Safeguarding & Employee Screening Policy

Company name: Be Clean Services Limited
Company number: 15045016
Director: Ludiata Wasansua
Registered office: Flat 3, 44a Cavendish Street, Manchester, M15 6BQ
Policy owner: Director
Approval authority: Director, Be Clean Services Limited
Effective date: 14 October 2026
Review date: 14 October 2027
Version: 1.0

1. Policy Statement

Be Clean Services Limited is committed to providing safe, professional and reliable cleaning services while protecting the welfare, dignity, rights and safety of its employees, clients, members of the public and any children or adults at risk who may come into contact with its services.

The Company recognises that appropriate employee screening, safer recruitment, staff training, supervision and clear reporting procedures are essential to preventing abuse, neglect, exploitation, misconduct, theft, discrimination and other safeguarding risks.

The Company will take reasonable and proportionate steps to verify the identity, suitability, qualifications and employment eligibility of prospective employees and relevant contractors before allowing them to undertake work on its behalf.

All screening and safeguarding measures will be conducted fairly, consistently and in accordance with applicable UK legislation and guidance.

2. Purpose

The purpose of this policy is to:

Protect clients, employees and members of the public from harm, abuse, neglect and exploitation.
Establish clear employee screening and safer recruitment procedures.
Verify the identity and legal right to work of prospective employees.
Obtain references and verify relevant employment history where appropriate.
Conduct Disclosure and Barring Service (DBS) checks where legally permitted and appropriate to the role.
Ensure employees understand their safeguarding responsibilities.
Provide clear procedures for reporting and responding to safeguarding concerns.
Protect confidential personal information collected during recruitment and employment.
Maintain professional standards, accountability and trust in the Company’s cleaning services.

3. Scope

This policy applies to:

All permanent and temporary employees.
Part-time and full-time cleaning staff.
Supervisors, managers and administrative personnel.
Agency workers engaged by the Company.
Contractors and subcontractors, where appropriate to their duties and contractual arrangements.
Any other person carrying out work on behalf of Be Clean Services Limited.

The level of screening and safeguarding measures applied will depend on the duties, location, level of responsibility and risks associated with the role.

4. Definitions

Safeguarding: Measures taken to protect people, particularly children and adults at risk, from abuse, neglect, exploitation and avoidable harm.

Employee screening: The process of verifying an individual’s identity, employment eligibility, employment history, references and other relevant information before or during employment.

DBS check: A criminal record check provided by the Disclosure and Barring Service at a level permitted for the particular role.

Adult at risk: An adult who may be unable to protect themselves from abuse, neglect or exploitation because of their circumstances or care and support needs.

Safeguarding concern: Any information, observation, allegation or incident that suggests a person may be at risk of harm, abuse, neglect or exploitation.

5. Responsibilities

5.1 Director

The Director, Ludiata Wasansua, is responsible for overseeing the implementation of this policy and ensuring that appropriate arrangements are in place.

The Director will:

Ensure recruitment and screening procedures are followed.
Determine the appropriate level of screening for each role.
Ensure right-to-work checks are completed as required by law.
Assess DBS eligibility where relevant.
Ensure safeguarding concerns are investigated and referred to appropriate authorities when necessary.
Ensure staff receive suitable induction and safeguarding guidance.
Maintain appropriate and secure employee records.
Review this policy at least annually and following significant incidents or relevant legal changes.

5.2 Managers and Supervisors

Managers and supervisors must:

Follow the Company’s recruitment and safeguarding procedures.
Ensure staff understand the standards expected of them.
Monitor conduct and compliance with client requirements.
Report suspected abuse, misconduct or safeguarding risks promptly.
Take appropriate action to protect individuals from immediate harm.
Maintain confidentiality when handling safeguarding information.

5.3 Employees and Contractors

All employees and relevant contractors must:

Treat clients, colleagues and members of the public with dignity and respect.
Follow this policy and any site-specific safeguarding procedures.
Maintain appropriate professional boundaries.
Respect client confidentiality and personal property.
Report safeguarding concerns, suspected abuse, unsafe practices or misconduct.
Cooperate honestly with lawful screening and investigation procedures.
Complete required training and follow reasonable management instructions relating to safeguarding.

6. Safer Recruitment and Employee Screening

The Company will apply a proportionate screening process to candidates before confirming their suitability for employment.

Depending on the role, screening may include the following checks.

6.1 Application and Identity Verification

Applicants may be required to provide appropriate evidence of their identity and contact details.

The Company will verify identity using suitable documents or approved digital verification methods where applicable.

Any discrepancies, inconsistencies or concerns identified during the process will be clarified before a recruitment decision is made.

Original documents will be inspected where required by the relevant verification procedure.

6.2 Right-to-Work Checks

The Company will complete the legally required right-to-work checks before employment begins, using an appropriate Home Office-approved method.

Where applicable, the Company will:

Verify acceptable identity and immigration documents or use an approved online checking service.
Follow the applicable Home Office procedure for the individual’s immigration status.
Conduct follow-up checks where legally required.
Keep appropriate evidence of completed checks for the legally required retention period.
Apply the checks consistently and avoid unlawful discrimination.

No person will be employed in circumstances where the Company knows that doing so would be unlawful under applicable right-to-work legislation.

6.3 Employment History

Where appropriate, applicants may be asked to provide details of their previous employment, relevant experience and any significant gaps in their employment history.

The Company may request clarification of gaps or inconsistencies where this is relevant to the position.

Employment history will be assessed fairly and in the context of the role being offered.

6.4 References

The Company may request references from previous employers or other appropriate referees.

References may be used to verify:

Previous employment and job responsibilities.
Reliability and attendance, where relevant.
Professional conduct and suitability for the role.
Relevant experience and performance.

Any adverse information received will be assessed objectively and fairly before a recruitment decision is made.

6.5 Qualifications and Training

Where a role requires particular qualifications, certificates or specialist training, the Company may verify the relevant credentials.

This may include health and safety training, cleaning-related qualifications, specialist cleaning competencies or other requirements specified by a client or contract.

6.6 DBS and Criminal Record Checks

The Company recognises that criminal record checks must be requested and used lawfully.

A DBS check will be considered where it is relevant to the position, proportionate to the risks involved and legally permitted.

The Company will:

Assess the duties and eligibility of the position before requesting a DBS check.
Request only the level of check permitted for that role.
Obtain and process information in accordance with applicable legislation and DBS guidance.
Consider relevant information fairly and individually.
Protect criminal record information against unauthorised access or disclosure.

A Basic DBS check may be considered where appropriate. Standard or Enhanced DBS checks, including barred list checks, will only be requested where the particular role is legally eligible.

A cleaning position does not automatically qualify for a Standard or Enhanced DBS check simply because the employee works at a client’s premises. Eligibility must be assessed against the actual duties and applicable legal criteria.

Where a check identifies information relevant to suitability, the Company will consider the nature and relevance of the information, its age, the circumstances involved and the requirements of the role before making a decision.

The existence of a conviction will not automatically result in rejection unless the law or specific circumstances justify that outcome.

6.7 Agency Workers and Subcontractors

Where the Company engages agency workers or subcontractors, it will establish appropriate contractual arrangements to confirm that the relevant screening requirements have been met.

The Company may request confirmation of identity verification, right-to-work checks, references, training or DBS checks where appropriate and lawful.

Responsibility for individual checks will be clearly allocated between the Company and the relevant agency or contractor.

7. Conditional Employment and Outstanding Checks

Where appropriate and lawful, an offer of employment may be conditional on satisfactory completion of the relevant screening checks.

Employees will not be permitted to undertake duties for which mandatory legal or contractual clearance has not been obtained.

Where a check remains outstanding, the Company may delay the employee’s start date, restrict duties or allocate alternative work, provided that any decision is lawful and consistent with the employment contract.

Any interim arrangement involving work with children or adults at risk must be assessed carefully and must not breach applicable safeguarding or eligibility requirements.

8. Safeguarding Standards and Professional Conduct

All employees must maintain high standards of personal and professional conduct while working on Company premises, at client sites or when representing the Company.

Employees must:

Treat every individual fairly, respectfully and without discrimination.
Respect privacy, dignity, personal boundaries and confidentiality.
Avoid threatening, abusive, intimidating or inappropriate behaviour.
Never engage in physical, emotional, sexual, financial or discriminatory abuse.
Never exploit a client’s vulnerability, circumstances or trust.
Never misuse access to client premises, keys, alarm codes, personal belongings or confidential information.
Avoid unnecessary physical contact and inappropriate personal relationships arising from a position of trust.
Follow client-specific site rules and safeguarding instructions.
Report unsafe conditions, suspicious conduct or potential safeguarding concerns promptly.

Employees must not use their position to obtain personal, financial or other improper benefits from clients.

9. Safeguarding in Cleaning Environments

The Company recognises that cleaning staff may work in offices, residential buildings, commercial premises and other environments where clients, visitors, children or adults at risk may be present.

Employees must take particular care when:

Working in occupied residential or care-related premises.
Entering private rooms or areas where individuals may be present.
Working around children or adults who may require additional protection.
Handling personal documents, medication, valuables or confidential material encountered during cleaning.
Using keys, access cards, security codes or other means of entering premises.
Working alone or outside normal business hours.

Employees must not search personal belongings, read private documents, photograph clients or access personal information unless specifically authorised and necessary for their duties.

Any suspected theft, abuse, exploitation, inappropriate access or breach of client trust must be reported promptly.

10. Recognising Abuse and Neglect

Employees should be alert to possible signs of abuse or neglect, including:

Unexplained injuries or repeated signs of harm.
Fear, distress or significant changes in behaviour.
Signs of intimidation, coercion or controlling behaviour.
Suspected financial exploitation or theft.
Inappropriate sexual behaviour or boundary violations.
Unsafe living conditions or apparent neglect.
Disclosures by a person that they are being harmed or threatened.

These signs do not automatically establish that abuse has occurred. Employees should report reasonable concerns without attempting to make their own formal determination.

11. Reporting Safeguarding Concerns

All employees have a responsibility to report safeguarding concerns as soon as reasonably possible.

The reporting procedure is as follows:

Step 1: Protect the individual. If anyone is in immediate danger or requires urgent medical assistance, contact the emergency services on 999.

Step 2: Report the concern. Inform the Director, Ludiata Wasansua, as soon as possible. If the Director is implicated in the concern or reporting to the Director would be unsafe, report directly to the relevant safeguarding authority, police or other appropriate independent body.

Step 3: Record the facts. Document what was seen, heard or disclosed, including dates, times, locations and the individuals involved, where known. Distinguish direct observations from information reported by others.

Step 4: Preserve confidentiality. Share information only with people who need it to protect the individual or respond appropriately.

Step 5: Escalate where necessary. The Company will contact the police, local authority safeguarding team, emergency services or other relevant authority when the circumstances require it.

Employees must not delay reporting while attempting to investigate a concern themselves.

Where a person discloses abuse, employees should listen calmly, take the disclosure seriously, avoid leading questions and not promise absolute secrecy.

12. Allegations Against Employees

All allegations of abuse, misconduct or inappropriate behaviour involving an employee, contractor or representative of the Company will be treated seriously.

The Company will:

Assess any immediate risk and take appropriate protective action.
Record the allegation and relevant information accurately.
Refer the matter to the appropriate authority where required.
Conduct a fair and proportionate internal investigation where appropriate.
Give the individual concerned a fair opportunity to respond, subject to safeguarding and legal requirements.
Maintain confidentiality to the extent reasonably possible.
Consider appropriate interim measures, including temporary changes to duties or suspension where justified and lawful.
Take appropriate disciplinary or contractual action where allegations are substantiated.

The Company will not tolerate retaliation against anyone who raises a genuine safeguarding concern in good faith.

13. Whistleblowing and Protection from Retaliation

Employees are encouraged to report wrongdoing, unsafe practices, suspected abuse, fraud, theft or failures to follow this policy.

Concerns may be raised with the Director or, where appropriate, with an external authority.

No employee should be subjected to victimisation or retaliation for raising a genuine concern in good faith or assisting with an investigation.

Reports will be handled sensitively and, where reasonably possible, the identity of the person raising the concern will be protected.

Nothing in this policy prevents an employee from contacting the police, a safeguarding authority or another appropriate external body.

14. Training, Induction and Supervision

The Company will provide employees with appropriate induction and guidance concerning their responsibilities.

Depending on the role and work environment, this may include:

Safeguarding awareness.
Recognising and reporting abuse or neglect.
Professional boundaries and confidentiality.
Health and safety procedures.
Safe use of cleaning chemicals and equipment.
Site access and security arrangements.
Reporting incidents, accidents and near misses.
Client-specific safeguarding requirements.

The Company will provide additional training where the duties, client requirements or identified risks make it necessary.

Supervisors will monitor compliance with this policy and address any training or conduct concerns.

15. Lone Working and Site Security

Where employees work alone, outside normal working hours or at premises with restricted access, the Company will take reasonable and proportionate steps to manage the associated risks.

Measures may include:

Appropriate access authorisation and key control.
Clear procedures for entering and leaving client premises.
Communication arrangements for lone workers.
Risk assessments and site-specific instructions.
Procedures for reporting suspicious activity or security incidents.
Restrictions on access to areas outside the employee’s authorised duties.

Employees must not share access codes, lend keys or permit unauthorised persons to enter client premises.

16. Data Protection and Confidentiality

The Company will process employee and applicant information in accordance with applicable UK data protection legislation, including the UK GDPR and Data Protection Act 2018, as amended where applicable.

Personal information collected during recruitment and screening will be:

Collected for specified and legitimate purposes.
Relevant and limited to what is necessary.
Accurate and kept up to date where appropriate.
Stored securely with access restricted to authorised persons.
Retained only for an appropriate period in accordance with legal obligations and the Company’s retention arrangements.
Disclosed only where lawful and necessary.

Criminal record information will receive additional protection and will only be processed where the relevant legal requirements are satisfied.

The Company will inform applicants and employees about how their personal information is used and how they may exercise their applicable data protection rights.

Employees must not disclose confidential information about clients, colleagues, applicants or safeguarding matters without proper authority.

17. Equality, Fairness and Non-Discrimination

The Company is committed to fair recruitment and employment practices.

Screening decisions will be relevant to the role and based on objective criteria. The Company will not unlawfully discriminate on grounds protected by the Equality Act 2010 or other applicable legislation.

Reasonable adjustments will be considered where required during recruitment and employment.

Applicants will be assessed on their suitability, experience, qualifications, legal eligibility and the requirements of the role.

18. Failure to Comply

Failure to comply with this policy may result in appropriate action, depending on the circumstances.

Such action may include:

Additional training or supervision.
Formal investigation.
Disciplinary action, up to and including dismissal where justified.
Removal from a client assignment.
Termination of a contractor or agency arrangement.
Referral to the police, DBS or another relevant authority where legally appropriate or required.

Any action taken will follow applicable law, contractual requirements and the Company’s relevant procedures.

19. Policy Monitoring and Review

The Director will review this policy at least annually and sooner where necessary, including following:

A significant safeguarding incident.
Changes in the Company’s services or client requirements.
Changes in applicable legislation or official guidance.
Findings from an internal review or external audit.
Evidence that existing procedures require improvement.

The Company will take reasonable steps to ensure that the policy remains suitable, effective and proportionate to the nature of its operations.

20. Related Legislation and Guidance

This policy should be read alongside applicable legislation and official guidance, including:

Safeguarding Vulnerable Groups Act 2006, as amended.
Rehabilitation of Offenders Act 1974 and relevant exceptions legislation.
Police Act 1997, where applicable to criminal record checks.
Equality Act 2010.
Employment Rights Act 1996.
Immigration, Asylum and Nationality Act 2006 and applicable right-to-work requirements.
UK General Data Protection Regulation and Data Protection Act 2018.
Relevant health and safety legislation.
Applicable government and Disclosure and Barring Service guidance.

21. Approval and Declaration

This policy is approved for use by Be Clean Services Limited and applies to all relevant employees, contractors and other persons working on behalf of the Company.

The Company expects all relevant personnel to familiarise themselves with this policy and comply with its requirements.

Approved by: Ludiata Wasansua
Position: Director
Company: Be Clean Services Limited
Company number: 15045016

Signature: ______________________________________

Date: ___________________________________________

Employee Acknowledgement

I confirm that I have received, read and understood the Safeguarding & Employee Screening Policy of Be Clean Services Limited. I understand my responsibilities under this policy and agree to comply with its requirements.

Employee name: __________________________________

Job title: ________________________________________

Signature: ______________________________________

Date: ___________________________________________

View all policies · Contact us

News