AFS Forum Safeguarding Policy

Policy

Commitment

AFS Forum is committed to ensuring the safety, dignity, and well-being of all participants, especially children, youth (18–35), and other vulnerable persons. We uphold a zero-tolerance approach to any form of abuse, exploitation, harassment, or neglect, and expect the same from all staff, partners, vendors, volunteers, and attendees.

Scope

  • AFS Forum staff, volunteers, contractors, and vendors.
  • Event partners, media crews, and service providers.
  • All registered attendees and speakers interacting with vulnerable persons.
  • All official AFS Forum activities: in-person, hybrid, and online.

Definitions

  • Child: Anyone under 18 years old.
  • Vulnerable Adult: An individual 18+ at increased risk due to age, disability, illness, or social/economic circumstances.
  • Abuse: Physical, emotional, sexual, financial, or discriminatory harm.
  • Safeguarding: Actions that protect health, safety, dignity, and human rights, and prevent harm.

Principles

  • Prevention: Reduce risks through awareness, training, safe recruitment, and clear codes of conduct.
  • Protection: Take swift, appropriate action when concerns arise, prioritizing those at risk.
  • Empowerment: Ensure people know their rights and how to report concerns in accessible ways.
  • Accountability: Monitor, review, and enforce policy compliance consistently.

Expected Conduct

  • Treat all participants with respect and dignity; avoid harassment, bullying, or discriminatory behavior.
  • Observe the two-adult rule and avoid being alone with a child or vulnerable person in private spaces.
  • Follow consent rules for photography, videography, interviews, and data collection.
  • Do not exchange personal contact details or gifts with minors without guardian consent and supervisor awareness.
  • Immediately report any safeguarding concern to designated channels.

Reporting Concerns

If you witness, experience, or suspect a safeguarding incident:

  • Report immediately to the designated Safeguarding Officer at the Help Desk or email safeguarding@afs-forum.org.
  • Raise concerns within 24 hours where possible; late reports are still accepted.
  • Reports are treated confidentially and investigated promptly.

Response & Action

  • Initial review by a Safeguarding Officer within 2 working days.
  • Immediate measures to protect affected persons; escalate to authorities where required.
  • Possible actions: removal from event, restrictions on participation, contract sanctions, or legal referral.
  • Survivor-centred approach: confidentiality, support, and informed choices.

Training & Awareness

  • Mandatory safeguarding training for staff, volunteers, and contractors with access to vulnerable persons.
  • Briefings for partners, media teams, and suppliers on conduct, consent, and reporting lines.
  • Public attendee materials include key safeguarding information and contact points.

Data & Privacy Alignment

We align safeguarding with privacy obligations, including the Kenya Data Protection Act (2019) and, where applicable, GDPR and other local laws. Personal data gathered during safeguarding processes is handled lawfully, minimally, and securely.

Review & Updates

This policy will be reviewed annually or sooner if required by legal, operational, or technological changes.

Footnote: This AFS Forum Safeguarding Policy is a context-specific adaptation of the broader AGRA Safeguarding of Vulnerable Persons and Youth Policy, which provides detailed standards, definitions, and enforcement provisions that apply to AGRA-affiliated activities.

Contact

AFS Forum Safeguarding
safeguarding@afs-forum.org • +[country code][number]