Child Safeguarding and Online Safety Policy

Effective date: 15 July 2026. Last updated: 14 July 2026. Creatiminds is committed to providing a respectful and child-safe learning environment. This Policy applies to online and offline classes, workshops, events, recordings, trips, communications and digital communities involving Creatiminds.

1. Purpose and Principles

The safety, dignity, privacy and best interests of children are central to Creatiminds operations.

Creatiminds has zero tolerance for sexual abuse, grooming, exploitation, harassment, bullying, humiliation, discrimination, violence, unsafe physical contact, child sexual abuse material, or retaliation against a person who raises a genuine concern.

Safeguarding is everyone’s responsibility. Staff, instructors, contractors, volunteers, parents, learners, visitors and partners must follow this Policy.

2. Scope and Definition of Child

For this Policy, a child means any person below 18 years of age, regardless of the program’s advertised age group.

The Policy applies to conduct during Creatiminds activities and to related communication, transport, online groups, social media, recordings, events and interactions that may affect a learner’s safety.

3. Safer Recruitment and Staff Expectations

Creatiminds will use reasonable screening, identity and reference checks appropriate to the role and applicable law before giving a person regular responsibility for children.

Staff and instructors will receive safeguarding guidance, know how to report concerns and sign a code of conduct and confidentiality commitment.

Access to child information will be role-based and removed when a person no longer requires it.

4. Appropriate Adult–Child Boundaries

Adults must use respectful, age-appropriate language and behaviour and must not shame, threaten, flirt with, sexualise, manipulate, isolate or seek emotional dependency from a child.

Adults must not request secrets from a child, exchange personal gifts that create obligation, meet privately outside approved activities, transport a child without written authorisation, or invite a child to a private residence.

Physical contact must be necessary, appropriate, non-sexual, visible where practicable and responsive to the child’s comfort. Corporal punishment and humiliating discipline are prohibited.

One-to-one support should occur through approved, observable and parent-aware arrangements. Closed-door or hidden one-to-one interaction should be avoided. Where privacy is required for a legitimate safeguarding conversation, another authorised adult should be aware and the interaction documented.

5. Communication Rules

Official parent-inclusive channels should be used for learner communication. Instructors should not use personal social-media accounts, disappearing messages, secret chats or late-night personal communication with a child.

Where age-appropriate group chats are used, they must have a clear educational purpose, moderation, participation rules and parent awareness. Learners should not be pressured to share personal phone numbers publicly.

Communication should be limited to program, support or safety purposes and should be capable of review where required.

6. Online Class Safety

Meeting links should be shared through controlled channels and should not be publicly posted. Waiting rooms, passwords, host controls, participant naming rules and appropriate recording settings should be used where available.

Learners should join from an appropriate environment and avoid displaying private documents, addresses, school IDs or other sensitive information on camera.

Private direct messaging between an instructor and child should be disabled or avoided unless essential, parent-aware and reviewable.

Screen sharing, file upload, collaborative boards and chat may be restricted if misused. Inappropriate content, cyberbullying, impersonation or attempts to bypass controls may lead to removal from the session and parent follow-up.

7. Offline Venue and Pickup Safety

Creatiminds will use reasonable venue safety, attendance, arrival, departure, visitor and emergency procedures appropriate to the activity.

A child will be released only according to the authorised pickup information supplied by the parent or a verified update. Identity checks may be requested where the collecting adult is not known to staff.

Parents must disclose urgent allergies, mobility needs or emergency instructions reasonably necessary for safe participation. Creatiminds does not provide medical diagnosis or specialised clinical care unless expressly arranged.

A late-pickup procedure should ensure the child remains supervised by authorised adults and is not left alone.

8. Photography, Video and Recording

Images and recordings must be captured only for a legitimate, disclosed purpose. Devices and files must be handled securely and access limited.

Public promotional use of identifiable child media requires appropriate separate parent consent. A child’s full name, precise location, school details or sensitive information should not be published unless genuinely necessary and specifically authorised.

Parents, learners and visitors must not photograph, record or publish other children without permission.

9. Bullying, Harassment and Peer Safety

Bullying includes repeated or serious verbal, physical, social or online behaviour intended or likely to harm, intimidate, humiliate or exclude another person. Cyberbullying, doxxing, sharing private images, hate speech and discriminatory conduct are prohibited.

Reports will be assessed fairly and with attention to age, context, impact, pattern and safety. Responses may include support, restorative steps, parent meetings, behaviour plans, separation, suspension or other proportionate measures.

A child who reports harm will not be punished merely for reporting in good faith.

10. Responding to a Child’s Disclosure or Concern

The receiving adult should remain calm, listen without blame, avoid promising secrecy, avoid leading questions, record the child’s words accurately, preserve relevant evidence and report promptly through the safeguarding process.

The adult should not personally investigate suspected abuse, confront the alleged person in a way that increases risk, or circulate the information beyond those who need to act.

Immediate danger should be addressed through emergency services and lawful child-protection channels. Suspected offences and mandatory reporting obligations will be handled according to applicable law, including the Protection of Children from Sexual Offences framework where relevant.

11. Reporting and Escalation

Child-safety concerns should be reported to the Child Safeguarding Officer: Prathamesh Dhande, at hello@creatiminds.com and +91 99606 41826.

Urgent concerns should be reported immediately by phone and through the appropriate emergency, police or child-protection authority. A website complaint form is not a substitute for emergency reporting.

Creatiminds will document concerns, restrict access where necessary, preserve confidentiality, cooperate with lawful authorities and take proportionate protective action.

No internal process will be used to suppress, delay or replace a report that is legally required to be made to a competent authority.

12. Confidentiality and Privacy

Safeguarding information will be shared only with persons who need it to protect the child, investigate, obtain professional advice or comply with law.

The identity of a child involved in a safeguarding matter must not be publicly disclosed. Records will be securely maintained and retained according to legal, safeguarding and evidence requirements.

13. Allegations Against Staff or Instructors

An allegation will be taken seriously and managed with child safety, fairness, confidentiality and legal obligations in mind. Temporary reassignment, access restriction or suspension may be used while facts are assessed; such interim action is not by itself a finding of guilt.

Retaliation, witness interference, destruction of evidence or pressure on the child or family is prohibited.

14. Partner Schools, Vendors and Events

Schools, venues, instructors, transport providers, volunteers and other partners involved with children should agree to appropriate safeguarding standards and clarify who is responsible for supervision, consent, emergency response and reporting.

Creatiminds may suspend a partnership or activity where safeguarding expectations are not met.

15. Review and Contact

This Policy will be reviewed periodically and after a material incident, legal change or expansion into new delivery formats.

General safeguarding questions may be sent to hello@creatiminds.com. Urgent risks should be reported through immediate safety channels.