Safeguarding Policy

1. Purpose

my widowed friends (mwf) exists to reduce loneliness and encourage social connection among widowed people, through local, regular coffee groups.

mwf is a social organisation. We recognise that some members may be vulnerable due to age, bereavement, or life circumstances. This policy sets out, honestly and simply, what mwf does and does not do in relation to safeguarding, and what happens if something concerning is disclosed to us.

2. What mwf Is and Is Not

mwf does not provide:

• supervision or care
• counselling, therapy, or crisis intervention
• ongoing monitoring of members' wellbeing
• investigation or management of safeguarding concerns

Members meet as independent adults in public venues. There are no organisers, leaders, or representatives of mwf present at group meetings. mwf does not have a duty of care to supervise or protect members during or between meetings, and this policy does not create one.

Being widowed does not, in itself, mean someone is vulnerable or at risk. However, mwf recognises that bereavement can, for some people, increase vulnerability, particularly in the period following loss.

Where a member brings a trial guest to a meeting (see Membership Terms & Conditions, Section 1), this policy applies to that guest in exactly the same way as it applies to members. mwf takes on no greater duty of care or responsibility towards a trial guest than it does towards a member.

3. If Something Is Disclosed to Us

If a member or trial guest discloses something serious, whether to the Founder directly or via Molly (our AI assistant, see below), for example, an immediate risk to their safety or someone else's, mwf will:

• not investigate or attempt to manage the situation
• signpost the member to appropriate external services, such as their GP, the Samaritans, or emergency services
• make a brief written record of what was disclosed and what was said in response

Beyond this, mwf's role and responsibility end. mwf is not a substitute for professional or emergency support at any point.

If there is immediate danger to a member or anyone else, the appropriate response is to contact emergency services (999).

3A. Disclosures Made via Molly

Molly, our AI assistant, is the first point of contact for most member queries. Molly operates under standing instructions so that a disclosure made to her is handled no differently in substance from one made to the Founder directly:

• Molly does not attempt to counsel, reassure beyond the standard response, or investigate
• Molly gives a fixed, pre-approved signposting response directing the person to their GP, the Samaritans, or emergency services as appropriate
• The full exchange is logged and flagged for the Founder's review, so a human always sees and takes responsibility for the record, in line with the Founder's ultimate accountability for safeguarding matters
• The record is filed and retained in the same way as any other safeguarding disclosure (see Section 6)

Accountability for safeguarding responses always remains with the Founder, never with Molly or any automated system.

4. Behavioural Boundaries

To keep meetings safe, predictable, and appropriate for a social group, the following boundaries apply:

• Meetings are held in public venues only
• mwf does not arrange one-to-one meetings between members
• mwf does not provide or arrange transport, personal care, or support
• Members are never pressured to disclose personal information
• Romantic or financial relationships between members are a private matter and outside mwf's role

5. Membership Action

mwf reserves the right to issue warnings, impose conditions on participation, or suspend or terminate membership, in order to protect the individual concerned, other members, or the organisation.

Such decisions are made centrally by the Founder, taken carefully, and documented.

6. Record Keeping

Safeguarding-related records are:

• factual and objective
• stored securely, with access restricted to the Founder
• retained in line with the Data Retention and Deletion Policy

Confidentiality is respected as far as possible but cannot be guaranteed where there is a serious risk of harm to someone.

7. Responsibility

The Founder holds sole responsibility for safeguarding matters within mwf. mwf does not currently have any staff or volunteers other than the Founder; this policy will be reviewed if that situation changes.

8. Review

This policy is reviewed annually, or sooner if a significant incident or change in operations makes this necessary.