Safeguarding for children and vulnerable adults at exhibitions organised by Windsor Artists Collective

Windsor Artists Collective Safeguarding Policy for Children, Young People and Vulnerable Adults appertaining to visiting or exhibiting at exhibitions organised by Windsor Artists Collective


The Windsor Artists Collective wants to make a positive contribution to a strong and safe community and recognises the right of every individual to stay safe. We see the interaction between the visual arts and members of the community as beneficial and constructive to their enjoyment and personal development, but this must always be undertaken in a safe and supportive environment.

The Windsor Artists Collective may come into contact with children, youngsters and vulnerable adults through the following activities:

  • As supervised visitors (always accompanied by a responsible adult) to art exhibitions organised by Windsor Artists Collective
  • As Art Exhibitors (always accompanied by a responsible adult) at exhibitions organised by Windsor Artists Collective

Children, young people and vulnerable adults are always made welcome at our art exhibitions BUT categorically it is not the policy of Windsor Artists Collective members or the volunteer artist exhibition stewards to undertake any meetings with or to allow visits to a Windsor Artists Collective exhibition by children and vulnerable adults unless they are at all times accompanied by a responsible supervising adult.

This policy seeks to ensure that The Windsor Artists Collective undertakes its responsibilities with regard to the protection of children and vulnerable adults and will respond to concerns appropriately. The policy establishes a framework to support Windsor Artist Collective members and also volunteer Stewards at exhibitions in their practices and clarifies the Windsor Artists Collective’s expectations.


This policy has been developed in accordance with the principles established by the Children Act 1989; and in line with information contained in the following:

  • “NSPCC 2019 policy documents”


1.   Windsor Artists Collective members (WAC Members), are all subscription paying members of the Windsor Artist Collective

2.   Artist volunteers acting as stewards at exhibitions (Stewards), are all guest artists exhibiting on that specific occasion at that specific exhibition organised by Windsor Artists Collective and undertaking stewarding responsibilities, but they are not WAC Members

Safeguarding is about embedding practices throughout the organisation to ensure the protection of children and vulnerable adults wherever possible. In contrast, child and adult protection is about responding to circumstances that arise.

Abuse is an act of oppression and injustice, exploitation, and manipulation of power by those in a position of authority. This can be caused by those inflicting harm or those who fail to act to prevent harm. Abuse is not restricted to any socio-economic group, gender, or culture.

It can take a number of forms, including the following:

  • Physical abuse
  • Sexual abuse
  • Emotional abuse
  • Bullying
  • Neglect
  • Domestic
  • Financial (or material abuse)
  • Radicalisation
  • Human trafficking/modern slavery
  • Forced marriage
  • Fabricated or induced illness
  • Female genital mutilation
  • Child sexual exploitation

Definition of a child: a child is under the age of 18 (as defined in the United Nations convention of the rights of a Child)

Definition of a vulnerable adult: a vulnerable adult is a person aged 18 years or over who may be unable to take care of themselves or protect themselves from harm or from being exploited. This may include, but is not limited to, a person who:

  • Is elderly or frail
  • Has a mental illness including dementia
  • Has a physical or sensory disability
  • Has a learning disability
  • Has a severe physical illness
  • Is a substance misuser
  • Is homeless


All members of WAC Members and Stewards at exhibitions have responsibility to follow the guidance laid out in this policy and to pass on any welfare concerns using the required procedures.

We expect everyone mentioned to promote good practice by being an excellent role model, contribute to discussions about safeguarding and to positively involve people in developing safe practices.

The Windsor Artists Collective structure

The Windsor Artists Collective Founder, Jonathan Greenyer is The Designated Lead Officer, and has the responsibility to ensure that:

  • the policy is in place and is appropriate
  • sufficient time is allocated to ensure that the policy can be effectively implemented

The designated lead officer has the responsibility to ensure that:

  • The policy is accessible
  • The policy is monitored and reviewed annually
  • The welfare of children and vulnerable adults is promoted within the organisations culture
  • Volunteers and WAC Members have access to appropriate information, such as this document
  • He receives any concerns about safeguarding and respond to all seriously, swiftly, and appropriately making onward referrals as necessary to the police and or appropriate social services
  • They keep up to date with local arrangements for safeguarding and CRB
  • They take forward concerns about responses
  • They keep records of concerns and actions
  • They ensure effective exchange of policies and information with all partners and third-party users of building and ensure that organisations have appropriate safeguarding policies in place


The scope of this Safeguarding Policy is broad ranging and in practice, it will be implemented via a range of policies and procedures within the organisation. These include:

  • Grievance and disciplinary procedures- to address breaches of procedures/policies
  • Our policy on unsupervised working or meetings procedures, mitigating risk to WAC Members and Stewards and exhibition visitors
  • Equal opportunities policy-ensuring safeguarding procedures are in line with this policy, in particular around discriminatory abuse and ensuring that the safeguarding policy and procedures are not discriminatory
  • Data protection (how records are stored and access to those records)
  • New WAC Member induction

Safe appointment of WAC Members or Stewards at exhibitions

The Windsor Artists Collective ensures safe recruitment of new artists as members through the following processes:

  • All roles involving contact with children and vulnerable adults will contain references to safeguarding responsibilities
  • Safeguarding statement on new member agreements
  • Ensuring that as a policy Windsor Artists Collective members and artists volunteers will not allow unsupervised children and vulnerable adults to visit exhibitions or exhibit art in exhibitions run by Windsor Artists Collective
  • The Windsor Artists Collective Designated Lead Officer will have appropriate DBS check

Communications training and support for WAC Members and Stewards

The Windsor Artists Collective commits resources for induction, training and effective communications and support mechanisms in relation to safeguarding.

Induction will include:

  • Discussion of the safeguarding policy (and confirmation of understanding)
  • Discussion of other relevant policies
  • Familiarisation with reporting processes and the role of the Designated Safeguarding Lead

Restraint: It is not our policy to provide WAC Members or Stewards with industry recognised training in restraint, therefore no such person should carry out any form restraint. If a situation occurs where these measures may be necessary staff should contact Jonathan Greenyer who will in turn, contact the emergency services.

Communications and discussions of safeguarding issues

Commitment to the following communication methods will ensure effective communication of safeguarding issues and practice:

  • Windsor Artists Collective monthly meetings
  • Digital and face to face Steward briefings relevant to a specific exhibition

In all meetings open discussions will be encouraged to identify any barriers to reporting so that they can be addressed.

All staff will be reminded of policies and procedures on an annual basis and informed when any changes or alterations are made.

Reporting Concerns

The Windsor Artists Collective recognises its duty to report concerns or allegations against its artists or volunteer stewards within the organisation or by a professional from another organisation.

The process for raising and dealing with allegations is as follows:

  1. Any WAC Member or Steward is required to report any concerns in the first instance to Jonathan Greenyer. A written record of the concern will be made by Jonathan Greenyer
  2. The Safeguarding lead will take appropriate action  


The Windsor Artists Collective will monitor the following safeguarding aspects:

  • Safe appointment practices
  • DBS checks undertaken
  • References applied for new Windsor Artists Collective members
  • Monitoring whether concerns are being reported and actioned
  • Checking that policies are up to date and relevant
  • Reviewing the current procedure in place

Managing Information

Information will be gathered, recorded, and stored in accordance with the data protection policy.

All WAC Members must be aware that they have a duty to share information with other agencies in order to safeguard children and vulnerable adults. The public interest in safeguarding children and vulnerable adults may override confidentiality interests. However, information will be shared on a need-to-know basis only, as judged by the Designated Safeguarding Lead.

All WAC Members must be aware that they cannot promise participants that or their families/carers that they will keep secrets appertaining to issued arising from implementation of this policy.

 Communicating and reviewing the policy

The Windsor Artists Collective will make participants and customers aware of the Safeguarding Policy by the following means:

  • A link on the Windsor Artists Collective website
  • A hard copy of the policy will be kept at exhibitions
  • All new Windsor Artists members will be issued with a digital copy of this policy

This policy will be reviewed by Jonathan Greenyer annually and when there are changes in circumstance or legal requirements.


 Designated Safeguarding Lead – Jonathan Greenyer Founder Windsor Artists Collective 07768 513436