Safeguarding concern log

Studio: [STUDIO NAME]

Use this template to document any safeguarding concern, coercion, exploitation, vulnerable adult or minor at risk, signs of trafficking, signs of domestic abuse, suicidality, or any other safeguarding signal observed during a client interaction. Complete one sheet per concern. File securely. Restricted access.

1. Basic detail

Field	Information
Date concern arose
Time
Concern raised by (staff member)
Concern witnessed by (other staff if any)
Client (if relevant, name, DOB)
Other person of concern (if relevant)
Location	□ Consultation □ Session □ Reception □ Other:

2. What was observed

Write specifically what was seen, said, or noted. Use direct quotes where possible.

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3. Type of concern

Tick all that apply:

• Suspected coercion (client appears under pressure from another person)
• Suspected trafficking / modern slavery (branding tattoo, controller present, etc.)
• Suspected domestic abuse
• Suspected sexual exploitation
• Suspected minor (under 18) at risk
• Vulnerable adult (mental health, learning disability, etc.)
• Suicidality or self-harm indicators
• Acute mental health distress
• Substance misuse suggesting risk
• Other safeguarding concern: ____________________

4. Immediate actions taken

Action	Time	By whom
Procedure paused / declined
Client spoken to in private
Crisis support resources offered
Other action

5. Resources offered or signposted

Tick if offered to client:

• Samaritans (116 123)
• Modern Slavery Helpline (08000 121 700)
• National Domestic Abuse Helpline / Refuge (0808 2000 247)
• Galop LGBT+ (0800 999 5428)
• Survivors UK (0800 132 1118)
• Rape Crisis (0808 802 9999)
• NSPCC (0808 800 5000)
• Local adult safeguarding (specify)
• Crisis card with multiple numbers
• Other: ____________________

6. External reporting

Report	Made?	Date	Reference	Notes
Police 101 (non-emergency)	Y/N
Police 999 (emergency)	Y/N
Modern Slavery Helpline	Y/N
Local Authority Adult Safeguarding	Y/N
LADO (if child concern)	Y/N
NSPCC	Y/N
Other agency:	Y/N

7. Decision on continuing the booking

Decision	Rationale
□ Procedure declined entirely
□ Procedure deferred to future date
□ Procedure continued
□ Future bookings declined

8. Risk to staff

Issue	Detail
Did the situation pose any risk to staff?	Y/N
If yes, what action taken?
Was any threatening behaviour observed?	Y/N
If yes, recorded for future reference?	Y/N

9. Studio review

• Discussed at staff meeting: Y/N, date:
• Lessons applied to policy or training:
• Any external supervision or advice sought:

10. Sign-off

Completed by: ____________________
Role: ____________________
Date: ____________________
Signature: ____________________

Studio principal sign-off: ____________________
Date: ____________________
Action taken / next steps: ____________________

11. Retention

This log is retained securely under UK GDPR / Data Protection Act 2018 special-category-data handling:

• Restricted access (named staff only).
• Encrypted digital storage or locked physical storage.
• Retention period: minimum 6 years (matching personal injury limitation), longer if safeguarding referral was made or external proceedings are foreseeable.

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Cross-reference

• Safeguarding, coercion and refusal in intimate work, recognition of coercion patterns
• Boundaries and difficult clients, refusal grounds framework
• Studio policy for intimate work, broader policy context

Adaptation notes for studios: keep blank copies in the staff area. Train every team member on when and how to use them. The act of documenting concerns is itself a safeguarding measure, it creates evidence, identifies patterns, and protects the studio from later questions.