and gather information?
1. Policy Statement
In implementing this policy: Petallica Flower Farm is fully committed to safeguarding and promoting the welfare of all children, young people and adults. It recognises its responsibility of all staff, volunteers and directors to take all reasonable steps to promote safe practice to safeguard and protect from harm, abuse and exploitation.
If we discover or suspect a child or adult is suffering harm we will notify the Social Services Department and/ or Police in order that they can be protected if necessary, following the practice and ethos of the Wales Safeguarding Procedures.
Those at Risk
Individuals at risk are children under 18 years of age and adults who have support needs and are experiencing or at risk of harm, abuse or neglect. This could include our volunteers as well as visitors and beneficiaries.
2. Definitions
A child
The Social Services and Well-being (Wales) Act 2014 and accompanying Guidance define a ‘child’ as a person who is aged under 18.
A child at risk
S.130 (4) of the Social Services and Well-being (Wales) Act 2014 defines a child at risk as a child who:
Is experiencing or is at risk of abuse, neglect or other kinds of harm;
Has needs for care and support (whether or not the authority is meeting any of those needs).
An Adult at risk
s126(1) of the Social Services and Well-being (Wales) Act 2014 defines an adult at risk as an adult who:
Is experiencing or is at risk of abuse or neglect,
Has needs for care and support (whether or not the authority is meeting any of those needs), and
As a result of those needs is unable to protect himself or herself against the abuse or neglect or the risk of it.
3. Legislative Framework
This policy aims to ensure compliance with the Social Services and Wellbeing (Wales) Act 2014 and accompanying safeguarding guidance Working Together to Safeguard People. Petallica Flower Farm has a duty to record and report any incidents or concerns. More information on the legal framework in Wales is available at Wales Safeguarding Procedures Website. We encourage staff and volunteers to download the app as a reference tool.
4. Responsibilities
Board of Directors
The board of directors recognise that they are ultimately responsible for safeguarding within Petallica Flower Farm CIC. New directors are only invited to join the board once after meeting all of the other directors, can provide 2 references and following a 2 month probationary period.
Other Agencies
We will work in partnership with other local/national agencies, such as SCVS and WCVA and our regional safeguarding board to put in place appropriate procedures for reporting, making referrals, accessing training and specialist support as and when required.
Designated Safeguarding Person
Our designated safeguarding lead is Lizzie Walshaw (Executive Director) supported by Bea Arscott (Executive Director) as Deputy. They will be available to volunteers and service users to speak to when they have any concerns, issues or complaints regarding safety, well-being or conduct of service users, volunteers and staff.
Lizzie Walshaw can be contacted on 07739567625 and at hello@petallica.org
Bea Arscott can be contacted on 07806612280 and at hello@petallica.org.
Any concerns should be discussed with the safeguarding officer or deputy as soon as possible.
The safeguarding officer and the deputy will have access to appropriate training to support them in their roles. They will liaise with appropriate local and national agencies, contribute to appropriate policies, maintain records and keep confidentiality, adhere to and promote this policy within the organisation, and support or provide access to support for individuals suffering harm or abuse.
5. Training and volunteers
Safeguarding induction into our policy is provided for everyone. Further safeguarding training is compulsory for all staff and lead volunteers. Designated safeguarding Persons are required to redo safeguarding training every 2 years and all other staff and lead volunteers are required to redo their training every 3 years.
All volunteers will be supported and supervised by the lead facilitator Lizzie Walshaw. 2 references will be required (1 of which may be a character reference but neither from a family member) and DBS checks obtained where the role is eligible for enhanced checks. Volunteers as well as paid staff will adhere to the code of conduct of Petallica Flower Farm when representing our organisation. Repeated failures to meet our conduct standards will result in disciplinary procedures and may lead to removal or dismissal.
6. Whistleblowing (Disclosure in the Public Interest)
We encourage staff or volunteers to report things that aren’t right, are illegal or if anyone at work is neglecting their duties, putting someone’s health and safety in danger or covering up wrongdoing.
In the first instance they should speak with the Safeguarding Officer, their deputy or one of the Directors.
Whistleblowing information: https://protect-advice.org.uk/
Though we would prefer our members and personnel to use internal processes whenever possible to make a report as above, this does not prevent them from making a report or referral to Social Services, in their own right as a private individual. However, this would not allow us to support them in this process in the same way.
7. Allegations against staff, volunteers, directors, members
Concerns about anyone within the Organisation should be reported to the designated safeguarding officer or deputy officer. If the concerns relate to the designated safeguarding officer or the deputy concerns should be reported to the Directors. This may include allegations of abusive or neglectful conduct or practice, failing to follow the code of conduct, failing to comply with safeguarding policy, causing harm to a person placed in direct care. All concerns shall remain confidential , only those who need-to-know for the following purpose will be informed, and investigated following the guidance in section 5 of WSP.
http://www.safeguarding.wales/en/adu-i/adu-i-a5/
8. Disclosure and Barring (DBS)
Referrals shall be made to DBS when the organisation believes a staff member, volunteer or director (who is or is likely to be placed in regulated activity) of the organisation has caused harm or poses a future risk of harm to vulnerable groups, including children. We shall follow the below Government guidelines on DBS code of practice.
https://www.gov.uk/guidance/making-barring-referrals-to-the-dbs
9. Awareness of Harm or Abuse
Harm is caused by accidents, deliberate abuse (physical, sexual, emotional or financial), neglect (deliberate or not) or factors such as bullying, prejudicial attitudes or a failure to enable a person to participate in activities that are open to most of their peers. Further details can be found in https://www.safeguarding.wales/en/, particularly the glossary
All incidents of harm to anyone involved in our service will require an appropriate response to safeguard the individual(s) to reduce risks and improve our service.
Deliberate acts of harm (sexual, physical, emotional, financial), exploitation and neglect are abuses against the person and will incur disciplinary proceedings and require reports and referrals to social services, the police, other professional bodies and the Disclosure Barring Service (DBS) where appropriate.
To encourage everyone involved in our Organisation to understand that safeguarding is everybody’s responsibility we will agenda director’s meetings to provide opportunities for discussions about issues and concerns, policy and procedure to reflect, review and continue to learn and improve in our safeguarding responsibilities.
10. Confidentiality
All reports and logs (including personnel records) will be kept securely and confidentially in accordance with our data protection policy and confidentiality statement, until or unless it is necessary to share this material with the named agencies above. Information will be shared on a ‘need-to-know’ basis only. Government guidelines on sharing information are given here.
11. Consent and Reporting Procedure; Including allegations against a volunteer staff member or director/ outcome of report made to police or social worker
When it is suspected that a conversation or situation will lead to a safeguarding issue which may have to be reported beyond Petallica Flower Farm, because there is “reasonable cause to suspect abuse, neglect or harm”, someone MUST have a consent conversation with an adult, and it is good practice to have a consent conversation with anyone under the age of 18 years – the Safeguarding Lead must ensure that this conversation takes place, (they may have the conversation, or support others to hold the conversation)
Children – the practitioner/worker/volunteer must be prepared to make a safeguarding report about a child due to their responsibility to safeguard a child; but to judge from any knowledge of them, based on their age and understanding, whether to ask them for their consent to PFF to make a safeguarding report about them. In some cases, this could increase the risk to that child, and therefore it should not be discussed. Sometimes it can help the child feel that they have greater control over the process and feel part of a team.
If you ask and they say “no”, you must explain that Petallica Flower Farm has a legal duty to protect a child/young person from abuse, neglect or harm, and you will have to share relevant information about them to get help to keep them safe. You must also ask about their views, wishes and feelings regarding the situation and consider how these can guide you.
Adults – adults with mental capacity have a right to refuse their consent for a safeguarding report to be made. Start by assuming that each person has mental capacity, and if there is reason to think this is not the case, they will need a mental capacity assessment from a qualified professional. If an adult refuses their consent, PFF may still make a safeguarding report if; someone is at risk from the same situation; they are under the undue influence of someone pressuring them not to give consent; a practitioner/worker/volunteer is causing the abuse, neglect or harm. Note the consent outcome in the report.
You must also ask about their views, wishes and feelings regarding the situation and consider how these can guide you. Aim to keep the adult informed about what will happen next even if they withhold their consent. It is up to Social Services/the Police to investigate fully.
Make a full record of what is said, heard and seen as soon as possible. Note any witnesses. Sign and date your record.
Do not delay in passing the information onto the Designated Safeguarding Person, or their deputy, or in their absence, Social Services, or the Police where this is appropriate
12. How to record and gather information?
Petallica Flower Farm is committed to keeping a up to date and accurate sign in sheets and incident logs. Staff, volunteers and directors are aware of their role to read back these logs monthly and if “reasonable cause to suspect” abuse or neglect, to speak to the individual of concern before making a safeguarding report. Petallica Flower farm will store all information gathered in a safe lockable box.
When making safeguarding reports Petallica Flower Farm staff, volunteers and directors will follow the guidance from the national safeguarding board. Found at:
https://www.northwalessafeguardingboard.wales/10-top-tips-for-making-an-adult-safeguarding-report/