Safeguarding Policy
1. Scope
1.1 This policy applies to all guests, visitors, contractors and staff at Gwarmacwydd and to every booking, by whatever channel it is made. It applies from the time of booking and throughout the stay.
1.2 Gwarmacwydd is a working farm and a family destination. It is not self-check-in accommodation. We know who is staying on the farm at all times, and one of the owners is resident on site throughout the year.
2. Designated Safeguarding Lead
2.1 One of the owners is the Designated Safeguarding Lead and is identified in the welcome brochure in each cottage.
2.2 Any concern relating to the welfare of a child or an adult at risk — whether a guest, a visitor, a contractor or a member of staff — must be reported to the Designated Safeguarding Lead without delay: 01437 563260 during office hours, 01437 563839 at all other times, or in person at the farmhouse.
2.3 It is our policy to record and investigate any incident or allegation of concern relating to a child or an adult at risk on the farm, and to refer the matter to the appropriate statutory authority where we consider it necessary.
3. Check-in and occupancy
3.1 Online check-in must be completed before arrival for every booking. The lead guest must confirm their identity and provide the names of all persons who will be staying.
3.2 The cottage location, the key access code and the WiFi password are released only on completion of check-in.
3.3 Bookings made on behalf of a third party are not accepted. The lead guest must be present for the duration of the stay.
3.4 Occupancy must not exceed the number of persons booked. We reserve the right to refuse entry to, or require the departure of, any person who has not been declared at check-in.
4. Conduct during the stay
4.1 Parents and carers are responsible for the supervision of their children at all times. The rules of the farm are set out in the Farm Safety briefing, which every guest is required to read before exploring the farm.
4.2 Guests must not photograph or film children other than their own without the consent of a parent or carer.
4.3 Housekeeping and maintenance staff will not enter a cottage in which children are present without an adult.
4.4 All staff training, including safeguarding awareness, is managed directly by the owners. All staff live locally.
5. Groups and educational visits
5.1 The leader of any group, school or study party is responsible for the supervision of the party, for adult-to-child ratios, and for the group’s own safeguarding procedures. Arrangements for the visit are agreed with the owners in advance.
6. Reporting a concern to an external agency
6.1 Any person may report a concern directly to the statutory authorities, in addition to or instead of reporting to the Designated Safeguarding Lead:
- Child — Carmarthenshire Children’s Services, 01554 742322 (office hours); 0300 333 2222 (evenings, weekends and bank holidays)
- Adult at risk — 0300 333 2222 (24 hours)
- Police — 101; 999 where there is immediate danger
- NSPCC helpline — 0808 800 5000; Childline — 0800 1111
7. Review
7.1 This policy is reviewed annually by the owners. Last reviewed September 2026.