CloudLearn Safeguarding Policy

1. Purpose & Scope

CloudLearn is committed to safeguarding and promoting the welfare of all learners, particularly those under 18. This policy applies to all staff, tutors, contractors, volunteers, and learners engaged in our online courses, messaging systems, forums, and virtual classrooms.

It ensures compliance with:

• Keeping Children Safe in Education (KCSIE) 2025
• Working Together to Safeguard Children (2023)
• The Online Safety Act 2023
• The Children’s Code (Age Appropriate Design Code).

2. Roles & Responsibilities

Designated Safeguarding Lead (DSL)

• Stuart Gibson (DSL) is responsible for overall safeguarding at CloudLearn.
• Stuart ensures that safeguarding and child protection concerns are managed effectively and that staff understand and follow safeguarding procedures.
• He has lead responsibility for online safety, risk assessments, filtering, and monitoring.

Deputy Designated Safeguarding Lead (DDSL)

• Paul Monan (Deputy DSL) supports the DSL and is trained to act in their absence.
• Either Stuart or Paul can be contacted by staff, learners, or parents with safeguarding concerns.

All Staff & Tutors

• Must complete safeguarding induction and annual refresher training.
• Maintain professional boundaries in all communications.
• Report concerns immediately to the DSL or Deputy DSL.

Senior Leadership Team (SLT)

• Oversees compliance with statutory safeguarding duties.
• Promotes a culture where safeguarding is everyone’s responsibility.

3. Safer Recruitment & DBS Checks

• All staff in regulated activity with under-18s require Enhanced DBS checks (including Barred List checks where applicable).
• CloudLearn maintains a Single Central Record of vetting checks.
• References and identity checks are mandatory before employment.
• Staff suitability is monitored on an ongoing basis (e.g., via the DBS Update Service).
• No unsupervised work with minors may commence until checks are complete.

4. Safe Online Communication

• All learner-staff interaction must occur via CloudLearn-approved platforms (Moodle messaging, forums, CloudLearn email).
• Use of personal emails, phone numbers, WhatsApp, or social media with learners is prohibited.
• All communications must be transparent, professional, and subject to monitoring.
• CloudLearn platforms use privacy-by-default settings in line with the Children’s Code.

5. Online Communities & Moderation

• Risk assessments are conducted before launching any forum, chat, or social media space.
• House Rules outline acceptable behaviour for learners and staff.
• Moderation protocols define when and how content is monitored, who is responsible, and how concerns are escalated.
• Moderators and hosts receive safeguarding training, including how to respond to concerning content.
• Clear procedures exist for removing harmful content and supporting affected learners.

6. Training & Awareness

• All staff receive training on:
• safeguarding and child protection,
• online safety,
• confidentiality and disclosures,
• recognising signs of abuse, grooming, and exploitation.
• Learners are educated about online safety, respectful conduct, and how to report concerns.
• Parents/carers receive accessible safeguarding information at enrolment.

7. Reporting & Incident Management

• Immediate Action: Any safeguarding concern must be reported promptly to the DSL (Stuart Gibson) or Deputy DSL (Paul Monan).
• Low-Level Concerns: All staff must record and report minor worries, which are logged and monitored for patterns.
• Serious Concerns/Allegations: Referred to statutory authorities (local safeguarding partners, police, or DBS) when thresholds are met.
• Record Keeping: All safeguarding records are stored securely in compliance with data protection law.

8. Complaints Procedure

CloudLearn takes all complaints seriously. We encourage learners, parents, carers, and staff to raise concerns without fear of disadvantage.

8.1 Informal Resolution

• Minor concerns should first be raised with the relevant staff member, the DSL (Stuart Gibson), or Deputy DSL (Paul Monan).
• The issue will be discussed and, where possible, resolved promptly and informally.

8.2 Formal Complaint

If not resolved informally:

• Written Complaint – Submit to the DSL (or to the CEO if the complaint concerns the DSL).
• Acknowledgement – A written response will be sent within 5 working days.
• Investigation – The DSL/CEO will investigate fairly, interviewing relevant parties and reviewing evidence.
• Outcome – A written decision will be provided within 20 working days, including any actions taken.

8.3 Appeal

• If the complainant is dissatisfied, they may appeal in writing to the CEO (or Chair of Directors if the CEO was involved).
• A panel not previously involved will review the complaint.
• The panel’s decision will be final and communicated in writing within 20 working days.

8.4 Safeguarding Allegations Against Staff

• Allegations that a member of staff has harmed or may harm a child will be handled in accordance with KCSIE 2025 procedures.
• Such cases will be reported to the Local Authority Designated Officer (LADO) without delay.
• Staff subject to allegations will be treated fairly, and learners will be safeguarded throughout.

8.5 External Escalation

Learners and parents can also contact:

• Local Authority Children’s Services
• NSPCC Helpline (0808 800 5000)
• Ofsted (0300 123 1231)

9. Data Protection & Privacy

• CloudLearn complies with the Children’s Code and GDPR.
• Only essential data is collected and stored securely.
• Learner data is never shared without consent except where safeguarding requires disclosure.

10. Review & Oversight

• This policy is reviewed annually, or earlier if statutory guidance changes.
• Learners, parents, and carers are informed of safeguarding arrangements.
• Senior leadership ensures that procedures remain effective and responsive to new risks.

Approval & Version Control

• DSL: Stuart Gibson
• Deputy DSL: Paul Monan
• Approved by: Stuart Gibson
• Date: 2nd September 2025
• Review Due: 1st September 2026.