1. Introduction

This policy applies to all staff, including Senior Managers, volunteers (including trustees) and students, or anyone working on behalf of Birmingham Botanical and Horticultural Society Limited. This policy also applies to anyone working onsite at BBG to provide a public-facing service or experience. Third-party providers will be informed of the relevant procedures as they come on site.  The purpose of this policy is to protect children and vulnerable adults at risk from harm and to provide all employees, workers and volunteers with information about the safeguarding policy adopted by the Organisation.

Whilst we provide education and a venue, we do not act ‘in loco parentis’.   However, we are aware that we have contact with many children and vulnerable adults who visit our premises, either as a visitor with a family group or as part of an education group.

It is our policy not to admit unaccompanied children below the age of 16 as day visitors.  However, we are committed to safeguarding children and vulnerable adults and consider that their safety and wellbeing is of paramount importance.   As such, we expect everyone in our organisation who work or have contact with children or vulnerable adults as part of their role to:

• Be aware of and attentive to the needs of children and vulnerable adults, doing whatever is needed to maintain their safety and wellbeing.
• Treat children and vulnerable adults with respect and dignity, defending their innocence and upholding their trust.
• Treat everyone in a way which demonstrates their high value as individuals, regardless of gender, background, ethnicity, disability, sexuality or beliefs.
• Be aware of potential risks to children and vulnerable adults and do what we can to minimise these risks.
• Listen to children and vulnerable adults, taking their concerns seriously.
• Attend appropriate training to understand and be updated on safeguarding practice.
• Follow the sector-standard procedures to safeguard the welfare of children and vulnerable adults whilst on our premises.

Whilst we accept that it is possible that any of the range of issues may occur at some time at the Gardens, we believe that the most likely instances would be:

• disclosures about allegations of abuse, neglect or inappropriate behaviour being made to our trustees, staff, volunteers or students
• allegations made about abuse, neglect or inappropriate behaviour by a member of our trustees, staff, volunteers or students
• allegations made about inappropriate behaviour by a visitor to the gardens
• the provision of assistance to lost children or vulnerable adults
• witnessing harsh treatment of children or vulnerable adults by those who are responsible for their care during the visit.

Therefore, we believe it appropriate to issue this document to enable trustees, staff, volunteers, students or anyone working on behalf of Birmingham Botanical and Horticultural Society Limited. to know what course of action is appropriate for them to take in the event of any of these circumstances arising.

2. Our Role In Safeguarding

Child and vulnerable adult protection are a part of safeguarding and promoting welfare. This refers to the activity which is undertaken to protect specific children or vulnerable adults who are suffering or are at risk of suffering significant harm. As staff, volunteers, trustees and students working at Birmingham Botanical Gardens, everyone has a responsibility to support the safeguarding of children and vulnerable adults and promote their welfare.  Those representing Birmingham Botanical Gardens, and third-party operators working onsite at Birmingham Botanical Gardens to provide a public-facing service, also have a responsibility to safeguard children and vulnerable adults.

Safeguarding and promoting the welfare of children and vulnerable adults depends upon effective joint working between a number of agencies and professionals with different roles and expertise.  Individual children and vulnerable adults, and especially those at greatest risk of social exclusion, will need co-ordinated help from such agencies.  We have an obligation as an organisation to support these agencies and contribute to their processes as necessary to assist them in reaching a positive outcome for those involved.

3. Recruitment

The Organisation is committed to having effective recruitment and Human Resources procedures, including checking staff, workers, volunteers and trustees, in designated roles to make sure they suitable to work in our environment.

All staff, workers, volunteers and trustees who are involved in our educational and engagement activities, or other specific roles, are subject to satisfactory DBS clearance.

4. Training

Staff training is not only crucial in protecting children and vulnerable adults, it also makes them aware of how they can protect themselves against allegations. Appropriate training will be arranged as required for those with lead or named responsibility for child and vulnerable adult protection as appropriate to their roles/responsibilities.

Training and familiarisation with our policy will form part of the initial induction procedures and all new employees, workers, volunteers and trustees will be required to read and understand this policy.

Third-party operators are required to read a safeguarding policy brief, and sign to say that have done so, before operating onsite at Birmingham Botanical Gardens.

5. Photography and video footage 

Photography and video footage includes the taking of still photographs, filmed and moving images and video recordings by whatever means. We will ensure that photography and video footage is only taken and used where it is necessary and legitimate to do so and with the appropriate consent.

Members of staff, trustees, volunteers and third-party operators must:

• Never take, display or distribute photographs or video footage of children or vulnerable adults without the knowledge and agreement of the person with responsibility for those children or vulnerable adults whilst on our premises.
• Never share photographs or video footage of children or vulnerable adults on social media accounts without the above consent
• Undertake best endeavours to ensure that visitors to the gardens do not take photographs or video footage which either knowingly or unintentionally include children or vulnerable adults not in their care at the time.

Policy Review

This policy is reviewed annually and updated as necessary.

Version 8, April 2025

Version 9, April 2026

Designated Safeguarding Leads:

Head of Engagement and Learning – Jen Ridding

Chief Executive Officer – Sara Blair-Manning