Safeguarding Policy

Ground Loop CIC

Safeguarding Policy

Version: 1.0
Date: May 2026
Review Date: May 2027
Designated Safeguarding Lead (DSL): Claudia Guerra

1. Introduction

Ground Loop CIC is a community-focused music initiative delivering creative workshops centred around listening, rhythm, and music production.

Ground Loop works primarily with young people aged 11–16, providing a safe, inclusive, and supportive environment where participants can explore creativity without pressure or judgement.

Ground Loop is committed to safeguarding and promoting the welfare of all children and young people who take part in its activities.

2. Scope

This policy applies to:

•  All Ground Loop sessions and workshops

• The Director and any future staff or volunteers

• All participants under the age of 18
  This policy will expand as Ground Loop grows to include:

• Young adults (18–25)

• Family sessions

3. Safeguarding Commitment
Ground Loop believes that:

• All young people have the right to feel safe

• Safeguarding is everyone’s responsibility

• Creative environments must also be safe environments
  Ground Loop aims to:

• Provide a welcoming and respectful space

• Minimise risk in all sessions

• Respond appropriately to any safeguarding concerns

4. Roles and Responsibilities

Designated Safeguarding Lead (DSL)
The DSL is responsible for:

• Managing safeguarding concerns

• Recording and reporting issues

• Acting as the main point of contact
  DSL Details:
  Name: Claudia Guerra
  Role: Director
  Email: hello.groundloop@gmail.com

As Ground Loop grows, additional safeguarding roles may be introduced.

5. Safer Working Practices
Ground Loop operates with the following principles:

• Sessions are delivered in group settings

• One-to-one isolated situations are avoided

• Appropriate language and behaviour are maintained at all times

• Respect and inclusivity are expected from all participants
  The facilitator will:

• Maintain professional boundaries

• Avoid physical contact unless appropriate and necessary

• Not engage in private communication with participants under 18

6. Session Safety and Risk Management

To ensure safe delivery of workshops:

• Sessions are structured and supervised at all times

• Participants remain within the workshop space

• Equipment is used safely and appropriately

• Any concerns about behaviour or wellbeing are addressed immediately

When working in partner venues (e.g. schools or community spaces), Ground Loop will follow the venue’s safeguarding procedures in addition to this policy.

7. Recognising Safeguarding Concerns
Safeguarding concerns may include:

• Changes in behaviour

• Signs of distress or withdrawal

• Disclosure of harm or risk
  Ground Loop does not investigate concerns but will respond and report appropriately.
  
  

8. Responding to Concerns or Disclosures
If a young person discloses information:

• Stay calm and listen carefully

• Do not promise confidentiality

• Reassure them they have done the right thing Do not ask leading questions

After the disclosure:

• Record the information as soon as possible

• Report to the appropriate safeguarding authority or venue DSL

If a participant is in immediate danger, emergency services will be contacted.

9. Reporting Procedure

Ground Loop will:

• Record the concern clearly

• Contact the relevant safeguarding lead (e.g. school DSL or local authority)

• Follow guidance from appropriate authorities

All concerns will be taken seriously.

10. Online Safety

Ground Loop uses social media platforms to promote its work.

• No direct private messaging with participants under 18

• Content featuring young people will only be shared with appropriate consent

• Online interactions will remain professional

11. Photography and Media
Ground Loop may capture photo and video content during sessions.

• Consent will be obtained from parents/carers for under 18s

• Participants will be informed when content is being recorded

• No content will be used without permission

12. Behaviour and Code of Conduct
Ground Loop promotes:

• Respect for others

• Positive participation

• Inclusive behaviour

Unacceptable behaviour includes:

• Bullying

• Discrimination

• Disruptive or unsafe actions

Any issues will be addressed immediately.

13. Review and Development

This policy will be reviewed annually or sooner if:

• The structure of Ground Loop changes

• New types of sessions are introduced

• Safeguarding requirements evolve

Future updates will include expanded safeguarding measures for:

• 18–25 programmes

• Family sessions

14. Declaration

Ground Loop CIC is committed to maintaining a safe and supportive environment for all participants.
This policy represents the current safeguarding approach and will develop alongside the organisation.