Safeguarding and Child Protection Policy

1. Purpose and Scope


1.1 Purpose

The purpose of this policy is to protect individuals, particularly children, young people and at-risk adults, from harm that may arise through their contact with Classroom365 Limited.

This includes harm arising from staff conduct, site attendance, technical services, data handling, photography, system access or any other work carried out on behalf of the Company.

Classroom365 is committed to supporting the safeguarding arrangements of the schools, academies and multi-academy trusts we serve.

1.2 Scope

This policy applies to all Classroom365 staff and associated personnel, including employees, consultants, volunteers, contractors and subcontractors, while engaged in work or visits related to Classroom365.

This policy applies to work carried out on school sites, remotely, through helpdesk support, through access to school systems, and through any other service delivered by Classroom365.

2. Safeguarding Principles

Classroom365 recognises safeguarding as the protection of people’s health, well-being and human rights, enabling them to live free from harm, abuse and neglect.

We align our approach with relevant UK safeguarding legislation and guidance, including the Children Act 1989, the Safeguarding Vulnerable Groups Act 2006 and Keeping Children Safe in Education, where applicable.

Classroom365 operates under three safeguarding principles:

Prevention: Recruiting safely, training staff appropriately, following school-site procedures and reducing risks before they arise.

Reporting: Ensuring staff know how to report safeguarding concerns promptly and appropriately.

Response: Taking concerns seriously, escalating them to the correct people and cooperating with schools, local authorities or statutory agencies where required.

Classroom365 also recognises the importance of staff understanding the types of abuse and safeguarding concerns that may arise in education settings, including those covered in Keeping Children Safe in Education.

3. Prevention & Safer Recruitment


3.1 Safer Recruitment

Classroom365 follows safer recruitment procedures to help identify and deter individuals who may be unsuitable to work in or around schools, children or young people.

All Classroom365 staff are required to complete an Enhanced DBS application and receive a satisfactory outcome as part of our safer recruitment process.

Where a role is eligible and involves regulated activity with children, children’s barred list information will also be obtained.

Classroom365 maintains a central safeguarding and DBS record to evidence recruitment and safeguarding checks. This record is reviewed and updated in line with internal procedures, customer requirements and safeguarding expectations.

Childcare disqualification declarations or checks will only be used where they apply to the role and legal requirements.

3.2 Training

All staff receive safeguarding induction and training appropriate to their role.

This includes awareness of professional conduct, reporting routes, school-site expectations, information handling and relevant Keeping Children Safe in Education expectations where applicable.

Training, guidance or policy acknowledgement records are retained as part of Classroom365’s ISO management system.

3.3 Client Policy Compliance

Classroom365 staff are expected to follow the safeguarding and visitor procedures of each school or education setting they attend.

Where schools provide site-specific safeguarding instructions, staff must follow those requirements, including sign-in procedures, ID requirements, visitor badges, reporting routes and any instructions issued by the school’s Designated Safeguarding Lead or site contact.

4. Operational Safeguarding – On-Site and Technical Protocols

To protect schools, pupils, staff and Classroom365 personnel, staff must follow these requirements during service visits and technical work.

Photography and Screenshots: Staff may only take photographs, screenshots or recordings for legitimate technical reasons, such as recording a hardware fault, installation issue or system error.

Approval must be sought from the school site contact before capturing any image or information that could include personal data, pupil information, staff information, displays, whiteboards, safeguarding information or identifiable individuals.

Data Handling: Staff must follow Classroom365’s data protection and information security procedures when accessing, handling or transferring school data.

Personal data, safeguarding information or confidential school information must not be copied, stored or shared unless there is a legitimate business reason and appropriate security controls are used.

Access to Captured Information: Schools may request access to information captured or handled by Classroom365 staff in connection with work performed on their premises or systems.

Equipment and Network Access: Staff must only connect approved company equipment to school networks unless otherwise authorised.

Staff must follow Classroom365 and school-specific procedures for network access, system administration, remote access, password handling and device security.

Professional Boundaries: Staff must maintain professional boundaries at all times and must not place themselves in situations that could pose a safeguarding risk or lead to misunderstanding.

5. Code of Conduct

Staff and associated personnel must not:

  • engage in sexual activity with anyone under the age of 18;
  • engage in inappropriate relationships or communications with pupils or young people;
  • subject anyone to physical, emotional, sexual or psychological abuse;
  • behave in a way that exploits, neglects, humiliates or degrades another person;
  • engage in commercially exploitative activities, including human trafficking or modern slavery;
  • exchange money, goods, services or favours for sexual activity;
  • use company systems, school systems or personal devices to access, store, create or share illegal, harmful or inappropriate content;
  • contact pupils or young people through personal social media, messaging platforms or private communication channels;
  • take photographs, videos or recordings of pupils unless expressly authorised by the school for a legitimate purpose.

Staff must act professionally and comply with Classroom365 policies, school-site procedures and safeguarding expectations at all times.

6. Reporting and Response


6.1 Reporting Concerns

Any safeguarding concern, allegation or suspicion must be reported immediately to the Office Manager, a Director or a member of the Senior Management Team.

Where the concern arises on a school site, staff must also follow the school’s safeguarding procedure and report the concern to the school’s Designated Safeguarding Lead or nominated safeguarding contact.

Concerns may be reported to:

Email: office@classroom365.co.uk

Internal contact: Office Manager / Senior Management Team / Board of Directors

6.2 External Reporting

Staff may also contact the NSPCC Whistleblowing Advice Line if they are concerned about how child protection issues are being handled.

NSPCC Whistleblowing Advice Line: 0800 028 0285

Email: help@nspcc.org.uk

Where there is an immediate risk of harm or a crime may have been committed, staff should contact the police or emergency services as appropriate.

6.3 Response

Classroom365 will take all safeguarding reports seriously.

Where appropriate, Classroom365 will:

  • record the concern;
  • escalate the matter to a Director or Senior Management Team member;
  • cooperate with the school, Designated Safeguarding Lead, local authority, police or social care where required;
  • take appropriate internal action, including suspension from school-site work where necessary;
  • refer matters to statutory authorities where required;
  • review relevant risk assessments, procedures or training following the incident.

Breaches of this policy may result in disciplinary action, up to and including summary dismissal, referral to statutory authorities and/or termination of contract.

6.4 Confidentiality and Information Sharing

Safeguarding information will be handled sensitively and shared only with those who need to know to protect individuals, investigate concerns, meet legal obligations or support statutory safeguarding processes.

Confidentiality must never be used as a reason to delay or prevent the reporting of a safeguarding concern.

7. Records and ISO Evidence

Records supporting this policy are retained securely in line with Classroom365’s data protection, information security and document control procedures.

Evidence may include:

  • DBS and safeguarding check records;
  • central safeguarding / DBS log entries;
  • safeguarding training or policy acknowledgement records;
  • induction records;
  • visitor or school-site briefing records;
  • safeguarding concern records;
  • incident reports;
  • investigation records;
  • risk assessments;
  • management review notes;
  • internal audit findings;
  • corrective action records.

8. Review and Approval

This policy is reviewed annually or sooner where there are significant changes to legislation, Keeping Children Safe in Education guidance, DBS guidance, customer requirements, business operations, safeguarding risks or ISO management system requirements.

This policy has been reviewed and approved by the Board of Directors of Classroom365 Limited.

Document control
Version: 4.0
Last reviewed: May 2026
Next review due: May 2027
Approved by: Board of Directors
Policy owner: Classroom365 Limited