Hoffman Institute UK Safeguarding Policy

Statement of Policy: May 2024

This Safeguarding Policy sets out the Hoffman Institute UK’s approach to the prevention and reduction of harm to children and vulnerable adults:

  • When they are in contact with Hoffman UK staff, contractors, consultants or volunteers.
  • As a result of the design and implementation of Hoffman Institute UK’s courses, workshops and activities.
  • When harm is disclosed to staff, contractors, consultants or volunteers.

The Safeguarding policy aims to:

  • Ensure that everyone understands their roles and responsibilities in respect of safeguarding and is provided with the necessary information, training and support on safeguarding matters.
  • Ensure that appropriate action is taken in the event of any allegations or suspicions regarding harm to children, vulnerable adults, or staff, contractors, consultants or volunteers.

The Safeguarding policy is to be followed by all members of the organisation.

Hoffman Institute UK responsibilities

Hoffman Institute UK will:

  • Ensure all staff, volunteers and consultants have access to, are familiar with, and know their responsibilities within this policy.
  • Ensure staff, volunteers and consultants receive training on safeguarding at a level commensurate with their role in the organisation.
  • Follow up on reports of safeguarding concerns promptly and according to procedure.

 Staff, contractor, consultant and volunteer responsibilities

In the normal running of the business within Hoffman Institute UK, staff do not come into physical contact with children. However, there may be instances when it is revealed to staff that there is past, current or ongoing risk of harm to a child or a vulnerable adult.

  • Staff must explain that we need to disclose the information, as not doing so could be contravening UK Safeguarding law.
  • The revelation must be referred to the Operations Manager for advice. If the Operations Manager is not available then the situation should be referred to the Hoffman Institute UK Managing Director.
  • If the Managing Director is not available, then a decision must be made based on the information in front of the staff member / team and reported to the relevant authority if appropriate. UK Safeguarding law has a presumptive role and therefore if staff are not sure, then they should report it.
  • It is possible that the information will be passed to the relevant Social Services department. If a report is made to Social Services, Hoffman Institute UK will follow the advice of the local authority.

Hoffman Institute UK will support any staff making a referral regarding Safeguarding if they have followed this Procedure.

Once the safeguarding concern has been resolved, a note of actions taken will be kept in a confidential record for up to seven years, under the lawful basis of vital interest (GDPR).

Additionally, Hoffman Institute UK staff, contractors, consultants and volunteers are obliged to:

  • Contribute to creating and maintaining an environment that prevents safeguarding violations and promotes the implementation of the Safeguarding Policy.
  • Report any safeguarding concerns if there is reason to believe that children or vulnerable adults may be at risk of harm, or if there is a perceived risk of significant self-harm or suicide.

Hoffman Institute UK will ensure that safe, appropriate, accessible means of reporting safeguarding concerns are made available to everyone.

Hoffman institute UK will also investigate any complaints from external sources such as members of the public, partners, family members and official bodies.


It is essential that confidentiality is maintained at all stages of the process when dealing with safeguarding concerns. Information relating to the concern and subsequent case management should be shared on a need-to-know basis only, and should be kept secure at all times.

Step by Step

Step 1: Report received by any member of Hoffman Institute UK of a potential safeguarding issue

Step 2: Refer to Operations Manager. If not available, refer to Managing Director

Step 3: If the Managing Director is not available, staff member / team should make a decision whether to report to authorities based on information held.

Step 4: Report and seek advise from relevant authority (i.e. Social Services) Follow advice given by the relevant authority.

Step 5: Complete a full record of the situation:

  • Date information received.
  • Who revealed information and to whom.
  • Details of referral to Operations Manager / Management Team
  • Advice received from Operations Manager/ Management Team
  • Action Taken
  • If referral made to an external authority – Date, which authority, details given over to authority, advice received, action taken.

Review date: May 2025