Purpose

Travel Roots is committed to upholding the security, dignity, rights, and freedoms of children and vulnerable adults at all times. While providing international volunteers to support communities and local organisations, our first and foremost priority is the safety and protection of the children and vulnerable people with whom we work.

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Travel Roots is dedicated to ensuring that no child or vulnerable adult is exposed to abuse, exploitation, neglect, or violence through any aspect of our operations. We recognise our duty of care to actively safeguard the wellbeing of individuals and communities, and to ensure that appropriate policies and procedures are implemented and followed.

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As a responsible volunteer travel organisation, we acknowledge the risks associated with working in diverse cultural and socio-economic environments, particularly where children and vulnerable adults are involved. We are focused on mitigating these risks through the effective implementation of this policy, ongoing monitoring, and continuous improvement of safeguarding practices.

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Scope

This policy applies to all Travel Roots employees, contractors, representatives, partner organisations, and volunteers. It is an organisation-wide policy and statement of intent that reflects our responsibility to support the care and protection of children and vulnerable adults in all areas of our operations.

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The policy also recognises that safeguarding is a shared responsibility. Travel Roots does not hold sole responsibility for protecting these groups, and we acknowledge the roles of families, communities, government agencies, local authorities, and other organisations in ensuring the safety and wellbeing of children and vulnerable adults.

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Definitions

For the purposes of this policy:

• A child is defined as any person under the age of 18.

• A vulnerable adult is any person aged 18 or over who is or may be in need of community care services by reason of disability, illness, or socio-economic disadvantage, and who may be unable to protect themselves from harm or exploitation.

• Abuse refers to any action or inaction that causes or threatens harm to a person’s physical, emotional, psychological, or sexual wellbeing.

• Exploitation refers to the unfair or unethical use of a person for personal or organisational gain, including but not limited to sexual exploitation or financial gain.

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Best Interests of the Individual

In all actions and decisions, the best interests of the child or vulnerable adult shall be the paramount consideration. Any decision or action taken by Travel Roots or its representatives must seek to ensure that positive outcomes outweigh any potential or unintended negative impact.

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Non-Discrimination

Travel Roots is committed to a policy of non-discrimination. All children and vulnerable adults who engage with our operations and volunteers will be treated with dignity, respect, and fairness, regardless of gender, ethnicity, religion, disability, or socio-economic background.

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Principles of Safeguarding

It is the policy of Travel Roots to:

• Promote the rights and dignity of children, vulnerable adults, their families, and communities.

• Actively prevent and take action against the abuse and exploitation of children and vulnerable adults.

• Take all reasonable steps to prevent unsuitable individuals from working or volunteering in roles involving contact with children or vulnerable adults.

• Respond promptly and appropriately to concerns or allegations of abuse or exploitation.

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Roles and Responsibilities

Program Managers

Program Managers in each destination are responsible for ensuring that this policy is distributed to, understood by, and implemented by all Travel Roots staff, partner organisations, and volunteers. Program Managers will ensure that local partners and placement sites are aware of and adhere to safeguarding standards.

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Senior Management and Staff

Senior managers are responsible for the development, approval, and oversight of this policy. They ensure that the policy is fit for purpose, that its procedures are implemented effectively, and that all partners and volunteers understand their responsibilities. Senior management oversees audits, compliance checks, and the reporting of safeguarding activities.

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Volunteers

All volunteers must review, understand, and sign the Child and Vulnerable Adult Protection Policy, Code of Conduct, and associated waivers prior to program participation. Volunteers are responsible for following the policy at all times. Breaches may result in immediate dismissal from the program without refund.

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Volunteer Recruitment, Screening, and Orientation

When required, all volunteers must:

• Provide a recent criminal background check (or equivalent where applicable) or, where unavailable, two satisfactory references prior to program commencement.

• Complete pre-departure training on safeguarding and sign their acknowledgement of this policy.

• Review safeguarding procedures again during in-country orientation.

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Travel Roots reserves the right to refuse or terminate a volunteer’s participation if a criminal background check or references indicate unsuitability for work with children or vulnerable adults.

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Code of Conduct for Volunteers

Volunteers must:

• Never take a child or vulnerable adult outside the placement site without prior approval from placement staff.

• Never invite or allow a child or vulnerable adult into personal accommodation (homestay, guesthouse, hotel, etc).

• Never provide gifts, food, or other items to children or vulnerable adults without prior approval from placement staff.

• Never share a bed or room with a child or vulnerable adult.

• Seek permission before taking photographs or video, ensuring that such media is respectful and not exploitative.

• Avoid any behaviour that may shame, humiliate, belittle, or degrade a child or vulnerable adult.

• Use appropriate language and behaviour at all times.

• Avoid physical contact that could be misunderstood. Any physical interaction must be non-sexual and appropriate to the situation.

• Never use physical force, intimidation, or threats against children or vulnerable adults.

• Avoid favouritism or discrimination, and treat all individuals equally.

• Where practical, apply the "two-person rule" to avoid being alone with a child or vulnerable adult.

 

Any inappropriate conduct or failure to follow this Code will result in disciplinary action, including potential dismissal from the program and notification of law enforcement where necessary.

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Reporting and Response

Travel Roots takes all concerns and allegations of abuse or exploitation seriously. Any volunteer, staff member, or partner who suspects or witnesses abuse must report it immediately to the Program Manager or senior management.

Travel Roots will act promptly to investigate and address concerns, involving local authorities as required by law. We will support and protect whistle-blowers and ensure confidentiality during investigations, as far as possible.

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Review and Continuous Improvement

This policy will be reviewed regularly to meet any changes in legislation, best practice, or organisational structure require updates. All staff, volunteers, and partners will be informed of significant changes.