Child Protection Policy - Lambda Polska

1. Purpose and Commitment

Lambda Polska Foundation is deeply committed to protecting the safety, dignity, and well-being of all children and young people affected by our work. We recognize that LGBTQ+ youth, especially transgender and non-binary individuals, are at increased risk of harm, violence, discrimination, and exclusion. The essence of the Foundation's existence is to create safe, affirming environments where all children can thrive without fear of harm.

This Child Protection Policy reflects our commitment to:

Zero tolerance for the abuse, exploitation, or harm of children in any way
Proactive prevention through safe recruitment, training, and risk management
A swift response to any concerns about child safety
A child-centered approach that respects children's rights, their dignity, and participation

This policy is compliant with:

The UN Convention on the Rights of the Child (UNCRC, 1989)
The Charter of Fundamental Rights of the European Union
Polish law, including the Act on Counteracting Domestic Violence
International best practices in child protection

2. Scope

This policy applies to:

All Lambda Polska Foundation personnel (Board members, Council members, staff, volunteers, consultants, interns)
Partner organizations and associates who work with or on behalf of the Foundation
All activities and programs, whether conducted in-person, online, or in a hybrid format
All contexts in which Foundation personnel have contact with children in Poland and abroad

This policy is mandatory and non-negotiable.

3. Definitions

3.1 Who is a Child?

A child is any person under the age of 18, in accordance with the UNCRC.

3.2 What is Child Abuse?

Child abuse is any action or omission that harms a child or puts them at risk of harm. This includes:

Physical abuse - hitting, shaking, burning, or other physical harm
Sexual abuse - any sexual activity with a child, including contact and non-contact abuse, sexual exploitation, and exposure to sexual content
Emotional/psychological abuse - persistent emotional mistreatment causing adverse effects on a child's emotional development, including bullying, humiliation, rejection, or discrimination
Neglect - the failure to provide adequate care, supervision, protection, or access to medical care and education
Online abuse - cyberbullying, grooming, exposure to harmful content, sharing of intimate images, or any form of digital exploitation

3.3 Contact with Children

Direct contact - being in the physical presence of children (regularly or occasionally, short- or long-term), including:

Support groups for LGBTQ+ youth
Events, workshops, and cultural activities
Individual counseling or assistance
Marches and public events where children participate

Indirect contact - access to information about children, including:

Names, addresses, photographs, case studies
Medical or psychological records
Communication records
Personal stories or testimonies

4. Our Commitment - Code of Conduct for Working with Children

All Lambda Polska Foundation personnel must:

4.1 Always:

✓ Hold a certificate from the National Criminal Register authorizing them to work with children, in accordance with the so-called Kamilek's Act
✓ Treat all children with respect, dignity, and equality regardless of gender identity, sexual orientation, disability, ethnicity, religion, or origin
✓ Create safe, inclusive, and affirming environments for LGBTQ+ children
✓ Listen to children and take their concerns seriously
✓ Respect children's privacy, boundaries, and right to confidentiality (within the limits of safeguarding)
✓ Use age-appropriate, respectful language and communication
✓ Maintain professional boundaries in all interactions
✓ Obtain appropriate consent before photographing, filming, or recording children
✓ Report any concerns about child safety immediately through the appropriate channels
✓ Use technology and social media responsibly and professionally

4.2 Never:

✗ Engage in any form of physical, sexual, or emotional abuse, or neglect
✗ Use physical punishment
✗ Engage in sexual activity or have a sexual relationship with anyone under 18
✗ Develop relationships with children that could be considered exploitative or abusive
✗ Behave in a way intended to shame, humiliate, belittle, or degrade children
✗ Use discriminatory, abusive, or otherwise inappropriate language (including slurs, deadnaming, or misgendering)
✗ Spend excessive time alone with one child away from others
✗ Take children to your home or invite them for an overnight stay without proper authorization and safeguards
✗ Sleep in the same room or bed as a child
✗ Sleep in the same room as a child (except in emergencies with proper documentation)
✗ Do things of a personal nature for children that they can do for themselves
✗ Accept or participate in illegal, dangerous, or harmful behavior
✗ Share intimate personal information with children or ask children to share inappropriate intimate information
✗ Give gifts or money to children without proper authorization and transparency
✗ Share children's personal data without proper consent and authorization
✗ Photograph or film children in a state of undress or in sensitive situations
✗ Publish or share photos, videos, or information about children that could identify them or put them at risk
✗ Use the Foundation's resources, equipment, or access to view, download, or distribute materials depicting child sexual abuse

4.3 Guidelines for Physical Contact

Physical contact with children must be:

Minimal and appropriate to the situation
Initiated by the child whenever possible
In response to the child's needs, not the adult's
Open and transparent (not secretive)
Age-appropriate and culturally sensitive
Avoided when alone with a child

Appropriate contact includes: comforting in a difficult moment (when initiated by the child), handshakes, high-fives, pats on the shoulder/back in public places.

4.4 Online and Digital Safety

When communicating with children online:

Maintain professional boundaries and language
Never ask for or share intimate photos
Report suspicious online behavior
Protect children's digital privacy and identity

5. Risk Assessment and Prevention

5.1 Program-Level Risk Assessment

For all programs and activities involving children, we conduct risk assessments that identify:

The level and type of contact with children (direct/indirect)
Specific vulnerabilities of LGBTQ+ youth
Potential risks of harm, violence, or exploitation
Mitigation strategies and monitoring mechanisms
Emergency response procedures

The level of risk determines the intensity of the required protective measures.

5.2 Safe Environments

We create safe physical and emotional environments by:

Conducting activities in open, visible spaces, except where a private space is required (e.g., individual psychological support)
Ensuring appropriate supervision ratios (minimum 1:8 for group activities with children under 16)
Establishing clear protocols for toilet breaks, first aid, and emergencies
Creating LGBTQ+-affirming spaces with inclusive language, imagery, and resources
Providing private spaces for one-on-one support with visibility safeguards (windows, open doors)
Ensuring accessibility for children with disabilities

5.3 Vetting of Partner Organizations

We only work with partners who:

Have their own Child Protection Policy or commit to adopting ours
Demonstrate a commitment to child protection
Undergo regular monitoring
Report safeguarding concerns in line with our protocols

6. Safe Recruitment and Vetting

6.1 Recruitment Process

All personnel who will have contact with children must undergo:

Application stage:

Job/volunteer descriptions clearly state child protection responsibilities
Application forms include questions about suitability for working with children
Disclosure of any criminal convictions or ongoing proceedings

Interview stage:

Face-to-face or video interview, including questions on child protection scenarios
Assessment of value alignment on LGBTQ+ inclusion and child rights
Reference checks (minimum 2 references, including from previous work with children, if applicable)

Pre-employment stage:

Criminal background check (National Criminal Register or equivalent)
Verification of identity and qualifications
Signed commitment to the Child Protection Policy and Code of Conduct
Mandatory child protection training before starting work

6.2 Ongoing Requirements

Annual re-commitment to the Child Protection Policy
Regular training updates (minimum every 2 years)
Continuous supervision and performance monitoring
Immediate reporting of any arrests, charges, or safeguarding concerns

6.3 Disqualification

Individuals are not eligible to work with children if they:

Have been convicted of offenses against children
Have been convicted of violent or sexual offenses
Are the subject of ongoing child abuse proceedings
Have been dismissed from work with children for safeguarding reasons
Pose any known risk to children

7. Training and Awareness

7.1 Mandatory Training

All personnel receive training on:

This Child Protection Policy and Code of Conduct
Recognizing the signs of abuse and harm
Specific vulnerabilities of LGBTQ+ youth (family rejection, bullying, mental health risks, homelessness)
Reporting procedures and responsibilities
Confidentiality and information sharing
Trauma-informed and affirming approaches
Online safety and digital risks

Training Frequency:

Initial training: Before starting work with children
Refresher training: At least every 2 years
Updates: When policy changes or incidents require it

7.2 Specialist Training

Personnel providing direct services (counseling, support groups, crisis intervention) receive additional training on:

Working with transgender and non-binary youth
Suicide prevention and crisis intervention
Supporting youth experiencing family rejection
Gender-affirming care and transition support
Intersectionality and multiple forms of marginalization

7.3 Raising Awareness

We ensure all stakeholders understand child protection through:

Policy summaries shared with parents/guardians
Child-friendly versions of the policy for young people
Information displayed at the Foundation's premises and events
Regular communications on safeguarding

8. Communication and Images of Children

Before photographing, filming, or sharing information about children:

Obtain verbal consent from the child for filming or photography, and written consent if the material is for publication
Explain how the images/information will be used
Use Lambda Polska Foundation's approved consent forms
Respect the withdrawal of consent at any time

8.2 Safe Representation

When representing children in photos, videos, or written materials:

Avoid images that could identify the location of their home, school, or sensitive situations
Never use images that are sexually suggestive or depict children in a state of undress
Ensure images represent dignity and empowerment, not victimhood
Be particularly sensitive to risks for transgender youth (outing)
Consider whether publication could increase risk for the child

8.3 Digital Security

Store photos and data securely with restricted access
Use password protection and encryption
Delete photos/data when no longer needed for approved purposes
Remove metadata that could identify location or individuals

Tag or name children only with explicit permission
Monitor and moderate comments on posts featuring children
Respond quickly to inappropriate comments or concerns
Never friend or follow children on personal social media accounts if their account is not public

9. Information Management and Confidentiality

9.1 Data Protection

We protect children's personal data by:

Collecting only necessary information
Storing data securely (encrypted digital files, physical documents stored in a secure, locked location)
Restricting access to authorized personnel only
Retaining data only as long as necessary
Complying with GDPR and Polish data protection laws

9.2 Confidentiality Principles

We maintain confidentiality except when:

Required by law
It is necessary to protect a child from harm
The child gives informed consent to share (age-appropriately)
Sharing with appropriate authorities is in the child's best interest

When sharing information about child protection concerns:

Share only necessary information
Document all information-sharing decisions
Inform children and families whenever possible and safe
Adhere to data protection protocols

10. Incident Reporting and Response Procedures

10.1 What Must Be Reported?

Immediately report ANY:

Disclosure of abuse or harm by a child
Observed or suspected abuse of a child
Concerns about a child's safety or well-being
Allegations against Foundation personnel or associates
Breaches of this Child Protection Policy or Code of Conduct
Concerning behavior that may indicate a risk to children
Online safety incidents involving children

"If in doubt, report it."

10.2 Who Should Report?

All Foundation personnel, associates, community members, and partner organizations.

10.3 How to Report

Step 1: Ensure immediate safety

If a child is in immediate danger, call emergency services (112)
Separate the alleged perpetrator from children if it is safe to do so
Provide immediate support to the child

Step 2: Document

Write down what you observed, heard, or were told as soon as possible
Include: date, time, location, people involved, exact words used (if a disclosure), your observations
DO NOT investigate or question the child beyond what they voluntarily disclose
Keep the documentation secure and confidential

Step 3: Report internally

In Poland:

Main contact: Child Protection Officer (CPO): Magdalena Górecka
- Email: kontakt@lambdapolska.org
- Phone: 722 122 112
Alternate contact: Chair of the Foundation Council: Monika Tichy
- Email: pomoc@lambdapolska.org
- Phone: 609 890 570

If the CPO or President of the Board are implicated or unavailable:

Report directly to external authorities (see Step 4)

Step 4: Complete an Incident Report Form Use the Lambda Polska Foundation Child Protection Incident Report Form (Appendix A)

Step 5: External Reporting The CPO will coordinate reporting to external authorities when appropriate:

Police: For cases of criminal abuse (sexual abuse, physical abuse, serious neglect)
Social Services (Social Welfare Center): For concerns requiring social care intervention
Prosecutor's Office: For serious criminal cases

10.4 Response Timeline

Immediate concerns (child in danger): Act immediately, call emergency services
Serious concerns: Report to CPO within 24 hours
Other concerns: Report to CPO within 48 hours
CPO initial response: Within 24 hours of receiving the report
CPO decision on external reporting: Within 72 hours

10.5 What Happens Next?

The CPO, in consultation with the Board, will:

Assess the report to determine:
- Immediate risk to children
- Need for external reporting
- Internal investigation requirements
- Support needs for all involved
Take immediate action, which may include:
- Suspending the accused personnel (with pay, if an employee) pending investigation
- Enhanced supervision or redeployment
- Referral to external authorities
- No further action (if clearly unfounded)
Conduct an internal investigation (if appropriate):
- Interviewing the reporter and witnesses
- Gathering relevant documentation
- Maintaining confidentiality and due process
- Concluding within 30 days where possible
Provide support to:
- The child and family (referrals to services, ongoing contact)
- The reporter (protection from retaliation, confidentiality)
- The accused person (fair process, support during investigation)
- The staff team (debriefing, emotional support)
Take remedial action based on findings:
- Disciplinary measures (warning, retraining, suspension, termination)
- Reporting to law enforcement if warranted
- Policy/procedure improvements
- Additional training or supervision
Document thoroughly**:**
- All reports, decisions, actions taken
- Outcomes and follow-up actions
- Lessons learned

10.6 Anonymized Case Review

All incidents involving sexual or physical abuse are reviewed (in an anonymized form) at the next scheduled Board meeting to:

Identify systemic issues or policy gaps
Determine needed changes in policy, procedures, or protocols
Ensure organizational learning

11. Whistleblower Protection

We encourage and support the reporting of concerns
Reporters will not face retaliation, discrimination, or negative consequences for reporting in good faith
Reports can be made confidentially
Anonymous reports are accepted but may limit our ability to investigate
Anyone who retaliates against a reporter will be subject to disciplinary action
We provide support to reporters throughout the process

12. False or Malicious Allegations

While we take all reports seriously:

Intentionally false or malicious allegations are a serious breach of this policy
Such allegations may result in disciplinary action, including dismissal
We ensure a fair process for all parties
Unsubstantiated allegations (lack of evidence) are NOT the same as false allegations

13. Support for Affected Individuals

13.1 Support for Children

Children who experience harm receive:

Immediate safety and protection
Age-appropriate information about the process
Referrals to specialist services (therapy, legal aid, medical care)
Ongoing check-ins and support
Respect for their choices and voice in the process

13.2 Support for Families

Families receive:

Clear information and communication
Referrals to support services
Respect and partnership in protecting the child

13.3 Support for the Accused

During an investigation, accused individuals have the right to:

A fair and transparent process
Know the allegations against them
Respond to the allegations
Support during the process
Privacy and confidentiality
Due process before a final decision is made

14. Roles and Responsibilities

14.1 Board of Directors

Ensures organizational commitment to child protection
Approves and monitors this policy
Appoints the Child Protection Officer
Reviews anonymized case reports
Provides adequate resources for protection

14.2 Child Protection Officer (Magdalena Górecka)

Receives and responds to all child protection reports
Coordinates internal and external reporting
Maintains confidential records
Provides guidance on policy implementation
Coordinates training and awareness-raising
Reports annually to the Board on safeguarding

14.3 All Personnel

Know and adhere to this policy and the Code of Conduct
Complete mandatory training
Report concerns promptly
Create safe, affirming environments for children

14.4 Managers/Supervisors

Ensure team members understand and follow the policy
Support safe practices and challenge poor practice
Respond promptly to reported concerns

15. Protocols for Visitors and Events

15.1 Visitors to Programs

External visitors (donors, researchers, media, politicians) who may have contact with children:

Are briefed on the child protection policy
Sign a visitor agreement committing to the Code of Conduct
Are supervised by Foundation staff at all times
Are never left alone with children
Adhere to consent protocols for any photography/recording

15.2 Events with Children

For marches, festivals, and public events:

A designated child protection lead is appointed
Clear supervision and "buddy" systems are in place
First aid and emergency protocols are implemented
Designated safe spaces for children needing support
Clear behavioral expectations communicated to all attendees
Incident reporting procedures are clearly displayed

16. International Aspects

When working with partners or programs outside Poland:

We ensure partners have equivalent child protection standards
We understand and adhere to local child protection laws
We adapt reporting procedures to the local context while maintaining standards
We provide additional risk assessment for international activities
We ensure emergency contact information for local authorities is available

17. Self-Care and Staff Well-being

Working with vulnerable children, especially LGBTQ+ youth experiencing trauma, can be emotionally demanding. We support our staff through:

Regular supervision and debriefing
Access to counseling and support services
Reasonable workloads and boundaries
Peer support networks
Training on vicarious trauma and burnout prevention

18. Policy Review and Monitoring

18.1 Review Schedule

This policy is reviewed:

Every 3 years
After any serious safeguarding incident
When legislation or best practices change
When the organizational structure or activities change significantly

18.2 Monitoring

We monitor the policy's effectiveness through:

Review of incident reports
Feedback from children, families, and staff
External evaluations where possible

18.3 Continuous Improvement

We are committed to learning and improving by:

Acting on recommendations from reviews
Updating practices based on evidence and feedback
Sharing learning across the organization
Engaging with external safeguarding networks

This policy should be read in conjunction with:

Lambda Polska Foundation Statute
Data Protection and Privacy Policy (GDPR compliance)
Child Protection Incident Report Form (Appendix A)
Staff/Volunteer Agreement (Appendix B)
Visitor Agreement (Appendix C)

20. Policy Acknowledgment

All Lambda Polska Foundation personnel must sign an acknowledgment that they have:

Read and understood this Child Protection Policy
Completed mandatory child protection training
Commit to adhering to the Code of Conduct
Understand their reporting responsibilities
Understand the consequences of policy violations

Appendices

Appendix A: Child Protection Incident Report Form

Appendix B: Staff/Volunteer Child Protection Agreement

Appendix C: Visitor Agreement

Appendix F: Contact Information

Emergency Services: 112
Police: 997
Helpline for Children and Youth: 116 111
Blue Line (domestic violence): 800 120 002

Lambda Polska Foundation Child Protection Contacts:

Child Protection Officer: Magdalena Górecka - tel. 722 122 112, pomoc@lambdapolska.org
President of the Board: Magdalena Górecka - tel. 722 122 112, kontakt@lambdapolska.org
Foundation Office - tel. 609 890 570, kontakt@lambdapolska.org

Social Welfare Centers:

Municipal Family Support Center in Szczecin - Intervention phone: 192 89

Glossary of Terms

Gender Affirmation - The process of recognizing and supporting a person's gender identity, including using correct pronouns and name

Coming out - The process of disclosing one's sexual orientation or gender identity

Deadnaming - Using a transgender person's former name instead of their chosen name

Grooming - The process of building trust with a child with the intent to abuse them later

Misgendering - Using incorrect pronouns, grammatical gender forms, or gendered terms for a person

Non-binary person - A person whose gender identity does not fit within the woman/man binary

Outing - Disclosing a person's sexual orientation or gender identity without their consent

Transgender person - A person whose gender identity differs from the sex assigned at birth

Transition - The process of aligning one's gender presentation and/or body and/or legal documents with one's actual gender identity

Vicarious Trauma - Secondary traumatic stress experienced by individuals working with trauma survivors

Specific Aspects of Protecting LGBTQ+ Youth

Additional Risk Factors

LGBTQ+ youth, especially transgender and non-binary individuals, are at increased risk of:

Family rejection - can lead to homelessness, mental health crisis
Bullying and violence - at school, in the community, online
Institutional discrimination - in healthcare, education, social services
Mental health issues - higher rates of depression, anxiety, suicidal ideation
Social isolation - lack of peer support and role models
Barriers to care - especially gender-affirming care
Risk of outing - unintentional or malicious disclosure of identity

Our Commitments

Lambda Polska Foundation is committed to:

An unconditionally affirming approach - we respect and celebrate all identities
Confidentiality - especially around identity and transition
Informed consent - children have control over what is shared and with whom
Family support - we work with families to build understanding and acceptance
Access to resources - we help youth access affirming care, legal support, safe housing
Community building - we create spaces where LGBTQ+ youth can be themselves
Advocacy - we defend the rights and dignity of LGBTQ+ youth

Specific Precautions

We never out a child to their family, school, or others without explicit consent
We use correct names and pronouns always, even in internal documentation (with appropriate privacy safeguards)
We provide safe spaces where youth can explore their identity
We are vigilant for signs of crisis or suicidal ideation
We connect with appropriate services - knowledgeable doctors, therapists, support groups
We document carefully - protecting sensitive identity information

Procedures in Specific Situations

Situation 1: A Child Discloses Abuse at Home

Listen with empathy, do not interrogate
Reassure them it is not their fault
Explain you must report it to ensure their safety
Report immediately to the CPO
CPO contacts police/social services depending on the situation
Provide ongoing support and contact

Situation 2: A Young Person is at Risk of Homelessness

Assess immediate safety
Contact family if safe (with the youth's consent)
Refer to social services and LGBTQ+-friendly shelters
Provide support in navigating systems
Assist with access to education, healthcare
Provide long-term support and check-ins

Situation 3: A Youth Expresses Suicidal Thoughts

Do not leave them alone - immediate supervision
If immediate risk - call 112, take to hospital
If not immediate but serious - contact parents (if safe), refer to psychiatrist/psychologist
Provide Helpline number (116 111), other support lines
Document and report to the CPO
Follow up - regular check-ins, safety plan

Situation 4: A Transgender Person Experiences Discrimination at School

Document incidents
Provide emotional support
Explain their rights (equal treatment, dignity)
With consent - contact the school for intervention
Assist with formal complaints if necessary
Refer to legal aid
Advocate at a systemic level

Situation 5: Suspected Online Grooming

Preserve evidence (screenshots, messages)
Do not confront the suspect directly
Report to the CPO immediately
CPO reports to the police (cybercrime unit)
Inform parents (if safe)

Consequences of Violations

Violations by Staff/Volunteers

Minor violations (e.g., single use of wrong pronoun, failure to report a minor concern):

Verbal warning
Immediate retraining
Increased supervision
Documentation in file

Serious violations (e.g., intentional misgendering, breach of confidentiality, inappropriate physical contact):

Written warning
Mandatory retraining
Suspension (with or without pay)
Possible termination
Consideration of reporting to authorities

Gross violations (e.g., abuse, sexual exploitation, knowingly placing a child at risk of harm):

Immediate suspension
Full investigation
Reporting to the police
Termination of employment/volunteering
Possible legal proceedings

Violations by Partners

Suspension of collaboration
Requirement of a corrective action plan
Monitoring of implementation
Termination of partnership if not improved

Crisis Support - Emergency Numbers

Immediate danger:

Ambulance: 999
Police: 997
Fire Brigade: 998
Emergency number: 112

Support for children and youth:

Helpline for Children and Youth: 116 111 (free, 24/7)
Helpline for Parents and Teachers: 800 100 100
Blue Line (domestic violence): 800 120 002

Support for LGBTQ+ people:

Lambda Warszawa - Helpline: 22 628 52 22
Helpline for Children and Youth: 116 111 (free, 24/7)

Mental health crisis support:

Support Center for People in Mental Health Crisis: 116 123 (free, 24/7)
Helpline for Children and Youth: 116 111 (free, 24/7)

Lambda Polska Foundation:

Office: 609 890 570
CPO Magdalena Górecka: 722 122 112
Support email: pomoc@lambdapolska.org
Website: www.lambdapolska.org

Policy Approval

This Child Protection Policy was approved by the Board of Directors of the Lambda Polska Foundation on 01.08.2025.

Signed:

Magdalena Górecka
President of the Board
Lambda Polska Foundation

Next Review Date: 01.08.2028

Concluding Statement

Lambda Polska Foundation is aware that LGBTQ+ youth, especially transgender and non-binary individuals, are among the most vulnerable and marginalized groups in Polish society. They often experience violence, rejection, discrimination, and social isolation on multiple levels - in the family, school, healthcare, and the wider community.

Our work is about creating a safe space where young people are unconditionally accepted and supported. Where they can be themselves without fear. Where their dignity is non-negotiable.

This Child Protection Policy is not just a document - it is a manifesto of our values and commitments. It is a promise to every young person who walks through our doors or seeks our support: You are safe. You are important. You are loved for who you are.

Every person at Lambda Polska Foundation - from the Board to volunteers - has a personal responsibility to uphold this promise. There are no exceptions. There are no compromises.

We protect children. Always. Without exception.

This policy demonstrates the commitment of the Lambda Polska Foundation to creating safe, affirming spaces where LGBTQ+ children and youth can thrive with dignity, respect, and protection from all forms of harm.

Contact: Lambda Polska Foundation
Rostocka 160
71-771 Szczecin
kontakt@lambdapolska.org
722 122 112
www.lambdapolska.org