86. Safeguarding & Client Welfare Policy
86.1. Architecture North Ltd is committed to promoting the welfare, dignity, and safety of all clients, visitors, employees, contractors, and any other individuals with whom we interact.
86.1.1. Whilst Architecture North Ltd does not provide healthcare, counselling, or social care services, we recognise that concerns relating to mental health, abuse, neglect, vulnerability, or risk of harm may arise during the course of our professional services.
86.1.2. This policy establishes the procedures for recognising, recording, escalating, and responding appropriately to safeguarding concerns.
86.2. This policy applies to:
86.2.1. Employees, Directors, Consultants, Contractors, Agency Staff, Clients, Prospective Clients, Visitors and Representatives acting on behalf of Clients.
86.3. Definitions
86.3.1. Safeguarding means protecting an individual’s right to live safely, free from abuse, neglect, exploitation, discrimination, or avoidable harm.
86.3.2. Vulnerable Adult is an adult who may require additional support because of age, disability, illness, mental ill-health, reduced capacity or other circumstances affecting their ability to protect themselves.
86.4. Child is any person under the age of 18.
86.4.1. Architecture North Ltd will:
86.4.2. treat everyone with dignity and respect;
86.4.3. take concerns seriously;
86.4.4. respond proportionately;
86.4.5. protect confidentiality where appropriate;
86.4.6. only share information where necessary;
86.4.7. comply with applicable safeguarding legislation and GDPR.
86.5. Safeguarding concerns may include, but are not limited to:
86.5.1. Mental Health concerns such as suicidal thoughts, self-harm, severe depression, psychotic behaviour or inability to make informed decisions.
86.5.2. Abuse concerns such as physical abuse, emotional abuse, psychological abuse, financial abuse, sexual abuse, domestic abuse or coercive control.
86.5.3. Neglect concerns such as self-neglect, neglect by carers or unsafe living conditions.
86.5.4. Vulnerable Persons concerns regarding elderly clients, disabled clients, adults lacking capacity or children observed during home visits,
86.6. Recognising Safeguarding Concerns such as:
86.6.1. threats of suicide;
86.6.2. statements indicating immediate risk;
86.6.3. unexplained injuries;
86.6.4. severe distress;
86.6.5. confusion or disorientation;
86.6.6. significant deterioration in behaviour;
86.6.7. evidence of neglect;
86.6.8. disclosures of abuse;
86.6.9. concerns raised by family members.
86.7. All Employees Shall:
86.7.1. remain professional;
86.7.2. listen without judgement;
86.7.3. avoid making promises they cannot keep;
86.7.4. record concerns accurately;
86.7.6. report concerns immediately to the Practice Director.
86.8. The Practice Director shall:
86.8.1. review safeguarding concerns;
86.8.2. determine appropriate action;
86.8.3 maintain confidential records;
86.8.4. liaise with emergency services where required;
86.8.5. review safeguarding procedures.
86.9. Where an individual is believed to be at immediate risk of serious harm, Architecture North Ltd may:
86.9.1. contact 999;
86.9.2. request Police assistance;
86.9.3. request Ambulance assistance;
86.9.4. remain with the individual where safe to do so;
86.9.5. notify the emergency contact where appropriate.
86.10. Where there is no immediate danger, Employees should:
86.10.1. encourage the individual to seek appropriate support;
86.10.2. remain calm;
86.10.3. avoid giving medical advice;
86.10.4. notify the Practice Director;
86.10.5. document the concern.
86.11. Where a Client discloses mental health concerns, Architecture North Ltd shall:
86.11.1. treat the disclosure respectfully;
86.11.2. consider whether the Client has capacity to provide informed instructions;
86.11.3. continue to communicate professionally;
86.11.4. pause meetings where necessary;
86.11.6. recommend that the Client obtains appropriate professional support where appropriate.
86.11.7. Architecture North Ltd shall not provide counselling or medical advice.
86.12. Where there are reasonable concerns regarding a Client's capacity to provide informed instructions, Architecture North Ltd may:
86.12.1. request clarification;
86.12.2 request authority from an appointed representative;
86.12.3. suspend instructions until capacity concerns are resolved.
86.13. Safeguarding information shall remain confidential unless:
86.13.1. disclosure is required by law;
86.13.2. disclosure is necessary to prevent serious harm;
86.13.3. emergency services require the information;
86.13.4. another lawful basis exists under data protection legislation.
86.13.5. Only information necessary for safeguarding purposes shall be disclosed.
86.14. Where safeguarding concerns arise, the following shall be recorded:
86.14.1. date, time, persons present, observations, exact words used (where possible), actions taken, person making the record.
86.14.2. Records shall be stored securely in accordance with the Company's Data Protection Policy.
86.15. Employees undertaking site visits should:
86.15.1. remain alert to safeguarding concerns;
86.15.2. avoid placing themselves at unnecessary risk;
86.15.3. leave immediately if personal safety is threatened;
86.15.4. report concerns upon returning to the office.
86.16. Architecture North Ltd shall provide safeguarding awareness training appropriate to employees' roles.
86.16.1. Training should include:
86.16.2. recognising safeguarding concerns;
86.16.3. responding appropriately;
86.16.4. confidentiality;
86.16.5. record keeping;
86.16.6. escalation procedures.
86.17. This policy shall be reviewed annually or sooner if:
86.17.1. legislation changes;
86.17.2. significant safeguarding incidents occur;
86.17.3 operational procedures change.