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PauseAI Safeguarding Protocol

This protocol sets out how PauseAI identifies, responds to, and prevents harm across all community spaces, including in-person events and online platforms such as Discord. It applies to all organisers, volunteers, and participants.

This protocol should be read alongside the PauseAI Code of Conduct and Sexual Harassment Policy.

1. Purpose

The goal of this protocol is to ensure that everyone who participates in PauseAI, including minors, can do so safely. It provides clear guidance on what safeguarding means in our context, who is responsible, and what to do when something goes wrong.

2. Scope

This protocol applies to:

  • All in-person PauseAI events (conferences, protests, meet-ups, retreats)
  • All online spaces managed by PauseAI (Discord, forums, group chats)
  • All participants, including volunteers, organisers, chapter leads, and members
  • Interactions involving minors (anyone under 18)

3. Designated Safeguarding Contact (DSC)

PauseAI designates a named Designated Safeguarding Contact (DSC) responsible for receiving and acting on all safeguarding concerns.

At in-person events of more than one day, the DSC or a nominated deputy must be present and clearly identified to attendees. For online spaces, the DSC’s Discord handle should be pinned in a visible channel.

Alternative reporting route: If your concern involves the DSC or a member of senior leadership, please contact the named external advisor / board contact (to be confirmed). An independent reporting route must always be available.

4. Safeguarding Minors

PauseAI events and online spaces may include participants under 18. The following rules apply whenever minors are present:

  • Minors must have written parental or guardian consent to attend in-person events. A standard consent form should be used (covering attendance, photography/media, emergency contact, and any relevant medical information).
  • Adults should avoid being alone with a minor in an isolated space, whether in person or online. Where one-to-one contact is necessary, ensure another adult is aware and, where possible, within sight or earshot.
  • No adult should communicate with a minor one-to-one via private message or direct call without a parent or guardian being aware.

Photography and media

  • Minors should not be photographed or recorded without explicit written parental consent via a media release form.

Online interaction

  • Interactions with minors should take place in public channels where possible. Disappearing messages must not be used.
  • Minors’ personal contact details must not be shared without parental consent.

Overnight and travel events

  • Where overnight events are open to minors, transport and accommodation arrangements must be risk-assessed and approved by the DSC in advance.
  • Appropriate supervision ratios should be determined based on the number of minors attending.

Age restrictions

  • Event organisers should consider whether age restrictions are appropriate for specific events and communicate these clearly in advance.

Reporting

  • Any concern about a minor’s safety must be reported to the DSC immediately, regardless of how minor it seems.

If there is any immediate risk to a minor’s safety, contact local emergency services first, then notify the DSC.

5. Recognising a Safeguarding Concern

A safeguarding concern may arise when someone:

  • Discloses that they are being harmed or are at risk of harm
  • Shows signs of distress, fear, or sudden changes in behaviour
  • Is being harassed, coerced, or isolated by another participant
  • Appears to be in a vulnerable situation, online or in person

Trust your instincts. You do not need to be certain that harm is occurring to raise a concern.

6. How to Report a Concern

If you witness or experience a safeguarding concern:

  1. Ensure immediate safety. If someone is in danger, contact emergency services first.
  2. Report to the DSC. Contact the Designated Safeguarding Contact at safeguarding@pauseai.info  as soon as possible.
  3. Record what happened. Write down what you saw or heard as soon as you can, using the person’s own words where possible. Do not investigate yourself. Submit your record via the secure reporting channel (see Section 10).
  4. Handle information on a need-to-know basis. Share information only with the DSC and those who need it to respond. Do not discuss the concern publicly or with other participants.

Privacy: We will handle your disclosure with the utmost sensitivity. Information will be shared only on a strict need-to-know basis with the DSC and essential decision-makers. While we will always try to respect your wishes regarding next steps, PauseAI may need to share information or take action without your consent if there is a safeguarding concern, a risk of serious harm, unlawful conduct, risk to a minor, or risk to the wider community.

We will minimise identifying information where possible, but anonymity cannot always be guaranteed, particularly in small event settings where the context of an incident may make identities apparent.

7. How PauseAI Will Respond

On receiving a report, the DSC will:

  • Acknowledge the report promptly and thank the person for coming forward
  • Assess whether there is immediate risk and act accordingly
  • Determine whether external authorities (e.g. police, child protection services) need to be contacted
  • Take proportionate action based on the graduated response framework below
  • Keep a confidential written record of the concern and actions taken (see Section 10)

Graduated range of responses

  • Informal conversation or reminder
  • Formal warning
  • Behavioural agreement or conditions
  • Removal from a specific event
  • Temporary suspension from community spaces
  • Permanent ban from all PauseAI spaces
  • Referral to authorities where appropriate

The DSC will not share details of the report beyond what is necessary to respond to it, protect those involved, and comply with legal obligations.

8. Interim Measures

While a concern is being assessed, the DSC may put precautionary measures in place. These are not determinations of fault. They may include:

  • No-contact directions between parties
  • Seating or accommodation changes at events
  • Restricted access to certain spaces or channels
  • Temporary suspension from community spaces pending review

9. Information Sharing and Confidentiality

PauseAI will handle safeguarding and misconduct reports as privately as possible. Information will be shared only with those who need it to assess the concern, protect those involved, comply with legal obligations, or implement a response.

PauseAI cannot guarantee absolute confidentiality or anonymity, particularly where there is a risk of harm, a concern involving a minor, or a need to ensure a fair process.

The DSC may share relevant information with:

  • The Deputy DSC
  • Senior decision-makers (e.g. CEO) where necessary
  • External authorities (police, child protection services, platform operators) where legally required or where there is risk of serious harm

10. Recordkeeping and Data Protection

What gets recorded: Date and time, people involved, a factual account using the person’s own words where possible, actions taken, and the rationale for decisions.

Where records are stored: All safeguarding records must be stored in a secure, restricted-access system (e.g. the dedicated safeguarding@pauseai.info  inbox or a restricted folder). Access is limited to the DSC, Deputy DSC, and specified senior staff only.

Prohibited: Safeguarding reports must NOT be stored in the general Notion workspace, shared volunteer folders, or personal devices once submitted to the secure system.

Retention: Records will be retained only for as long as necessary in accordance with PauseAI’s retention practices and applicable legal obligations.

For Chapter Leaders: Once you have submitted your notes via the secure reporting channel, delete any local copies (notes, phone memos, etc.).

11. Support for Affected Persons

PauseAI is committed to supporting anyone affected by a safeguarding concern:

  • You may bring a support person to any conversation about a report.
  • The DSC can provide referrals to relevant external support services (crisis lines, medical services, local victim support organisations).
  • The DSC will check in with the affected person after the initial response to ensure ongoing well-being.

12. Anti-Retaliation and Good Faith Reporting

PauseAI prohibits retaliation against anyone who raises a concern in good faith, makes a report, seeks support, or participates in a review or investigation. Retaliation is itself a violation of this policy.

A report made in good faith that turns out to be unsubstantiated is not a false report. However, knowingly making a false or malicious report is a breach of this policy.

13. Online Spaces (Discord)

The following additional measures apply to PauseAI’s Discord and other online platforms:

  • Server moderators are responsible for day-to-day monitoring and must escalate safeguarding concerns to the DSC.
  • Any participant who reports a concern via Discord should be directed to contact the DSC at safeguarding@pauseai.info  .
  • Content that constitutes harassment, abuse, or a safeguarding risk will be removed promptly.
  • Accounts found to be engaging in predatory behaviour toward minors will be permanently banned and reported to the relevant platform and, where appropriate, authorities.

14. Event Operations Checklist

All event organisers should complete the following before any PauseAI event:

  • Pre-event risk assessment completed
  • Volunteers and organisers briefed on this safeguarding protocol
  • Reporting contacts (DSC details) visible on signage, slides, or Discord
  • Incident log available to DSC
  • Quiet/wellbeing space identified and communicated
  • Accessibility arrangements communicated to attendees
  • Emergency escalation pathway confirmed
  • Alcohol/substance policy communicated (see Code of Conduct)

15. Multi-Jurisdiction Considerations

PauseAI operates internationally. Reporting obligations (especially for minors), data protection requirements, age of majority, and background check requirements vary by country. Event organisers should familiarise themselves with local requirements and, where possible, develop local guidance covering:

  • Mandatory reporting obligations
  • Relevant data protection rules
  • Local emergency and support services
  • Background check requirements for those working with minors (if applicable)

16. Training and Review

All organisers and chapter leads are expected to familiarise themselves with this protocol before running events or moderating online spaces.

This protocol will be reviewed annually or after any significant safeguarding incident. The DSC is responsible for keeping it up to date.

For Chapter Leaders: What to Do If You Receive a Disclosure

During a disclosure

  • Prioritise listening. Don’t try to take notes or run your event at the same time.
  • Listen carefully. Encourage the person to continue by nodding or saying “mmhmm” or, if necessary, asking an open-ended question (e.g. “Then what happened?”). Avoid closed or leading questions (e.g. “Were you sexually assaulted?”).
  • Be honest about confidentiality. Use this phrase (consider carrying it on a card at events):

“Thank you for telling me. I’m sorry this happened. I’ll keep this as private as I can, but I may need to share it with the safeguarding lead or others who need to know so we can respond appropriately and keep people safe.”

  • Clarify what should happen next. Ask the person what they would like to see happen and clarify the best way for you to follow this up.
  • Seek informed consent where appropriate. Seek the person’s views and consent where possible, especially for adult concerns not involving immediate risk. However, do not promise absolute confidentiality. If there is risk of serious harm, ongoing abuse, risk to a minor, or risk to others, escalate to the DSC even without consent.

Exception — Minors: If the disclosure involves a minor (under 18) being harmed or at risk of harm, you MUST immediately escalate this to the DSC, regardless of whether the person gives you consent to do so. This is a legal obligation in most jurisdictions.

  • Get contact details so you can follow up.
  • Maintain neutrality. Do not share your own judgement or conclusions on the matter — your goal is to understand and document what happened objectively.
  • Take all disclosures seriously, regardless of your personal judgments.
  • Be human. Acknowledge that this is difficult and thank them for coming forward.

After a disclosure

  • Make notes. Write down a summary of what the person disclosed and their contact details as soon as you can (ideally within the hour).
  • Submit via the secure channel. Send your notes to safeguarding@pauseai.info  . Do NOT store safeguarding records in the general Notion workspace, shared folders, or personal devices.
  • Delete local copies. Once submitted to the secure channel, delete any notes from your personal devices.
  • Escalate. The DSC will determine next steps, including whether to inform senior leadership or external authorities.
  • Keep your promises. Keep track of any commitments you’ve made to the person and update them on your progress within a week.
  • Confidentiality. Handle all information on a strict need-to-know basis. Do not discuss the disclosure with other participants or volunteers.