Participation Factory is dedicated to inclusive public participation. While our primary focus is on democratic innovation, our work often involves children and young people. We are committed to ensuring their safety, dignity, and rights in all our projects, in alignment with Czech and international child protection standards.
We believe every child has the right to be safe from harm, abuse, and exploitation. This policy outlines our responsibilities and practices to uphold that right.
Participation Factory believes in empowering children and young people as active participants in shaping the democratic processes and decisions that affect their lives. Our goal is to design and facilitate child-friendly spaces where young people are treated with dignity and encouraged to express their views.
Our Activities Are Based on the Following Pillars
- Participation is a right, not a privilege, and must be voluntary, informed, and safe.
- Nine principles of meaningful and inclusive participation, including:
- Transparency
- Voluntariness
- Respect
- Relevance
- Inclusivity
- Child-friendliness
- Risk sensitivity
- Support and training
- Accountability
- Activities tailored to age and developmental levels, using creative and participatory methods such as:
- Games, storytelling, visual art, and roleplay
- Anonymous idea-sharing
- Guided discussions with trained facilitators
We are committed to improving our approach towards working with children and young people. This commitment is expressed in the following:
- Children are informed of their rights, including the right to withdraw from an activity at any time.
- Feedback from youth participants is collected and integrated into the design of future programs, helping ensure that Participation Factory’s processes remain responsive, equitable, and truly participatory.
1. Guiding Principles
Participation Factory’s approach to child protection is grounded in both our organizational values and the legal obligations that apply within the Czech Republic and the European Union. These principles reflect our commitment to upholding the highest standards of safety, dignity, and respect in all our activities involving minors.
1.1 Legal and Policy Framework
Our child protection principles are informed by and comply with:
- UN Convention on the Rights of the Child (1989)
Recognizes every child’s right to protection from harm and their right to be heard in matters that affect them. - Council of Europe Convention on the Protection of Children against Sexual Exploitation and Sexual Abuse (Lanzarote Convention, 2007)
Mandates legal and practical safeguards to protect children from abuse, including online. - EU Charter of Fundamental Rights (Article 24)
Affirms children’s right to protection, care, and participation in decisions that affect them. - Act No. 359/1999 Coll., on the Social and Legal Protection of Children (Czech Republic)
Establishes responsibilities of individuals and institutions to report suspected child abuse and ensure the safety of minors. - Czech Civil Code (Act No. 89/2012 Coll.)
Defines the legal standing of minors and the rights of guardians in decision-making and care. - General Data Protection Regulation (EU GDPR 2016/679)
Requires that any collection and processing of personal data, especially of minors, be done lawfully, with consent and transparency.
1.2 Core Principles
- Best Interests of the Child – All actions concerning children will prioritize their safety, dignity, and well-being above all else.
- Prevention First – Risks will be proactively assessed and mitigated in all projects involving minors.
- Child Participation with Protection – Children’s voices are respected, but always within safe and age-appropriate boundaries.
- Zero Tolerance for Abuse – Any form of abuse, neglect, or exploitation — physical, emotional, sexual, or digital — is strictly prohibited.
- Accountability and Transparency – All staff and partners are responsible for upholding this policy. Breaches will result in disciplinary or legal action, as appropriate.
- Right to Privacy – Personal data, images, or contributions of children will be used only with informed consent and protected from unauthorized use.
- Prompt and Appropriate Action – All concerns or suspicions must be reported and responded to quickly, in line with national and EU law.
- Inclusive Civic Engagement – We actively support the meaningful and responsible participation of children and youth in public, social, and political processes. This engagement must always be safe, inclusive, and developmentally appropriate, ensuring their voices are heard without risk to their dignity, safety, or well-being.
2. Scope
This policy applies to all individuals associated with Participation Factory, including full-time and part-time staff, contractors, consultants, interns, volunteers, board members, and external partners. It is especially relevant in situations where there is direct or indirect contact with children and young people — whether through research, events, workshops, participatory projects, media production, or online engagement.
The policy also extends to third parties acting on behalf of or in collaboration with Participation Factory, such as co-hosting organizations, facilitators, and external advisors. Everyone covered under this policy is expected to understand, adhere to, and actively promote the principles and procedures outlined to ensure the safety and well-being of all minors involved in our work.
3. Definitions
- Child: Any person under the age of 18, in accordance with the UN Convention on the Rights of the Child and Czech national legislation (Act No. 359/1999 Coll.).
- Abuse: Any action or inaction that causes harm or poses a serious risk to a child’s physical, emotional, psychological, or sexual well-being.
- Safeguarding: The proactive responsibility of organizations and individuals to protect children from harm, abuse, and exploitation, while also promoting their safety, development, and well-being in all environments — both physical and digital.
- Participation: The right of children and young people to be meaningfully involved in decisions and processes that affect them, in line with Article 12 of the UNCRC. Participation must always be voluntary, age-appropriate, inclusive, and safe.
- Contact with children: Any interaction with children, whether direct (e.g., workshops, interviews) or indirect (e.g., handling images, recordings, or data). This includes both physical and digital contact, such as video calls, emails, or messaging through online platforms.
- Guardian / Legal Guardian: A parent or legally authorized adult who holds the responsibility for a child’s care and decision-making.
- Privacy: Children’s right to confidentiality, anonymity, and protection of their personal information.
- GDPR: European Union regulation governing the collection, processing, and storage of personal data, including special protections for children.
- Data Minimization: A GDPR principle that only the minimum necessary amount of personal data should be collected, especially when working with children.
4. Prevention and Safe Practice
Participation Factory is committed to preventing harm to children through safe recruitment, responsible conduct, and secure data practices in all environments — physical and digital. Our prevention framework is aligned with EU child safeguarding standards, the UNCRC, and relevant Czech legislation.
4.1 Recruitment and Screening
To protect children and maintain a safe environment, all individuals who may have direct or indirect contact with minors must meet strict screening requirements.
Legal Compliance:
- In accordance with Act No. 359/1999 Coll. on the Social and Legal Protection of Children and Act No. 40/2009 Coll. (Czech Criminal Code), anyone working or volunteering with children must present an official Criminal Record Certificate confirming the absence of any convictions related to child abuse, exploitation, or endangerment.
- Where roles involve regular or direct engagement with minors, individuals must also submit a Certificate of Criminal Record for Sexual Offenses from the Czech Ministry of Justice, as required by Law No. 269/1994 Coll. on the Register of Criminal Records.
Best Practices in Recruitment:
- Job descriptions for roles involving minors must clearly state safeguarding responsibilities.
- At least two professional references must be verified, with questions regarding the candidate’s suitability to work with children.
- Interviews must include safeguarding-specific questions to assess attitudes, awareness, and red flags.
- Staff onboarding includes signing a commitment to the Child Protection Policy and Code of Conduct.
4.2 Behavioural Expectations
All personnel, regardless of role, must follow a clear Code of Conduct to ensure a safe and respectful environment for children. Violations will result in disciplinary action or legal referral.
Key Expectations Include:
- Never being alone with a child in a private or unsupervised setting. At least two adults must be present during in-person engagements.
- Using only official channels (e.g., work emails, institutional platforms) to communicate with children or their guardians. Personal messaging apps or social media use is strictly prohibited.
- Maintaining professional boundaries: no touching, suggestive language, jokes, favoritism, or gifts that could be misinterpreted as grooming behavior.
- Respecting the child’s autonomy and dignity in all interactions. Children must never be forced to share, perform, or participate in ways that make them uncomfortable.
4.3 Digital and Media Safety
Children’s digital privacy must be safeguarded with the same care as their physical well-being. Participation Factory follows both GDPR (EU 2016/679) standards and Czech Act No. 110/2019 Coll. on Personal Data Processing.
Key Protections:
- Informed written consent from a parent or legal guardian is required before photographing, recording, or collecting personal data from children. Children must also provide age-appropriate assent.
- Images, audio, or identifying details (e.g. name, school, city) will not be published without explicit consent and will be stored securely, with access limited to authorized staff.
- All published media must protect the child’s dignity — avoiding any depiction that could be exploitative, culturally insensitive, or suggest vulnerability.
- Participation Factory will never use children’s content for promotional purposes without dual consent and the right to withdraw permission at any time.
- In the event of a breach or misuse of content, corrective action will be taken within 72 hours, including removal and notification of relevant authorities.
5. Reporting and Response
Participation Factory maintains a zero-tolerance approach to all forms of child abuse, neglect, and exploitation. Anyone working with or representing the organization has an ethical and legal obligation to report any suspicion or incident involving potential harm to a child. Reporting is not only encouraged — it is mandatory under Czech law.
5.1 What to Report
Concerns may include, but are not limited to:
- Observed or disclosed physical, emotional, or sexual abuse
- Inappropriate or unsafe behavior by staff or partners
- Online grooming or unsafe digital contact
- Any environment or activity that may put a child at risk
Important: It is not the responsibility of staff to determine whether abuse has occurred, but to report concerns so that appropriate authorities can assess the situation.
5.2 Documentation and Follow-Up
- All reports, whether substantiated or not, will be documented and securely stored by the DSL.
- The anonymity of the child will be protected throughout the process.
- Where necessary, the DSL will liaise with legal guardians and facilitate contact with local child protection services.
- Participation Factory will fully cooperate with police investigations or social services as required by law.
- Retaliation or discrimination against whistleblowers is strictly prohibited.
6. Training and Awareness
Participation Factory ensures that everyone working on its behalf is fully equipped to recognize, prevent, and respond to child protection concerns.
6.1 Mandatory Training
- Each staff member must review this policy in full and acknowledge their understanding and commitment by signing a policy compliance statement.
- This document is included in the official onboarding program and must be reviewed before duties begin.
- All team members are expected to be familiar with the designated safeguarding contact:
Contact for Safeguarding Questions:
Katya Petrikevich
Designated Safeguarding Lead (DSL)
Email: katya@participationfactory.com
Phone (internal use only): +420 604 853 564
6.2 Ongoing Awareness and Partner Briefings
- Staff receive refresher training whenever policies are updated due to legal or procedural changes.
- Contractors, facilitators, researchers, and other collaborators involved in any activity involving minors must be briefed on this policy and are expected to adhere to its standards.
- Staff are responsible for ensuring any external partner they manage or contract is aware of the child protection requirements and receives a copy of this policy when appropriate.
7. Monitoring and Review
Participation Factory is committed to ensuring that its Child Protection Policy is effective, up-to-date, and actively implemented across all levels of operation.
7.1 Review Timeline
This policy is formally reviewed every three years, or sooner in response to:
- Changes in relevant Czech or EU legislation
- Emerging best practices in child safeguarding
- Internal audits indicating gaps or inconsistencies
- Any serious incident or substantiated allegation involving minors
7.2 Implementation Monitoring
The Designated Safeguarding Lead, in coordination with management, will conduct annual internal audits to policy compliance through:
- Anonymous staff surveys and feedback
- Review of incident reports (if applicable)
Results of these audits inform policy adjustments, need for additional training, and enhanced risk management protocols.
8. Contact Information
Designated Safeguarding Lead
Katya Petrikevich
Email: katya@participationfactory.com
Phone: +420 604 853 564
Emergency Services (Czech Republic)
- Child Protection Helpline: 116 111
- Police Emergency: 158
Annex A. Child-Safe Process Design Checklist
Before the Activity
- Are children or youth participants under 18 expected to attend?
- Have all team members and facilitators been briefed on the child protection policy?
- Have parental or guardian consent forms been prepared and distributed?
- Are there clear reporting procedures in case of safeguarding concerns?
- Has the venue been reviewed for physical and emotional safety (accessible toilets, safe exits, adult supervision zones)?
During the Activity
- Is there a minimum of two adults present at all times with minors?
- Are all interactions between staff and children visible and appropriate?
- Have all participants been informed of their rights and how to report concerns?
- Have media permissions been confirmed before photos or videos are taken?
After the Activity
- Was feedback collected from minors in a safe and voluntary manner?
- Were there any incidents or concerns that require follow-up or reporting?
- Have photos or data been stored securely and in line with consent?
- Was the activity reviewed for safeguarding improvements?
Annex B. Parental Consent Form Template
Parent/Legal Guardian Consent
I, ……… (full name), as the parent and/or legal guardian of …….. (child’s full name):
- Consent to their participation in ……….. (event).
- Consent to their participation in the aforementioned media activities.
- Confirm that the child in my care has been informed about the (event) goals, the voluntary nature of participation and anonymity in an age-appropriate way, when applicable.
- Confirm that the child in my care has been informed that they can refuse to participate at any time with no consequences.
I also inform the event organiser about allergies, disabilities, or other medical conditions of the child in my care that may be detrimental to their safe engagement in the event. Provide more information below if necessary:
Full name:
Relationship to child:
Location:
Date:
Signature: ………………………………………..