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Phone Guys Limited · controlled document

Safeguarding and site conduct policy

Visits, surveys, installations, support and remote access that may affect children, adults at risk or other members of the public.

Approved and currentVersion 1 · effective 17 October 2026 · next review 17 October 2027

Safeguarding and site conduct policy

Scope Visits, surveys, installations, support and remote access that may affect children, adults at risk or other members of the public.

Purpose and standard

Phone Guys will plan work to avoid harm, respect personal boundaries and respond promptly to safeguarding concerns. Staff must follow the client’s safeguarding and site rules as well as this policy. Technology work does not authorise personal care, supervision of children or adults at risk, private contact or access to information unrelated to the agreed task.

Before a site visit

  • The operations lead must identify whether the site is occupied by children or adults at risk, agree the client safeguarding contact and confirm supervision, work zones, visitor identification and permitted hours.
  • Assess each role and activity before deciding which checks are lawful and appropriate. A visit to a school or care setting does not by itself establish eligibility for every DBS check. Record the basis for any check and comply with site access restrictions while verification is outstanding.
  • Agree how work areas, tools, cabling, cameras and access-control equipment will be secured. Arrange work to minimise unsupervised contact and disruption to privacy or care.
  • Give the assigned people the relevant conduct and reporting briefing before access; retain the actual briefing record when completed.

Conduct on site

  • Sign in, display the required identification and stay within authorised areas. Follow escort arrangements; never bypass access controls or lend a pass.
  • Use respectful language and avoid being alone with a child or adult at risk where the task can be organised otherwise. Do not exchange personal contact details, offer private lifts or make personal social-media contact.
  • Do not photograph, record, copy or share images or personal information except for the authorised work and agreed purpose. Avoid private areas and unnecessary viewing of CCTV or records.
  • Keep tools and work areas secure. Stop and seek guidance if supervision, access or safety arrangements differ from the plan.

Responding to a disclosure or concern

  • If someone is in immediate danger, call 999 and follow the site emergency arrangements. Do not wait for a company email response.
  • Listen calmly, take the concern seriously and avoid leading questions. Do not promise secrecy, investigate the allegation yourself or confront the person suspected.
  • Make a factual record of what was observed or said, including the time, place, exact words where possible and action taken. Separate facts from interpretation.
  • Tell the client’s safeguarding lead and the Phone Guys operations lead promptly, unless doing so could increase risk or implicates that person. Escalate directly to an uninvolved director and the relevant safeguarding authority when needed.
  • If the usual contact is unavailable, involved or not taking a serious concern forward, use the responsible local authority or police route. The site’s location determines the correct referral authority.

Escalation and confidentiality

The accountable director is responsible for appointing a safeguarding contact and deputy, verifying referral routes and arranging appropriate briefing before work creates relevant safeguarding exposure. Information must be shared only with people who need it to protect someone, manage the incident or meet a legal duty. Restrict records and preserve evidence. An allegation concerning a worker must be handled with appropriate specialist advice and fair employment procedures.

Site and surveillance boundaries

Camera placement, viewing permissions, access credentials and disclosures must follow documented client instructions and the relevant data responsibilities. This policy does not authorise continuous observation, emergency intervention or disclosure of footage outside the agreed service. The existing CCTV and monitoring page and the customer schedule continue to govern those service boundaries.

Review and local routes

Review this policy annually and after a significant incident or change in client work. The Westmorland and Furness Council safeguarding page is a reference for sites in that area. For a Marlborough or other site, verify that site’s local authority and client safeguarding contacts before attendance. Company enquiries are not an emergency service.

Questions about this policy

For a policy question or correction, use the Phone Guys contact page. Do not send confidential customer, employee, security or incident information through a public enquiry.