Health and Safety Policy (Online Delivery)

1. Policy Statement

Teens in AI is committed to ensuring the health, safety, and wellbeing of all participants, staff, mentors, volunteers, and partners engaged in our online programmes, workshops, and events. We take seriously our duty of care and aim to provide a safe, inclusive, and positive digital learning environment.

We will:

• Protect participants from foreseeable risks to their health and safety.

• Promote safe online behaviours, digital wellbeing, and safeguarding.
  Ensure staff, mentors, and volunteers understand their responsibilities for online safety.

• Comply with relevant UK legislation and best practice guidance, including safeguarding and data protection requirements.

2. Scope

This policy applies to all activities delivered by Teens in AI online, including but not limited to:

1. Virtual workshops, hackathons, mentoring sessions, and training.
2. Online collaboration platforms (eg, Slack, Microsoft Teams, Zoom).
3. Communications between staff, volunteers, mentors, and participants.

3. Responsibilities

Teens in AI Leadership

• Ensure effective systems are in place for online health and safety.

• Review this policy annually and after any significant incidents.

• Appoint a Health and Safety Officer and a Designated Safeguarding Lead.

Staff, Mentors, and Volunteers

• Follow this policy and all related safeguarding and data protection procedures.
  Report any health, safety, or safeguarding concerns immediately.
  Maintain professional boundaries in all online interactions.

Participants

• Act respectfully towards others online.

• Use designated platforms responsibly and safely.

• Report any concerns or inappropriate behaviour to a member of staff.

4. Online Safety Measures

Safe Platforms

• Online activities will be hosted on secure, GDPR-compliant platforms.

• Access to sessions will be restricted to authorised participants.

• Recordings will only be made where necessary, with appropriate consent.

Supervision and Conduct

• At least two adults (staff or vetted volunteers) will be present in all live online sessions.

• A clear Code of Conduct will be shared with participants, outlining expected behaviour and consequences of breaches.

• Mentors and volunteers will be DBS-checked (or equivalent for international contexts) and provided with online safety training.

Data Protection

• Personal information will be collected, stored, and processed in line with GDPR.

• Participants will not be asked to share personal addresses, phone numbers, or other unnecessary personal data in open forums.

Safeguarding and Wellbeing

• Concerns about abuse, bullying, or inappropriate behaviour will be reported immediately to the Designated Safeguarding Lead.

• Teens in AI promotes healthy digital habits, encouraging breaks and balance during online programmes.

5. Risk Assessment Process

1. 1. Prior to online events, a risk assessment will be carried out to identify and mitigate potential health and safety issues. 

   2. Risks considered include: inappropriate use of technology, online bullying, safeguarding concerns, data breaches, and wellbeing impacts.

   3. Control measures (eg, monitoring chat functions, limiting screen time, and providing reporting channels) will be implemented.

6. Incident Reporting and Response

1. All accidents, incidents, and near-misses (including safeguarding or online safety issues) must be reported to the Health and Safety Officer.
2. An incident log will be maintained and reviewed regularly.
3. Serious concerns will be escalated to relevant external agencies where appropriate.

7. Training and Awareness

1. 1. All staff, mentors, and volunteers will receive induction and ongoing training on online safety, safeguarding, and health and safety responsibilities.

 Participants and parents/guardians will be provided with clear guidance on how to participate safely.

8. Monitoring and Review

1. This policy will be reviewed annually by the Teens in AI leadership team or sooner if required by legislation or incidents.

2. Lessons learned from complaints, incidents, and feedback will be used to strengthen our health and safety practices.

9. Contact Information

For any health, safety, or safeguarding concerns, please contact:

Health and Safety Officer
Teens in AI
elena.sinel@teensinai.com

Designated Safeguarding Lead: Elena Sinel