Safeguarding & Image Consent Policy

//Why this policy is central

We work with adolescents and marginalised groups in a stigmatised subject area, we operate a physical community space, and our advocacy model runs on photography, film and storytelling of real community members. That combination makes safeguarding and image consent one discipline, not two.

01Commitments

1. Every person who engages with BWEN — especially children (under 18) and vulnerable adults — has the right to be safe from harm, exploitation, abuse and harassment in all our spaces, activities and media.
2. The best interests of the child override every programme, campaign, funding or publicity consideration.
3. We apply this policy equally to our own team and to downstream partners: no sub-grant is disbursed before the partner has signed and been trained on this policy or an equivalent.
4. Work on menstrual and sexual health never becomes a channel for shame, exposure or exploitation of the people it serves.

02Safe recruitment and conduct

All staff and volunteers with contact with children or vulnerable adults are recruited with identity checks, references, and — where obtainable — certificates of good conduct. Roles with regular child contact are named in a register held by Operations.

Code of conduct (signed by all)

• Never be alone with a child out of sight of others.
• No physical contact beyond culturally appropriate greeting.
• No gifts, contact or meetings with children outside programme settings.
• No sharing personal contact details with minors.
• No romantic or sexual conduct with any programme participant.
• No consumption of alcohol or drugs during activities.
• Language and behaviour free of ridicule — in a shame-focused programme, mockery is a safeguarding violation, not a joke.

03Programme-specific rules

Menstruation Station

Separate, private washroom and consultation areas. A named Safeguarding Focal Person on duty whenever the Station is open. A visitors' register. Health referrals only to vetted partners, with the referral list maintained with Health Concern Uganda.

School clubs

Activities take place within school premises and hours, with the trained teacher-patron present. Club materials are age-appropriate and approved against this policy.

SafeChat, campaigns and events

Governed by Section 5 below — no exceptions for artistic or advocacy value.

04Reporting and response

• Reports are recorded confidentially, and the reporter is protected from reprisal.
• "I wasn't sure" is always an acceptable reason to report.
• Response follows this order: immediate safety of the person → referral to appropriate services or authorities as required by Ugandan law → internal action (suspension pending investigation for staff and volunteers; suspension of disbursements for partners) → documented outcome.
• We never investigate criminal matters ourselves in place of the authorities. We cooperate fully and prioritise the survivor's safety and wishes in how any referral is handled.

05Image, story and data consent

1. Informed consent, in the right language, before any capture

Photography, film or audio of any identifiable person requires written consent on BWEN's consent form, explained verbally in the participant's language, covering: what is captured; where it may appear (named channels — campaign, exhibition, press, funder reports); that consent is voluntary and refusable without any loss of services; and how to withdraw.

2. Children

Written consent of a parent or guardian and the child's own assent. Either can say no — and a child's no overrides a guardian's yes.

3. The dignity rule

No images that expose, sexualise, or associate an identifiable person with shame. No images of anyone in distress. No identifiable images linked to personal health information (for example, "X, who had Y" captions). No images of menstruating status attributed to an identifiable minor — ever.

4. Campaign models and artists

For #artnoperiodshame, Shebang and similar work: adult models sign model releases; any participant under 18 requires the double consent in point 2 and a guardian present at shoots; artists' MoUs bind them to this policy for any material created under BWEN campaigns.

5. Withdrawal

Anyone may withdraw image or story consent at any time. We remove the material from channels we control within 14 days and cease new use immediately. To withdraw consent, contact enquiries@b-wen.com.

6. Data minimisation

We collect no sensitive personal data — health status, detailed personal SRHR information — in registers, surveys or SafeChat recordings. Survey data is anonymised at collection. Registers record attendance, not health details. Access to any personal data is limited to named staff.

7. Storage

Consent forms are filed and retained as long as the material is in use. Media files containing identifiable minors are stored on access-controlled drives only.

06Partners and events

Downstream partner MoUs incorporate this policy by reference. Partner training precedes first disbursement. Partner reporting includes a safeguarding declaration each period.

Public events — exhibitions, shows, festivals — require: a designated safeguarding lead on site, briefed security, child supervision arrangements, and a media-consent point wherever any capture of attendees is planned.

07Training and review

All staff and volunteers are trained at induction and refreshed annually. Partners are trained before first disbursement, budgeted in current plans. The policy is reviewed annually by the board; breaches and near-misses are reviewed quarterly by management with the Board Safeguarding Lead.