Safeguarding & Data Protection

1. Statement of Commitment

IceBreakers is committed to safeguarding and promoting the welfare of all its participants, volunteers and community members. We strive to create safe, inclusive and respectful environments where people feel empowered to connect, share and support one another.

2. Scope of the Policy

This policy applies to:

• All IceBreakers leaders, team members, volunteers and trustees
• All participants in IceBreakers events, dips, circles and digital communities
• All communication platforms used under the IceBreakers name

3. Definitions

• Safeguarding: Protecting the rights and wellbeing of vulnerable people and preventing abuse
• Vulnerable Adult: A person aged 18 or over who may need support to protect themselves from harm or exploitation
• Abuse: Includes physical, emotional, sexual, psychological, discriminatory, financial harm, neglect or cyber abuse
• DBS: Disclosure and Barring Service checks for roles of trust

4. Our Approach: Notice - Respond - Record - Escalate

5. Roles and Responsibilities

• Safeguarding Lead: Oversees all safeguarding procedures, reports and training
• Trustees: Ensure governance and policy review
• Leaders & Volunteers: Follow the policy, complete safeguarding training and report concerns

6. Recruitment & Training

• All trustees and Chapter Chiefs must be DBS-checked
• All the above must review and sign this policy and complete annual safeguarding training

7. Safe Spaces & Practices

• Hold inclusive, welcoming and respectful events
• Conduct risk assessments as needed
• Create a culture of check-ins and peer support

8. Communication Guidelines (WhatsApp)

All members must:

• Be kind, respectful and inclusive
• Avoid misinformation, advice-giving or inappropriate comments
• Refrain from discrimination, harassment or bullying

9. Data Protection

We follow GDPR principles:

• Collect only necessary data
• Protect access to sensitive information
• Retain data only as long as needed

1. Purpose

To protect the data of members, volunteers and supporters in line with GDPR.

2. Scope

Applies to all personal data processed by IceBreakers.

3. What We Collect

Name, contact details, location, emergency contact and any voluntary health disclosures.

4. Legal Basis

Based on legitimate interest, consent and legal obligations (e.g. safeguarding).

5. Use of Data

Used for participation, communication and safety. Never shared without consent, unless required by law.

6. Storage & Retention

Stored securely. Deleted 12 months after final engagement unless legally required.

7. Your Rights

You can access, correct, delete or withdraw your data at any time.

8. Breaches

Reported to trustees and ICO within 72 hours if required.

Photography & Filming

IceBreakers may occasionally capture photographs or video footage at events for use in promotional materials, including on social media, our website or other communications. We will always seek consent in advance - either through a signed waiver, event signage or verbal agreement. Individuals have the right to withdraw their consent at any time by contacting a chapter leader or trustee.