Policies

Great Place to Work – Certified™

C.I.P. Citizens in Power is Great Place to Work – Certified™

And how does that help you?

The Great Place to Work® Model is the world’s most researched, accepted and sustainable definition of a Great Workplaces from an employee’s point of view.

It is a comprehensive framework encompassing the overall Employee Experience Ecosystem.

We are building a High-Trust, High-Performance™ Culture and we want you to join us!

Applications are open for:

EU Senior Proposal Writer

EU Project Manager-Researcher ( Mathematics Projects)

EU Project Manager- Researcher ( STEM &Global Education)

Web Developer

Privacy Notice – General Data Protection Regulation (GDPR)

The NGO Citizens in Power (hereunder the “C.I.P”) is committed to protecting your personal information. C.I.P will collect, process and use your personal data exclusively in compliance with the principles of Regulation (EU) 2016/679 of The European Parliament And of The Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (hereinafter the “GDPR”), the applicable local legislation as amended from time to time and any other legal and/or regulatory obligations.

How we use your personal information

This privacy notice aims to let you know how and for what purposes EUC uses, processes and looks after your personal information. Below we provide information about the processing of your personal data and the data protection rights you are afforded. The content and scope of the data processing are largely based on each of the products and services that you have requested or that have been agreed with you.

Data Protection as of 25 May 2018

We process your personal data in accordance with the provisions of GDPR and the applicable local legislation as amended from time to time and this notice sets out your rights under the new laws.

Which data is processed and where does this data originate from

We process personal data that we receive from you in the context of our business and/or academic relationship. To the extent necessary and in order to provide our services we also process personal data that may also be obtained from publicly available sources.

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (known as “anonymous data”).

Some types of information are classified as ‘sensitive’ for the purposes of European data protection law and there are additional restrictions on how we may use and hold this information.

Generally, it is necessary to obtain your consent before we can hold and use such information. However, we may hold and use such information without consent for limited statutory purposes such as monitoring compliance with our equal opportunities policies and health and safety rules, or if necessary to protect your vital interests, for legal claims, or in the public interest.

We will always communicate to you the purposes for which we wish to use your sensitive information when it is being collected, and, if necessary, obtain your consent at that time. In such cases, you will be able to withdraw your consent at any time.

Who we disclose your personal data with

With regard to the transfer of data to recipients outside the NGO, we note that as an educational organization we are under a duty to maintain discretion with respect to learner(s) related and other matters and assessments of which we acquire knowledge as an educational institution. We may disclose information that concerns you if we are legally required to do so pursuant the provisions of the GDPR, applicable local legislation as amended from time to time as well as any other relevant legislation.

We may disclose your personal data to third parties in order to comply with any legal obligation or in order to enforce or apply our terms and conditions and other agreements and/or based on your consent/instructions.

Personal data is shared with (when required):

• Governmental Institutions u Accreditation Bodies
• Professional Bodies] u Research Institutions
• Embassies
• Insurance companies
• Hospitals & Private Clinics
• Funding Agencies / Partner Institutions submitting to Funding Agencies
• Partner Organizations for Erasmus purposes
• Career Promotion Organizations
• Other private organizations offering assistance to learners

Where the party to whom we share your personal information is a legal entity, we hereby affirm that we will take all reasonable steps and/or actions to confirm that the employees and/or representatives of such a third party will execute their duties in accordance with the highest industry standards and will comply with all provisions and requirements of the provisions of this Privacy Notice and the local laws and regulations on the protection of personal data (as amended from time to time) and GDPR and any legislation to success it or complement it.

Why do we process your data (purpose of the processing) and on what legal basis

We process the aforementioned personal data in compliance with the provisions of GDPR and the applicable local legislation as amended from time to time. For compliance with a legal obligation. As an educational organization, we are subject to various legal obligations. For the performance of contractual obligations. For the purposes of safeguarding legitimate interests. Where necessary, we process your data above and beyond the actual performance of our obligations as an educational organization in order to safeguard the legitimate interests pursued by us or by a third party.

On the basis of your consent

Insofar as you have granted us consent to the processing of personal data for marketing purposes, the lawfulness of such processing is based on your consent. Any such consent granted, may be revoked at any time by contacting us.

This also applies to the revocation of declarations of consent that were granted to us prior to the entry into force of the GDPR, i.e. prior to 25 May 2018.

Please note that we will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please [Contact us](#).

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

How long we keep your personal information

We will keep your personal information for as long as you are a learner and/or otherwise a person enjoying our services.

After you stop being a learner and/or a person enjoying our services, we need to keep your personal information for a period of 7 years based on Cyprus government law. For educational purposes and in order for the C.I.P to be able to print and certify and issue certificates we may keep your data for up to 50 years. We also may keep your data for more than 50 years if we cannot delete it for legal and / or regulatory and/or technical reasons. If we do so, we will ensure that your privacy is protected and the data are used only for the above-mentioned purposes.

If for any reason we keep sensitive information, we will delete it as soon as the leaner or employee leaves C.I.P. and there is no other relationship.

Data transferred to a country outside the European Union

GDRP and the applicable local legislation as amended from time to time prohibits the transfer of personal information outside the European Economic Area (“EEA”) unless specific requirements are met for the protection of that personal information.

Data will only be transferred to countries outside the EU or the EEA (i) if it is required by law; or (ii) if you have granted us your consent and/or instructed us to do so.

Please note that if service providers in a third country are used, all reasonable and practicable measures will be taken to ensure that they will comply with the data protection level in Europe in accordance with the GDPR.

Any transfers to parties located outside the European Union will be in line with the legal and regulatory provisions of the GDPR and applicable local legislation as amended from time to time

What data protection rights you have

• The following are the rights you have pursuant to the provisions of the GDPR and the applicable local legislation (as amended from time to time) in relation to the data protection:
• Request access to your personal data (commonly known as a “data subject access request”).
• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. Please note however that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request. In such a case, your data will be stored but not processed until expiration of the retention obligation.
• Subject to the legal basis on which the processing activity is based, you may object to processing of your personal data. Please note that in some cases, we may have compelling legitimate grounds to process your information which we need to comply with.
• Request restriction of processing of your personal data (a) if it is not accurate; (b) where processing may be unlawful but you do not want us to erase your data; (c) where you need us to hold the data even if we no longer require it; or (d) where you may have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
• Request the transfer of your personal data to you or to a third party.
• In case the processing of the data is performed subject to your consent, you may withdraw consent at any time where we are relying on consent to process your personal data. However, we note that this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will of course advise you if this is the case at the time you withdraw your consent.

  Note that we may charge you with an administrative fee, in cases where requests are deemed manifestly unfounded or excessive, in particular because of their repetitive character.

If you choose not to give your personal information

In the context of our relationship we may need to collect personal information by law, or under the terms of a contract we have with you. Without this data, we may, in principle, not be in a position to close or execute a contract with you.

If you choose not to give us this personal information, it may delay or prevent us from meeting our obligations. It may also mean that we cannot perform services needed to efficiently provide you with our services. Any data collection that is optional would be made clear at the point of collection.

To what extent we carry automated decision-making and profiling

In establishing and carrying out a business relationship, we generally do not use automated decision-making. If we use this procedure in individual cases, we will inform you of this separately.

Who is responsible for the data processing and who you can contact

The entity responsible for your data processing is:

C.I.P. Citizens in Power ( HE 311225)
Alexias 24, Anthoupoli, 2304, Nicosia, Cyprus
Telephone: 00357 96250200
Fax: 22389163
Email: info@citizensinpower.org

The data protection officer contact details at C.I.P is: Mr. Angelos Parmatzias

Alexias 24, Anthoupoli, 2304, Nicosia, Cyprus

Telephone: 00357 96619661

Fax: 22389163

Email: info@citizensinpower.org

If you have any questions, or want more details about how we use your personal information, you may contact us at the above contact details and we will be happy to provide you with further details.

Note: C.I.P. website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and we are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

C.I.P. CITIZENS IN POWER 

Nicosia, Republic of Cyprus 

CHILD SAFEGUARDING POLICY 

Aligned with the Eurochild Safeguarding Policy (May 2026) and the Keeping Children Safe International Child Safeguarding Standards 

Statement of the Board of Directors 

C.I.P. Citizens In Power (“CIP”) affirms that every child has an equal and non-negotiable right to protection from all forms of violence, abuse, exploitation and neglect, and an equal right to be heard in the decisions that affect them. The United Nations Convention on the Rights of the Child (UNCRC, 1989) and its Optional Protocols form the foundation of this Policy and of CIP’s work with and for children. 

CIP operates a zero-tolerance approach to violence, abuse, exploitation and neglect of children. Safeguarding is not a document but a lived organisational practice: it is resourced, monitored, discussed at every level of the Organisation, and reviewed with the participation of children themselves. 

This version of the Policy has been revised to align CIP’s arrangements with the Eurochild Safeguarding Policy (approved 30/04/2026) and the eleven minimum safeguarding criteria that Eurochild requires of its members, and with the Keeping Children Safe (KCS) International Child Safeguarding Standards (2024 edition). The Board has adopted this Policy in the context of CIP’s application for membership of Eurochild and commits the Organisation to maintaining compliance with those standards on a continuing basis. 

1. Introduction and purpose 

1.1 About CIP 

C.I.P. Citizens In Power is an independent non-profit, non-governmental organisation registered in the Republic of Cyprus, operating across the fields of global and inclusive education, social innovation, entrepreneurship, STEAM, civic participation and sustainable growth. A substantial proportion of CIP’s programmes, research activities, mobilities and partnerships involve direct or indirect engagement with children and young people under the age of 18, delivered in person, online and in hybrid formats, in Cyprus and across the European Union. 

CIP holds a fundamental duty of care towards every child with whom it comes into contact, and towards every child whose life may be affected by its activities. Safeguarding is the responsibility of all personnel, at all times, in all programmes and in all territories in which CIP operates. 

1.2 Commitment to child safeguarding 

Every possible measure is taken to ensure the safety of all children involved in CIP’s work. CIP applies a zero-tolerance approach to all forms of violence, abuse, exploitation and neglect of children. This commitment applies to employed staff, members of the Board, volunteers, interns, consultants, partners, service providers, accompanying adults and all other participants in CIP activities involving children, including journalists, donors and policy-makers. 

CIP recognises that children in certain circumstances — including poverty, displacement and migration, disability, alternative care, family disruption, minority or LGBTIQ+ status, and experience of previous violence — face a heightened risk of abuse, exploitation, ill-treatment and neglect, including at the hands of carers, project workers and persons with access to their personal information. Many children growing up in vulnerable circumstances have already experienced ruptured relationships of trust. CIP therefore works to trauma-responsive standards and proactively seeks to avoid compounding such harm. 

Every child is recognised as a rights-holder and is respected, valued and protected accordingly. Each child is treated with dignity as a unique individual with their own personality, needs, interests and right to privacy, and with full respect for their right to participate in decisions affecting them. 

1.3 Child safeguarding and child protection: a deliberate distinction 

With this version, CIP renames its Child Protection Policy as its Child Safeguarding Policy. The change is substantive rather than cosmetic and mirrors the distinction adopted by Eurochild and by Keeping Children Safe. 

• Child safeguarding is the responsibility that organisations have to make sure their staff, operations, partners and programmes do no harm to children — that is, that they do not expose children to the risk of harm and abuse, and that any concerns the organisation has about children’s safety within the communities in which it works are reported to the appropriate authorities. 

• Child protection refers to the responsibility of States Parties under Article 19 UNCRC to prevent and respond to all forms of abuse against children, and to the State actors, laws, procedures and systems established for that purpose. 

While it is widely recognised that children may be abused, exploited or neglected within families and communities, the harm that organisations and the individuals acting on their behalf can themselves cause to children has historically been under-recognised. Adopting a safeguarding approach places the emphasis on CIP’s own responsibility to prevent risk, create a safe environment and respond to concerns. Through effective safeguarding, CIP assists the Republic of Cyprus and other Member States in meeting their child protection obligations. 

CIP further recognises that safeguarding forms part of broader integrated child protection systems requiring coordination between civil society, public authorities, child protection and welfare services, justice systems and children themselves, in line with Commission Recommendation (EU) 2024/1238 on developing and strengthening integrated child protection systems in the best interests of the child. 

1.4 Objectives 

This Policy aims to: 

• ensure that CIP is a safe environment for every child involved in its activities, online and offline; 

• prevent abuse, exploitation, neglect and harm, whether intentional or unintentional, by any person associated with CIP; 

• ensure that children are systematically informed of their right to be safe, of the behaviour they may expect from CIP personnel, and of how to raise a concern; 

• ensure the meaningful participation of children in the planning, implementation, monitoring and evaluation of CIP’s activities and of its safeguarding measures; 

• equip all personnel with clear procedures for identifying, reporting and responding to safeguarding concerns; 

• ensure full compliance with Cypriot, European and international legal and regulatory frameworks and with the safeguarding requirements of CIP’s funders and networks, including Eurochild; 

• embed a culture of safeguarding across all levels of the Organisation, including partners, subcontractors, service providers and suppliers. 

2. Scope and applicability 

This Policy is mandatory and applies to every individual who acts on behalf of CIP in any paid or unpaid, full-time or part-time capacity. This includes, without limitation: directly employed staff; interns; members of the Board and trustees; contractors, agency staff and consultants; researchers, trainers and facilitators; volunteers; service providers and suppliers whose services may bring them into contact with children; accompanying adults travelling with or supervising children at CIP activities; and any third party engaged through consortium, subcontracting or partnership arrangements. Collectively, these persons are referred to in this Policy as “personnel and associated persons”. 

This Policy applies to all CIP activities, whether implemented directly, in consortium, or delegated to partners, and whether delivered in person, online or in hybrid format. It applies during travel, mobility activities, overnight stays, events and off-site meetings carried out in the context of CIP’s work. It also applies to the conduct of personnel outside working hours where that conduct bears on the safety of children or on the trust placed in the Organisation. 

It further applies to all participants in CIP events and meetings involving children, including journalists, photographers, film crews, sponsors, donors, evaluators and policy-makers. 

For the purposes of this Policy, a “child” is any person under the age of 18, in line with Article 1 UNCRC and the Children Law (Cap. 352) of the Republic of Cyprus. Where an activity involves adults at risk, the protective standards of this Policy are applied by analogy. 

3. Definitions 

The definitions below establish a shared understanding of safeguarding concepts among all personnel and associated persons. They are drawn from the UNCRC and its General Comments, the World Health Organization, Keeping Children Safe and the Eurochild Safeguarding Policy. 

Child / children. Any person under the age of 18 years, irrespective of nationality, legal status, gender identity, ability, ethnicity, religion, language, migration status or socio-economic background. 

Child safeguarding. The responsibility of the Organisation to ensure that its staff, operations, partners and programmes do no harm to children, do not expose children to the risk of harm or abuse, and that concerns about children’s safety are reported to the appropriate authorities. 

Child protection. The responsibility of States Parties under Article 19 UNCRC to prevent and respond to all forms of abuse against children, together with the laws, authorities, procedures and systems established for that purpose. 

Child abuse / maltreatment. All forms of physical and/or emotional ill-treatment, sexual abuse, neglect, negligence and commercial or other exploitation occurring to a person under 18, which result in actual or potential harm to the child’s health, survival, development or dignity in the context of a relationship of responsibility, trust or power (World Health Organization). 

Physical abuse. Any deliberate, unwanted and non-essential act that uses physical force against the body of a child and that results in, or has a high likelihood of resulting in, injury, pain or psychological suffering, including hitting, smacking, shaking, throwing, burning, scalding, drowning or suffocating. 

Emotional abuse / mental violence. Any deliberate, unwanted and non-essential act, verbal or non-verbal, that harms or has a high likelihood of harming the development of a child, including conveying to children that they are worthless, unloved or inadequate, or causing them frequently to feel frightened or in danger. Witnessing domestic violence and verbal bullying fall within this definition (UN Committee on the Rights of the Child, General Comment No. 13 (2011)). 

Child sexual abuse. Any non-consensual involvement of a child in sexual activities that are inappropriate for their age, developmental stage and understanding. Child sexual exploitation is distinguished by the underlying notion of exchange. 

Neglect. The failure to meet children’s physical and psychological needs, to protect them from danger, or to obtain medical, registration or other services where those responsible have the means, knowledge and access to do so. 

Peer abuse. Abuse, bullying, harassment, sexual harassment or violence committed by a child or children against another child, whether in person or online, including in the context of CIP activities and residential or overnight arrangements. 

Online abuse. Any form of abuse facilitated by digital technologies, including grooming, sexual extortion, the production or sharing of child sexual abuse material, cyberbullying, harassment, and the misuse of children’s images, data or personal stories. 

Grooming. A pattern of behaviour by which an adult, or another child, builds trust with a child, and often with those around the child, in order to lower inhibitions with the intention of sexual abuse or exploitation. 

Direct contact with children. Roles in which a person meets, works with, communicates with, supervises or accompanies children in person or online in the course of CIP activities. 

Indirect contact with children. Roles in which a person does not meet children but has access to children’s personal data, images, stories, contact details or case information, or influences the design of activities involving children. 

Survivor. A child or adult who has experienced abuse. CIP uses this term in preference to “victim” to reflect agency, while recognising individual preferences. 

Designated Safeguarding Focal Point (DSFP). The CIP officer with lead operational responsibility for safeguarding, to whom all concerns and disclosures are reported. 

Personnel and associated persons. Any individual falling within the scope of this Policy as defined in Section 2. 

Safeguarding concern. Any information, suspicion, allegation, disclosure or observation suggesting that a child has been harmed, is at risk of harm, or that this Policy or the Code of Conduct has been breached. 

4. Guiding principles, legal framework and standards 

4.1 Guiding principles 

CIP’s safeguarding practice is governed by the following principles, adopted in alignment with the Eurochild Safeguarding Policy and the Keeping Children Safe International Child Safeguarding Standards: 

• CIP is committed to ensuring that no child is exposed to harm or to the risk of harm as a result of contact with the Organisation, its personnel, its operations or its programmes. 

• A zero-tolerance approach is applied to all forms of violence, abuse, exploitation and neglect of children. 

• All children have an equal right to protection, regardless of their personal or social circumstances. 

• Everyone has a responsibility to contribute actively to the protection, well-being and empowerment of children. 

• CIP has a clear duty of care towards all children it works with, comes into contact with, or whose lives may be affected by its activities. 

• Children have the right to express their views and to participate actively in decision-making processes that affect them, in accordance with their age and evolving capacities. 

• CIP actively promotes, values and integrates children’s participation in the planning, implementation, monitoring and evaluation of its activities, including of its safeguarding measures. 

• All activities and decisions are guided by the best interests of the child as a fundamental principle, while respecting children’s own voices. 

• In cooperation with partners, CIP assumes responsibility for promoting and ensuring compliance with minimum child safeguarding standards across the full delivery chain. 

• All concerns and allegations are taken seriously, handled confidentially, and responded to promptly and proportionately; CIP applies a “do no harm” principle across all programmes and research. 

CIP gives particular effect to Articles 2 (non-discrimination), 3 (best interests of the child), 12 (right to be heard), 13 (freedom of expression), 16 (right to privacy) and 19 (protection from all forms of violence) of the UNCRC. 

4.2 International and European framework 

This Policy is informed by and consistent with: 

• the United Nations Convention on the Rights of the Child (UNCRC, 1989) and its Optional Protocols, in particular the Optional Protocol on the sale of children, child prostitution and child pornography (2000); 

• UN Committee on the Rights of the Child General Comment No. 13 (2011) on the right of the child to freedom from all forms of violence, and General Comment No. 25 (2021) on children’s rights in relation to the digital environment; 

• the Council of Europe Convention on the Protection of Children against Sexual Exploitation and Sexual Abuse (Lanzarote Convention, CETS No. 201); 

• the Council of Europe Strategy for the Rights of the Child (2022–2027); 

• the Charter of Fundamental Rights of the European Union, in particular Article 24; 

• Directive 2011/93/EU on combating the sexual abuse and sexual exploitation of children and child pornography; 

• Commission Recommendation (EU) 2024/1238 on developing and strengthening integrated child protection systems in the best interests of the child; 

• Council Recommendation (EU) 2021/1004 establishing a European Child Guarantee; 

• the EU Strategy on the Rights of the Child (COM(2021) 142 final)  

• the European strategy for a better internet for kids (BIK+), COM(2022) 212 final; 

• Regulation (EU) 2016/679 (General Data Protection Regulation); 

• Directive (EU) 2019/1937 on the protection of persons who report breaches of Union law. 

4.3 National framework (Republic of Cyprus) 

• The Children Law, Cap. 352. 

• The Prevention and Combating of Sexual Abuse and Sexual Exploitation of Children and Child Pornography Law of 2014 (Law 91(I)/2014), as amended — in particular Article 22(6), which prohibits the engagement of any person for professional, organised or voluntary activities involving frequent contact with children unless that person presents a certificate confirming that they are not included in the Record of convicted persons maintained by the Police; failure to comply is a criminal offence under Article 22(7). 

• The Prevention of Violence in the Family and Protection of Victims Law (Law 119(I)/2000, as amended)  

• The Commissioner for the Protection of Children’s Rights Law of 2007 (Law 74(I)/2007)  

• The Law on Combating Trafficking and Exploitation of Persons and on the Protection of Victims (Law 60(I)/2014, as amended)  

• National data protection legislation implementing Regulation (EU) 2016/679  

• The Cypriot law transposing Directive (EU) 2019/1937 on whistleblower protection 4.4 Standards and network requirements 

• the Keeping Children Safe (KCS) International Child Safeguarding Standards (2024 edition), which structure CIP’s safeguarding across People, Programmes and Operations; 

• the Eurochild Safeguarding Policy (approved 30/04/2026) and the eleven minimum safeguarding criteria set out in its Annex 1, against which CIP self-assesses and reports (see Section 19 and Annex IX); 

• the safeguarding, ethics and “do no harm” requirements of the EU funding programmes under which CIP operates, including Erasmus+, CERV, AMIF and Horizon Europe. 

5. Governance, roles and responsibilities 

Safeguarding is a shared responsibility supported by clear governance and individual accountability. All personnel and associated persons must familiarise themselves with this Policy, including the Code of Conduct in Section 7, and sign the Declaration of Commitment at Annex I. 

5.1 Obligations applying to all personnel and associated persons 

The following obligations apply, in a manner proportionate to the role, to every person within the scope of this Policy: 

5.2 Board of Directors 

The Board of Directors holds overall accountability for safeguarding at CIP. The Board is responsible for: 

• approving this Policy and any subsequent revisions; 

• ensuring that the Policy is implemented and that adequate human and financial resources are allocated for that purpose, including for training, reporting mechanisms, investigations, survivor support and emergency response; 

• ensuring that safeguarding concerns are taken seriously and that appropriate action is taken; 

• receiving and reviewing the annual safeguarding report and requiring adaptations to CIP’s programmes and projects where safeguarding standards need strengthening; 

• ensuring that safeguarding is a standing item on the agenda of Board meetings and is recorded in the minutes; 

• ensuring that safeguarding is integrated into strategic planning, risk management and the annual report; 

• overseeing the performance of the DSFP and ensuring the independence of any investigation; 

• hearing appeals against decisions taken under this Policy where the appeal does not concern the Board itself. 

5.3 Director 

The Director bears ultimate operational responsibility, as delegated by the Board, for the implementation of this Policy across the Organisation, and is accountable to the Board for it. The Director is responsible for: 

• promoting a safeguarding culture across all personnel, associated persons and partners; 

• convening an urgent senior management meeting where a serious safeguarding concern arises; 

• managing allegations involving CIP personnel, with the support of the DSFP; 

• reporting to and liaising with the Social Welfare Services, the Cyprus Police, the Commissioner for the Protection of Children’s Rights and other competent authorities where required; 

• commissioning an external expert to conduct an investigation where one is needed, so as to ensure impartiality; 

• presenting the annual safeguarding report, prepared by the DSFP, to the Board. 

Where the Director also holds the role of DSFP, the conflict-of-interest arrangements in Section 5.4 and Section 13.6 apply, and any concern relating to the Director is addressed to the Chair of the Board. 

5.4 Designated Safeguarding Focal Point (DSFP) 

CIP appoints a Designated Safeguarding Focal Point with lead operational responsibility for the implementation, monitoring and review of this Policy. The DSFP reports directly to the Board of Directors. A Deputy DSFP is appointed to ensure operational continuity during periods of absence and in the event of a conflict of interest. 

The responsibilities of the DSFP are: 

• serving as the designated point of contact for all safeguarding concerns, disclosures and complaints, including those raised by children, partners, subcontractors and members of the public; 

• receiving, documenting and managing all safeguarding concerns, and assessing whether a referral to the competent authorities is required; 

• organising and delivering safeguarding induction and refresher training for all personnel and associated persons, covering the recognition of signs of abuse, safe interaction with children, reporting and response procedures, and data protection; 

• preparing or approving a written safeguarding risk assessment before each activity involving children, including risks arising from online engagement, travel and accommodation; 

• ensuring that the child-friendly version of this Policy is displayed in every space where activities with children take place, and that safeguarding rules are recalled at the opening of every activity; 

• briefing accompanying adults on their roles and responsibilities before each in-person activity involving children, and, where requested, holding a call with parents or legal guardians; 

• advising personnel and responding to questions or concerns on safeguarding; 

• ensuring that safeguarding is properly embedded in human resources, strategy, operations, communications, reporting and budgeting; 

• maintaining the confidential Incident Register and the training log, and handling all information shared by children with care and confidentiality; 

• monitoring the implementation of this Policy, reporting on progress at staff meetings, and preparing the annual safeguarding report for the Board; 

• participating in or leading safeguarding audits and reviews; 

• acting as CIP’s safeguarding liaison with partners, funders, EU programme authorities and networks of which CIP is a member, including Eurochild; 

• reviewing this Policy at least annually, and sooner where required by legal, operational or risk-based developments. 

The DSFP maintains up-to-date safeguarding training and records that training in the table above. Where a concern relates to the DSFP, or where the DSFP is unavailable or has a conflict of interest, the Deputy DSFP assumes the function and, where the concern relates to a member of senior management, the matter is escalated directly to the Chair of the Board. 

5.5 Child participation focal point 

CIP designates a member of staff as child participation focal point, working under the guidance of the DSFP. The role is responsible for: 

• designing, implementing and continuously improving activities that enable children to participate in the planning, monitoring and evaluation of CIP’s programmes; 

• ensuring a safe, supportive and inclusive environment that protects children from all forms of harm, including harm arising from peer interactions; 

• obtaining informed consent from parents or legal guardians, and informed assent from children, before any activity involving children, using the forms at Annex V (participation, images and audiovisual recordings, international travel, medical care); 

• verifying that any image, recording or personal story published by CIP is covered by a valid and current consent, and acting without delay where consent is withdrawn; 

• supporting children to understand their rights, including the right to be safe, the right to be heard and the right to report concerns; 

• informing accompanying adults, and where relevant policy-makers and other adult participants, of this Policy before they meet children; 

• ensuring that the evaluation of every activity involving children includes specific questions on safeguarding; 

• providing feedback to children on how their views have been considered and how they have influenced decisions. 

5.6 Project managers and activity leads 

• embedding safeguarding into the full project cycle, including proposals, work packages, budgets, activity design and risk registers; 

• preparing the written safeguarding risk assessment for each activity and submitting it to the DSFP for approval before implementation; 

• verifying that all consent forms have been received before an activity begins; 

• ensuring that partner and subcontractor safeguarding arrangements are in line with this Policy, in liaison with the DSFP; 

• conducting the post-activity safeguarding review with the DSFP and recording lessons learned. 

5.7 Communications staff 

• ensuring that all communications involving children uphold dignity, accuracy and privacy as set out in Section 11; 

• verifying that informed consent has been obtained before using images, videos, names or personal stories of children, and double-checking that all requirements are in place; 

• storing and using children’s images and personal data in line with GDPR and this Policy; 

• reviewing all external communications, media releases and public statements involving children through a safeguarding lens; 

• coordinating with the DSFP before any engagement with media on matters concerning children or safeguarding incidents. 

5.8 Human resources and administration 

• implementing CIP’s safer-recruitment standards and reflecting them in every vacancy notice, job description and contract; 

• ensuring that every recruitment interview includes a discussion of safeguarding; 

• ensuring that all personnel and Board members read, sign and adhere to this Policy before engagement begins; 

• ensuring that safeguarding induction forms part of the onboarding process for all new personnel; 

• including safeguarding in annual appraisal meetings; 

• verifying that partners and subcontractors have a child safeguarding policy in place; 

• informing candidates for Board positions of their safeguarding role and responsibilities; 

• supporting disciplinary processes relating to safeguarding. 

5.9 Finance 

Finance personnel ensure that financial practices support this Policy, that safeguarding costs are budgeted in project proposals and in the Organisation’s core budget, and that any safeguarding concern arising in the course of financial or procurement activity is raised with the DSFP within 24 hours. 

6. Informing children and child participation 

Children cannot exercise their right to be safe unless they know what that right is, what behaviour they may expect, and how to raise a concern. CIP therefore treats the systematic provision of information to children as a core safeguarding measure and not as an optional communication activity. 

6.1 Information provided to children 

Every child participating in a CIP activity is informed, in accessible, age-appropriate and, where necessary, translated language, of: 

• their right to be safe and free from all forms of abuse, violence and discrimination; 

• the existence and content of this Policy, through the child-friendly version at Annex VIII; 

• the Code of Conduct applying to adults and to children (Sections 7.1 to 7.5); 

• the identity and contact details of the DSFP and of at least one other trusted adult present at the activity; 

• how to raise a concern or complaint, including the anonymous route, and what will happen after they do so; 

• their rights in relation to their image, personal data and personal story, including their right to withdraw consent at any time. 

6.2 Means of informing children 

• a child-friendly version of this Policy is produced, published on CIP’s website and distributed to every child participant and their parents or legal guardians in advance of the activity; 

• a child-friendly safeguarding poster, showing the DSFP’s name, photograph and contact details and the reporting routes, is displayed visibly in every physical space and shared on screen at the opening of every online space in which activities with children take place; 

• a spoken safeguarding briefing is delivered at the start of every activity involving children, and repeated in the case of multi-day activities; 

• a debriefing is offered at the end of every activity, at which children are invited to comment on whether they felt safe; 

• for activities involving overnight stays or international travel, a preparatory online session is offered to children and to their parents or legal guardians. 

6.3 Children’s participation in safeguarding 

CIP involves children actively in the design, implementation, monitoring and periodic review of its safeguarding measures, so that mitigation strategies are relevant, practical and effective from a child’s perspective. To that end CIP establishes a standing CIP Children and Youth Advisory Group, which: 

• reviews the accessibility and usability of CIP’s reporting mechanisms and of the child-friendly version of this Policy, and proposes improvements based on children’s direct experience; 

• contributes to the design and review of safeguarding risk assessments for recurring activity types; 

• is consulted in the course of each annual review of this Policy, and its views are recorded in the annual safeguarding report to the Board. 

6.4 Feedback to children 

Where a child raises a concern, CIP informs that child, in an age-appropriate manner and to the extent permitted by confidentiality and by the requirements of any external investigation, of what has been done in response and of the follow-up measures taken. Where a child contributes views to the design or evaluation of an activity, CIP reports back on how those views have been taken into account. 

7. Code of Conduct 

All personnel and associated persons are required to sign and comply with this Code of Conduct as a condition of their engagement with CIP. The Code translates the principles of this Policy into specific required and prohibited behaviours. It applies to conduct in both the professional and the private sphere, in recognition that the two cannot be separated where the safety of children is concerned. It applies equally to in-person and digital interaction, including social media, online meetings and messaging platforms. 

The Code sets ethical standards for the behaviour of adults towards children, for the behaviour of children towards one another, and for the behaviour of accompanying adults. All breaches must be reported to the DSFP and will be addressed in accordance with Sections 12 and 13. 

7.1 Adults: required behaviours 

• Treat every child with respect, dignity and fairness, and use language and behaviour that is age-appropriate, inclusive and culturally sensitive. 

• Understand what child abuse is, and recognise the signs and risks of abuse, including peer abuse and online abuse. 

• Know who the DSFP is and how to contact them, and report any concern or breach without delay and in any event within 24 hours. 

• Ensure that, wherever reasonably possible, a second adult is present during activities involving children (the “two-adult rule”), and avoid being alone with a child in a closed or unobserved setting, whether physical or virtual. 

• Maintain clear professional boundaries and avoid any behaviour that could be inappropriate, ambiguous or capable of being construed as an abuse of trust. 

• Obtain written consent from parents or legal guardians before any activity involving children, and informed assent from the child, using the forms at Annex V. 

• Seek a child’s consent before any physical contact, and respect a child’s right to set their own boundaries and to say no. 

• Use only CIP-approved channels for digital communication with children, and ensure that parents or legal guardians are informed and, where appropriate, copied in. 

• Protect the health, safety, dignity and well-being of children and of colleagues, and provide additional supervision to younger or more vulnerable children. 

• Follow the reporting procedure and do not attempt to investigate a concern; the role of the person receiving a concern is to report it. 

• Model the behaviour expected of others, and challenge or report inappropriate behaviour by any participant, including senior colleagues and Board members. 

7.2 Adults: prohibited behaviours 

• Engaging in any form of physical, sexual, emotional or psychological abuse, harassment, sexual harassment, bullying, intimidation, discrimination, coercion, manipulation or exploitation of a child. 

• Using physical punishment or physical force of any kind, or shaming, humiliating, belittling or degrading a child. 

• Engaging in, suggesting or encouraging sexually provocative behaviour, inappropriate relationships, or emotional or romantic attachments involving children. 

• Engaging in any sexual activity with a child, including with a current or former child participant in CIP activities. Sexual activity includes any sexual act or attempted act, unwanted comments or advances, and any act involving coercion, manipulation or exploitation, online or offline. 

• Initiating physical contact — including touching, hugging, kissing or holding hands — without the child’s consent. 

• Establishing private or undisclosed one-to-one contact with a child, whether in person or through personal digital accounts, outside the scope of authorised activities; being alone with a child in a private virtual space such as a breakout room is likewise prohibited. 

• Following or connecting with a child on personal social media platforms, unless the child is a relative. Connection on professional networks is permitted where a legitimate professional purpose exists and the child is over the applicable minimum age. 

• Transporting a child alone in a private vehicle, unless explicitly authorised in writing by the parents or legal guardians and by CIP management. 

• Allowing a child to stay overnight in an adult’s room or to share a bed with an adult, unless that adult is the child’s parent or legal guardian. 

• Using, producing, sharing or accessing material that sexualises children, in any format. 

• Photographing, filming or recording children without prior written consent of the parents or legal guardians and the assent of the child; and using any image of a child taken during CIP activities for personal purposes, including on personal social media accounts. 

• Disclosing a child’s personal details — including surname, address, school, telephone number, email address or social media accounts — without authorisation, or misusing a child’s contact details. 

• Consuming alcohol, tobacco or nicotine products, or any illicit substance, in the presence of children or while responsible for them. All CIP activities involving children are alcohol-free and drug-free; smoking and vaping are permitted only in designated areas away from children. 

• Offering gifts, favours, payments or preferential treatment to individual children in a manner that could be perceived as grooming or as inappropriate favouritism. 

• Showing favouritism, neglecting a duty of care, misusing authority, or invading a child’s privacy. 

• Ignoring or tolerating a breach of this Code by any person, including CIP personnel and Board members. 

7.3 Code of Conduct for children 

Children participating in CIP activities are asked, in age-appropriate language, to observe the following. This part of the Code is presented to children at the start of every activity and is reproduced in the child-friendly document at Annex VIII. 

• Treat everyone as you would like to be treated: with respect, kindness and fairness, whatever their background, ability, identity or opinion. 

• Respect other children’s bodily autonomy and personal boundaries. Everyone has the right to feel safe and comfortable in their own body. 

• Do not bully, mock, insult, exclude, harm or intimidate anyone, online or in person. 

• Ask for consent before taking photographs, videos or recordings of others, and do not share them without permission. 

• Keep personal information private — yours and other people’s. 

• Where a room is shared, respect your roommate: do not touch their belongings or invite others in without their agreement; respect rest time and personal space. Room-sharing arrangements are agreed with parents or legal guardians in advance. 

• Take care of shared spaces and materials and use shared resources responsibly. 

• Dress in a way that is comfortable, respectful and represents who you are. 

• Speak up if you feel uncomfortable or unsafe, or if you see something that worries you. The DSFP and any trusted adult at the activity are always available. 

• You have the right to say no. You may take part in the way that suits you best — speaking, writing, drawing or otherwise — and it is acceptable not to speak. 

• Listen with attention, make space for others to speak, and try to resolve disagreements calmly, asking a trusted adult for support where needed. 

7.4 Accompanying adults 

Adults accompanying children to CIP activities, whether nominated by a partner organisation, a school or a family, are briefed by the DSFP before the activity and are required to sign the Declaration at Annex I. They undertake to: 

• never allow a child to stay overnight in an adult’s room or share a bed with an adult, unless they are the child’s parent or legal guardian; 

• remain alert to peer abuse, bullying and high-risk situations, such as older and younger children left unsupervised, and provide additional supervision to younger or more vulnerable children; 

• ensure that at least two adults are present during activities with children; 

• not allow children to engage in unsupervised high-risk situations; 

• ensure that CIP has received all required consent forms before the activity begins; 

• inform children of CIP’s reporting procedures and of the identity of the DSFP; 

• take proactive measures to prevent inappropriate behaviour, and report any concern, complaint or violation witnessed to the DSFP within 24 hours. 

7.5 Online activities and digital safeguarding 

CIP’s portfolio includes a growing proportion of digital and hybrid interventions. The following rules apply to all online activities involving children, and are shared with all participants — children and adults — at the start of every online activity. 

Requirements 

• Only platforms and tools that meet CIP’s data protection and security requirements are used for activities involving children; the use of personal accounts is prohibited. 

• Online sessions with children follow the two-adult rule, are scheduled through official CIP channels, and take place only where parental or guardian consent has been secured in advance. 

• Sessions are recorded only with documented consent and for a clearly stated purpose; recordings are stored securely and deleted in accordance with CIP’s retention schedule. 

• Consent is sought from all participants before any screenshot, photograph or recording is taken. 

• Participants keep personal information private and use clear, accessible language, making space for everyone to take part in the way that suits them best. 

• Any online incident — including inappropriate content, contact or conduct — is reported to the DSFP without delay and may be escalated to the competent authorities. 

• Digital content produced with or featuring children is reviewed against this Policy and against GDPR requirements before publication. 

Prohibitions 

• Sending offensive, disturbing or inappropriate content or links. 

• Private online messaging with a child during or outside a session, and contact with a child through personal social media accounts. 

• Being alone with a child in a private virtual space, including a breakout room. 

• Impersonating another person or using another person’s identity. 

• Interrupting, dominating, mocking, excluding or harming other participants. 

7.6 Journalists, photographers, film crews and external visitors 

• Journalists, photographers, film crews and other external visitors are fully briefed on this Policy before they meet any child, and sign a written commitment to adhere to it. 

• They are accompanied by CIP personnel at all times and are never permitted unsupervised access to, or time alone with, children. 

• Children, parents and legal guardians are informed of how any film, photograph or story will be used, and specific consent is obtained for that use, distinct from any consent given for use by CIP or by a partner organisation. 

• CIP must be notified in advance of how the images or stories are intended to be used, and reserves the right to refuse use where this would be inconsistent with this Policy. 

• Copies of images, film or stories are provided to the child, through the nominating organisation where applicable. 

• Where material is used by another organisation, it is credited to CIP and to the photographer with an appropriate caption. 

7.7 Breaches and disciplinary consequences 

Any breach of this Code constitutes grounds for disciplinary action. The escalation applied is proportionate to the seriousness of the breach: 

Where a breach may amount to a criminal offence, the matter is reported without delay to the Cyprus Police and to the Social Welfare Services, or to the equivalent authorities of the jurisdiction in which the conduct occurred, irrespective of any internal process. 

8. Safer recruitment and human resources 

8.1 Safer-recruitment procedure 

CIP applies a safer-recruitment approach to all positions involving actual or potential contact with children, whether direct or indirect. The approach is proportionate to the level of responsibility and to the degree of contact with children. The following steps apply: 

1. A clear job description and person specification is prepared, identifying the safeguarding responsibilities attached to the role. 
2. Every vacancy notice states CIP’s commitment to child safeguarding, refers to this Policy, and states that appointment is subject to satisfactory vetting. 
3. A formal application process is followed, including a written application or curriculum vitae, and verification of identity, qualifications and employment history, with any gaps explored at interview. 
4. Two references are requested (one for internship positions), from referees known to the candidate for at least two years and excluding family members, using the form at Annex III. At least one reference concerns previous work involving children, where applicable. 
5. A structured interview is held, incorporating values-based and scenario-based questions on safeguarding. A discussion between the recruiting manager and the candidate clarifies the safeguarding responsibilities of the role. 
6. Before a contract is signed, both referees are contacted — orally as well as in writing — and asked to comment on the candidate’s character and on the qualities that make them suited to working with children. Responsibility for this step rests with the persons conducting the recruitment. 
7. The candidate presents a certificate confirming that they are not included in the Record of convicted persons maintained by the Cyprus Police under Article 22 of Law 91(I)/2014, together with a general certificate of clean criminal record, each issued within the preceding twelve months. Where the candidate is resident in, or has recently resided in, another State, the equivalent national certificate is also required. CIP does not proceed with an engagement in the absence of that certificate, as required by Article 22(6) of Law 91(I)/2014. 
8. The candidate signs the Declaration of Commitment to this Policy and the Code of Conduct (Annex I) and a Declaration of Confidentiality before the engagement begins. 
9. A defined probationary period is applied, during which safeguarding competencies are monitored and discussed. 
10. A safeguarding induction is delivered by the DSFP within 30 calendar days of the start of the engagement. 

Volunteers, interns, externally contracted experts and service providers engaged in activities involving children are subject to equivalent vetting requirements, adjusted proportionately to the nature, intensity and duration of their involvement. Where a national legal framework does not permit the issue of a criminal record certificate, CIP applies compensating measures — enhanced reference checking, a signed self-declaration, restricted duties and increased supervision — and records the reasoning in writing. 

8.2 Integration of safeguarding into human resources practice 

• Every employment contract, internship agreement, volunteer agreement and consultancy contract contains a safeguarding clause requiring compliance with this Policy and the Code of Conduct, and identifying breach as grounds for termination. 

• Every job description states the safeguarding responsibilities attached to the role. 

• Every vacancy notice reflects this Policy, as set out in Section 8.1. 

• Safeguarding performance and safeguarding training needs are discussed at every annual appraisal, and the discussion is recorded. 

• Safeguarding induction is an integral part of the onboarding process and is completed before a person is permitted unsupervised contact with children. 

• Personnel files record the date of the vetting certificate, the date of signature of the Declaration at Annex I, and the dates of induction and refresher training. 

The DSFP retains copies of anonymised or redacted specimen contracts, job descriptions and vacancy notices as documentary evidence of compliance, available for inspection by funders, auditors and networks of which CIP is a member. 

9. Training and awareness 

CIP treats safeguarding training as a non-negotiable component of personnel readiness. All persons within the scope of this Policy complete: 

• a mandatory safeguarding induction within the first 30 calendar days of engagement, covering this Policy, the Code of Conduct, the recognition of the signs of abuse including peer and online abuse, safe interaction with children, reporting and response procedures, and data protection; 

• an annual refresher session, organised or approved by the DSFP and appropriate to the person’s responsibilities; 

• role-specific advanced training for personnel with frequent or intensive contact with children, including project managers, trainers, facilitators, researchers and the child participation focal point; 

• an annual safeguarding briefing for members of the Board of Directors; 

• for the DSFP and Deputy DSFP, external accredited safeguarding training, refreshed at intervals of no more than three years. 

Accompanying adults, external experts, journalists and service providers receive a targeted briefing on this Policy before any contact with children. 

The DSFP maintains a training log recording, for each person, the training undertaken, the date, the duration, the provider and the content covered, together with attendance sheets and copies of the training materials. The log forms part of CIP’s compliance documentation and is available for review by funders, auditors, competent authorities and networks of which CIP is a member. 

10. Safeguarding risk assessment 

A written safeguarding risk assessment is prepared for every activity involving children, whether in person or online, including workshops, training courses, mobilities, study visits, events, consultations, online sessions and research activities. The assessment is prepared by the activity lead and approved by the DSFP before implementation, using the template at Annex IV. 

10.1 Risk categories 

Risks are identified under four categories, in line with the Keeping Children Safe standards and the Eurochild Safeguarding Policy: 

1. People — the risk of harm or abuse caused by personnel, volunteers, associates, partners, accompanying adults, consultants or other adult participants. 
2. Programmes — the risk that children are exposed to harm or abuse by others as a result of the design or delivery of an activity, including travel, accommodation, supervision ratios and group composition. 
3. Operations — the risk that children are exposed to harm through the use of their images, stories or personal information, through social media, or through online engagement. 
4. General context — risks arising from the political situation, public health, physical safety of venues, and the specific situation of children in vulnerable circumstances. 

Assessments must expressly consider risks arising from power dynamics between adults and children, digital participation, cross-border activities and overnight stays, and the involvement of children in situations of vulnerability, including children on the move, children with disabilities, children in alternative care and children who have previously experienced violence. 

10.2 Rating and the cancellation rule 

Each identified risk is rated according to the likelihood of its occurring and the severity of its impact on a child: 

10.3 Post-activity review and children’s involvement 

Following every activity involving children, the activity lead and the DSFP conduct a safeguarding review: the risk assessment is revisited, residual risks and any incidents are recorded, and lessons learned are documented and carried into the next assessment. Risk assessments are treated as ongoing processes and are revised whenever the content, target group or format of an activity changes. 

Children are involved in the design and periodic review of safeguarding measures and risk assessments, through the CIP Children and Youth Advisory Group and through the safeguarding questions included in every activity evaluation, so that mitigation strategies are relevant and effective from a child’s perspective. 

Risk assessments and post-activity reviews are archived by the DSFP, linked to the corresponding activity reports and, where applicable, cross-referenced to the Incident Register. 

11. Operations: communications, images, personal stories and data 

11.1 Principles applying to all communications 

The rights, privacy and dignity of the child are respected at all times, and the best interests of the child remain the paramount consideration in all of CIP’s communications. CIP never uses discriminatory or degrading language or imagery. Three principles govern all communications involving children. 

Dignity 

• The child’s dignity is preserved at all times; language and visuals must not degrade, victimise or shame a child. 

• In all photographs, videos and illustrations children are depicted in appropriate attire and in non-sexualised, age-appropriate poses. 

• CIP does not publish or re-share images in which identifiable children are shown experiencing suffering, or in which children are identifiable while discussing sensitive matters such as abuse. 

Accuracy 

• The portrayal of children is never manipulated or sensationalised, and does not highlight poverty or vulnerability for effect. 

• Images and stories provide a balanced depiction of a child’s life and circumstances, balancing difficulty with empowerment and progress. 

• Communications avoid generalisations, stereotypes and labelling of children on the basis of their background or situation, and images are never used out of context. 

Privacy 

• No information capable of identifying a child or placing them at risk is published. As a rule, CIP publishes only a child’s first name, age and country, and takes care not to reveal their place of residence, school or other locating details. Where safeguarding requires it, names are changed. 

• Recordings and images focus on an activity and, wherever possible, feature groups of children rather than individuals. 

• Information about children and photographs of children, including material held electronically, are kept in secure files with access limited to those who require it for their work. 

• Personnel and associated persons never use photographs or videos of children taken during CIP activities for personal purposes, including on personal social media accounts. 

• CIP represents a broad range of children of different genders, ages, abilities and ethnic backgrounds in its publications, videos and social media, reflecting the communities in which it works. 

Complaints or concerns about inappropriate or intrusive images are reported and recorded in the same way as any other safeguarding concern, in accordance with Section 12. 

11.2 Informed consent 

Written consent is obtained from the parent or legal guardian, and informed assent is obtained from the child, before any activity involving a child and before the collection, processing or publication of any data, image, audio or video of a child. CIP uses four distinct consent forms, reproduced at Annex V: 

• Form A — consent for participation in an activity or consultation; 

• Form B — consent for the use of images and audiovisual recordings; 

• Form C — consent for international travel; 

• Form D — consent for medical care. 

Consent forms state clearly the purpose, scope and nature of the child’s involvement, confirm that locating information will be withheld or changed, and ask expressly whether the child’s first name, age and country may be published alongside the information, image or film. 

Prior written consent does not remove the requirement to obtain the child’s verbal consent at the moment a photograph, video or interview is taken. Consent may be withdrawn at any time by the child or by the parent or legal guardian; CIP acts on withdrawal without delay and takes all reasonable measures to remove the material from circulation, while informing the person concerned that it may not be possible to retrieve all copies already shared online. 

Where children are nominated to a CIP activity by a partner organisation, a school or another member of a network, all communication concerning logistics, participation and consent is conducted through that organisation, which is responsible for contacting parents or legal guardians and collecting the required consent forms. CIP contacts parents or legal guardians directly only where necessary for safeguarding purposes or in an emergency. Reciprocally, where CIP nominates children to an activity organised by a network of which it is a member, including Eurochild, CIP is responsible for communicating with the parents or legal guardians of those children and for collecting and transmitting the required consent forms in advance of the activity. 

11.3 Data protection and retention 

CIP processes personal data concerning children in strict compliance with Regulation (EU) 2016/679 and Cypriot data protection legislation. Processing is lawful, fair and transparent, limited to what is necessary, accurate, stored securely and retained no longer than required. 

• Age-appropriate information is provided to the child, and the child’s views are taken into account in line with their evolving capacities. 

• Differentiated consent and information procedures are applied for children under 14, between 14 and 16, and between 16 and 18 years of age. 

• Images, testimonials and personal stories are used exclusively for the purposes stated in the consent form. 

• Consent forms are retained for no longer than five years from the end of the activity, or for the period required by the funding programme, whichever is longer, and are then securely destroyed in alignment with CIP’s GDPR Privacy Notice retention schedule. 

• Safeguarding case records are retained in accordance with Section 14. 

• Any personal data breach involving children’s data is reported in accordance with Articles 33 and 34 of Regulation (EU) 2016/679 and is simultaneously notified to the DSFP. 

11.4 Suppliers and service providers 

CIP ensures that any supplier or service provider that may come into contact with children in connection with the services it delivers — for example a designer developing a child-friendly document with children, a translator, a photographer or a journalist — has appropriate safeguarding measures in place. The contract or service agreement includes an express obligation to comply with this Policy and the Code of Conduct. 

12. Reporting safeguarding concerns 

The procedure in this Section applies to all personnel and associated persons, to children participating in CIP activities, to accompanying adults, and to all participants in CIP events and meetings involving children, including journalists, donors and policy-makers. 

Key principles: confidentiality; taking every concern seriously; protection of persons who report; and protection of survivors. 

12.1 Duty to report 

All personnel and associated persons have an active duty to report any concern, suspicion, allegation or disclosure of harm to a child to the DSFP without delay, and in any event within 24 hours of becoming aware of the concern. Where a concern forms part of general periodic reporting rather than an emerging risk, it is communicated within three working days. Failure to report constitutes a breach of this Policy. 

No person is required to determine whether a concern is well-founded before reporting it. Where there is uncertainty, the concern must be reported to the DSFP for guidance. 

12.2 Step 1 — Identify the concern 

On becoming aware of a concern, the first step is to establish its nature and seriousness. 

In either case, proceed to Step 2. Patterns of low-risk behaviour may indicate wider risk and must therefore be recorded even where each individual instance appears minor. 

12.3 Step 2 — Report the concern 

• Do not investigate the concern. The role of the person receiving it is to report, not to gather evidence, and not to inform, question or confront the person alleged to be responsible. 

• Report the concern to the DSFP within 24 hours, orally or in writing. 

• Complete the Safeguarding Incident Report Form at Annex VI and submit it to the DSFP within 24 hours. The form is written and signed by the reporting person alone, and is sent only to the DSFP, who holds it securely and treats it in the strictest confidence. 

• Where the concern involves actual harm, ensure that the child is referred for immediate medical attention where required, using the contacts at Annex VII. 

• Where the DSFP is unavailable, or is the subject of the concern, report to the Deputy DSFP; where the concern relates to the Director or to a member of the Board, report to the Chair of the Board. 

The written report should record, so far as known: the child’s details; whether the concern is first-hand or reported on behalf of another person; the nature of the concern, with dates, times, locations and context; a clear separation of fact from opinion and hearsay; any visible injuries or behavioural indicators; the names and roles of witnesses; the child’s own account in their own words; and the immediate action taken. 

12.4 Receiving a disclosure from a child 

Where a child discloses that they are being harmed, the person receiving the disclosure shall: 

• remain calm, listen to and accept what the child says, and take it seriously regardless of presumed validity; 

• not press for information and not ask leading questions; use open prompts and allow the child to use their own words; 

• reassure the child that they were right to speak out and that they are not to blame; 

• not guarantee confidentiality; explain in age-appropriate terms that the information will be shared only with the people who need to know, and what will happen next; 

• tell the child that they will be informed of what happens; 

• make a full, factual written record as soon as possible, distinguishing fact from opinion and hearsay, using the form at Annex VI; 

• report to the DSFP without delay, and under no circumstances conduct any independent investigation. 

12.5 Child-friendly and anonymous reporting 

CIP ensures that children participating in its activities are informed how to report a concern, have access to safe, accessible and child-friendly reporting mechanisms, feel supported and listened to when raising a concern, and receive feedback on what has been done. Specifically: 

• the DSFP’s name, photograph and contact details are displayed at every activity; 

• at least two trusted adults are identified to children at the start of each activity as persons to whom a concern may be raised; 

• a physical anonymous reporting box is available at in-person events, and an equivalent anonymous online form is available for digital activities; 

• a child-friendly email address and the national child helpline are communicated to children – the European harmonised child helpline number 116 111 and the Cyprus national helpline operated by “Hope For Children” CRC Policy Center. 

• children are told, in age-appropriate terms, what will happen after they report, and are given feedback on the outcome to the extent permitted by confidentiality. 

12.6 Referral to the competent authorities 

The DSFP assesses each concern and, where appropriate, makes a referral without delay to the Social Welfare Services of the Republic of Cyprus, the Cyprus Police, or the equivalent competent authorities of the jurisdiction in which the incident occurred. Where a criminal offence may have been committed, the referral is made immediately and is not delayed by any internal process. Personnel do not attempt to investigate the matter themselves. Contact details are set out at Annex VII. 

12.7 Reporting to networks and funders 

In addition to the internal and statutory routes above, CIP complies with the reporting obligations arising from its network memberships and funding agreements. In particular, as a member of Eurochild, CIP undertakes to: 

• inform the Eurochild Child Safeguarding Focal Person without delay, and in any event within 24 hours, of any situation arising in a Eurochild-funded project that may place a child at risk or affect the name and reputation of the network; where the matter forms part of general reporting, within three days; 

• report to the Eurochild Child Safeguarding Focal Person, within 24 hours, any alleged breach of the Eurochild Safeguarding Policy by CIP personnel, by children nominated by CIP, or by adults accompanying them, occurring during a Eurochild-organised activity; 

• where an incident has been reported to the competent authorities, share the relevant anonymised factual information and the measures taken, limited to safeguarding matters, in a GDPR-compliant manner and with full respect for confidentiality; 

• notify the relevant EU programme authority or National Agency where the terms of a grant agreement so require. 

13. Responding to safeguarding concerns 

CIP responds to all safeguarding concerns in a confidential, consistent and child-centred manner, guided by the best interests of the child. Every response comprises: immediate action to protect the child concerned; referral to the statutory authorities where required; documentation of the incident and of the actions taken; support for those affected; and a review of the lessons learned. 

13.1 Internal cases involving CIP personnel 

Low-risk concerns are addressed through a documented initial conversation, a written warning, and, where the behaviour is repeated or not corrected, termination of the engagement. 

High-risk concerns, including allegations of conduct of a criminal nature, are addressed as follows: 

• an urgent senior management meeting is convened by the Director to determine immediate steps; 

• the Director immediately suspends any member of personnel, volunteer, intern, Board member, consultant or adviser alleged to have breached this Policy, while the matter is investigated; suspension is a neutral protective measure and not a disciplinary sanction; 

• any act of a criminal nature is reported immediately to the Cyprus Police and to the Social Welfare Services and may result in criminal proceedings; 

• the Director refers the matter to an external expert to conduct the investigation, so as to ensure impartiality; the outcome is confirmed in writing to the person concerned; 

• all investigations are conducted fairly and impartially, with due process for the person against whom the allegation is made; 

• where an allegation is upheld, disciplinary action is taken up to and including termination of the engagement, and the outcome is recorded in the Incident Register. 

Personnel retain the right of appeal to the Chair of the Board, in writing, within one week of receiving the written outcome, and thereafter such rights as they enjoy before the competent Cypriot courts and tribunals. 

13.2 Concerns between children (peer abuse) 

Where a concern arises between children, CIP takes immediate action to protect the child who has been harmed and, at the same time, to safeguard the child alleged to be responsible, who remains a child and a rights-holder. The parents or legal guardians of both children, and the nominating organisations where applicable, are informed. Where the conduct may constitute a criminal offence, the matter is referred to the competent authorities. Support is offered to both children, and supervision arrangements are reviewed and strengthened. 

13.3 Concerns involving partners, accompanying adults or third parties 

Where a partner organisation, a service provider or an accompanying adult is alleged to have breached this Policy during a CIP activity, the concern is reported to the DSFP within 24 hours. The DSFP handles the matter confidentially and reports to the Director. Where possible, CIP works with the individual or organisation to address and change the behaviour. Where the behaviour does not change or standards are not met, the Director reports to the Board, which may suspend cooperation, terminate the agreement or exclude the organisation from activities involving children. Any criminal act is reported to the Police. The organisation concerned may appeal in writing to the Chair of the Board within one week; the Chair’s decision, taken after re-examining the evidence, is final. 

13.4 External cases disclosed to CIP 

A child may disclose abuse occurring at home, at school or elsewhere, for which CIP is not responsible. CIP nonetheless responds appropriately and ensures that the matter is reported to the competent authorities or to the relevant organisation. Where a suspicion is raised with CIP by a third party or by another organisation, CIP advises that party to pass the concern to the relevant authority under its own procedures, offering support to the extent that CIP is competent to do so, and seeking advice from the DSFP where in doubt. Where a member of CIP personnel is alleged to have committed a criminal act involving a child outside the working environment, the matter is reported to the Police and to the Social Welfare Services and is treated as a breach of the Code of Conduct. 

13.5 Support to children and to personnel 

• Support is offered to the child concerned, to child witnesses, and — where the conduct occurred between children — to the child alleged to be responsible, in each case through the Social Welfare Services or a qualified professional. 

• Personnel and volunteers involved in receiving a disclosure, in an investigation, or in working with children who have experienced trauma are offered professional psychological support or supervision, in order to prevent secondary trauma. 

• Costs of survivor support, psychological supervision and emergency response are budgeted by the Board under Section 5.2. 

13.6 Confidentiality and conflict of interest 

Information relating to a safeguarding concern is shared strictly on a need-to-know basis and is processed in accordance with Regulation (EU) 2016/679. Where the DSFP is the subject of a concern, or has a personal or professional relationship with any person involved, the Deputy DSFP assumes the function; where both are conflicted, the Chair of the Board appoints an external safeguarding adviser. The final internal authority for safeguarding decisions is the Director, with the Chair of the Board acting where the Director is unavailable or conflicted. 

14. Incident Register and records 

The DSFP maintains a confidential, access-controlled Incident Register recording all safeguarding concerns, disclosures, referrals and outcomes. The Register records, as a minimum: a unique case reference; the date and time of the report; the nature of the concern; the risk classification; the action taken; the parties and authorities notified; the support offered; the status; the date of closure; and the lessons learned. 

The Register is reviewed by the DSFP on an ongoing basis, summarised in the annual safeguarding report to the Board, and made available in anonymised form to funders, auditors, competent authorities and networks of which CIP is a member upon legitimate request. Case records are retained for the period required by Cypriot law and by the applicable funding programme, and are then securely destroyed in alignment with CIP’s GDPR Privacy Notice. 

15. Whistleblowing and protection from retaliation 

The safety and welfare of children is the paramount consideration. Any person covered by this Policy who raises a concern in good faith, based on a genuine and legitimate concern for a child’s welfare, will not be subject to reprisal, retaliation or disciplinary action. This protection extends to witnesses and to survivors. 

No member of personnel shall suffer dismissal, demotion, harassment, exclusion from activities or any other adverse treatment as a result of a report made in good faith, whether or not the concern is ultimately substantiated. Deliberately false or malicious reporting is, by contrast, a disciplinary matter. 

CIP’s whistleblowing procedure is aligned with Directive (EU) 2019/1937 on the protection of persons who report breaches of Union law, as transposed into Cypriot law, and offers a confidential internal reporting channel through the DSFP and the Chair of the Board. 

16. Partners, subcontractors and suppliers 

CIP operates within international consortia and engages subcontractors, experts and suppliers. Safeguarding standards therefore extend across the full delivery chain. 

• All consortium partners and subcontractors engaged in activities involving children are required to have, adopt or formally align with an equivalent child safeguarding policy before joint activities begin. Where a partner has no policy, CIP offers its own as a baseline and requires written adherence. 

• Safeguarding responsibilities, reporting timeframes and the consequences of breach are expressly included in consortium agreements, partnership agreements, subcontracts and service agreements. 

• CIP requests documentary evidence of partners’ safeguarding arrangements, vetting procedures, focal point appointments and training records, and records the outcome of that due diligence in writing before the start of joint activities involving children. 

• Partners are required to report any safeguarding concern arising in joint activities to CIP’s DSFP within 24 hours, in parallel with their own internal procedures and their own statutory obligations. 

• In the absence of adequate safeguarding arrangements, CIP declines the engagement or suspends the joint activity. 

17. Complaints and remedies 

Any person — including children, parents, legal guardians, personnel, partners and members of the public — may raise a concern or submit a complaint regarding the protection and safe participation of children in CIP activities. Complaints may be submitted in writing to info@citizensinpower.org or, in respect of safeguarding matters, directly to safeguarding@citizensinpower.org. Children may also use the child-friendly and anonymous routes described in Section 12.5. 

The DSFP acknowledges receipt within three working days and provides a substantive written response within seven working days; where an external investigation or a statutory referral is under way, the complainant is informed of the timeframe applicable. Complaints are handled in confidence, without retaliation against the complainant, and in accordance with the principles of fairness and due process. 

Where a complaint concerns the DSFP, it is addressed directly to the Chair of the Board of Directors of CIP. 

18. Monitoring, evaluation, review and accountability 

CIP monitors and evaluates the implementation of this Policy in order to be accountable, first to children and then to the communities it serves, to its personnel, to its partners, to its funders and to the public. Monitoring examines how the standards in this Policy are applied in practice, whether the safeguards are effective and efficient, and where personnel require further guidance. 

18.1 Monitoring arrangements 

• Ongoing monitoring is carried out by the DSFP under the oversight of the Director and the Board. 

• Child safeguarding is a standing item on the agenda of Board meetings and of staff meetings, and the discussion is recorded in the minutes. 

• Every activity involving children is followed by a post-activity safeguarding review under Section 10.3. 

• The CIP Children and Youth Advisory Group evaluates the accessibility of the reporting mechanisms and of the child-friendly version of this Policy, and proposes improvements. 

18.2 Annual safeguarding report 

The DSFP prepares an annual safeguarding report, which the Director presents to the Board. The report covers: the number and nature of concerns recorded (in anonymised form); referrals made to the competent authorities; the outcome of case reviews; training delivered and coverage achieved; the results of partner due diligence; children’s feedback; and an action plan for the coming year. A summary section on child safeguarding is included in CIP’s public annual report. 

18.3 Review of this Policy 

This Policy is reviewed at least once per year by the DSFP, and more frequently where required by legal, operational or risk-based developments, including following any serious incident. The review takes account of lessons learned from the Incident Register, training records, partner feedback, audit findings, children’s views and changes in the legal and programmatic environment. Proposed amendments are submitted to the Board for approval. The approved version is circulated to all personnel and associated persons, published on CIP’s website, and shared with partners and with the networks of which CIP is a member. The next scheduled internal review is recorded on the document control page. 

19. Eurochild membership commitments 

In the context of its application for, and subsequent maintenance of, membership of Eurochild, CIP expressly commits to: 

1. establishing, implementing and continuously improving this Child Safeguarding Policy, and maintaining alignment with Eurochild’s minimum standards; 
2. applying the highest standards of child safeguarding in all activities carried out within the Eurochild network; 
3. promoting and protecting the rights of the child in line with the UNCRC and its Optional Protocols; 
4. completing, and returning to the Eurochild Child Safeguarding Focal Person, the eleven-criteria Child Safeguarding Self-Assessment, and maintaining a compliance score of at least 60 per cent, with a target of full compliance (see Annex IX); 
5. informing the Eurochild Child Safeguarding Focal Person of incidents in accordance with the timeframes set out in Section 12.7; 
6. sharing anonymised factual information and the measures taken in cases reported to the competent authorities, in a GDPR-compliant manner; 
7. ensuring clear and timely communication with the parents or legal guardians of children whom CIP nominates to participate in Eurochild activities, including logistics, safety requirements and the collection of all necessary consents; 
8. ensuring that CIP personnel, the children CIP nominates and the adults accompanying them read and adhere to the Eurochild Safeguarding Policy and Code of Conduct when participating in Eurochild activities; 
9. acknowledging that membership may be terminated for failure to comply with Eurochild’s governing rules, in accordance with Article 5.2 of the Eurochild Statutes. 

20. Adoption and entry into force 

This Policy has been adopted by the Board of Directors of C.I.P. Citizens In Power and enters into force on the date of signature below. It supersedes the CIP Child Protection Policy adopted on 22/04/2024 and all previous child protection arrangements of the Organisation, and remains in force until replaced by a subsequent approved version. 

For and on behalf of C.I.P. Citizens In Power: 

Name:  …………………………………………………………………………………… 

Position:  …………………………………………………………………………………… 

Signature:  …………………………………………………………………………………… 

Date:  …………………………………………………………………………………… 

Approved by the Board of Directors on: ……………………………………………… (DD/MM/YYYY) 

Next scheduled internal review: ……………………………………………… (DD/MM/YYYY) 

ANNEXES 

The annexes form an integral part of this Policy. Annexes I to III are signed documents; Annexes IV to VI are working templates; Annex VII is maintained and updated by the DSFP; Annex VIII is issued to children; Annex IX is the compliance record submitted to Eurochild. 

Annex I -Declaration of Commitment and Code of Conduct (signature form) 

To be signed by all personnel and associated persons, including staff, interns, Board members, volunteers, consultants, partners’ representatives, service providers, accompanying adults and external visitors who will come into contact with children, before their engagement or participation begins. 

1. I confirm that I have read the C.I.P. Citizens In Power Child Safeguarding Policy and agree to comply with its provisions. 
2. I confirm that I understand my roles and responsibilities under the Policy and that, should I have any question about them, I will seek guidance from the Designated Safeguarding Focal Point. 
3. I confirm that I have read the Code of Conduct set out in Section 7 of the Policy and agree to adhere to it, in both my professional and my private conduct so far as it bears on the safety of children. 
4. I confirm that I have read the CIP Ethics Strategy and agree to adhere to it. 
5. I undertake to treat every child with respect and dignity and to safeguard their physical, emotional and psychological well-being. 
6. I undertake never to engage in any form of abuse, harassment, discrimination or exploitation of a child. 
7. I undertake to avoid being alone with a child in an unobserved physical or virtual setting, and to apply the two-adult rule wherever reasonably possible. 
8. I undertake to communicate with children only through CIP-approved channels and never through personal accounts. 
9. I undertake to respect the data protection, image and consent requirements set out in the Policy. 
10. I undertake to report any safeguarding concern or breach of the Policy to the Designated Safeguarding Focal Point without delay, and in any event within 24 hours. 
11. I understand that compliance with these obligations forms an integral part of my engagement with CIP, and that any breach may result in disciplinary action, termination of my engagement and, where applicable, referral to the competent authorities. 

By my signature below, I certify that the above statements are true and correct. 

Full name:  …………………………………………………………………………………… 

Role / position:  …………………………………………………………………………………… 

Organisation / type of engagement:  …………………………………………………………………………………… 

Signature:  …………………………………………………………………………………… 

Date (DD/MM/YYYY):  …………………………………………………………………………………… 

Countersigned for CIP (name, role, date): …………………………………………………………………… 

Annex II — Code of Conduct for children (acknowledgement) 

This annex is presented and explained to children at the start of every CIP activity, in age-appropriate language and, where necessary, in translation. Signature is voluntary for children; the acknowledgement is used to confirm that the rules have been explained and understood, and never as a condition of a child’s participation. 

Our promises to you 

• You have the right to be safe at all times during our activities. 

• The adults working with you have signed rules about how they must behave towards you. 

• You can tell us if something makes you uncomfortable, and we will listen and act. 

• You will always know who to talk to, and you can also report something anonymously. 

• We will tell you what happened after you report something. 

• You can decide whether your photograph, your name or your story is used, and you can change your mind at any time. 

What we ask of you 

• Treat everyone with respect, kindness and fairness. 

• Respect other people’s bodies, belongings, space and rest time. 

• Do not bully, mock, insult, exclude or harm anyone, online or in person. 

• Ask before taking a photograph or recording of someone, and do not share it without permission. 

• Keep personal information private — yours and other people’s. 

• Speak up if you feel unsafe, or if you are worried about someone else. 

• Remember that you can always say no, and that you can take part in whatever way suits you best. 

Child’s first name:  …………………………………………………………………………………… 

Activity and date:  …………………………………………………………………………………… 

Explained by (name and role):  …………………………………………………………………………………… 

Child’s signature (optional):  …………………………………………………………………………………… 

Annex III — Character reference form 

Candidates for engagement with CIP are asked to provide the names and contact details of two referees whom they have known for at least two years, excluding family members. One referee is sufficient for internship positions. At least one referee should be able to comment on the candidate’s previous work with children, where applicable. 

To be completed by the recruiting manager 

Annex IV — Safeguarding risk assessment template 

To be completed by the activity lead for every activity involving children, whether in person or online, and approved by the DSFP before the activity begins. Risks are identified under the four categories set out in Section 10.1 and rated High (red), Medium (amber) or Low (green). Where the residual risk after mitigation remains High, the activity must not proceed. 

Approved by the DSFP: …………………………………………  Date: ……………………… 

Post-activity review completed by (activity lead and DSFP): …………………………………………  Date: ……………………… 

Annex V — Consent form templates 

Four separate forms are used. Forms A and B are required for every activity involving children; Form C is required for international travel; Form D is required wherever children are away from their parents or legal guardians, including overnight stays and mobilities. Where children are nominated by a partner organisation, that organisation collects and transmits the forms. 

Form A — Consent for the participation of a child in an activity or consultation 

Information for parents and legal guardians: CIP will explain the purpose, scope and nature of the activity, will not publish any information capable of identifying your child’s place of residence or school, and will change names where safeguarding requires it. You and your child may withdraw this consent at any time by contacting safeguarding@citizensinpower.org. 

Name of the activity, dates and location:  …………………………………………………………………………………… 

Purpose of the activity and nature of the child’s involvement:  …………………………………………………………………………………… 

Child’s first name and age:  …………………………………………………………………………………… 

Name of the parent or legal guardian:  …………………………………………………………………………………… 

Relationship to the child:  …………………………………………………………………………………… 

Telephone and email:  …………………………………………………………………………………… 

Any information CIP should know in order to keep your child safe and included (accessibility, dietary, medical, language, other):  …………………………………………………………………………………… 

I confirm that I have received and understood information about this activity and about CIP’s Child Safeguarding Policy, and I consent to the participation of my child. □ Yes  □ No 

I consent to my child’s first name, age and country being published together with information from the activity. □ Yes  □ No 

Signature and date:  …………………………………………………………………………………… 

Child’s assent: the activity has been explained to me and I want to take part. □ Yes  □ No    Child’s signature (optional): ……………………… 

Form B — Consent for the use of images and audiovisual recordings 

CIP uses photographs, video and audio recordings to report on its work to funders and to the public. Images focus on activities and, wherever possible, on groups rather than individuals. CIP publishes at most a child’s first name, age and country. Consent may be withdrawn at any time; CIP will act without delay, although it may not be possible to retrieve copies already shared online. 

Child’s first name and age:  …………………………………………………………………………………… 

Name of the parent or legal guardian:  …………………………………………………………………………………… 

Activity and dates:  …………………………………………………………………………………… 

I consent to photographs of my child being taken during the activity. □ Yes  □ No 

I consent to video or audio recordings of my child being made during the activity. □ Yes  □ No 

I consent to those materials being used in CIP’s reports, website, publications and social media. □ Yes  □ No 

I consent to those materials being shared with CIP’s funders, partners and networks for reporting purposes. □ Yes  □ No 

I consent to my child’s first name, age and country being published alongside the material. □ Yes  □ No 

Retention: materials are retained for no longer than five years from the end of the activity, unless a longer period is required by the funding programme. □ Understood 

Signature and date:  …………………………………………………………………………………… 

Child’s assent: I understand how the photographs or recordings will be used and I agree. □ Yes  □ No    Child’s signature (optional): ……………………… 

Form C — Consent for international travel 

Child’s full name, date of birth and nationality:  …………………………………………………………………………………… 

Passport or identity card number and expiry date:  …………………………………………………………………………………… 

Destination, dates of travel and means of transport:  …………………………………………………………………………………… 

Name and contact details of the accompanying adult designated by CIP or by the nominating organisation:  …………………………………………………………………………………… 

Accommodation and room-sharing arrangements (agreed in advance):  …………………………………………………………………………………… 

European Health Insurance Card number / travel insurance policy number:  …………………………………………………………………………………… 

Name, relationship and 24-hour telephone number of the emergency contact:  …………………………………………………………………………………… 

Second emergency contact:  …………………………………………………………………………………… 

I confirm that I authorise my child to travel to and participate in the activity described above, that I have been informed of the travel and accommodation arrangements and of CIP’s Child Safeguarding Policy, and that the information provided is accurate. □ Yes  □ No 

Name, signature and date:  …………………………………………………………………………………… 

Form D — Consent for medical care 

Child’s full name and date of birth:  …………………………………………………………………………………… 

Known medical conditions:  …………………………………………………………………………………… 

Allergies (including food, medication and environmental):  …………………………………………………………………………………… 

Current medication, dosage and administration arrangements:  …………………………………………………………………………………… 

Dietary requirements:  …………………………………………………………………………………… 

Accessibility or additional support needs:  …………………………………………………………………………………… 

Name and telephone number of the child’s doctor:  …………………………………………………………………………………… 

Health insurance details:  …………………………………………………………………………………… 

I authorise the accompanying adult designated by CIP to seek and consent to emergency medical treatment for my child where I cannot be contacted in time, and I undertake to be reachable on the emergency numbers provided in Form C for the duration of the activity. □ Yes  □ No 

Additional instructions or limitations: ……………………………………………………………………………………… 

Name, signature and date:  …………………………………………………………………………………… 

Annex VI — Safeguarding incident report form 

Complete this form to the best of your knowledge if you have information that a child has been harmed or may be at risk of harm, or that this Policy or the Code of Conduct has been breached. Concerns must be reported — orally or in writing — to the Designated Safeguarding Focal Point within 24 hours; depending on urgency, contact the DSFP first and complete this form immediately afterwards. The form is written and signed by you alone, and sent only to the DSFP (safeguarding@citizensinpower.org), who will keep it securely and treat it in the strictest confidence. Where the DSFP is unavailable or is involved in the concern, send the form to the Deputy DSFP; where the concern relates to the Director or a Board member, send it to the Chair of the Board. 

Do not investigate. Do not inform, question or confront the person alleged to be responsible. 

A. About you 

Your name:  …………………………………………………………………………………… 

Your job title or role:  …………………………………………………………………………………… 

Organisation you work for:  …………………………………………………………………………………… 

Nature of your contact with the child:  …………………………………………………………………………………… 

Telephone:  …………………………………………………………………………………… 

Email:  …………………………………………………………………………………… 

B. About the child 

Complete with the information you already have. Do not question the child in order to obtain it. 

Child’s name:  …………………………………………………………………………………… 

Child’s age:  …………………………………………………………………………………… 

Child’s gender:  …………………………………………………………………………………… 

Child’s address (if known):  …………………………………………………………………………………… 

Parents or legal guardians (if known):  …………………………………………………………………………………… 

Nominating organisation, school or partner (if applicable):  …………………………………………………………………………………… 

If there are medical concerns: has any treatment been given?  □ Yes  □ No   By whom: ……………………………… 

Was the child taken to hospital?  □ Yes  □ No   Which hospital and how was the child transported: ……………………………… 

C. About the concern 

Was the incident:  □ observed by you   □ suspected by you   □ disclosed by the child   □ disclosed by someone else 

If disclosed by someone else, state who and their relationship to the child: …………………………………………… 

What happened? Give the cause, how and why, if known. Where you include personal observations, distinguish clearly between fact, opinion and hearsay (for example the child’s emotional state, visible injuries): 

…………………………………………………………………………………………………………………………………………………… 

…………………………………………………………………………………………………………………………………………………… 

…………………………………………………………………………………………………………………………………………………… 

…………………………………………………………………………………………………………………………………………………… 

…………………………………………………………………………………………………………………………………………………… 

…………………………………………………………………………………………………………………………………………………… 

Did the child or another source say anything to you, and how did you respond? Record the actual words used and do not lead the child: 

…………………………………………………………………………………………………………………………………………………… 

…………………………………………………………………………………………………………………………………………………… 

…………………………………………………………………………………………………………………………………………………… 

…………………………………………………………………………………………………………………………………………………… 

Date of the alleged incident:  …………………………………………………………………………………… 

Time of the alleged incident:  …………………………………………………………………………………… 

Location of the alleged incident:  …………………………………………………………………………………… 

Name of the person alleged to be responsible (if applicable):  …………………………………………………………………………………… 

Function and organisation of that person (if applicable):  …………………………………………………………………………………… 

Were any other children or persons involved? ………………………………………………………………………… 

Are any other children at risk of harm? ………………………………………………………………………………… 

Action taken by you: ………………………………………………………………………………………………………… 

Any other comments: ……………………………………………………………………………………………………… 

Your signature:  …………………………………………………………………………………… 

Date and time of completion:  …………………………………………………………………………………… 

D. For completion by the Designated Safeguarding Focal Point 

Annex VII — Key contacts 

Maintained and verified by the DSFP. Activity leads add the local emergency contacts for each venue and destination to the relevant risk assessment. 

Annex VIII — Child-friendly summary: your right to be safe 

This page is written for children. It is given to every child taking part in a CIP activity, published on CIP’s website, and displayed as a poster wherever activities with children take place. It should be produced in Greek and English and, where relevant, in the languages of participating children. 

You have the right to be safe. 

At Citizens in Power we run workshops, projects and trips with children and young people. Whatever we do, keeping you safe comes first. Nobody is allowed to hurt you, frighten you, treat you unfairly or make you feel uncomfortable — and that includes the adults who work for us. 

What you can expect from us 

• Adults who work with you have signed rules about how they must behave. They will never be alone with you where nobody can see, will never contact you through their private accounts, and will never ask you to keep a secret from your parents or carers. 

• You decide about your own body. Nobody may touch you without asking you first, and you can always say no. 

• You decide about your photograph, your name and your story. You can change your mind at any time and we will take the material down. 

• You can join in the way that suits you best — talking, writing, drawing, or just listening. 

If something is wrong 

• Tell someone. You can speak to the safeguarding person for our organisation, or to any adult at the activity whom you trust. 

• You can write it down and put it in the reporting box at the activity, without giving your name. 

• You can send an email to safeguarding@citizensinpower.org. 

• You can call 112 in an emergency, anywhere in Europe, or the free child helpline 1466 (Hope for Children / Council Foni Helpline) 

• It is never your fault. You will not get into trouble for telling us, and we will not tell people who do not need to know. We will explain what will happen next, and we will come back to you to tell you what we did. 

Annex IX — Eurochild eleven-criteria self-assessment: CIP compliance record 

The table below records CIP’s self-assessment against the eleven minimum criteria set out in Annex 1 of the Eurochild Safeguarding Policy. Scoring: 0 = not implemented; 1 = partially implemented; 2 = implemented. Maximum score 22 points; Eurochild requires a minimum of 60 per cent (13 points). This annex is completed, dated and returned to the Eurochild Child Safeguarding Focal Person, together with the means of verification listed in the third column. 

Total score: ……… / 22   (……… %) 

Completed by: ………………………………………  Position: ………………………………………  Date: ……………………… 

Note on scoring. The indicative scores above reflect the provisions of this Policy as drafted. Before returning the self-assessment to Eurochild, the DSFP must verify for each criterion that the supporting evidence actually exists and is available; any criterion for which the documentation is not yet in place should be scored 1 rather than 2, with a dated action to complete it. Criteria 2, 4, 6, 7, 8, 9 and 11 depend on documents and records that must be produced or updated before the application is submitted. 

Gender Equality Plan

C.I.P. Citizens In Power (CIP) is an independent non-profit, non-governmental organization. CIP constitutes one of the leading organizations in Cyprus in the fields of global education, social innovation, entrepreneurship, STEM, and sustainable growth.

Our team designs and implements cross-sectoral, interdisciplinary approaches as a response to fundamental social, educational, and environmental challenges and policy gaps, mainly by employing technology transfer and operationalizing the research findings.

Humanity faces unprecedented socio-economic and environmental challenges. CIP has been striving to satisfy the needs of citizens without compromising the potential of future generations. Correspondingly, our values guarantee actions and promote methodological approaches which are able to bring about social, economic, and environmental prosperity.

Accordingly, CIP takes into account ethical issues in all Project phases (from design to final evaluation):

• Voluntary participation, self-determination, the autonomy of women and girls victims/survivors of SGBV, and the protection and recognition of their rights;
• Consent of target group as well as key stakeholders;
• Privacy – anonymity, confidentiality;
• Best interest of the girls;
• Responsible dissemination of the work and findings, survivors centred approach in designing and implementing activities.

These aspects include promoting gender equality, protecting the victims and survivors from avoiding re-traumatization and working for their best interests with their involvement and participation. Gender mainstreaming is ensured in each phase of the project, and particular attention is posed to avoid gender stereotypes and promote empowerment activities that look at women and girls as individuals with full potential, not as victims. Moreover, it is ensured the presence of women operators in managing protection and the care activities of the victims and survivors of SGBV. Specific measures will be taken to involve girl victims/survivors of SGBV, and activities with this target group will be developed in line with their needs and best interest.

GENERAL PRINCIPLES:

1. Following Article 28 of the Cypriot Constitution of 1960, we enshrine the principle of equal treatment and the prohibition of any form of direct and indirect discrimination on the ground of gender.
2. Promoting a gender-inclusive organizational culture and eliminating unconscious gender biases in all aspects of human resource management: recruitment, retention, career progression, work-life balance, care, and family life.
3. Following these 5 key areas of action:
   1. Equal economic independence for women and men;
   2. Equal pay for work of equal value;
   3. Equality in decision-making;
   4. Dignity, integrity, and ending gender-based violence;
   5. Promoting gender equality beyond the EU.
4. Creating awareness among the decision–making body to influence and ensure gender-sensitive internal processes and procedures.
5. Instigating the integration of sex and/or gender dimension into R&I content to increase excellence in research.
6. Working systematically to address gender challenges within the scope of the Foundation by taking transversal measures

At CIP, we aim to reinforce the clear importance of promoting a diversified company, work environment, and culture and understanding the relevance of more inclusive environments as critical and differentiating factors that fuel creativity, innovation, and excellent results. More than bringing together different points of view and ways of seeing the world, it is increasingly important to bring together all these dimensions, being consciously inclusive and, thus, gain competitive advantage.

Ethics Strategy

1. Purpose

The purpose of an ethics strategy is to outline an organization’s commitment to conducting its business in an ethical and responsible manner. It serves as a framework for guiding decision-making processes and actions within the organization, ensuring that ethical considerations are integrated into every aspect of its operations.

2. Methodology

2.1 Setting Ethical Standards

The ethical standards of the organization are distinctly outlined based on the company’s core values and regulations. Both organization’s practices and outreach activities are always aligned with organization’s vision, mission, and values which aim to benefit the wider society.

2.1.1 Employees’ Recruitment

We consider very important the selection of our employees and we conduct thorough background checks, including criminal record checks and reference checks, to verify the integrity and ethical conduct of potential employees.

2.1.2 Partners/Collaborators

In the pursuit of our project goals, the selection of partners and collaborators is a decision of paramount importance. We recognize that the ethical integrity of our partners directly influences the success and impact of our endeavors. By partnering with organizations and individuals who share our commitment to integrity, transparency, and social responsibility, we ensure that our projects are implemented with the highest ethical standards upheld at every stage. This diligent selection process not only safeguards our reputation but also enhances the effectiveness and sustainability of our efforts, ultimately leading to positive and meaningful outcomes for the communities we serve.

2.2. Building Ethical Awareness

Through visible policies, we aim to raise ethical awareness and promote ethical behavior. Some of the policies in place are GDPR-Privacy Notice, Child Protection Policy, and Gender Equality Plan. Furthermore, a Code of Conduct policy handbook has been created that outlines expected behaviors and ethical standards for all employees.

2.3. Implementation of Projects with a Positive Impact on Society

By implementing projects that have a positive impact on the community, we contribute to social progress and we try to make a meaningful difference in the world. We adopt a strategic approach to project implementation to maximize our impact, build stronger communities, and create a better future for all. Through collaboration, innovation, and commitment to our core values, we try to drive positive change.

2.3.1. Main Points Promoted Through the Projects’ Topics

• Focus on disadvantaged populations as well as marginalized social groups
• Inclusion of people with disabilities
• Sustainability and preservation of the natural environment
• Innovative and alternative teaching methods through technology and sustainable methods
• Promotion of Entrepreneurship, especially for groups with limited opportunities

2.3.2 Other Initiatives

• Komposto Initiative: Promoting the integration of composting in schools
• Organized blood donations
• Participation in clean-up & volunteering campaign

3. Strategic Objectives

Use of an evidence-based approach to optimize the effectiveness of education and outreach endeavors and proposals regarding standards, policies, and procedures, as well as matters concerning ethics and professionalism. This encompasses, among other things, implementing measures to enhance transparency and disclosure to manage conflicts of interest and mitigate other ethical risks.

Incorporating values, ethics, standards of conduct, and compliance into daily operations in a practical and pertinent way, utilizing professional knowledge, skills, and expertise. All departments share responsibility for embedding values, principles, and standards across the entire organization’s continuous improvement process.

Empower employees to uphold the organization’s values, principles, and standards by identifying and resolving ethical issues as part of their regular duties, through enhanced knowledge and skill development.

Citizens in Power (CIP) Reviewed: August 2026 | Next review: August 2028

1. Purpose

Citizens in Power (CIP) is a non-profit, non-governmental organisation based in Nicosia, Cyprus, active in the fields of education, science, digital innovation, civic participation and sustainable development. This policy sets out CIP’s commitment to minimising the environmental impact of its own operations and to promoting environmental awareness, sustainability competences and climate action through its projects, training activities and public engagement.

Through this policy, CIP aligns its practices with the European Green Deal, the Paris Agreement, the United Nations 2030 Agenda for Sustainable Development — in particular Sustainable Development Goals 4 (Quality Education), 12 (Responsible Consumption and Production) and 13 (Climate Action) — and the horizontal priority on environment and the fight against climate change embedded across European Union funding programmes.

2. Scope

This policy applies to all activities carried out by or on behalf of CIP, including office operations, training and educational activities, events, travel, procurement and the design and implementation of national and EU-funded projects. It covers members of the Board, staff, trainers, researchers, volunteers and interns. CIP further expects its partners, suppliers and contractors to respect the principles of this policy in their work with the organisation.

3. Guiding Principles

CIP applies the following principles in its environmental practice: prevention of environmental harm rather than remediation; continuous improvement of environmental performance; proportionality of measures to the size and nature of the organisation; and leading by example, recognising that, as an education and training provider, CIP’s own conduct is itself a learning resource for the communities it serves.

4. Commitments

4.1 Office operations and resources

CIP is committed to using energy, water and materials responsibly across its premises. This includes switching off equipment, lighting, heating and cooling when not in use; favouring energy-efficient equipment and lighting; conserving water; separating and recycling waste; reducing single-use plastics; handling electronic waste through appropriate recycling channels; and maintaining a digital-first, paper-light administration, with double-sided and black-and-white printing as the default where printing is unavoidable.

4.2 Travel and mobility

CIP applies a “virtual first” approach, assessing for every meeting whether physical travel is necessary or whether the purpose can be achieved online. Where travel is required, CIP combines purposes into single trips where possible, favours public transport, shared vehicles and lower-emission options, uses economy class for air travel, and considers rail alternatives for short and medium distances where feasible.

4.3 Events, training activities and meetings

CIP designs its events and training activities to minimise environmental impact by offering hybrid or online participation where appropriate; selecting venues accessible by public transport; minimising printed materials in favour of digital resources; avoiding single-use items; and, where catering is provided, favouring local, seasonal produce and always including vegetarian options.

4.4 Procurement

CIP integrates environmental considerations into purchasing decisions alongside value for money. Preference is given to durable, repairable and energy-efficient goods, products with recycled content or reduced packaging, and local suppliers where consistent with the principles of sound procurement.

4.5 Project design and implementation

CIP integrates environmental sustainability into the design and implementation of its projects, including those funded under EU programmes. This includes embedding green project management practices; prioritising digital tools for project meetings, dissemination and deliverables; developing educational content that fosters sustainability competences, in line with GreenComp, the European sustainability competence framework; and using its expertise in STEAM and non-formal education to strengthen climate and environmental awareness among learners, educators and the wider public.

4.6 Awareness and capacity building

CIP raises environmental awareness among its team through induction and periodic staff briefings, and shares good environmental practice with its partners across Europe.

5. Responsibilities

The Board of Directors approves this policy and ensures that its implementation is adequately supported. The management of CIP is responsible for embedding the policy in daily operations and project work. A designated Sustainability Focal Point coordinates implementation, gathers information on environmental practice and proposes improvements. All members of the CIP team are responsible for applying this policy in their work.

6. Monitoring and Review

CIP reviews its environmental practices annually, tracking indicators where feasible, such as paper and consumables procurement, the share of meetings held online, and waste separation practices. This policy is reviewed at least every two years, or earlier where significant operational, legislative or funding-related changes so require.

7. Communication

This policy is published on the CIP website, communicated to all staff, volunteers and interns, and shared with partners, suppliers and contractors where relevant. CIP references this policy in its project applications and partnership agreements as part of its organisational commitment to the environmental objectives of the European Union.

8. Related Documents

This policy operates alongside CIP’s Ethics Strategy, GDPR Privacy Notice, Child Protection Policy, Gender Equality Plan and Anti-Corruption and Conflict of Interest Policy.

Citizens in Power (CIP)Alexias 24, Lakatamia 2304, Nicosia, Cyprus Email: info@citizensinpower.org

Citizens in Power (CIP) Reviewed: August 2026 | Next review: August 2028

1. Purpose and Commitment

Citizens in Power (CIP) is a non-profit, non-governmental organisation based in Nicosia, Cyprus. CIP applies a zero-tolerance approach to corruption, bribery and fraud in all their forms. Integrity, transparency and accountability are preconditions for the fulfilment of CIP’s mission and for the sound management of the public funds — in particular European Union funds — entrusted to the organisation.

This policy reflects the principles of the United Nations Convention against Corruption, applicable legislation of the Republic of Cyprus, and the obligations arising from EU grant agreements, including sound financial management and the prevention of fraud, corruption and conflicts of interest.

2. Scope

This policy applies to members of the Board, employees, trainers, researchers, volunteers and interns of CIP, as well as to external experts, contractors and suppliers when acting for or on behalf of the organisation. It covers all activities of CIP, including nationally and EU-funded projects, procurement, recruitment, partnerships and financial management.

3. Definitions

Corruption is the abuse of entrusted power for private gain.

Bribery is the offering, promising, giving, requesting or accepting of an undue advantage — financial or otherwise — in order to influence the actions or decisions of any person.

Fraud is any intentional act or omission of deception intended to secure an unjust or illegal advantage or to cause loss to another party, including the use of false statements or documents and the misuse of funds or assets.

Facilitation payments are small, unofficial payments made to secure or speed up routine actions. CIP prohibits facilitation payments in all circumstances.

Conflict of interest exists where the impartial and objective exercise of a person’s functions is compromised, or could reasonably be perceived to be compromised, for reasons involving family, emotional life, political or national affinity, economic interest or any other direct or indirect personal interest. This policy covers actual, potential and perceived conflicts of interest.

4. Prohibited Conduct

No person covered by this policy shall engage in bribery in any form, kickbacks, facilitation payments, embezzlement or misappropriation of funds or assets, favouritism or nepotism, collusion or manipulation in procurement, falsification of records, timesheets, deliverables or supporting documents, misuse of grant funds, or money laundering.

5. Gifts and Hospitality

Members of the CIP team shall not solicit gifts or hospitality in connection with their functions. Modest and customary gifts or hospitality of a symbolic value of up to approximately fifty euro (€50) may be accepted, provided they are occasional, transparent and incapable of influencing, or appearing to influence, any decision. Gifts or hospitality exceeding this value must be declared to management and recorded. Gifts of cash or cash equivalents are never acceptable. No gifts or hospitality may be accepted from any party involved in an ongoing procurement, recruitment or evaluation process in which CIP participates.

6. Management of Conflicts of Interest

Every person covered by this policy has a duty to declare, without delay and in writing, any actual, potential or perceived conflict of interest to their line management or, in the case of Board members, to the Board.

Written declarations of absence of conflict of interest are completed by persons participating in procurement panels, recruitment and selection panels, evaluations and other sensitive decision-making processes. Persons in a situation of conflict of interest withdraw from the relevant decision-making process, and the mitigating measures taken are documented.

Particular vigilance is applied in recruitment, procurement, subcontracting, the selection of partners and experts, and the management of project budgets.

7. Financial Controls and Procurement

CIP applies the four-eyes principle to financial commitments and payments and ensures an appropriate segregation of duties. Procurement is conducted on the basis of best value for money, transparency, non-discrimination and equal treatment, with documented offers or tenders in accordance with CIP’s internal financial procedures and the rules of the relevant funding programme. CIP maintains accurate and complete books, records and supporting documentation and retains them for the periods required by law and by the applicable grant agreements.

8. EU-Funded Projects

In the implementation of EU-funded projects, CIP complies fully with the obligations of the applicable grant agreements. CIP does not submit false or misleading information to granting authorities; cooperates fully with checks, reviews, audits and investigations carried out by the granting authorities, the European Commission, the European Court of Auditors, the European Anti-Fraud Office (OLAF) and the European Public Prosecutor’s Office (EPPO); and promptly informs the granting authority of suspected fraud or irregularities affecting EU funds, in accordance with its contractual obligations.

9. Reporting Concerns and Protection of Reporting Persons

Any person who becomes aware of, or reasonably suspects, corruption, bribery, fraud or an undeclared conflict of interest in connection with CIP’s activities is encouraged to report it to the management of CIP or, where the concern involves management, directly to the Board. Reports may be made in person, in writing or by email to info@citizensinpower.org.

All reports are handled confidentially, impartially and promptly. CIP does not tolerate retaliation of any kind against persons who report concerns in good faith, in line with Directive (EU) 2019/1937 on the protection of persons who report breaches of Union law and the corresponding legislation of the Republic of Cyprus. Anonymous reports are considered where they contain sufficient information to allow examination. Knowingly false or malicious reports constitute a disciplinary matter.

10. Breaches and Sanctions

Breaches of this policy result in disciplinary action, up to and including dismissal, and in the termination of contracts or cooperation with external parties. Where warranted, CIP recovers losses and refers the matter to the competent national authorities, including the Cyprus Police and the Independent Authority against Corruption, and informs the relevant granting authorities.

11. Training and Awareness

This policy is presented to all new members of the CIP team upon induction. Periodic awareness sessions are provided, with particular attention to staff involved in financial management, procurement and project management.

12. Governance and Review

The Board of Directors of CIP owns this policy and reviews it at least every two years, or earlier where changes in legislation, funder requirements or the organisation’s activities so require. The management of CIP is responsible for its day-to-day implementation.

13. Related Documents

This policy operates alongside CIP’s Ethics Strategy, internal financial procedures, GDPR Privacy Notice, Child Protection Policy, Gender Equality Plan and Environmental Sustainability Policy.

Citizens in Power (CIP)Alexias 24, Lakatamia 2304, Nicosia, Cyprus Email: info@citizensinpower.org