1. Purpose
This Safeguarding Policy sets out our commitment to protecting everyone we work with, including political prisoners, former detainees, their families and other vulnerable people, from harm, abuse, exploitation or additional risk arising from our activities.
Given the high-risk context of political repression, safeguarding is a core principle of all our work.
2. Scope
This policy applies to staff members, volunteers, contractors and partners collaborating with the Foundation. It covers all activities, including communication, documentation, support provision, advocacy and research.
3. Who we protect
We recognise that many people we work with are in situations of heightened vulnerability, including:
- political prisoners and detainees
- former prisoners and survivors of repression
- individuals at risk of persecution
- family members of detainees
- individuals inside Belarus or other high-risk environments
3.1 Child safeguarding
Where the Foundation’s work involves minors (for example, children of political prisoners), additional protections apply:
- no identifying information about minors is collected or published without explicit parental or guardian consent
- images or testimonies of minors are never used for advocacy or communication purposes without consent
- any concern about a child’s safety is treated as a priority safeguarding matter
4. Key safeguarding principles
We commit to:
4.1 Do no harm
All actions must be assessed for potential risks to individuals. No activity should increase the likelihood of harm.
4.2 Informed and voluntary participation
Where possible, individuals are informed about how their information may be used and have control over their participation.
4.3 Confidentiality
We strictly protect sensitive information and never disclose non-public data without consent.
4.4 Risk-aware communication
We adapt our communication methods to the level of risk, for example by using secure messengers, message deletion and limited data sharing.
4.5 Minimisation of exposure
We avoid unnecessary visibility of individuals, especially those at risk of repression.
5. Safeguarding risks
We recognise the following risks:
- re-identification of individuals
- retaliation or persecution by authorities
- coercion or forced cooperation, including recruitment attempts
- psychological harm or re-traumatisation
- misuse of personal data
- digital surveillance
All activities must be designed to mitigate these risks.
5.1 Digital security
Given the risk of state-sponsored surveillance, the Foundation applies the following digital safeguarding measures:
- all internal communications use end-to-end encrypted platforms
- devices used for sensitive work are protected with full-disk encryption
- staff are trained in digital security practices, including phishing awareness and secure password management
- in high-risk contexts, communication metadata is minimised, for example by using disappearing messages
- the Foundation does not use unencrypted email for sensitive case information
6. Data and information safety
- only necessary data is collected
- sensitive data is handled with enhanced protection
- access is restricted to authorised personnel
- data is anonymised whenever possible
- communication with individuals in high-risk areas is minimised and secured
7. Working with individuals in high-risk environments
We take additional precautions when working with individuals in Belarus or similar contexts:
- avoiding unnecessary direct contact
- limiting written communication
- encouraging secure communication practices
- avoiding requests for sensitive data unless absolutely necessary
8. Consent and control
We respect the right of individuals to:
- decide whether to engage with us
- request anonymisation
- withdraw from cooperation, where possible
In cases involving public interest and human rights documentation, full withdrawal may not always be possible.
9. Non-disclosure and ethical responsibility
We do not disclose:
- private contact details
- non-public case information
- sensitive personal data
Even in response to external requests, disclosure is refused if it may endanger individuals.
10. Safeguarding in partnerships
We collaborate only with partners who:
- respect confidentiality
- follow ethical standards
- do not put individuals at risk
We do not transfer personal data without appropriate safeguards.
11. Reporting concerns
Any safeguarding concern (risk, breach or harm) must be reported immediately to [email protected]. All concerns are treated confidentially and assessed promptly. The Foundation will:
- acknowledge receipt within 24 hours
- assess the level of risk within 48 hours
- take appropriate action and document the outcome
- notify the affected individual where it is safe and appropriate to do so
In cases of immediate physical danger, local emergency services or relevant international protection mechanisms may be contacted, subject to the individual’s consent where possible.
12. Accountability
The Foundation’s management collectively holds responsibility for overseeing the implementation of this policy, reviewing safeguarding incidents, and ensuring that all staff and volunteers are familiar with its principles.
This policy is reviewed at least annually, or following any significant safeguarding incident.
13. Continuous improvement
Safeguarding practices are regularly reviewed and adapted to evolving risks, especially in the context of political repression.
14. Psychological safety and trauma-informed approach
We recognise that many people we work with have experienced detention, violence, torture, forced displacement or other forms of severe psychological stress. Therefore, all our activities are guided by a trauma-informed approach, which means:
14.1 Avoiding re-traumatisation
We avoid actions that may trigger distress or re-traumatisation, including unnecessary repetition of traumatic experiences, intrusive or insensitive questioning, and exposure to distressing content without preparation.
14.2 Respect for emotional boundaries
Individuals are not required to share more information than they are comfortable with. Participation is always voluntary and can be limited at any stage.
14.3 Sensitive communication
We communicate in a respectful, non-judgemental and supportive manner, taking into account the person’s emotional state, stress levels and capacity to engage.
14.4 Minimisation of psychological pressure
We do not pressure individuals to disclose sensitive information, to take part in advocacy or public communication, or to engage with services beyond their comfort level.
14.5 Awareness of trauma impact
We acknowledge that trauma may affect memory and consistency of narratives, communication style and decision-making. We do not interpret such effects as unreliability or lack of credibility.
14.6 Internal awareness and responsibility
All team members are expected to act with empathy and awareness, recognise signs of distress and adjust their communication accordingly.
15. Staff wellbeing and secondary trauma
The Foundation recognises that working with survivors of severe trauma may cause secondary traumatic stress or burnout among staff and volunteers. Therefore:
- staff are encouraged to raise wellbeing concerns without stigma
- regular check-ins on team wellbeing are conducted
- access to psychological support is facilitated where possible
- workload involving distressing content is distributed and monitored
16. Contact
For any questions related to this Safeguarding Policy, write to [email protected].