Safeguarding Policy
1. Policy Statement and Aims
Artist Republic is committed to safeguarding and promoting the welfare of children, young people, and adults at risk in all areas of our work. We recognise our duty to create safe, respectful, and supportive environments, whether in rehearsal, performance, touring, community engagement, or educational settings.
We take safeguarding seriously and apply the law diligently. This includes carrying out Disclosure and Barring Service (DBS)checks only where roles meet the legal definition of regulated activity under the Safeguarding Vulnerable Groups Act 2006 (as amended). This ensures we focus our resources where they are most needed, while still protecting everyone we work with.
For roles that do not meet the threshold for regulated activity, we apply robust alternative safeguarding measures. These include structured supervision, clear reporting lines, mandatory safeguarding training, adherence to our code of conduct, and proactive monitoring of working practices.
Our commitment to the Prevent Duty means we also take steps to reduce the risk of people being drawn into terrorism or extremist activities and to challenge ideologies that promote hate or violence.
Aims of this Policy
Through this policy, Artist Republic will:
• Protect the welfare of children, young people, and adults at risk across all operations.
• Ensure DBS checks are conducted where legally required and justified.
• Implement strong alternative safeguards where DBS checks are not applicable.
• Embed safeguarding responsibilities into all roles and partnerships.
• Respond promptly and appropriately to all safeguarding and Prevent concerns.
• Maintain effective partnerships with statutory agencies, venues, and industry bodies.
• Review and update safeguarding arrangements regularly to reflect changes in law, guidance, or our work.
2. Definitions and Scope
This policy applies to all Artist Republic activities in the UK and internationally, including but not limited to rehearsals, performances, tours, festivals, corporate events, educational engagements, community projects, and online activities. It covers all employees, contractors, artists, visiting professionals, volunteers, suppliers, and venue staff working under our direction.
Children and Young People
A child is defined in law as anyone who has not yet reached their 18th birthday (Children Act 1989, Children Act 2004). Young people generally refers to those aged 16–18 who may be working, studying, or participating in Artist Republic activities.
Adults at Risk
An adult at risk(previously “vulnerable adult”) is any person aged 18 or over who, due to mental or other disability, age, illness, or physical or sensory impairment, may be unable to take care of themselves or protect themselves from significant harm or exploitation. This definition follows the Care Act 2014.
Safeguarding
Safeguarding means protecting individuals from harm, abuse, neglect, and exploitation, and promoting their health, safety, and well-being.
Abuse
Abuse can take many forms, including but not limited to physical, emotional, sexual, neglect, financial, discriminatory, organisational, online abuse, and radicalisation.
Prevent
Under the Counter-Terrorism and Security Act2015, Artist Republic has a duty to prevent people from being drawn into terrorism, including non-violent extremism.
DBS Checks and Legal Eligibility
• Artist Republic will only require a DBS check where a role meets the legal definition of regulated activity under the Safeguarding Vulnerable Groups Act 2006 (as amended).
• Regulated activity generally involves unsupervised, frequent, or intensive contact with children or adults at risk, such as teaching, training, instructing, caring for, supervising, or providing advice on well-being.
• The decision to require a DBS check will be based on a documented eligibility assessment, recorded by the Designated Safeguarding Lead (DSL).
Alternative Safeguarding Measures
For roles that do not meet the legal threshold for a DBS check, Artist Republic will apply robust alternative measures, which may include:
• Continuous supervision by a DBS-checked individual.
• Mandatory safeguarding and Prevent training.
• Adherence to Artist Republic’s safeguarding code of conduct.
• Clear reporting and escalation procedures for concerns.
• Restricted access to certain environments, areas, or activities.
These measures ensure that safeguarding standards are maintained across all areas of our work, even when a DBS check is not legally permissible or required.
3. Roles and Responsibilities
Safeguarding is a shared responsibility across Artist Republic. Every person representing the organisation — whether as an employee, contractor, artist, volunteer, or partner — has a duty to protect children, young people, and adults at risk from harm.
Board of Directors
• Hold ultimate accountability for safeguarding and Prevent compliance.
• Approve and review this policy annually or more frequently if changes in legislation or operations require.
• Ensure sufficient resources are allocated for safeguarding training, vetting, and implementation.
• Receive annual safeguarding reports from the Designated Safeguarding Lead (DSL).
Chief Executive Officer (CEO)
• Holds operational responsibility for ensuring this policy is applied across all areas of Artist Republic.
• Ensures safeguarding is embedded in the culture, values, and working practices of the organisation.
• Supports the DSL in managing serious safeguarding and Prevent cases.
Designated Safeguarding Lead (DSL)
• Acts as the primary point of contact for safeguarding and Prevent matters.
• Decides, with documented reasoning, whether a DBS check is legally required for each role.
• Maintains records of DBS eligibility assessments for audit and legal protection.
• Receives and manages safeguarding concerns, including making referrals to statutory agencies.
• Ensures staff and contractors have appropriate safeguarding training and support.
• Liaises with statutory bodies, Prevent coordinators, venues, and partner organisations as required.
Deputy Designated Safeguarding Lead (DDSL)
• Supports the DSL and acts in their absence.
• Has the same level of safeguarding and Prevent training as the DSL.
All Staff, Contractors, Artists, and Volunteers
• Complete safeguarding and Prevent training relevant to their role.
• Follow Artist Republic’s safeguarding code of conduct.
• Remain vigilant for signs of abuse, neglect, exploitation, or radicalisation.
• Immediately report concerns to the DSL or DDSL.
• Comply with DBS checks where their role is legally eligible, and co-operate with alternative safeguarding measures where a DBS check is not required.
Partner Venues and Organisations
• Agree in writing with Artist Republic how safeguarding responsibilities will be shared and who will provide DBS-checked personnel when required.
• Demonstrate that their recruitment and vetting processes meet safeguarding standards equivalent to this policy.
4. Recognising and Responding to Concerns
All Artist Republic staff, contractors, artists, volunteers, and partners must remain alert to the possibility that children, young people, or adults at risk may be suffering harm or are in danger of harm. Abuse can happen in any setting — including live performances, backstage areas, rehearsals, on tour, during travel, in hospitality environments, and online.
Types of Abuse
Abuse can take many forms, including but not limited to:
• Physical abuse – hitting, shaking, burning, or otherwise causing physical harm.
• Emotional abuse – persistent emotional maltreatment such as belittling, bullying, or intimidation.
• Sexual abuse – any sexual activity with a child, young person, or vulnerable adult, including grooming.
• Neglect – persistent failure to meet basic needs, including supervision, food, clothing, and medical care.
• Financial abuse – theft, fraud, or exploitation of an individual’s resources.
• Discriminatory abuse – harassment or ill-treatment based on protected characteristics such as race, gender, disability, or religion.
• Organisational abuse – poor practice or neglect within an organisational setting.
• Online abuse – harmful content, grooming, cyberbullying, or exploitation via digital platforms.
• Radicalisation – persuading someone to adopt extremist views or take part in extremist acts.
Possible Indicators
These can include, but are not limited to:
• Unexplained injuries or changes in behaviour.
• Avoidance of specific people or places.
• Withdrawal from usual activities or social groups.
• Sudden loss of possessions or money.
• Decline in personal hygiene or appearance.
• Sharing extremist content or language online.
Responding to Concerns or Disclosures
If you witness, suspect, or receive a disclosure of abuse:
1. Stay calm and listen without interrupting.
2. Reassure the person that they have done the right thing by speaking up.
3. Do not promise confidentiality — explain you must share the concern with the DSL to keep them safe.
4. Avoid leading questions or attempting to investigate yourself.
5. Report immediately to the DSL or DDSL, in person or by phone.
6. Record the concern in writing using the safeguarding concern form,
including:
◦ Date, time, and location.
◦ Names of those involved.
◦ Exact words used, where possible.
◦ Observations of behaviour or injuries.
◦ Actions you took.
Escalation and Action
• The DSL will determine the appropriate course of action, which may include referral to statutory safeguarding services or the police.
• In cases where there is immediate risk of harm, staff should contact the emergency services first, then notify the DSL as soon as possible.
Confidentiality
All concerns and reports will be treated with sensitivity and only shared with those who need to know in order to act.
5. Allegations Against Staff, Contractors, or Partners
Artist Republic takes any allegation that a person working on our behalf has harmed, abused, or posed a risk to a child, young person, or adult at risk extremely seriously. Allegations may relate to conduct inside or outside the work environment and will always be addressed promptly and in line with statutory guidance.
When this Section Applies
This procedure covers situations where it is alleged that a staff member, contractor, artist, volunteer, or partner has:
• Behaved in a way that has harmed, or may have harmed, a child, young person, or adult at risk.
• Possibly committed a criminal offence against or related to a child, young person, or adult at risk.
• Behaved towards a child, young person, or adult at risk in a way that indicates they may pose a risk of harm.
• Demonstrated be haviour outside work that may make them unsuitable to work with children or adults at risk, particularly if their role is eligible for a DBS check.
Immediate Actions
If you become aware of such an allegation:
1. Report immediately to the Designated Safeguarding Lead (DSL) or Deputy DSL.
2. If the allegation concerns the DSL, report to the CEO or another senior manager.
3. Do not attempt to investigate yourself or question the person involved.
4. Where the allegation relates to someone working in a regulated activity role, ensure they have no further unsupervised contact with children or adults at risk until advised otherwise.
Management of Allegations
• The DSL will assess the concern and determine if it meets the threshold for referral to the Local Authority Designated Officer(LADO) for children or the relevant adult safeguarding service.
• If there is reason to believe a criminal offence has been committed, the matter will be referred to the police immediately.
• The individual concerned may be suspended or have duties adjusted without prejudice while the investigation is ongoing.
• All actions will be carried out in line with employment law, contracts, and Artist Republic’s disciplinary procedures.
Confidentiality
• Allegations will be handled confidentially and information shared strictly on a need-to-know basis.
• All records will be accurate, detailed, and stored securely in accordance with data protection requirements.
DBS and Suitability Considerations
• If the allegation is substantiated, the DSL will assess whether the role falls under regulated activity and, if so, whether the individual should be referred to the DBS barred list in line with legal obligations.
• Even if the role is not regulated activity, alternative safeguarding measures (such as increased supervision or removal from certain duties) will be considered to protect all parties.
6. Safer Recruitment and Vetting Procedures
Artist Republic is committed to recruiting and engaging people who are suitable to work in environments where children, young people, or adults at risk may be present. We operate safer recruitment practices to reduce the risk of harm and to ensure everyone representing the organisation understands and upholds our safeguarding standards.
Recruitment Principles
• All recruitment will be conducted fairly, transparently, and in line with equal opportunities legislation.
• Roles involving contact with children, young people, or adults at risk will be clearly identified in job descriptions and contracts.
• Applicants will be informed if a DBS check is required as part of the recruitment process.
DBS Checks and Legal Eligibility
• Artist Republic will only request a DBS check where the role meets the legal definition of regulated activity under the Safeguarding Vulnerable Groups Act 2006 (as amended).
• Regulated activity generally involves unsupervised, frequent, or intensive contact with children or adults at risk, such as teaching, training, instructing, caring for, supervising, or providing advice on well-being.
• Each role will be assessed by the Designated Safeguarding Lead (DSL) to determine whether a DBS check is legally eligible, and the decision will be documented.
• DBS checks will not be conducted for roles where contact with children or adults at risk is incidental, infrequent, or supervised at all times by a DBS-checked individual.
Alternative Safeguarding Measures for Non-Eligible Roles
For roles that do not meet the legal threshold for a DBS check, Artist Republic will apply robust alternative controls, including:
• Mandatory safeguarding and Prevent training before starting work.
• Continuous supervision by a DBS-checked individual when working around children or adults at risk.
• Adherence to Artist Republic’s safeguarding code of conduct.
• Clear reporting and escalation procedures for concerns.
• Restricted access to certain environments, areas, or activities.
Other Pre-Engagement Checks
Before appointment or engagement, Artist Republic will:
• Verify identity and right to work in the UK (or equivalent overseas requirements).
• Obtain professional and character references, including one from a recent employer or equivalent.
• Review employment history and require explanations for any gaps.
• Where applicable, verify relevant professional qualifications.
External Partners and Suppliers
Where Artist Republic engages external organisations, venues, or agencies to provide staff or services involving regulated activity, we will require written confirmation that their recruitment and vetting processes, including DBS checks where required, meet safeguarding standards equivalent to our own.
7. Training and Awareness
Artist Republic recognises that safeguarding and Prevent responsibilities can only be met effectively if everyone representing the organisation understands the issues, can recognise the signs of harm or abuse, and knows how to respond appropriately. Training is therefore mandatory for all staff, contractors, artists, volunteers, and partners, whether or not their role is eligible for a DBS check.
Induction Training
• All new staff, contractors, and volunteers will receive safeguarding and Prevent induction training appropriate to their role before undertaking any work that may involve contact with children, young people, or adults at risk.
• Induction will cover:
◦ Artist Republic’s Safeguarding and Prevent Policy
◦ Recognising different types of abuse and harm
◦ Reporting and escalation procedures
◦ The role of the Designated Safeguarding Lead (DSL)
◦ Professional conduct expectations
Ongoing Training
• Safeguarding and Prevent training will be refreshed at regular intervals to ensure knowledge remains up to date and aligned with legal and industry changes.
• Scenario-based discussions relevant to the music, touring, and live events industries will be included, such as:
◦ Safeguarding on tour
◦ Protecting people in hospitality and backstage environments
◦ Handling safeguarding issues during educational engagements or workshops
Prevent Duty Training
• All relevant personnel will be given awareness training on the Prevent Duty, including how to identify signs of radicalisation and how to refer concerns.
Awareness Across the Organisation
• Safeguarding and Prevent information will be accessible through the staff handbook, onboarding materials, and digital resources.
• Safeguarding will be a standing item at team meetings where relevant to projects.
• Posters, checklists, and quick-reference guides will be available in workspaces and shared digitally for those working remotely or on tour.
8. Prevent Duty
Artist Republic recognises its duty under the Counter-Terrorism and Security Act 2015 to have due regard to the need to prevent people from being drawn into terrorism or extremist activities. This responsibility applies across all areas of our work, including performances, tours, educational engagements, workshops, community events, and online platforms connected to our organisation.
Aims of the Prevent Duty
Through this policy, Artist Republic will:
• Safeguard individuals who may be vulnerable to radicalisation or extremist influence.
• Ensure all staff, contractors, and partners understand the signs of radicalisation and extremist behaviour.
• Provide clear and proportionate referral routes for Prevent-related concerns.
• Foster inclusive and respectful environments where extremist ideologies are challenged.
Recognising Signs of Radicalisation
Radicalisation can affect people from any background and may be gradual or sudden. Warning signs may include:
• Expressing extremist views or support for extremist causes.
• Accessing, possessing, or sharing extremist materials online or in person.
• Dramatic changes in behaviour, appearance, or peer group.
• Hostility towards others based on protected characteristics such as religion, race, or political beliefs.
Staff and Partner Responsibilities
• Complete Prevent awareness training appropriate to their role.
• Stay alert to potential indicators of radicalisation, especially during events, tours, or engagements with the public.
• Report concerns immediately to the Designated Safeguarding Lead (DSL) or Deputy DSL.
Referral Process
1. Any Prevent-related concern must be reported to the DSL or DDSL as soon as possible.
2. The DSL will assess the concern and determine if it should be referred to the local Prevent Coordinator, police, or other statutory agency.
3. All actions and referrals will be documented and stored securely.
Partnership Working
Artist Republic will collaborate with statutory bodies, local authorities, venues, and law enforcement agencies as appropriate to share information lawfully and to ensure individuals at risk are provided with suitable support.
9. Online Safety
Artist Republic recognises that the digital environment presents unique opportunities and risks. Many of our activities involve online promotion, virtual collaboration, educational engagement, and social media interaction. We are committed to protecting children, young people, and adults at risk from online abuse, exploitation, harassment, and harmful content connected to our work.
Scope
This section applies to:
• Artist Republic’s official websites, social media channels, and digital communication platforms.
• Online rehearsals, workshops, or meetings organised by Artist Republic.
• Any third-party platform used for Artist Republic projects where our staff, contractors, or representatives are acting in a professional capacity.
Online Risks
Potential risks include:
• Cyberbullying or harassment.
• Grooming or exploitation.
• Exposure to extremist or harmful content.
• Inappropriate, offensive, or illegal material being shared.
• Privacy breaches or misuse of personal data.
Our Approach
• All official Artist Republic digital channels will be monitored and moderated in line with our safeguarding principles.
• Communication between Artist Republic representatives and children, young people, or adults at risk must only occur through approved organisational platforms — never personal accounts.
• Online events involving under-18s or adults at risk must have appropriate safeguards in place, such as password-protected access, waiting rooms, and multiple adults present where appropriate.
• Staff, contractors, and artists will receive guidance on maintaining professional boundaries online.
Reporting Online Concerns
• Any harmful, suspicious, or inappropriate online behaviour must be reported immediately to the Designated Safeguarding Lead(DSL) or Deputy DSL.
• Where illegal content is found, the DSL will refer to the police or relevant law enforcement agency without delay.
• Evidence such as screenshots, chat logs, or file copies must be preserved securely for investigative purposes.
10. Whistleblowing
Artist Republic is committed to operating with openness, integrity, and accountability. We encourage all staff, contractors, artists, volunteers, and partners to speak up about safeguarding, Prevent, or other serious concerns at the earliest opportunity. We guarantee that those who raise concerns in good faith can do so without fear of victimisation, harassment, or negative consequences.
When Whistleblowing Applies
This procedure should be used when there is a genuine concern about:
• The safety or welfare of a child, young person, or adult at risk.
• A breach of safeguarding or Prevent procedures.
• Criminal activity.
• Failure to comply with a legal obligation.
• A miscarriage of justice.
• A danger to health and safety.
• Deliberate concealment of any of the above.
General workplace grievances (e.g., disputes about working conditions) should be raised through Artist Republic’s grievance procedures rather than whistleblowing.
How to Raise a Concern
• Concerns should normally be reported to the Designated Safeguarding Lead (DSL).
• If the concern involves the DSL, report to the CEO or another senior manager.
• Concerns can be raised verbally or in writing. Written concerns should set out the facts clearly, including dates, times, names, and any supporting evidence.
Confidentiality
• Artist Republic will protect the identity of whistleblowers wherever possible.
• Anonymous reports will be considered, but they maybe harder to investigate.
• Information will be shared only with those who need to know to investigate and address the concern.
Protection from Reprisal
No one will be dismissed, disciplined, or treated unfairly for raising a safeguarding or Prevent concern in good faith, even if the concern is later found to be unfounded.
11. Information Sharing and Confidentiality
Artist Republic recognises that effective safeguarding often depends on sharing information quickly with the right people, while also respecting privacy and complying with data protection law. We follow statutory guidance, including Working Together to Safeguard Children and the Data Protection Act 2018, to ensure all information sharing is lawful, proportionate, and in the best interests of those at risk.
Core Principles
• Safeguarding concerns must always be reported to the Designated Safeguarding Lead (DSL) or Deputy DSL — even if you are unsure whether the threshold for action has been met.
• The safety and welfare of the individual takes precedence over concerns about confidentiality.
• Information will only be shared with those who need it to take appropriate action.
• Wherever possible, the consent of the individual at risk (or their parent/guardian if under 18) will be sought before sharing information, unless doing so would increase the risk of harm.
When We May Share Without Consent
Information can be shared without consent if:
• There is immediate danger to a child, young person, or adult at risk.
• There is a risk of significant harm.
• It is necessary to prevent, detect, or prosecute a serious crime.
• We are required to do so by law.
How We Share Information
• Only relevant and necessary information will be shared.
• Secure channels will be used wherever possible, such as encrypted email or secure file transfer.
• A clear record will be kept of what information was shared, with whom, and for what purpose.
Confidential Records
• All safeguarding records will be kept securely and separately from other organisational records.
• Access will be limited to the DSL, DDSL, and authorised senior management.
12. Monitoring and Review
Artist Republic is committed to ensuring that this Safeguarding and Prevent Policy remains effective, relevant, and aligned with current legislation, statutory guidance, and best practice in the music and live events industries.
Ongoing Monitoring
• The Designated Safeguarding Lead (DSL) will oversee the implementation of this policy across all Artist Republic activities, including live events, tours, educational engagements, and online platforms.
• Safeguarding and Prevent concerns, incidents, and referrals will be reviewed regularly to identify patterns, gaps in training, or procedural weaknesses.
• Feedback from staff, contractors, artists, volunteers, venues, and partner organisations will be considered when refining safeguarding practice.
Annual Review
• This policy will be reviewed in full at least once every 12 months, or sooner if there are significant changes to legislation, statutory guidance, or Artist Republic’s operations.
• The review will be led by the DSL in consultation with the CEO and the Board of Directors.
• Updated versions will be communicated to all relevant parties and made available for reference on request.
Learning from Incidents
• When safeguarding or Prevent incidents occur, are view will be conducted to assess the effectiveness of the response.
• Lessons learned will be incorporated into training, operational procedures, and updates to this policy to reduce the risk of recurrence.
“Artist Republic believes that safeguarding is a shared responsibility that extends beyond legal compliance. This policy reflects our commitment to creating safe, respectful, and inclusive environments across all our work. By applying the highest standards of professional conduct, focusing DBS checks where they are legally required, and maintaining robust alternative safeguards in all other cases, we protect those we work with while enabling our creative and operational teams toper form at their best. Safeguarding is not a one-off process — it is a continual commitment that shapes how we plan, deliver, and review everything we do.”
CEO [Ben Marshall] - 09/08/2025
Next Review Date: 09-08-2027
