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Safeguarding

Our role in safeguarding as a software supplier, how the Service supports agencies' safer recruitment, and what our people do if they see a concern.

Our role

Templace is a software company. We are not an employment business, we do not supply workers, and we do not work directly with children or adults at risk. The agencies that use the Service are responsible for their own safeguarding, for the checks they carry out, and for their decisions about who to supply.

We still have a part to play. The Service holds the records agencies use to show that the people they supply are safe to work. And the people who work for us may see information about children or adults at risk while giving support. This policy covers both.

How the Service supports agencies

The Service gives agencies the tools to carry out and record safer-recruitment checks and keep them up to date. They include:

  • compliance checks for each candidate and worker, with every entry and change recorded in the agency's audit trail;
  • tracking of each worker's Disclosure and Barring Service (DBS) check;
  • the records schools look for under Keeping children safe in education (KCSIE), the Department for Education's statutory guidance for schools and colleges in England. Its 2026 edition came into force on 1 September 2026. KCSIE requires a school to obtain written notification from an agency that the agency has carried out the checks the school would otherwise carry out itself;
  • records of allergy awareness and emergency response training, which schools in England look for under the allergy safety requirements known as Benedict's Law, in place from September 2026;
  • records of the Oliver McGowan Mandatory Training on Learning Disability and Autism. The Health and Care Act 2022 requires health and adult social care providers registered with the Care Quality Commission in England to make sure their staff receive training on learning disability and autism suited to their role;
  • safer-recruitment records, such as identity, right to work, references, qualifications, employment history and the reasons for any gaps.

What the Service does not do

The agency decides which checks each role needs and whether a person is safe to work. The Service records what the agency's users enter; it does not make that decision.

When the Service reads an uploaded certificate or licence, it produces a proposal. A person at the agency compares it with the picture and confirms, corrects or discards it. Nothing read is written to a record without that step.

Identity documents, right-to-work evidence and criminal-record certificates (DBS, PVG and AccessNI) are never sent to an AI model, and a file that looks like one is refused. AI output is a draft or suggestion for a person to check, never a decision about whether someone is safe to work.

If you see a concern while giving support

The people who work for us enter an agency's system only when the agency invites us, or on the reserved grounds in our data access policy. While there, you may see information suggesting that a child or an adult at risk is being harmed or is at risk of harm, or that a worker may not be safe to work with them. If you do:

  • If anyone is in immediate danger, call 999.
  • Otherwise, report your concern to the agency's designated safeguarding lead the same working day. If you do not know who that is, ask the agency's main contact who it is, without sharing the details with anyone else.
  • If the concern is about the agency itself, or its designated safeguarding lead, tell the Director, who will contact the local council's children's or adult social care team, or the police.
  • If the designated safeguarding lead cannot be reached and the concern is urgent, contact the local council's children's or adult social care team, or the police on 101.
  • Tell the Director the same day that you have made a report.
  • Write down what you saw, where in the Service, when, and who you reported it to. Stick to the facts, and keep the note only where the Director tells you, not on your own device.
  • Do not investigate, do not contact the child, adult or worker concerned, and do not change any record yourself.

Confidentiality and sharing information

Safeguarding information is sensitive. Share it only with the people who need it to keep someone safe: the agency's designated safeguarding lead, the Director and, where needed, the authorities. Do not discuss it with anyone else, inside or outside Templace.

Data protection law does not stop you sharing information when that is needed to keep a child or an adult at risk safe.

Our own people

Everyone who works for us is bound by confidentiality and reaches agency data only under our access rules, with every entry recorded against them in the agency's audit trail. Everyone reads this policy when they start and whenever it changes, and the Director makes sure they know how to report a concern.

Responsibility and review

The Director is our safeguarding contact and is responsible for this policy. Questions go to terry@hilliernet.co.uk or 07789 938284. The Director reviews this policy at least once a year, and sooner when KCSIE or other safeguarding guidance changes.

Safeguarding · version 1.0 · approved 27/10/2026 · next review 27/10/2027. Templace is a trading name of TWH Holdings Limited, company number 10663539, Meadway, Mill Road, Writhlington, Radstock, BA3 5TY.