Safeguarding Policy (General)

Last reviewed: 16 Oct 2025
Next review: 1 Jan 2026
Contact: ed@herenow.film

1) Policy statement

Here Now Films is committed to safeguarding the welfare of anyone who engages with our work—employees, freelancers, contributors, visitors, and members of the public, including children (under 18) and adults at risk. We promote a culture where concerns are taken seriously and acted on promptly.

2) Scope

Applies to all activities: office, on-location filming, studios, post-production, events, and remote work. Covers all workers (staff/freelancers/contractors), visitors, contributors, and participants in productions.

3) Principles

  • Do no harm: plan work to minimise risk; stop if safety is in doubt.
  • Proportionality: apply controls that match the level of risk.
  • Empowerment & respect: treat everyone with dignity; make reasonable adjustments where needed.
  • Accountability: record, report, and learn from incidents.
  • Confidentiality: share information on a need-to-know basis only.

4) Roles & responsibilities

  • Managing Director (Safeguarding Lead): overall responsibility, resources, training, and liaison with authorities.
  • Producers/Project Leads: ensure safeguarding is built into planning, briefings, casting, locations, and permissions; manage incidents on the day.
  • All workers: follow this policy; challenge poor practice; report concerns immediately.
  • Third parties (venues/partners): must meet or exceed our standards; exchange policies and RAMS where relevant.

5) Safe working standards

  • Maintain professional boundaries; avoid 1-to-1 situations behind closed doors.
  • Use company channels (not personal accounts) for communications with under-18s or adults at risk.
  • Obtain appropriate consents before recording/using personal data, images, or audio of under-18s/vulnerable adults.
  • Vet locations and scenes for safeguarding and privacy risks (e.g., changing areas, medical settings).
  • Plan chaperoning when minors are on set; follow venue/site rules.

6) Recognising concerns

  • Abuse can be physical, emotional, sexual, neglect, exploitation, bullying/online harm.
  • Adults at risk may face financial, psychological, or domestic abuse.
  • Red flags: injuries, fearfulness, drastic behaviour change, disclosures, coercion, or unsafe supervision.

7) Reporting a concern (internal)

  1. Listen; don’t promise secrecy.
  2. Record facts in the person’s own words (time/date, who was present).
  3. Report immediately to the Safeguarding Lead (Managing Director) or the senior person present.
  4. If there is immediate danger, call 999 first, then notify the Safeguarding Lead.

We escalate to appropriate bodies (school DSL, Local Authority Designated Officer (LADO), police) where required. We cooperate fully with investigations.

8) Information sharing & records

  • Keep records secure and limited to those who need them.
  • Store incident logs in a controlled workspace; retain per our data retention schedule.
  • Follow UK GDPR for any personal data.

9) Training & review

  • Induct staff/freelancers on safeguarding expectations and reporting.
  • Toolbox talks on productions where minors or adults at risk are present.
  • Annual policy review or sooner if activities change.

Appendix A — Work Experience (Under-18s)

This appendix applies when hosting under-18s (e.g., school placements).

Supervision & boundaries

  • Two-adult rule: students are not left 1-to-1 unsupervised.
  • Use open, visible spaces; keep vision panels unobstructed.
  • Communication via official channels only.

Activities

  • Age-appropriate, observational tasks; no hazardous equipment, live electrics, work at height, or heavy lifting.
  • Any location visit requires a same-day dynamic risk assessment and a named supervisor.

Induction

  • Day-1 brief covering behaviour standards, how to raise a concern, H&S (fire, first aid, welfare), confidentiality, and social media rules.

Consent & data

  • Parental/guardian consent for any publishing that identifies the student (images/video/credit).
  • No posting client/production content by students without written permission.

Escalation

  • Concerns → Safeguarding Lead and the school’s Designated Safeguarding Lead (DSL).
  • Allegations about an adult → escalate to DSL and consider LADO referral.
  • Emergency → 999.

Absence & hours

  • Typical hours 09:00–17:00 with breaks; earlier finish if appropriate.
  • Parent/guardian handles travel unless otherwise agreed.

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