1. Document Purpose and Scope
This document aims to:
Ensure the safety of all minors participating in online classes at Fluentbe
Establish clear rules and procedures to prevent harm to children
Apply to all employees, teachers, contractors, partners, and anyone acting on behalf of Fluentbe
2. Key Definitions
Minor – any person under 18 years of age.
Guardian – a parent or legal representative of a minor.
Abuse – any action or omission that threatens a child's physical, psychological, or sexual safety.
Online abuse – includes grooming, cyberbullying, sexting, unauthorised recording, or distribution of materials.
3. Safety Principles for Working with Minors Online
All classes must take place on official platforms and tools provided by Fluentbe.
Private contact with minors outside official channels is strictly prohibited. This includes personal social media accounts, private phone numbers, and personal email addresses.
Teachers and employees must use cameras during lessons and communicate in a professional manner appropriate to the students' age.
Private conversations and online meetings without parental knowledge and presence are not permitted.
One-to-one classes must be conducted transparently, allowing for parent/guardian observation if requested.
Staff must maintain secure privacy settings and are prohibited from sharing student data with third parties.
4. Identifying Threats and Warning Signs
We pay attention to:
Sudden changes in student behaviour, such as isolation, anxiety, or avoidance of contact
Concerning posts or comments in chat conversations
Unusual statements from students
We respond to any warning signs and report observed threats in accordance with the reporting procedure.
5. Responding to Suspected Harm
How to Report a Concern
Please contact us if:
You are a child who feels uncomfortable, hurt, or afraid of someone you have classes with
You are a parent/guardian concerned about the behaviour of a teacher or staff member
You are a Fluentbe teacher, employee or contractor with a reasonable suspicion that rules have been violated
Reporting procedure:
All Fluentbe staff are required to respond immediately to any suspicion of harm to a minor.
Report a concerning situation by email to Justyna Sojka: [email protected] or, especially if you prefer to stay anonymous, use the form: https://forms.gle/gxWyrDR1KMfMWvJr7
Document all relevant information about the incident
Provide as much information as you can
Fluentbe employees will inform the parent or guardian appropriately, unless doing so would endanger the child.
Your report will be treated seriously and confidentially. You may provide your name and details of the incident, or you may remain anonymous if you prefer. All matters are handled discreetly with the safety of children as our priority.
6. Violations of Rules by Staff Members
When child protection rules are violated:
Teachers may be temporarily suspended from teaching
Other staff may be temporarily suspended from conducting meetings with minors
An internal investigation will be conducted to establish the facts
Disciplinary action may include termination of employment and reporting to the appropriate authorities
7. Code of Conduct and Ethical Principles
Professional boundaries: Teachers and employees working with minors must maintain relationships based on professionalism, respect, and safety at all times.
Prohibited behaviour:
Commenting on a student's appearance, private life, or family situation
Discussing topics inappropriate for the child's age
Any form of private contact outside official school channels, including social media, messaging apps, personal phone, or email
Developing personal relationships or suggesting any form of private connection with students
Required standards:
Use age-appropriate language
Maintain respectful communication
Create an atmosphere of psychological and emotional safety
Know and comply with this Child Safeguarding Policy
Respond to any signs suggesting a threat to a child's safety
8. Recruitment and Verification
All candidates for positions involving contact with minors must:
Submit a declaration confirming no criminal record for offences against minors
Confirm no ongoing legal proceedings related to crimes against children
Commit to immediately reporting any changes to their legal status
Acknowledge they have read and agree to follow these Child Safeguarding Policy
Teacher recruitment includes verification of:
Professional qualifications
Experience working with children
Completion of mandatory child protection training
9. Training and Professional Development
All teachers and staff undergo regular training on child safety and safeguarding standards.
10. Data Protection and Privacy
Student data is processed in accordance with GDPR regulations
Classes may not be recorded without explicit consent from both the school and the parent/guardian
Sharing photographs, recordings, or personal data of minors without explicit permission is strictly prohibited
11. Monitoring and Continuous Improvement
Fluentbe maintains an internal incident register
These standards are reviewed and updated regularly
Staff may submit concerns or suggestions for improvement at any time
12. Appendices
Incident reporting form
Staff declaration form
APPENDICES
Incident Reporting Form
DECLARATION CONCERNING THE SAFEGUARDING OF MINORS
I, the undersigned, declare that:
1. Acknowledgement of Child Safeguarding Policy
I have read and understood the "Child Safeguarding Policy of Fluentbe Sp. z o.o." and commit to strict compliance throughout my employment with Fluentbe.
2. Understanding of Safe Contact Principles
I understand the principles of safe contact with minors, particularly in online environments, and commit to following them.
3. Awareness of Consequences
I acknowledge that violation of child protection rules may result in immediate termination of my employment.
4. Professional Conduct
I commit to maintaining professional relationships with students and adhering to ethical principles, particularly the prohibition on private contact with minors outside official communication channels.
5. Criminal Record
I have not been convicted of any crime against minors, including but not limited to:
Crimes against sexual freedom and morality
Crimes against life and health
Crimes related to sexual exploitation, pornography, or human trafficking
6. Legal Proceedings
There are no criminal, administrative, or disciplinary proceedings currently pending against me concerning crimes against minors.
7. Duty to Inform
I commit to immediately informing Fluentbe if any proceedings are initiated against me concerning crimes against minors or any matter that may affect my suitability to work with children.
8. Truthfulness
I declare that all information provided in this document is true and accurate. I understand the consequences of providing false information.
9. Data Processing Consent
I consent to the processing of my personal data as necessary for Fluentbe to fulfill its child protection obligations.
Name and Surname:
Date:
Signature: