Rules for the safe participation of children and minors in Youth European Society activities.
Last updated: 27 July 2026.
1. Purpose and scope
This protocol sets minimum safeguarding rules for children and young people under 18 participating in activities organised or supported by Youth European Society. It applies to staff, trainers, facilitators, volunteers, external experts, partners and anyone acting on behalf of the organisation.
2. Core principles
- the best interests of the child come first;
- zero tolerance of violence, abuse, harassment, exploitation, neglect and discrimination;
- equal treatment regardless of sex, origin, disability, religion, identity or social situation;
- meaningful, voluntary and safe participation;
- confidentiality, limited only when disclosure is necessary to protect a child or comply with law.
3. Responsibilities
The Management Board appoints a safeguarding lead. The person responsible for each activity completes a risk assessment, explains the communication rules and acts without delay when a concern is raised.
4. Code of conduct
Everyone involved must communicate respectfully and must not use humiliating language, physical punishment, sexualised behaviour, favouritism or unnecessary one-to-one isolation with a child. Alcohol and intoxicating substances are not permitted while working with minors.
5. Safe recruitment and preparation
Roles involving direct and sustained contact with children are subject to proportionate checks, references, induction and a signed commitment to this protocol. Team members are trained to recognise concerns and report them correctly.
6. Consent, images and personal data
Informed parental or guardian consent is obtained for participation, travel, photography and publication where required. Only necessary information is collected. Sensitive data, exact addresses and information that could expose a child to risk are not published.
7. Activities, travel and accommodation
Each activity has responsible adults, emergency contacts and clear arrangements for supervision, transport, accommodation and medical support. Accommodation and sanitary facilities must protect participants’ privacy and safety.
8. Online safeguarding
Communication with minors uses approved channels and transparent rules. Staff must not request private images, send inappropriate content or use secret and disappearing conversations. Online sessions use access controls and appropriate moderation.
9. Reporting a concern
Concerns may be reported in person, through the activity leader or by email to office@yesbg.eu. Only factual information should be recorded: what was seen or heard, when, where and who was present. Staff must not conduct their own investigation or promise absolute secrecy.
10. Responding to risk
In immediate danger, the child’s safety comes first and emergency services must be contacted on 112. In other cases, the safeguarding lead decides whether a parent, child protection service, police or another competent authority must be informed. Reports are handled promptly and without retaliation.
11. Records and confidentiality
Safeguarding records are stored securely, with restricted access and only for as long as necessary. Access is limited to people involved in protecting the child or meeting a legal obligation.
12. Breaches and review
A breach may result in removal from an activity, termination of an engagement or referral to competent authorities. The protocol is reviewed regularly and after any significant incident.
This document is an organisational framework and should be formally approved by the Management Board and adapted to specific activities and applicable law.