Safeguarding Policy

1Our Commitment

The TEKCHILLS Foundation is committed to creating and maintaining 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 commitment 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 programs.

Safeguarding is not the responsibility of a single department or officer but the shared responsibility of every person connected to TEKCHILLS, at every level of the organization, at all times.

2Who This Policy Applies To

This policy applies without exception to:

• All employees and full- or part-time staff of TEKCHILLS Foundation.
• Members of the Board of Directors and any advisory bodies.
• Volunteers, interns, and pro bono consultants engaged in any capacity.
• Contractors, vendors, and third-party partners working on TEKCHILLS programs.
• Visitors, donors, or media representatives present during program activities involving children or vulnerable adults.

3Definitions

For the purposes of 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 organization 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.

4Code of Conduct

Everyone covered by this policy is expected to uphold the following 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 outlined in this policy.

5Safe Recruitment

Before anyone is permitted to work directly with children or vulnerable adults on behalf of TEKCHILLS whether as staff, volunteer, or consultant we take the following steps:

• Verification of identity and at least two professional or character references.
• A police background check or equivalent clearance, in accordance with applicable Ghanaian law, where obtainable.
• A mandatory safeguarding orientation before any direct engagement with program participants.
• A signed acknowledgment of this Code of Conduct prior to starting any role.

6Roles and Responsibilities

• Board of Directors: Holds overall accountability for this policy, approves it, and reviews its implementation annually.
• Safeguarding Focal Point: Director of Governance, Risk & Safeguarding is the designated point of contact for all safeguarding concerns, responsible for coordinating the organization's response and maintaining confidential records.
• All Staff, Volunteers, and Partners: Responsible for understanding and following this policy, completing required training, and reporting any concern without delay.

8Responding to a Concern

When a concern is reported, TEKCHILLS follows a consistent, proportionate process:

• The report is acknowledged and logged confidentially by the Safeguarding Focal Point.
• Immediate steps are taken to ensure the safety of anyone at risk, including removing an individual from contact with children or vulnerable adults if warranted, pending investigation.
• Concerns are assessed promptly and, where required by law or the severity of the situation, referred to the relevant police or child protection authorities.
• The person who raised the concern is kept informed of general progress, to the extent that confidentiality for all parties allows.
• Appropriate support is offered to any affected child, young person, or vulnerable adult throughout the process.

9Confidentiality and Data Protection

Information shared as part of a safeguarding report is handled with strict confidentiality and shared only with those who need to know in order to respond appropriately or meet a legal obligation. Any personal data collected during this process is handled in accordance with our Privacy Policy.

10Training and Awareness

All staff, board members, and volunteers receive safeguarding orientation upon joining TEKCHILLS, with refresher training conducted periodically to keep awareness current and ensure this policy remains a living practice, not a one-time signature.

11Whistleblower Protection

Anyone who raises a safeguarding concern in good faith whether the concern is later substantiated or not is protected from retaliation, demotion, harassment, or any adverse consequence as a result of reporting. Deliberately false or malicious reports are treated separately and seriously, but genuine concerns raised in good faith will never be held against the person who raised them.

12Monitoring and Review

This policy is reviewed by the Board of Directors at least annually, or sooner if a significant incident or change in law requires it. The most recent review and approval dates are shown at the top of this page.