Child Protection Policy

Introduction

At 8D | Research + Design = Impact, we are dedicated to supporting researchers and professionals in translating complex knowledge into tools that drive meaningful societal change. In doing so, we often engage with audiences that include children and young people, whether directly through our co-creation activities, user testing, or indirectly through the use of our games and learning tools.

This Child Protection Policy is our commitment to safeguarding the rights, dignity, and safety of all children who interact with our work. It is developed in accordance with the Keeping Children Safe International Child Safeguarding Standards, and reflects applicable Dutch and European legal and ethical frameworks. We strive to create both digital and physical environments that are secure, inclusive, and empowering for all young individuals.

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Purpose of this Policy

This Child Protection Policy aims to:

• Promote the safety, dignity, and wellbeing of all children who may interact with our games, design processes, and project activities.
• Provide clear and practical guidance to our team members, freelancers, and collaborators on preventing and responding to child protection concerns.
• Ensure transparent procedures and accountability in managing safeguarding issues.

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Legal & Policy Frameworks

This policy is informed by:

• The UN Convention on the Rights of the Child
• The EU Charter of Fundamental Rights
• The European Commission Child Safeguarding Standards (2022)
• Dutch child protection law and digital safety legislation
• The General Data Protection Regulation (GDPR)

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Scope

This policy applies to all individuals acting on behalf of 8D, including core staff, co-creators, contractors, interns, researchers, and volunteers regardless of project location or employment type.

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Key Definitions

• Child: Any individual under 18 years of age.
• Child Protection: Measures and actions aimed at preventing and responding to abuse, exploitation, neglect, or violence against children.
• Abuse: Physical, emotional, sexual abuse or neglect.
• Designated Safeguarding Lead (DSL): The appointed person responsible for managing child safeguarding concerns within the organisation.

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Policy Statement

At 8D | Research + Design = Impact, we are committed to:

• Creating safe and inspiring spaces: Whether we’re prototyping a new educational game, facilitating co-creation sessions, or testing with youth participants, we ensure all children are respected, heard, and valued.
  
• Proactive risk prevention: From the earliest design stages, we apply safety-by-design principles and involve experts in child development and digital safety.
  
• Building a culture of awareness: Everyone we work with is expected to understand their role in safeguarding and take immediate action on concerns. We value openness, accountability, and shared responsibility.

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Roles and Responsibilities

Leadership

The management team at 8D holds overall accountability for safeguarding children. Leadership is responsible for policy implementation, continuous improvement, and resource allocation for staff training and risk assessment.

All Staff, Freelancers, and Partners

All individuals acting on behalf of 8D must:

• Adhere to this policy at all times
  
• Participate in safeguarding training and updates
  
• Immediately report any concerns related to the safety of a child
  

Designated Safeguarding Lead (DSL)

Name: Johan van der Meulen
Email: johan@8d.nl

The DSL acts as the central point of contact for all safeguarding issues. Responsibilities include receiving, documenting, and responding to concerns, as well as contacting relevant authorities when required by Dutch or EU law.

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Code of Conduct

All individuals representing 8D are expected to:

• Treat children and young people with respect, dignity, and equity
  
• Maintain appropriate professional boundaries at all times
  
• Avoid one-on-one unsupervised contact with children unless specifically approved
  
• Report any concerns, disclosures, or incidents of abuse or potential harm without delay

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Reporting Procedures

1. Immediate Action
   Any concern about the safety of a child must be reported immediately to the DSL.
2. Documentation
   The DSL will log the concern in a secure and confidential safeguarding report file.
3. Escalation
   If deemed necessary, the DSL will involve appropriate authorities such as Veilig Thuis, the Jeugdzorg, or other designated child protection services in the Netherlands.
4. Support and Follow-Up
   Support will be offered to those raising concerns and to the child involved, where appropriate.

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Confidentiality and Data Protection

Safeguarding concerns are handled confidentially, in line with GDPR. Information will be shared only with those directly involved in managing the concern or required to take legal action. The child’s welfare is always prioritised.

Records are:

• Stored securely
• Accessed only by the DSL and designated personnel
• Retained according to Dutch and EU legal requirements

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Whistleblowing and Protection

8D encourages a speak-up culture where team members and collaborators feel empowered to report concerns in good faith. No retaliation will be tolerated against individuals who raise concerns responsibly.

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Record Keeping

• All reports, actions, and outcomes are logged and maintained by the DSL
  
• Documentation is GDPR-compliant and reviewed during each policy cycle

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Review & Approval

This policy is reviewed every two years or earlier in response to legal changes or lessons learned from incidents. The DSL leads the review in consultation with leadership and external advisors if needed.

Approved by:
Johan van der Meulen
Innovation Director
8D | Research + Design = Impact
Date: 18 April 2025