1. Purpose

1.1. The purpose of this policy is to ensure that Menstruation Foundation provides a safe, respectful and protective environment for all children and young people who engage with the organisation through its programmes, events, outreach initiatives, educational activities and partnerships.

1.2. This policy establishes principles, standards and procedures aimed at protecting children from abuse, neglect, exploitation, discrimination, harassment and any form of harm.

2. Scope

2.1. This policy applies to all directors, trustees, employees, volunteers, contractors, consultants, facilitators, service providers, partners and representatives acting on behalf of Menstruation Foundation.

2.2. Compliance with this policy is a condition of association with the organisation.

3. Legal and Regulatory Framework

3.1. This policy is guided by and must be interpreted in accordance with applicable South African legislation, including but not limited to:

The Constitution of the Republic of South Africa, 1996;

The Children’s Act 38 of 2005;

The Criminal Law (Sexual Offences and Related Matters) Amendment Act 32 of 2007;

The Protection of Personal Information Act 4 of 2013 (POPIA);

The South African Schools Act 84 of 1996;

Any other applicable child protection legislation or regulations.

3.2. The best interests of the child shall be paramount in all matters concerning children.

4. Guiding Principles

4.1. Menstruation Foundation is committed to:

Treating all children with dignity, equality, fairness and respect;

Promoting the best interests and wellbeing of children at all times;

Providing safe, inclusive and non-discriminatory environments;

Preventing abuse, exploitation, discrimination, harassment and neglect;

Taking all safeguarding concerns seriously;

Responding promptly and appropriately to safeguarding allegations or incidents;

Maintaining appropriate professional boundaries with children;

Ensuring accountability and ethical conduct by all representatives.

5. Definitions

5.1. For purposes of this policy:

Child means any person under the age of 18 years.

Safeguarding refers to measures taken to protect children from abuse, neglect, exploitation, grooming, discrimination, harassment and inappropriate conduct.

Abuse includes physical, emotional, verbal, psychological or sexual abuse, neglect, exploitation or any conduct that causes harm or places a child at risk of harm.

Representative includes any person acting for or on behalf of Menstruation Foundation.

6. Code of Conduct

6.1. All representatives of Menstruation Foundation must:

Conduct themselves professionally, respectfully and ethically at all times;

Treat all children equally and without discrimination;

Avoid any conduct that may harm, exploit or place a child at risk;

Obtain appropriate permission and consent from schools or guardians where required for activities involving children;

Avoid being alone with a child in private or isolated environments where possible;

Ensure interactions with children are observable and accountable;

Use appropriate, respectful and non-offensive language;

Respect privacy, dignity and confidentiality;

Dress appropriately and behave in a manner suitable for working around children;

Immediately report any safeguarding concern, allegation or suspicion.

6.2. Representatives may not:

Engage in physical, verbal, emotional or sexual abuse;

Bully, intimidate, shame, humiliate or degrade children;

Engage in grooming behaviour or inappropriate familiarity;

Communicate privately with children through personal social media, messaging applications or private communication channels unless authorised and necessary for official purposes;

Exchange personal contact details with children without organisational approval;

Share, request or store inappropriate images, videos or content involving children;

Take photographs or videos of children without appropriate authorisation from the school or lawful guardian where required;

Use corporal punishment or aggressive behaviour;

Consume alcohol, illegal substances or be under the influence while conducting activities involving children;

Engage in any unlawful, exploitative or unethical conduct.

7. Recruitment, Screening and Suitability

7.1. Where appropriate and reasonably practicable, Menstruation Foundation may:

Conduct interviews, reference checks and identity verification;

Require disclosure of relevant criminal convictions;

Conduct criminal background screening, including checks against the National Child Protection Register where legally permissible;

Refuse appointment or participation where an individual may pose a safeguarding risk.

7.2. Any person found to have committed offences against children shall not be permitted to work in programmes involving children.

8. Reporting Procedures

8.1. Any safeguarding concern, suspicion, disclosure, allegation or incident involving a child must immediately be reported to management or the designated safeguarding officer.

8.2. All reports shall:

Be treated seriously and responded to promptly;

Be documented appropriately;

Be handled sensitively and confidentially;

Be escalated to relevant authorities where required by law.

8.3. Menstruation Foundation acknowledges that certain individuals may have mandatory reporting obligations under South African law in cases involving abuse, neglect or sexual offences against children.

8.4. No person who reports a safeguarding concern in good faith shall suffer retaliation, victimisation or prejudice.

9. Confidentiality and Protection of Information

9.1. Information relating to safeguarding matters shall only be shared on a strict need-to-know basis and handled in accordance with applicable privacy and data protection laws, including POPIA.

9.2. Confidentiality may be limited where disclosure is necessary to protect a child or comply with legal obligations.

10. Use of Images, Media and Communications

10.1. Photographs, videos, testimonials or identifying information relating to children may only be collected, stored or used:

For legitimate organisational purposes;

With appropriate consent from the school, parent, guardian or lawful authority where required;

In a manner that protects the dignity, privacy and safety of the child.

10.2. Children’s personal information must not be published or shared irresponsibly.

11. Training and Awareness

11.1. Menstruation Foundation will seek to provide appropriate safeguarding awareness, guidance and training to relevant personnel and volunteers to promote safe conduct and compliance with this policy.

12. Breach of Policy

12.1. Failure to comply with this policy may result in disciplinary action, termination of employment or volunteer status, removal from activities, reporting to authorities, or legal action where appropriate.

13. Monitoring and Review

13.1. This policy shall be reviewed annually or whenever required to ensure continued effectiveness, operational suitability and compliance with applicable legal requirements.

13.2. All relevant personnel may be required to acknowledge in writing that they have read, understood and agree to comply with this policy.