Code of conduct

In short

• Your safety and wellbeing come first, before anything else in a project.
• Everyone who works with young people for us is checked, trained and signs this code.
• We never tolerate abuse, neglect, exploitation or discrimination, online or offline.
• If something feels wrong, tell our Safeguarding Officer, Adrian Vîlcan, or any member of our team. You will be protected for speaking up.
• Every report is taken seriously, kept confidential and followed up.

This code sets out how we behave, and what we expect from everyone who works with us, so that every young person in our activities feels safe and supported, physically and emotionally. It focuses on participants under 18, who need extra protection, but the same values apply to everyone who takes part.

Most participants in our youth exchanges are 18 to 25, but young people under 18 take part in our activities from time to time, especially in local activities. Everything in this code applies to them in full.

Our promise

We are committed to providing a safe and caring environment for everyone in our activities, including people under 18. We know we have a duty of care (a responsibility to look after the people in our activities), and we act early to prevent any harm, neglect, abuse or exploitation.

Safeguarding means making sure our team, our volunteers and our activities never put a young person at risk of harm or abuse. It is everyone's responsibility at Elemdiar, and we expect everyone who represents us to meet the highest standards.

What we mean by harm

• Physical abuse: causing or risking physical injury, for example hitting, shaking, poisoning or making up an illness.
• Sexual abuse: forcing, persuading or encouraging a young person to take part in sexual activity they do not fully understand or consent to.
• Sexual exploitation: manipulating or pressuring a young person into sexual activity in exchange for money, gifts or other benefits.
• Neglect: repeatedly failing to meet a young person's basic needs, such as supervision, food, safety or emotional care.
• Emotional abuse: ongoing behaviour that harms a young person's emotional health, such as bullying, humiliation or threats.
• Commercial exploitation: using a young person for work or profit in ways that harm their development or rights.

Who this code applies to

This code applies to everyone who represents or works with Elemdiar and is in contact with young people in any way:

• Staff, permanent or temporary;
• Volunteers, who must follow this code and act in the best interest of every participant;
• Contractors, such as external service providers working on our behalf;
• Partner organisations, who are expected to share our commitment to safety in every joint project.

It applies:

• during all our programmes, events and contact with participants, on site and online;
• in every country where we work, during working hours and in any related contact outside them.

The principles we follow

• Your best interests come first. Every young person is different. We listen to your needs and make decisions that support your wellbeing, development and happiness.
• No discrimination. We do not tolerate discrimination based on age, gender, nationality, ethnicity, religion, ability, sexual orientation or any other characteristic. Everyone gets the same respect, the same access to our activities and the same protection.
• Your voice matters. We ask for your opinion on decisions that affect you and respect your point of view. This builds your confidence and independence, and it builds trust between us.
• Safety. We want you to feel secure physically, emotionally and psychologically. We spot risks in advance, reduce them and have clear procedures to prevent harm.
• Professional behaviour. Our team, volunteers and partners always act with integrity and respect. This means:
  • physical contact only when it is appropriate and needed for your wellbeing, and with your consent whenever possible;
  • respecting your privacy, your personal boundaries and your private spaces;
  • speaking kindly, respectfully and inclusively, with no offensive, discriminatory or inappropriate language.
• Open communication. We communicate openly and honestly with participants, parents or guardians and partners. We share what you need to know about activities, expectations and concerns, while keeping personal information confidential, online and offline.

What we do before an activity

• We plan around you. We design activities for the age, abilities and needs of the participants, and when we can, we ask young people what they expect and invite them to help shape the activity.
• We assess the risks. Before every activity we carry out a detailed risk assessment and decide how to prevent problems. We tell you about possible risks and safety measures, and we appoint a trained first aid person for the project.
• We ask about your health. When you register, we ask about relevant health information, allergies and dietary needs, so we can look after you properly.
• We train our team. All staff and volunteers are trained on safeguarding, appropriate behaviour and how to work with under-18s.
• We send you an info pack. Before each project you get an info pack with travel details, accommodation, the local area, weather, dress code, meals, the schedule, safety guidelines, emergency contacts and useful phrases in the local language.
• We involve parents and guardians of under-18s. We hold preparation meetings with parents or guardians to explain the activity, talk about responsibilities and answer questions. We collect emergency contacts and medical information. Written consent from a parent or guardian is required. It covers permission to take part, acknowledgement of the safety measures, permission for medical treatment and consent to use photos or videos to share the project.
• We assign group leaders. Qualified group leaders guide and support under-18 participants throughout the project. Each leader signs a declaration that they understand their safeguarding duties. Parents and guardians are told that their children stay under the supervision of named leaders during all project activities and travel.
• We arrange safe transport. We only use authorised transport providers. We can help you plan your journey or buy tickets. We strongly recommend private travel insurance that covers medical problems, lost luggage and damage to others.

What we do during an activity

• A welcome session. Every activity starts with a session that explains the practical details and safety procedures. Together, we identify possible risks, and you are invited to suggest ways to prevent unsafe situations.
• Group rules. We agree a code of conduct for the activity that applies to everyone: participants, leaders and staff. It covers behaviour, communication and respect.
• Supervision. Under-18s are always supervised by experienced, responsible group leaders. We make sure the leaders are gender-balanced, so you can go to someone you feel comfortable with.
• Adults set an example. When adults and under-18s take part together, the adults must model good behaviour and avoid anything unsuitable for minors, such as smoking, drinking alcohol or inappropriate language.
• A safe place. We check the activity area regularly for hazards, make sure equipment and materials are safe and suitable for your age, and encourage respect and care for each other.
• Emergencies. Each activity has an emergency plan that fits its risks, and all staff and volunteers know what to do in an accident or emergency. The first aid person stays in contact with local emergency services and coordinates the response. If an under-18 is involved in an emergency, we inform their parents or guardians straight away.
• Daily feedback. We evaluate every day to see what works and how accessible the activities are. We also hold three bigger evaluation sessions, at the start, in the middle and at the end, so your voice is heard.

What we do after an activity

• Our staff and volunteers meet to reflect on what happened, what we learned and any safeguarding issues.
• Any incident or concern recorded during the activity is documented and followed up.
• We support you after the activity, to help you settle back home and use what you learned.
• We collect and analyse your feedback to improve future projects.

How we choose and train our team

Everyone who works or volunteers with under-18s for us, whether staff, volunteer or contractor, goes through a screening process:

• Criminal record check. They must provide a valid criminal record certificate showing no offences that could put young people at risk.
• References. We check professional or personal references to confirm they are honest, reliable and suitable to work with young people.
• Signed commitment. They sign a declaration that they have read, understood and agreed to follow this code and our safeguarding policies.

Before taking part in any project, they must also complete safeguarding training, which covers:

• the principles of safeguarding and our policies;
• how to recognise signs of abuse, neglect or exploitation;
• appropriate, professional ways to interact with minors;
• how and when to report a concern.

We repeat this training regularly, so everyone keeps up with new practice, policy updates and changes in the law. We also support our team with workshops, peer learning and sharing experience.

How to report a concern

Anyone in our activities (participants, staff, volunteers, parents or partners) has the right, and the responsibility, to report anything that worries them about the safety or wellbeing of a young person. This includes:

• abuse, neglect or exploitation that you see or suspect;
• inappropriate behaviour or crossed boundaries by staff, volunteers or participants;
• unsafe situations or places that could put young people at risk.

You can report in person or in writing to our Safeguarding Officer or to the project coordinator. Their contact details are in the info pack and are displayed at every activity location.

• Safeguarding Officer: Adrian Vîlcan, our vice-president. Talk to him in person during any activity, or write to [email protected] and mark your message "Safeguarding".
• In an emergency, call 112.
• If a child is at risk, you can also call the Romanian child helpline, Telefonul Copilului, 116 111 (free, 24 hours a day).

Your report is confidential

We treat every report in strict confidence. We share information only with the people directly responsible for handling it. We respect the privacy of the person reporting and of everyone involved, in line with data protection law, including the GDPR (the EU General Data Protection Regulation).

You will not be punished for speaking up. Retaliation or unfair treatment against anyone who reports a concern in good faith is strictly forbidden. We protect and support whistleblowers (people who report wrongdoing) throughout the process.

What happens next

When we receive a report, we:

1. acknowledge it and make sure anyone at risk is safe straight away;
2. look into it quickly and carefully, following our internal procedures;
3. take appropriate action, which can include informing the authorities or partner organisations when the law or our policy requires it;
4. support the young person or people affected and, where appropriate, their families.

We document every case and use what we learn to improve how we keep people safe.

In practice: tell the Safeguarding Officer or any team member what happened, as soon as you can. The Safeguarding Officer records the concern, makes sure the young person is safe, informs the board and, when the law requires it, the child protection authorities or the police, and keeps you informed of what happens next as far as confidentiality allows.

How we keep this code up to date

• Ongoing monitoring. We keep watching how well our safeguarding works in every activity with under-18s. Staff, volunteers and coordinators share feedback during and after each project, and we review any incidents or problems to learn from them.
• Yearly review. We formally review this code once a year, so it stays in line with national and international standards and with how our activities change. We consider feedback from participants, parents or guardians, staff and volunteers; advice from partners and outside experts when useful; lessons from incidents and evaluations; and changes in the law, EU rules and Erasmus+ or European Solidarity Corps guidelines.
• Clear updates. Changes are approved by our board and shared clearly with staff, volunteers and partners, who always have access to the latest version.

The laws behind this code

We follow all local, national and international laws and standards on protecting under-18s. We recognise our legal and moral duty to protect every child from harm and to promote their rights and wellbeing.

This code is guided by European and international rules, including:

• Article 24 of the Charter of Fundamental Rights of the European Union, on the rights of the child to protection and care;
• the EU Directive on combating the sexual abuse and sexual exploitation of children and child sexual abuse material;
• the GDPR, which makes sure minors' personal data is processed lawfully, fairly and securely;
• the EU Directive on preventing and combating trafficking in human beings;
• the EU Victims' Rights Directive, which guarantees support and justice for victims;
• the EU Directive on legal aid for suspects and accused persons in criminal proceedings, which ensures fairness and access to justice.

We also follow the safeguarding and child protection rules of the Erasmus+ and European Solidarity Corps programmes, which set clear expectations for organisations working with young people and minors in EU-funded projects.

In Romania, we follow in particular:

• Law no. 272/2004 on the protection and promotion of the rights of the child (Legea nr. 272/2004 privind protecția și promovarea drepturilor copilului);
• Law no. 118/2019, under which people who work with children must show a certificate of behavioural integrity (certificat de integritate comportamentală). We ask for it from every team member and volunteer who works with under-18s.

When the code is broken

Staff, volunteers, contractors and partners all share responsibility for following these laws and policies. Anyone who does not follow our safeguarding rules or procedures may face disciplinary action and, where it applies, legal consequences.

Rules for participants' own behaviour (such as no alcohol or drugs, quiet hours and what happens after a warning) are in our Terms and Conditions.

Questions?

Write to us at [email protected].