1. Safeguarding Policy Statement
1.1 As a UK registered charity, MAI-Europe is committed to maintaining high standards of honesty and integrity.
1.2 All trustees of MAI-Europe are required to conduct themselves in keeping with these high standards, while carrying out their mission statement.
1.3 We require all people and organisations we work with, to hold equally high standards.
1.4 MAI-Europe does not work directly with children, teenagers or adults at risk, but recognises that everyone can be vulnerable at times, everyone deserves to be treated with dignity and respect, and safeguarding is everyone’s responsibility.
2. Purpose of this Safeguarding Policy
2.1 Although we do not work with directly with children or adults at risk, we aim to ensure that we safeguard the welfare of anyone and everyone we work with; this includes trustees, members of other organisations we work with, and delegates who attend any training we either attend, organise, or organise jointly with other organisations.
2.2 The purpose of this policy is to give a framework of principles to adhere to, to ensure the welfare and safeguarding of everyone we come into contact with through our mission.
3. Safeguarding Lead
3.1 The Designated Safeguarding Lead for MAI-Europe is Janet Wilson. She may be contacted by email: office@mai-europe.org or in person at events.
3.2 In the event of the Safeguarding Lead being uncontactable, or the complaint is about the Lead, the Deputy Safeguarding Lead for MAI-Europe is Alice Philip.
3.3 The Safeguarding Lead will ensure that all trustees are aware of the Safeguarding Policy, receive relevant training in safeguarding, and adhere to the guidelines.
3.4 The Safeguarding Lead will ensure that the Safeguarding Policy is looked at and updated annually as necessary.
4. Code of Behaviour
The following Code of Behaviour applies to all trustees, trainers, and people from other organisations we work with:
- We aim to treat everyone with dignity and respect
- We aim to set a high example of integrity for others to follow
- We aim to treat everyone equally, regardless of gender, ethnicity, age and position
- We aim to respect everyone’s personal privacy
- We will challenge unacceptable behaviour
- We recognise that special caution is required when discussing sensitive issues
- We will keep in mind how words and actions can be misinterpreted in different cultural situations
- We will listen to any safeguarding concerns without prejudice
- We will take allegations or concerns about safeguarding seriously and refer them to the Designated Safeguarding Lead if necessary
- We will request training, or further information about safeguarding, if required
- We will refrain from inappropriate physical or verbal contact with any other person
- We will not jump to conclusions about any issue without checking facts, or make any assumption based on age, ability or appearance
- We will not force our opinions on others; this includes political and denominational biases
No form of abuse, bullying or intimidation will be tolerated.
5. Recruitment and Training
5.1 Recruitment of trustees. MAI-Europe is committed to following safer recruitment for trustees, and will adhere to the following principles:
- New applicants for the role of trustee will be asked to complete an application form or submit a detailed CV and include the names of two referees giving consent for MAI-Europe to approach directly. One of these should be a current leader in the applicant’s church.
- Interviews will be carried out by at least two trustees, including the Safeguarding Lead
- Incoming trustees will be asked to read and sign a statement that they agree with this Safeguarding Policy before they are formally accepted as trustees.
5.2 Recruitment of trainers and support staff. Trainers and other support staff recruited by MAI-Europe for training and other events should be sent a copy of this Safeguarding Policy and will be asked to read and sign a statement that they with this Safeguarding Policy and agree to abide by it.
5.3 All trustees must sign a statement, that they have received and understand the Safeguarding Policy, and agree to abide by it
5.4 Safeguarding training will be made available to trustees, and must be completed as required by the Charities Commission England and Wales.
6. Risk Assessments
6.1 Risk assessments must be carried out in relation to any new project or event, at the planning stage.
6.2 Risk assessments for each event must done in conjunction with any other organisation we work with.
6.3 The principle of Risk Assessment is to consider, for every event we take part in/host/collaborate with the, the risks. Risks must be written in the designated Risk Assessment Form.
6.4 The response to risk can fall into one of more of the following options:
- Accept the risk and go ahead
- Avoid the risk by not going ahead
- Take out insurance cover
- Develop response plans to mitigate the effects of an adverse risk event, or to take advantage of an unplanned opportunity
- Reduce the likelihood of an adverse risk event by putting controls in place in advance.
7. Reporting Safeguarding Issues
7.1 One of the trustees from MAI-Europe will be designated as safeguarding officer at each event we take part in.
7.2 At the beginning of each event, this person will be made known to delegates and trainers, so everyone knows to whom they need to report concerns.
7.3 Concerns or allegations may be raised by
- A MAI-Europe trustee, who has observed a safeguarding issue
- Another person who has observed a safeguarding issue/potential safeguarding issue
- The person of concern.
7.4 When a concern comes to light, the safeguarding officer must:
- Stay calm, listen carefully and reflect back, to make sure they have a full understanding of what is being reported
- Make the person aware that you may have to share the information disclosed
- Ask questions for clarification only and avoid ‘leading’ questions
- Re-assure the person that they have done the right thing in telling you
- Tell them what you will do next and with whom the information will be shared
- Record the conversation in writing as accurately as you can using the person’s own words, as soon as possible
- Sign and date the record
- Make a report to the Designated Safeguarding Lead, or the Deputy, as soon as possible.
- If anyone is in immediate danger, phone the police or other authority
7.5 The Designated Safeguarding Lead must make a written record of the incident as soon as possible.
- The record must where possible include the following:
- names, dates of birth and nationalities of all parties
- address of all parties
- nature of any concerns
- description of any injuries that have been noticed
- a record of the grievance
- any action taken so far
- The record must be signed and dated.
- The record must be kept secure and confidential and will only be accessible to the Designated Safeguarding Lead and others responsible for safeguarding other than where it is necessary to share the record to ensure that the matter is investigated and appropriate actions taken in response
7.6 The Designated Safeguarding Lead must get advice as appropriate from 31:8, the Charity Commission England and Wales, and/or any other statutory body as required.
8. Records
8.1 All personal information that is collected in the course of Safeguarding should be treated as confidential. All records will be securely kept.
8.2 The Designated Safeguarding Lead will have authority to determine who can access any particular records, unless the person of concern is the Designated Safeguarding Lead and then the Deputy Safeguarding Lead will be authorised to have access to such records.
8.3 Records will only be kept as necessary and in accordance with the MAI-Europe Data Protection Policy.
9. Review
This policy will be reviewed annually by the Designated Safeguarding Lead on the Board of Trustees.
The policy was last reviewed January 2026
Appendix 1 – Online Training Events
- Minors aged 15 to 17 may attend online training events if an adult completes the registration details for them, and is present with them at all times during the training.
- The chat room will be monitored.