Child safeguarding policy.

Purpose and scope

This policy sets out how Asociația Grupul Verde (tax ID 44109108) prevents any form of abuse, neglect, exploitation or discrimination against the children and young people it works with, and how it responds when a concern arises.

It applies to everyone acting on behalf of the association: board members, staff, trainers, volunteers, contractors, partners running activities with us and visitors. It covers all activities: workshops, clubs, online courses, expeditions, camps and public events.

Our principles

• The best interests of the child come before any other interest, including the association’s or a project’s.
• Non-discrimination: every child is protected equally, regardless of gender, ethnicity, religion, disability, background or locality.
• Participation: children are listened to, informed in words they understand and can say at any time that something is wrong.
• Confidentiality: information about a concern is shared only with those who need to know.
• Shared responsibility: every adult on the team must act, not only the focal point.

Safe recruitment

Before anyone works directly with children, we require:

• a criminal record certificate and a behavioural integrity certificate, under Romanian Law 118/2019;
• an interview and, where possible, a reference from a previous role;
• signature of this policy and the code of conduct;
• child safeguarding training at the start of the collaboration and every year after.

Volunteers sign the volunteering contract required by Law 78/2014, with these obligations included.

Code of conduct

Adults on our team:

• work with children in visible spaces or with the door open, and follow the “two adults” rule in group activities;
• speak to children with respect, without humiliation, shouting or physical punishment;
• communicate with children only through the association’s official channels, with parents informed;
• respect children’s personal boundaries and ask before any necessary physical contact (for example, first aid).

It is forbidden to:

• commit any physical, emotional or sexual abuse, including sexual jokes, comments or material;
• have private relationships with a minor participant, including private messages on personal social media;
• transport a child alone without a parent’s written consent;
• offer alcohol, tobacco, drugs or personal gifts;
• photograph or film children without a parent’s consent.

Online activities

• We use only the association’s official accounts and platforms, with parents informed about how each session works.
• We do not hold private one-to-one conversations with a minor participant; messages go to the group or copy the parent.
• We record a session only with parents’ prior consent and keep the recording only as long as needed.
• We teach children to protect their data and to tell us if anyone contacts them inappropriately.

Photos and personal data

• We photograph and film children only with a parent’s written consent, which can be withdrawn at any time.
• We never publish a child’s full name, school or locality next to their image, and never tag live locations.
• We do not use images that show a child in a humiliating or vulnerable situation.
• Children’s data are processed under our Privacy policy.

Off-site activities

• For expeditions, camps and trips we ask for parents’ written consent and their emergency contact details.
• Every activity has at least two responsible adults, and the adult-to-child ratio is set in advance according to the participants’ age and the type of activity.
• The team carries a first-aid kit and has an emergency plan.
• Children are never left unsupervised and leave only with the person named by the parent.

How to report a concern

If a child tells you something worrying or you notice inappropriate behaviour:

1. Make sure the child is safe. If they are in immediate danger, call 112.
2. Listen without leading questions and do not promise to keep it secret.
3. Write down straight away what you saw or heard, in the child’s words, with date and time.
4. Tell the focal point within 24 hours: Marian Dumitru, at office@grupulverde.ro (subject “Child safeguarding”) or +40 374 962 748.
5. Do not investigate yourself and do not confront the person involved.

You can also report directly to the Vrancea Child Protection Directorate (DGASPC Vrancea), the Child Helpline — 116 111 (free and confidential) or the police on 112. Children and parents can use the same channels.

How we handle a report

• The focal point records the report, acts to keep the child safe and informs the association’s leadership.
• We refer the case to the competent authorities (DGASPC, police) when the law requires it or abuse is suspected.
• The person concerned is suspended from activities with children while the matter is reviewed.
• We inform the project funder when the grant agreement requires it.
• Anyone reporting in good faith is protected from retaliation.

Responsibilities

• The Board adopts the policy, provides resources to apply it and reviews it every year.
• The child safeguarding focal point — Marian Dumitru — receives reports, coordinates the response, keeps the confidential register and organises training.
• Every team member knows the policy, applies it and reports any concern.
• Partners running activities with us follow this policy or an equivalent one.

Adoption and review

This policy was adopted by the Board of Asociația Grupul Verde on 16 October 2026. We review it at least once a year and after any incident. Version 1.0 · in force from 16 October 2026.

Legal basis and standards

Our other policies:

• Conflict of interest
• Anti-fraud and anti-corruption
• Privacy and GDPR