Overseas Safeguarding Policy

Approval For Visits

Volunteers may only travel to a high risk area if this is essential, and the work cannot be carried out remotely.  Any such travel requires the prior approval of the Board. 

Before Travelling

  • Anyone travelling to a high risk location should ideally have previous experience of working in the country affected and, if applicable, speak the language or have the tools to assist communicating.
  • He or she must be at least 18 years old and be sufficiently resilient and confident to travel and work in the location.
  • Medical treatment may be difficult to access or basic, so volunteers must not have long-term, or chronic health conditions that may require medical intervention.
  • If you do take regular medications, ensure you have sufficient supplies for the duration of your visit, in case these are not available locally.
  • Ensure that you are aware of any potential threats in the location(s) you are visiting by checking the FCO website, in-country Government websites (if available), monitoring news channels and seeking the advice of contacts in the area you will be visiting.
  • Carry out a thorough risk assessment and take any appropriate action, but do not travel, if there are any significant risks involved.
  • This must as a minimum include an extraction plan to safely leave the area and/or country at short notice.
  • Travel insurance does not usually cover travel to a conflict zone, so make sure you have adequate cover.
  • Check that your passport is in-date and ensure you have any visas, Health cards (GHIC)(EHIC) and driving permits, as appropriate.
  • Make a record of key contact details, such as your local office, hotel and the British Embassy or Consulate.
  • Ensure that your devices have adequate security installed and be aware of the cyber threat in using open Wi Fi networks; consider installing a VPN and/or encryption software.
  • Ensure that the charity is given details of your itinerary, including dates/times/locations and check in on arrival.
  • For key documents, such as your passport and local contact/emergency numbers, make hard copies and also store these on your phone and laptop.
  • Ensure that your laptop and phone security is fully enabled.
  • Virus and other security systems are fully up to date.
  • Back up your hard drive to the cloud, if not already enabled, or to an external hard drive.
  • Check that PIN and/or face/fingerprint recognition locking has been activated.
  • Disable blue tooth, or at least use it in ‘hidden’, rather than ‘discoverable’ mode.
  • Disable Wi Fi auto-connect.
  • Disable location tagging/tracking on your phone and social media.
  • Install a Virtual Private Network (VPN).

Whilst Travelling

  • If hiring a car on arrival, carry out simple checks, such as driver’s licence, seat belts and the vehicle appears to be in a road worthy condition.
  • If driving yourself, ensure you’re not overly tired from travel and time difference. Ensure you have correct paperwork and book your car via a reputable company.
  • Carry out basic vehicle checks, such as its condition, and any equipment provided.
  • Where possible, only carry essential equipment, valuables and money and be inconspicuous where possible.
  • Carry a small amount of cash in your wash bag or body belt as an emergency backup.

Whilst In-country

  • Carry a battery pack and a dual sim mobile phone with your own and a local sim card.
  • Do not use open public Wi Fi, or other unsecured networks.   Use your VPN.
  • Ensure that you have your passport and any local identify card with you at all times.
  • At your accommodation, ensure you are aware of evacuation routes from the building, such as fire exits.
  • Ensure that you are aware of and comply with local Government/military instructions, including carrying identity and not entering forbidden locations.
  • Join local What’s App and/or Telegram groups and monitor these for news of any security threats and sign-up for Government security alerts and/or monitor any relevant website.
  • Never take photographs of on-duty military personnel or military, or other  potentially sensitive locations, such as power facilities, airports or Government buildings.
  • Avoid the consumption of alcohol and do not express views, verbally or online, on an issue that may be perceived as sensitive.
  • At checkpoints, or similar, ensure you keep your hands in sight, looked pleased to see the people who have stopped you and always remain polite and courteous, even if provoked.
  • Always ensure that your contacts are made aware of your travel plans, including location, timings and whom you will plan to meet.
  • Do not post your location on social media, or plans and, ideally, do not post at all whilst in country.
  • If you do post, double check that location tagging has been switched off and, ideally, post a day or more after you have left the location.
  • Never pick up any kind of military ordnance, such as spent shells or ammunition, and do not enter damaged buildings or facilities.
  • If in an area that is known, or might have been mined, do not leave concrete pavements and roads, and;
  • Watch out for warning signs, which may be as crude as rags or tins hung on fences, or red paint on rocks
  • Vary your routes and timings to and from work and arrange meetings at your work location, or in a public space, if at all possible.
  • Do not agree to meetings or travel to known risk areas, or isolated locations or with people whom you do not know or are unable to verify.
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