Child Protection Policy

RESET works with children and young people (under 18) across multiple programme areas, including school partnerships (2,000+ students across five partner schools), municipal youth engagement programmes, EU-funded research projects involving young participants, and awareness campaigns reaching minors through digital channels. This reach brings significant safeguarding responsibilities that RESET takes seriously at every level of the organisation.

This policy establishes RESET's binding framework for preventing, identifying, reporting, and responding to child protection concerns. It applies universally to all staff, collaborators, volunteers, partner organisations, and subcontractors who conduct activities on RESET's behalf.

2.1 Who This Policy Applies To

This policy applies to all:

• RESET full-time employees and part-time staff
• External collaborators and consultants engaged on RESET projects
• Volunteers and interns working with RESET
• Partner organisations and their staff when conducting RESET-funded or RESET-coordinated activities
• Subcontractors providing services that involve contact with children
• Visitors, guests, or advisors who have access to RESET-managed spaces or activities involving children

Compliance with this policy is a condition of engagement with RESET. Partner organisations are required to demonstrate equivalent safeguarding standards (see Section 14).

2.2 Activities Covered

This policy covers all RESET activities in which children may be involved, including:

• School-based education and training programmes
• Youth participation in EU-funded research projects (e.g., surveys, focus groups, workshops)
• Municipal youth engagement and awareness campaigns
• Digital outreach, social media campaigns, or online activities targeting young people
• Events, conferences, or public activities where children may attend
• Image and media capture involving children
• Mentoring, coaching, or 1:1 work with young people

2.3 Geographical Coverage

This policy applies to all RESET activities in Cyprus and internationally, across all EU-funded projects. Where national law in a project country provides stronger child protection standards than this policy, the more protective standard applies.

RESET's approach to child protection is guided by the following principles, which inform all policy decisions, programme design, and staff conduct:

• Child-Centred Approach: The best interests of the child are the primary consideration in all decisions and actions. Children's views and voices are respected in proportion to their evolving capacities.
• Non-Discrimination: Every child has an equal right to protection from harm and exploitation, regardless of gender, ethnicity, disability, religion, sexual orientation, nationality, or socioeconomic background.
• Shared Responsibility: Child protection is the responsibility of every individual engaged with RESET — not only designated staff. Everyone has a duty to report concerns and take protective action.
• Duty of Care: RESET and its personnel have a legal and moral duty of care towards every child who comes into contact with RESET's work. This duty cannot be delegated away.
• Prevention First: RESET designs its activities, environments, and management processes to prevent harm from occurring, rather than relying solely on responding after the fact.
• Safe Partnerships: RESET selects and monitors partners who demonstrate equivalent safeguarding standards. Weak safeguarding by a partner organisation is not acceptable, regardless of their other competencies.
• Accountability and Transparency: RESET maintains clear records of safeguarding concerns, actions taken, and outcomes. Accountability at senior leadership level is non-negotiable.
• Data Protection: All child-related data — including safeguarding records — is handled in strict accordance with GDPR (EU 2016/679) and Cyprus national data protection law.
• Confidentiality with Limits: Information about child protection concerns is kept strictly confidential. However, confidentiality is never used to protect a perpetrator or to prevent a child from receiving help. Where a child is at risk of serious harm, disclosure to appropriate authorities takes priority.

5.1 Designated Safeguarding Lead (DSL)

Dr. Eliza Patouris (Managing Director) is RESET's Designated Safeguarding Lead. The DSL holds primary responsibility for:

• Receiving and assessing all child protection concerns raised by staff, partners, or third parties
• Deciding — in consultation with relevant parties — whether to refer a concern to Cyprus Social Services, the Cyprus Police, or other statutory authorities
• Maintaining the confidential Safeguarding Incident Register
• Ensuring all staff complete mandatory safeguarding training
• Reviewing and updating this policy annually
• Liaising with project funders (European Commission, EACEA, DG HOME) on safeguarding matters where required
• Overseeing safe recruitment processes for roles involving contact with children

5.2 Deputy Designated Safeguarding Lead

Antigoni Loizidou (Researcher) is RESET's Deputy DSL. The Deputy DSL:

• Assumes all DSL responsibilities in the absence or unavailability of the DSL
• Supports the DSL in maintaining the Safeguarding Incident Register and delivering training
• Acts as the first point of contact for child protection concerns in RESET-led project fieldwork

5.3 All RESET Personnel

Every individual engaged by RESET must:

• Complete mandatory safeguarding training within one month of joining RESET (and annually thereafter)
• Read, understand, and comply with this policy
• Report any child protection concern immediately to the DSL or Deputy DSL
• Maintain appropriate professional boundaries with children at all times
• Refrain from any action that could place a child at risk of harm
• Cooperate fully with any safeguarding investigation
• Preserve the confidentiality of all safeguarding matters

5.4 Managing Director (Governance Accountability)

Dr. Eliza Patouris, in her role as Managing Director (and DSL), carries ultimate organisational responsibility for the implementation of this policy. Specifically:

• Annual policy review and approval
• Ensuring sufficient resources are allocated to safeguarding training and implementation
• Signing off on safeguarding risk assessments for major activities involving children
• Reporting to RESET's board or equivalent governing body on safeguarding status annually

All RESET personnel must observe the following standards of conduct when working with or around children. This Code of Conduct is mandatory and its breach constitutes grounds for disciplinary action, up to and including termination of engagement.

6.1 Required Behaviour

• Treat all children with respect, dignity, and sensitivity at all times
• Maintain professional boundaries in all interactions with children
• Ensure that wherever possible, interactions with children take place in open, visible settings
• Obtain appropriate consent (child assent + parental/guardian consent) before any engagement activity involving a child
• Report any behaviour by colleagues or partners that gives cause for concern
• Act in the best interests of the child at all times, even when this conflicts with other interests

6.2 Prohibited Behaviour

RESET personnel must NEVER:

• Engage in any form of physical, emotional, sexual, or psychological abuse of a child
• Use physical punishment, coercion, or restraint in any form
• Make sexual or romantic remarks to or about a child; engage in any sexual relationship with a child
• Expose children to sexual content, graphic material, or age-inappropriate information
• Meet a child privately without another adult present and without the knowledge of the child's parent/guardian
• Share personal contact details (phone number, personal email, social media accounts) with a child
• Conduct private or direct messaging with a child via social media or messaging apps
• Share images, video, or personal data of children without obtaining written consent
• Fail to report a child protection concern, or discourage others from doing so
• Approach a child, their family, or carers in a way that is designed to build trust for the purpose of exploiting the child (grooming)
• Administer medication to a child without explicit written authorisation from the parent/guardian
• Transport a child in a private vehicle without the written consent of the parent/guardian and a second adult present
• Purchase alcohol, tobacco, or other substances for a child under any circumstances

RESET applies robust safeguarding checks to all recruitment and engagement processes for roles involving contact with or responsibility for children.

7.1 Pre-Engagement Checks

• Criminal Background Check: All staff and external collaborators in roles involving direct contact with children must provide a valid police clearance certificate (or equivalent criminal records check) prior to commencing the role. This applies in Cyprus and in all countries where RESET-funded activities take place.
• Reference Checks: Minimum two professional references are required for all staff, with at least one from a previous employer or organisation involving work with young people where applicable.
• Identity Verification: Passport or national identity card verification is required for all staff.
• Qualification Verification: Where qualifications are stated as relevant to a child-facing role, RESET verifies these with the issuing institution.
• Self-Declaration: All prospective staff complete a Safeguarding Self-Declaration Form confirming they have no known convictions, cautions, or concerns that would affect their suitability to work with children.

7.2 Recruitment Process Standards

• All job advertisements for roles involving work with children include RESET's commitment to safeguarding.
• Interview panels for child-facing roles include at least one safeguarding-trained interviewer.
• Interview processes include scenario-based questions assessing the candidate's safeguarding awareness and values.
• Conditional offers of employment for child-facing roles are explicitly conditional on satisfactory completion of all pre-engagement checks.
• No individual is permitted to commence child-facing activities until all mandatory checks are complete and cleared.

7.3 Ongoing Suitability

• Criminal background checks are renewed every three years for all staff and collaborators in child-facing roles, or immediately if a concern arises.
• Any conviction, caution, or safeguarding concern arising during an individual's engagement with RESET must be disclosed to the DSL immediately.
• Failure to disclose a prior conviction relevant to working with children is grounds for immediate termination of engagement.

RESET integrates safeguarding into the design of all activities involving children, prior to implementation. Risk-based planning ensures that potential harm is identified and mitigated at the earliest stage.

8.1 Pre-Activity Safeguarding Risk Assessment

A written Safeguarding Risk Assessment must be completed and approved by the DSL for any RESET activity involving children. The assessment must address:

• The nature and extent of children's involvement in the activity
• The ratio of adults to children (minimum 1:10; 1:6 for activities with younger children under 12)
• Whether any 1:1 interactions are required and how they will be supervised
• The physical environment (safety of venue, access controls, emergency procedures)
• Consent and data protection requirements
• Specific vulnerability factors in the target group (disability, trauma history, language barriers)
• Digital elements: online platforms, data collection, social media

8.2 Consent Requirements

• Written informed consent from a parent or legal guardian must be obtained before any child participates in RESET-organised activities.
• Children must receive age-appropriate information about the activity and have the opportunity to assent or decline participation.
• Separate consent must be obtained for photography, video recording, or any media use involving a child.
• Consent is freely given and may be withdrawn at any time without negative consequences for the child.
• Consent forms are archived in RESET's project records for a minimum of seven years.

8.3 Supervision Standards

• All RESET activities involving children must have a minimum of two RESET-approved adults present.
• No 1:1 interactions between a RESET staff member and a child should take place in private settings. Where individual sessions are necessary, they must take place in open, visible spaces or with a second adult within earshot.
• Children must not be left unsupervised or in the sole care of an individual who has not passed RESET's safeguarding checks.

All RESET personnel must be able to recognise potential indicators of child abuse or neglect. The following are common — though not exhaustive — signs that may warrant further attention.

10.1 Duty to Report

Every RESET staff member and collaborator has a duty to report any child protection concern, disclosure, or incident without delay. Failure to report a known or suspected safeguarding concern is a serious breach of this policy.

10.2 Internal Reporting Procedure

10.3 If the Concern Involves the DSL

If the child protection concern relates to the DSL (Dr. Eliza Patouris), reports should be made directly to the Deputy DSL (Antigoni Loizidou) who will manage the matter independently. If the concern involves both the DSL and Deputy DSL, the matter should be reported directly to Cyprus Social Welfare Services (1455) or Cyprus Police.

10.4 External Reporting Contacts

11.1 Immediate Actions

• Ensure the child's immediate safety and wellbeing
• If the concern arises during an activity, withdraw the child from the source of harm in a safe and calm manner
• Ensure a trusted adult is with the child until appropriate support is in place
• Contact emergency services if the child is in immediate danger
• Do not allow the alleged perpetrator to be alone with any child pending investigation

11.2 Support for the Child and Family

• The DSL will ensure the child has access to appropriate support, which may include referral to Cyprus Social Welfare Services, psychological support services, or the child's school pastoral team.
• RESET will communicate with the child's parents or carers, unless doing so would place the child at greater risk (e.g., if the parents are the suspected abusers).
• The child's wishes are taken into account in all decisions, in proportion to their age and maturity.

11.3 Support for Staff

• RESET personnel who report a child protection concern, or who are involved in a safeguarding incident, will be supported throughout the process.
• Staff are protected from retaliation for making a report in good faith. Any such retaliation constitutes grounds for disciplinary action.
• RESET will provide access to confidential counselling or emotional support for staff who have been significantly affected by a safeguarding incident.

11.4 Managing Allegations Against Staff

Where a safeguarding concern relates to the conduct of a RESET staff member or collaborator:

• The DSL (or Deputy DSL if the concern involves the DSL) takes immediate action to ensure no further contact between the individual and any child in RESET's activities.
• The individual is suspended from child-facing activities pending investigation. This is a precautionary measure and does not imply a finding of guilt.
• The matter is referred to Cyprus Police or Social Welfare Services as appropriate.
• RESET cooperates fully with any statutory investigation, providing all relevant records and information on request.
• RESET does not conduct its own parallel investigation into a matter referred to statutory authorities.
• Employment or contractual consequences follow the outcome of the statutory process and RESET's internal disciplinary procedures.

RESET delivers digital education programmes, social media campaigns, and online research activities that may involve children. The digital environment presents distinct safeguarding risks that require specific measures.

12.1 Safe Online Practice

• All online activities involving children must have an adult facilitator or supervisor present throughout the session.
• Online sessions are not recorded without the explicit consent of all participants and their parents/guardians.
• RESET staff do not connect with children on personal social media accounts or personal communication apps.
• All communication with children conducted through digital channels uses RESET's official accounts and platforms only.
• Any online content produced for or by children under RESET projects is reviewed by a safeguarding-trained staff member before publication.

12.2 Platform Safety Standards

• All digital platforms used by RESET for activities involving children must have appropriate privacy settings, age-verification features, and moderation tools.
• RESET evaluates the safeguarding implications of any new digital platform before deploying it in a programme involving children.
• Children's data — including usernames, profile pictures, and participation records — are processed in strict accordance with GDPR and Cyprus data protection law.

12.3 Responding to Online Concerns

• If a staff member becomes aware of online grooming, cyberbullying, or child sexual exploitation material (CSAM) in the context of RESET's work, they must report it immediately to the DSL and Cyprus Police Cybercrime Unit (+357 22 808200) and INTERPOL's Internet Child Exploitation unit if international.
• CSAM is never downloaded, shared, or stored by any RESET staff member under any circumstances. Its presence must be reported immediately and the device secured.

RESET collects photographs, video recordings, testimonials, and case studies from project participants, which may include children. The following standards apply to all such activities.

13.1 Consent Standards

• Written consent from the parent or legal guardian must be obtained before capturing any image or footage of a child.
• Children must receive age-appropriate explanation of how their image will be used and give their own assent.
• Consent is specific: it must clearly identify the purpose, format, and distribution scope of any image or footage.
• Consent may be withdrawn at any time. On withdrawal, RESET will remove the image from active use and take reasonable steps to remove it from published materials.

13.2 Ethical Standards for Image Use

• Images of children are used only for the specific purpose consented to; they are never repurposed without fresh consent.
• Images must preserve the dignity of the child. RESET does not use images that could identify or stigmatise a child as a victim of abuse or exploitation.
• Images that could identify the location, address, or school of a child are treated with additional caution.
• In research publications and project reports, children's images are anonymised unless specific consent has been granted for identifiable use.

13.3 Data Retention

Images and footage of children are retained for the minimum period necessary for the consented purpose and then securely deleted. Records of consent are retained for seven years after the child reaches 18 years of age.

14.1 Safeguarding Obligations on Partners

Any organisation delivering activities involving children on RESET's behalf, or as part of an EU-funded project coordinated by RESET, must:

• Have their own current, written Child Protection Policy (or equivalent) that meets the standards required by this policy
• Ensure all staff and volunteers who will come into contact with children have undergone appropriate background checks and training
• Comply with RESET's safeguarding requirements as a condition of partnership
• Report any safeguarding concern arising in the context of RESET-related activities to RESET's DSL immediately
• Cooperate with any safeguarding investigation triggered by RESET or statutory authorities

14.2 RESET's Verification Process

• RESET requests and reviews each partner's child protection policy before commencing activities involving children.
• Where a partner lacks a formal policy, RESET requires them to adopt this policy or an equivalent standard as a condition of engagement.
• RESET includes safeguarding requirements in all partnership agreements, Memoranda of Understanding, and subcontracting arrangements where children may be involved.
• RESET reserves the right to suspend or terminate a partnership if safeguarding standards are not maintained.

Safeguarding information is among the most sensitive data RESET holds. All safeguarding records are processed in compliance with GDPR (EU 2016/679) and Cyprus's Processing of Personal Data (Protection of Individuals) Law (L.138(I)/2001, amended).

• The Safeguarding Incident Register is stored securely, access-controlled, and accessible only to the DSL and Deputy DSL.
• Safeguarding records are retained for a minimum of 25 years from the date of the last entry, or for the child's lifetime where this is longer, in accordance with statutory guidance on safeguarding record retention.
• Personal data about children is collected only where strictly necessary, kept accurate and up to date, and processed only for the specified safeguarding purpose.
• Children and their parents/guardians have the right to access information held about them, subject to the limitation that disclosure would not endanger the child or others.
• RESET does not share safeguarding information with third parties except as required by law, for the protection of the child, or with the explicit consent of the parent/guardian.
• Safeguarding information is never shared via unsecured channels (personal email, WhatsApp, unencrypted documents).

Child protection knowledge and skills must be maintained at all times. RESET's training requirements are:

Training completion is recorded in RESET's HR system. Annual training completion rates are reported to the Managing Director and are included in RESET's Annual GEP Progress Report. No individual may commence child-facing activities without having completed the relevant training module.

17.1 Annual Review

• This policy is reviewed annually by the DSL and approved by the Managing Director, or sooner if triggered by a safeguarding incident, a change in legislation, or updated EU guidance.
• The annual review considers: any incidents in the preceding year; changes in RESET's activities involving children; feedback from staff and partners; updates to Cyprus or EU law or guidance; best practice developments from specialist organisations such as ECPAT, ChildFund, or UNICEF.
• Revised versions are distributed to all staff immediately and are published on RESET's website.

17.2 Safeguarding Incident Register

• The DSL maintains a confidential Safeguarding Incident Register recording all child protection concerns raised, whether or not a formal referral was made.
• Each entry records: date, nature of concern, action taken, outcome, and any follow-up required.
• Aggregate, anonymised data from the register is reviewed at each annual policy review to identify trends or systemic issues.

17.3 Whistleblowing Protection

Any member of RESET staff or collaborators who reports a safeguarding concern in good faith is protected from retaliation, disadvantage, or dismissal. RESET recognises that it takes courage to report a concern and will actively support individuals who come forward. Retaliation against a safeguarding reporter constitutes gross misconduct.

RESET Ltd  |  Flat 101, Omonoias 72, 3048, Limassol, Cyprus
E: info@resetcy.com  |  T: +357 99553975  |  W: resetcy.com
Policy Version 2.0 — Effective 1 September 2026 — Next Review: 31 August 2027