Safeguarding Policy
For Linguastay staff teachers Local Organisers drivers activity leaders group leaders and host families
Version 1.0 • Updated 4 October 2026 • Next review 4 October 2027
1 Purpose roles and responsibilities
Safeguarding means protecting children from harm and promoting their welfare through the way we recruit, supervise, host, transport and support students. This policy applies to all under-18s in our care. Every child has the right to protection regardless of their background or personal circumstances. Read this alongside Linguastay’s Child Protection Policy and Host Family Handbook.
Safeguarding is fundamental to the way Linguastay ensures students’ wellbeing. We provide language courses and full-board homestay, including accommodation for students of partner language schools. Our responsibilities apply during lessons, activities, excursions, transport and time with host families. Concerns about a child’s safety in their home country must also be reported and addressed.
Safeguarding contacts
Mat Farnham–Burrows — Designated Safeguarding Lead and 24-hour contact
07955 279364 | From overseas +44 7955 279364
Caroline Holland — backup if Mat cannot be reached, and alternative contact if a concern involves
Mat 07955 279363 | From overseas +44 7955 279363
The safeguarding lead coordinates safeguarding arrangements and responses to concerns. Every adult connected with Linguastay must read the relevant policies, understand their responsibilities and act to keep students safe. Programme information must include both safeguarding contact numbers and be available to families at all times.
Local Organisers and partner organisations
Host families report bullying concerns to their Local Organiser. The Local Organiser raises the concern with the group leader and informs Linguastay. Where bullying involves harm, threats, sexual behaviour, discriminatory abuse or another concern about a child’s safety, report directly and immediately to Linguastay’s safeguarding team. Other suspected abuse and serious safeguarding incidents must also be reported directly. Group leader involvement must not delay safeguarding action.
Partner organisations may have their own safeguarding policies. Linguastay must agree clear responsibilities and reporting arrangements with them, and communicate any relevant differences to staff and hosts. No child protection concern may be left solely to an agent or group leader to resolve.
2 Recruitment checks and training
Host family approval and DBS checks
Linguastay requires one main carer in each host household to have a satisfactory Enhanced DBS check for the Child Workforce, including the home-based position element. A new check is required every three years. This is Linguastay’s renewal requirement; a DBS certificate has no official expiry date.
The home-based position element allows police to consider relevant information about people associated with the home. It does not constitute an individual DBS check or clearance for every household member. The Child Workforce designation does not automatically include a Children’s Barred List check; barred-list checks must be requested only where the role is eligible.
An existing certificate must be suitable for the hosting role and include the home-based element. If it does not, Linguastay will arrange a suitable new check for the main carer. The DBS Update Service checks the subscriber’s information, not new information about the home or other people associated with it. It must not replace a new check where refreshed home-based information is required.
Linguastay will obtain two references for the main carer before approving a new host family. Referees will be asked specifically about suitability to host under-18s. Wherever possible, reference requests will be sent to the referee at their place of work.
Linguastay carries out an annual home visit to review accommodation, household circumstances and student safety arrangements. Host families must report relevant changes as they happen rather than waiting for the next visit. Changes may require reassessment or further checks before hosting continues.
Linguastay will carry out a risk assessment of each host home before approval, explain the host’s responsibilities and identify any safety measures needed. Placements must reflect approved accommodation and the students’ needs.
Staff recruitment
Linguastay recruits staff on their suitability and ability to do the role, seeking relevant qualifications and experience where appropriate. Staff must be suitable to work with young overseas students. DBS checks must be appropriate to the role and its legal eligibility; an Enhanced or barred-list check is not automatically available for every office role.
Safeguarding training
Linguastay staff must complete safeguarding training appropriate to their role before taking responsibility for students. Host families must read the Safeguarding and Child Protection Policies and understand how to report concerns. Safeguarding awareness training is offered and encouraged, but is not currently compulsory for host families.
Training records and certificates must be kept by Linguastay. Staff, Local Organisers and hosts must be told how to obtain safeguarding help, including outside office hours.
3 Conduct and safety in the home
Conduct expected of adults
Adults must treat students with care and respect, remain calm and non-threatening when addressing poor behaviour, and maintain appropriate boundaries. They must not condone unlawful behaviour involving alcohol, drugs, smoking or sexual activity. Follow the Host Family Handbook and relevant codes of conduct. Bullying and harassment must be taken seriously and reported using section 1.
Supervision at home
Students normally attend their organised programme during the day. If a student remains at the host home, for example because of illness or a change to the programme, the host family must inform Linguastay and ensure a responsible adult is present. Under-18 students must not be left at home without a responsible adult, during the day or overnight. Another student being present does not count as adult supervision.
Privacy and private conversations
Adults must avoid being alone with a student behind a closed door. Where a private conversation is needed, use an appropriate space where others can see you while respecting the student’s confidentiality. Always knock before entering a student’s bedroom and respect their privacy, unless urgent action is needed to protect them.
Other children and pets in the household must also be managed in a way that respects the student’s privacy and safety.
Internet access and bedtime
Host families should explain household expectations for internet use and bedtime, encourage sensible use and adequate sleep, and use appropriate parental controls where practical. Students must still be able to contact their parents or Linguastay for help. Report concerns about online bullying, inappropriate contact or harmful content using the agreed reporting routes.
Programme rules and free time
Coach groups: students are normally expected to remain with their host family outside the organised programme and must not go out unaccompanied. Any exception must be agreed with Linguastay in advance.
Summer and mini-stay programmes: free-time arrangements and curfews vary according to the student’s age, demonstrated trust and arrangements agreed with the group leader. Linguastay must confirm these arrangements and communicate them clearly to the host family and student. Any change must be agreed with Linguastay in advance.
Any proposed activity or change to arrangements outside the organised programme must be agreed with Linguastay in advance. Linguastay will confirm any permissions and supervision needed. Approval from a group leader alone does not replace Linguastay’s agreement.
Host families must know when to expect students home, including any programme curfew, and follow the late-return procedure in section 5.
4 Handover attendance and transport
Meeting points and collection
Host families must accompany students to the agreed meeting point and remain with them until they have been received by the Local Organiser for coach groups, or a Linguastay staff member for the summer programme. Students must not be left unattended at meeting points.
At collection, students must be handed back to the host family or an authorised adult. If that person has not arrived, the Local Organiser or Linguastay staff member must keep students supervised and contact the family.
For other programme arrangements, including mini-stays, Linguastay must communicate the meeting point, times and responsible adult before the handover. All parties must understand when responsibility transfers. The same need for an agreed, supervised handover applies to organised evening and weekend activities.
Students must be collected only by an authorised person. If a student or supervising adult does not know the collector, the collection must have been arranged in advance, confirmed with Linguastay and supported by identification. Do not release a student to an unverified person.
Attendance and illness
If a student is unwell and cannot attend the programme, the host family must inform Linguastay before the start of the day and ensure adult supervision at home. Linguastay or the partner language school must take prompt action if a student does not attend as expected. Host families must take action if students do not return home as expected.
Transport providers
Transport providers and drivers must:
- Provide evidence of DBS checks appropriate to their role and eligibility, and hold appropriate insurance.
- Ensure students use seat belts and follow agreed collection and drop-off arrangements.
- Plan drop-offs to minimise avoidable time alone with a single child, where practical and consistent with safe routes.
- Wait for the host or authorised adult to receive students at the home, introduce them and confirm that the family is expecting them.
- Inform Linguastay of motoring convictions and any incident affecting student safety.
If no authorised adult is available at the agreed drop-off, keep the students supervised and contact Linguastay. Do not leave them unattended at an address or meeting point.
Incidents and accidents
All incidents and accidents outside time spent at school must be reported to Linguastay. Incidents during lessons or partner activities must also reach the responsible provider and Linguastay where relevant to student safety. Linguastay will record the event and share necessary information with relevant partners, following the Child Protection Policy where safeguarding is involved.
5 Late returns missing students and reporting
When a student has not returned
If a student has not returned at the expected time, the host family should try to contact them and notify Linguastay no later than 30 minutes after their expected return. If there is any concern about the student’s safety, contact Linguastay immediately rather than waiting 30 minutes.
Linguastay will coordinate checks with the Local Organiser, group leader and host family, including the student’s last known location, expected journey and people they were with. If the student cannot be located, Linguastay will assess the circumstances and contact police promptly. There is no fixed waiting period before reporting a student missing. The 30-minute limit applies to notifying Linguastay and must not delay necessary police or emergency action.
Keep a record of calls, sightings, checks and actions. Any search must be coordinated and must not leave other students unsupervised. Keep someone available to receive the student if they return. Notify Linguastay and any police involved as soon as the student is located.
Emergency help and other urgent concerns
Call 999 if a child is in danger now and needs an immediate police response, or has a medical emergency. Examples include an assault happening now, a credible threat of imminent serious violence or a life-threatening injury. Do not delay an emergency call while trying to contact Linguastay.
For a missing young child or a missing student whose vulnerability creates an urgent risk of harm, seek an immediate police response.
For other safeguarding concerns, including an earlier disclosure where the child is currently safe, phone Mat immediately, or Caroline if Mat cannot be reached or the concern involves him. If neither can be reached, contact children’s social care or police on 101 as appropriate. Do not wait for office hours.
Child protection reporting and records
Follow the Child Protection Policy when a child discloses abuse or there is a concern about abuse or neglect. Listen, reassure, do not promise secrecy and do not investigate or confront the person involved. Families report by phone first; Linguastay staff complete the confidential Concern or Allegation Record. Do not delay reporting while completing paperwork. Share information only with those who need it to protect the child.
Review and related guidance
Review this policy at least annually, and sooner following changes in safeguarding guidance, contact details or working arrangements. Tell host families and Local Organisers about relevant changes. Read it alongside the Child Protection Policy, Host Family Handbook and programme instructions.
DBS guidance on home-based positions