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Safeguarding Policy: Protecting Every Child and Community
Our mission is only credible if every child, young person and community member we work with is safe in our care. This is our commitment, our standards of conduct, and exactly how to raise a concern.
Safeguarding is not the job of a single department. It is the shared responsibility of every person connected to TEKCHILLS, at every level, at all times. No donation, seniority or partnership is ever a reason to overlook a concern.
Our commitment
Five promises that apply to everyone, without exception.
- 01
Everyone is bound
Staff, board, volunteers, consultants and partners are all bound by this policy, without exception.
- 02
Zero tolerance
We do not tolerate abuse, exploitation, neglect or harassment of any child or vulnerable adult, in any form.
- 03
Safe, confidential reporting
Anyone can report a concern, safely and confidentially, without fear of retaliation, including anonymously.
- 04
Prompt action
All reports are taken seriously, investigated promptly and referred to the appropriate authorities where the law requires.
- 05
Screened before they serve
Everyone working directly with children or vulnerable adults undergoes background screening before engagement.
The TEKCHILLS Foundation is committed to an environment where children, young people and vulnerable adults are protected from harm, abuse and exploitation in all forms: physical, sexual, emotional, or through neglect. This applies everywhere our work takes place: in the communities we serve, in our offices, at our events and in every online interaction connected to our programmes.
Who this policy applies to
Without exception.
- 01
Our people
All employees and full- or part-time staff of the TEKCHILLS Foundation.
- 02
Our governance
Members of the Board of Directors and any advisory bodies.
- 03
Our volunteers
Volunteers, interns and pro bono consultants engaged in any capacity.
- 04
Our partners
Contractors, vendors and third-party partners working on TEKCHILLS programmes.
- 05
Our visitors
Visitors, donors or media representatives present during programme activities involving children or vulnerable adults.
Definitions
The terms used in this policy.
Child
Any person under the age of 18, regardless of local age of majority or consent laws.
Vulnerable adult
Any person who, due to disability, illness, age or circumstance, may be unable to protect themselves from harm or exploitation.
Safeguarding
The proactive steps an organisation takes to protect people from abuse, harm and exploitation, and to respond appropriately when concerns arise.
Abuse
Any act, or failure to act, that results in physical, sexual or emotional harm, neglect or exploitation of a child or vulnerable adult.
Code of conduct
Everyone covered by this policy upholds these standards when engaging with children or vulnerable adults.
- Never be alone with a child in a closed or private space; always ensure visibility or the presence of another adult.
- Never use physical discipline, or language that is threatening, demeaning or discriminatory.
- Never initiate private or one-on-one contact with a child through personal phone, social media or messaging apps.
- Never take, share or publish images of a child without documented consent from a parent or guardian.
- Treat all children and vulnerable adults with dignity and respect, regardless of gender, ability, ethnicity or background.
- Immediately report any concern, observation or disclosure, no matter how small it may seem, through the process in this policy.
- No relationship, seniority, donation size or partnership is ever a reason to overlook a safeguarding concern. Every concern is treated with equal seriousness, regardless of who is involved.
Safe recruitment
Before anyone works directly with children or vulnerable adults on our behalf, whether as staff, volunteer or consultant.
- 1
Verification of identity and at least two professional or character references.
- 2
A police background check or equivalent clearance, in line with applicable Ghanaian law, where obtainable.
- 3
A mandatory safeguarding orientation before any direct engagement with programme participants.
- 4
A signed acknowledgement of this Code of Conduct before starting any role.
Roles and responsibilities
Clear accountability at every level.
- 01
Board of Directors
Holds overall accountability for this policy, approves it and reviews its implementation annually.
- 02
Safeguarding Focal Point
The Director of Governance, Risk and Safeguarding is the designated point of contact for all safeguarding concerns, coordinating our response and keeping confidential records.
- 03
Staff, volunteers and partners
Responsible for understanding and following this policy, completing required training and reporting any concern without delay.
Report a concern
If you witness, suspect or are told about any form of abuse, harm or misconduct involving a child or vulnerable adult connected to TEKCHILLS, report it immediately through either channel.
You do not need proof. A genuine concern is enough. Reports are handled confidentially, and no one faces retaliation for reporting in good faith.
safeguarding@tekchillsfoundation.org
Email a report+233 (0) 203 340 684
Message on WhatsAppHow we respond to a concern
A consistent, proportionate process every time.
- 1
The report is acknowledged and logged confidentially by the Safeguarding Focal Point.
- 2
Immediate steps keep anyone at risk safe, including removing an individual from contact with children or vulnerable adults if warranted, pending investigation.
- 3
Concerns are assessed promptly and, where the law or the severity requires, referred to the police or child protection authorities.
- 4
The person who raised the concern is kept informed of general progress, as far as confidentiality for all parties allows.
- 5
Appropriate support is offered to any affected child, young person or vulnerable adult throughout.
Confidentiality, training, protection and review
How the policy stays a living practice.
- 01
Confidentiality and data protection
Information in a report is shared only with those who need to know in order to respond or meet a legal duty. Personal data follows our Privacy Policy.
- 02
Training and awareness
All staff, board members and volunteers receive safeguarding orientation on joining, with periodic refresher training, so this policy stays a living practice, not a one-time signature.
- 03
Whistleblower protection
Anyone who raises a concern in good faith, whether or not it is later substantiated, is protected from retaliation, demotion, harassment or any adverse consequence. Deliberately false or malicious reports are treated separately and seriously.
- 04
Monitoring and review
The Board of Directors reviews this policy at least annually, or sooner if a significant incident or change in law requires it. The latest review and approval dates are at the top of this page.
What funders and partners can verify
Four checks you can make today.
- 01
Registered in Ghana
Registered nonprofit since 2020, Reg. No. CG010572020.
- 02
Board-approved policy
Approved by the Board of Directors on 24 July 2026 and reviewed at least annually.
- 03
A named role, a direct line
Safeguarding Focal Point, with a dedicated email and WhatsApp line for concerns.
- 04
Open books
See how every donation is used on our Impact and Financial Stewardship page.
Safeguarding questions, answered
How do I report a safeguarding concern?
Email safeguarding@tekchillsfoundation.org or send a WhatsApp message to +233 (0) 203 340 684. You do not need proof; a genuine concern is enough.
Can I report anonymously, and is it confidential?
Yes. Anyone can report a concern safely and confidentially, including anonymously. Information is shared only with those who need to know in order to respond or meet a legal obligation.
What happens after I report?
The report is acknowledged and logged confidentially, immediate steps protect anyone at risk, the concern is assessed and referred to police or child protection authorities where required, and the reporter is kept informed of general progress.
Will I be protected if my concern turns out to be unfounded?
Yes. Anyone who raises a concern in good faith is protected from retaliation, whether or not it is later substantiated. Deliberately false or malicious reports are treated separately.
Who does the Safeguarding Policy apply to?
It applies without exception to employees, board members and advisory bodies, volunteers, interns and pro bono consultants, contractors, vendors and partners, and to visitors, donors or media present during programme activities involving children or vulnerable adults.
How are people screened before working with children?
We verify identity and at least two references, carry out a police background check or equivalent clearance where obtainable under Ghanaian law, require a safeguarding orientation, and obtain a signed Code of Conduct before any direct engagement.
Who is responsible for safeguarding at TEKCHILLS?
Everyone connected to the foundation shares responsibility. The Board of Directors holds overall accountability, and the Director of Governance, Risk and Safeguarding is the Safeguarding Focal Point.
How often is the policy reviewed?
The Board reviews it at least annually, or sooner after a significant incident or change in law. It was last reviewed on 20 March 2026 and approved by the Board on 24 July 2026.
Safeguarding is everyone's responsibility
If something does not feel right, say something. Every concern, no matter how small, will be taken seriously.