Children Protection Policy
Effective Date: 20 September 2021
Review Date: 10 March 2025
1. Introduction
At Syncnify, we recognize that safeguarding children is a fundamental responsibility and a cornerstone of ethical conduct. We are committed to creating and maintaining an environment that protects children from harm and upholds their inherent rights to safety, dignity, and well-being. This policy has been developed in accordance with the Keeping Children Safe (KCS) International Child Safeguarding Standards, the EU Strategy on the Rights of the Child (2021–2024), the Directive (EU) 2011/93/EU on combating the sexual abuse and sexual exploitation of children, the General Data Protection Regulation (GDPR) concerning the rights of children, and other relevant regional and international instruments.
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2. Scope
This policy applies to all Syncnify employees, board members, volunteers, consultants, contractors, and implementing partners, regardless of their location or contractual relationship with the organisation. It governs all organisational activities, including programs, projects, research, marketing, communications, fundraising, and online interactions that might bring Syncnify staff or operations into direct or indirect contact with children. All representatives of Syncnify are expected to uphold the highest standards of child protection at all times, both during professional duties and in their personal conduct when their actions could impact the reputation of Syncnify or the safety of children.
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3. Policy Statement
Syncnify is resolute in its position that any form of abuse or exploitation of children is wholly unacceptable. The organisation operates a strict zero-tolerance policy towards child abuse, and all allegations, suspicions, or concerns will be treated with the utmost seriousness and acted upon swiftly. Syncnify acknowledges that safeguarding children is not solely the responsibility of specialized staff; it is a collective duty shared by every individual associated with the organisation. In all safeguarding actions, the best interests of the child are paramount, and the child's views and experiences must be taken into consideration when determining how to act. Syncnify recognises that children may face additional barriers to protection based on gender, disability, ethnicity, religion, migration status, or socio-economic factors. Consequently, our safeguarding measures are designed to be inclusive, ensuring that no child is left unprotected due to discrimination or marginalisation. Syncnify commits to creating environments where children feel respected, valued, and safe, both physically and emotionally.
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4. Definitions
For the purposes of this policy, a child is defined as any individual under the age of 18 years. Child abuse encompasses all forms of physical abuse, sexual abuse, emotional abuse, neglect, exploitation, and harmful traditional practices, including but not limited to female genital mutilation (FGM), early or forced marriage, and child labour. Abuse may occur within families, institutions, communities, peer groups, or online, and can be perpetrated by adults or other children. Harm can result from acts of commission (e.g., direct abuse) or omission (e.g., negligence leading to harm).
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5. Understanding and Managing Risk
Syncnify recognises that organisational activities, no matter how well intentioned, can create situations of risk for children if safeguarding measures are not systematically embedded. Risk management, therefore, forms a critical element of all Syncnify’s planning, implementation, and evaluation processes. Prior to launching any new project, event, partnership, or service, a child safeguarding risk assessment must be conducted. This includes identifying the likelihood of contact with children, evaluating potential vulnerabilities, and outlining strategies to mitigate identified risks. Risk mitigation measures must be proportionate, practical, and continuously updated as projects evolve. Even where the primary beneficiaries are adults, Syncnify is aware that its actions may have indirect effects on children, and these must also be addressed.
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6. Roles, Responsibilities, and Accountability
The Board of Directors hold ultimate responsibility for ensuring the effective implementation of this Child Protection Policy. Departmental managers are required to ensure that safeguarding measures are fully integrated into their teams’ operations, that safeguarding is included in strategic and operational planning, and that staff receive adequate support to understand and fulfil their safeguarding obligations. All staff members, volunteers, and associates are individually responsible for adhering to the standards outlined in this policy. They must act to prevent, identify, and respond to any suspected or actual instances of abuse or inappropriate behaviour, whether committed by a colleague, a partner, or a community member. Partners are equally bound by Syncnify’s child safeguarding standards and are required to demonstrate commitment to child protection as a condition of engagement.
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7. Safe Recruitment and Induction
Syncnify is committed to ensuring that all personnel working with or on behalf of the organisation are carefully selected and vetted. Recruitment procedures include the requirement for applicants to declare any previous criminal convictions or disciplinary sanctions related to child abuse. References will be obtained from previous employers, and where possible, background checks will be conducted to verify candidates' suitability to work with or in proximity to children. All new personnel must undergo safeguarding induction training as part of their onboarding process. They must sign a declaration acknowledging receipt and understanding of this Child Protection Policy and the Code of Conduct. Ongoing safeguarding training and refreshers will be mandatory for all staff at appropriate intervals, ensuring continuous awareness and vigilance.
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8. Code of Conduct
Syncnify requires that all representatives maintain the highest standards of behaviour when interacting with children or when representing the organisation in settings that may affect children. The Code of Conduct clearly outlines acceptable and unacceptable behaviours, including prohibitions against corporal punishment, sexual relationships with anyone under 18 (regardless of legal age of consent locally), and engagement in any activity that could be construed as exploitative, abusive, or harmful to a child. All representatives are required to avoid situations where they are alone with a child without a third-party present, to ensure transparency in all interactions, and to actively contribute to creating a culture of openness in which safeguarding concerns can be raised without fear of reprisal.
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9. Reporting and Responding to Concerns
Syncnify has established clear and confidential procedures for reporting child safeguarding concerns. Any staff member, volunteer, or associate who has a concern about the safety or welfare of a child must report it immediately to the Chair of the Board. All concerns, suspicions, or allegations will be taken seriously and investigated promptly. The safety and welfare of the child will always be the primary consideration. Investigations will be conducted fairly and sensitively, and where necessary, cases will be referred to appropriate external child protection authorities or law enforcement bodies. Syncnify commits to supporting victims and ensuring they are protected from retaliation or further harm.
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10. Awareness Raising and Child Participation
Syncnify acknowledges that empowering children to understand their rights and participate safely in matters that affect them is critical to effective safeguarding. Wherever feasible, Syncnify will ensure that children and their families are informed about their right to be safe, how to identify inappropriate behaviour, and how to report safeguarding concerns. Communication materials will be adapted to suit different age groups and levels of understanding, ensuring that information is accessible and child-friendly. Child participation will be actively promoted in project design, monitoring, and evaluation, with safeguards in place to ensure that participation is voluntary, safe, and genuinely reflective of children’s views.
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11. Monitoring, Review, and Continuous Improvement
Syncnify is committed to monitoring the effectiveness of its child safeguarding measures on an ongoing annual basis. Child safeguarding will be integrated into the organisation’s broader monitoring, evaluation, and learning frameworks, with periodic internal audits and external reviews where appropriate. Lessons learned from safeguarding incidents or near misses will be systematically incorporated into policy and practice revisions. This Child Protection Policy will be formally reviewed every three years or sooner if there are significant changes in organisational operations, safeguarding standards, or applicable legislation. The review process will involve consultation with key stakeholders, including children where appropriate, to ensure that the policy remains robust, relevant, and effective.
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12. Final Provisions
Compliance with this Child Protection Policy is a mandatory condition of employment and partnership with Syncnify. Breaches of this policy may result in disciplinary action, including termination of employment or contract, referral to statutory authorities, and legal proceedings where warranted. By working with Syncnify, all individuals affirm their personal and professional commitment to upholding the highest standards of child safeguarding and contributing to a world where every child is safe and free from harm.
For further information or to report a concern, please contact us at info@syncnify.fr or through our emergency line at +33663049318.