COUNCIL OF THE BATIC SEA STAFF

CHILD SAFEGUARDING POLICY

1 Introduction and Purpose

The Council of the Baltic Sea States (CBSS) Child Safeguarding Policy sets out principles and means to prevent, identify and respond to any harm to children arising from CBSS-related activities. The policy aims to ensure that children's rights, safety, dignity and best interests are upheld through clear responsibilities, enforceable behavioural standards, meaningful safeguards for participation and timely reporting to competent authorities.

Safeguarding children is a core responsibility of the CBSS Secretariat and an integral part of professional conduct, organisational integrity and institutional accountability. The policy is intended to guide the conduct of CBSS Secretariat staff and persons acting on behalf of the CBSS Secretariat or involved in CBSS-related activities.

The Child Safeguarding Policy is grounded in the United Nations Convention on the Rights of the Child (UNCRC)¹, which establishes the right of every child to protection from all forms of physical or mental violence, injury or abuse, neglect or negligent treatment, maltreatment or exploitation (Article 19) and affirms that the best interests of the child shall be a preliminary consideration in all actions concerning children (Article 3).

1.1 Organisational responsibilities

The CBSS Secretariat commits to taking all reasonable measures to ensure effective child safeguarding across all CBSS-related activities. This includes:

  • Recruiting staff who are suited to apply strict child safeguarding practices.
  • Ensuring that persons covered by this policy are aware of their safeguarding obligations and of how to report concerns.
  • Ensuring that anyone representing or acting on behalf of the CBSS Secretariat behaves appropriately towards children and does not abuse the position of trust associated with their role.
  • Ensuring that contracts and written agreements with experts, partners and other external actors organising child participation events include a requirement to read and comply with this policy.
  • Ensuring that everyone covered by this policy is aware of and adheres to the CBSS Guidance on photos of children².

¹ https://www.ohchr.org/en/instruments-mechanisms/instruments/convention-rights-child
² Available at: https://cbss.org/wp-content/uploads/2026/02/guidance-on-the-use-of-photos-of-children.pdf

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2 Scope and applicability

This policy applies to:

  • The CBSS Secretariat staff, regardless of contractual status, including permanent staff, temporary staff, seconded staff and interns.
  • Experts, researchers, volunteers, project partners, service providers and other external actors engaged by or acting on behalf of the CBSS Secretariat, when involved in child-related activities.

This policy applies to all CBSS-related activities, whether conducted in Sweden or abroad.

3 Definitions

  • Child: any person under the age of 18 years³.
  • Child safeguarding: Measures taken to prevent and respond to harm to children arising from contact with CBSS activities or representatives.
  • Harm: Physical, sexual or emotional abuse, exploitation, neglect and any other conduct adversely affecting a child's safety, dignity or well-being.
  • Safeguarding concern: Any suspicion, allegation, observation or disclosure relating to harm or risk of harm to a child.

4 Core Safeguarding Principles

Best interests of the child: The rights, safety and dignity of the child must be the primary consideration in all CBSS activities involving children.

Do no harm: CBSS activities must be designed and implemented to avoid exposing children to risks.

Personal responsibility: Safeguarding is the responsibility of every individual covered by this policy.

Non-discrimination and respect: All children must be treated with respect and without discrimination.

Confidentiality and professionalism: Safeguarding information must be handled sensitively and shared only on a need-to-know basis.

Timeliness: Safeguarding concerns must be reported and responded to without undue delay.

³ United Nations Convention on the Rights of the Child, Article 1.

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5 Child Safeguarding Code of Conduct

Persons covered by this policy must maintain the highest standards of professional conduct. While many of these behaviours are unacceptable in any context, the following behaviours are strictly prohibited under this policy:

  • Any form of physical, sexual or emotional abuse of a child.
  • Sexual activity with anyone under the age of 18 years regardless of the age of consent or custom locally.
  • Abuse of a position of trust, authority or influence over a child.
  • Humiliating, degrading, intimidating or discriminatory behaviour towards a child.
  • Spending unnecessary time alone with a child away from others.
  • Exposing children to inappropriate images, materials or online content.
  • Taking, storing, or sharing images or recordings of children without the informed consent of the child and their parent or legal guardian.
  • Collecting or retaining personal data about children outside approved CBSS procedures.

Persons covered by this policy must avoid conduct or situations that may be perceived as inappropriate, or that could place themselves or others at risk of allegations of misconduct.

This list is not exhaustive. All conduct must be professional, appropriate, and defensible.

6 Reporting and responding to safeguarding concerns

Safeguarding concerns may arise in many forms, including direct observations, disclosures by a child, reports by third parties or concerns about inappropriate behaviour.

A child safeguarding report should be made in the following instances:

  • A potential case of abuse is observed or suspected.
  • An allegation of abuse is made.
  • A child discloses abuse.
  • A breach of the code of conduct under section 5 is reported or observed.

All concerns must be taken seriously and acted upon promptly. When a child discloses harm, the child must be listened to in a respectful, calm and non-judgemental manner. Individuals must not investigate, pressure, question or influence the child.

It is not the responsibility of the CBSS Secretariat or its representatives to investigate concerns. Persons covered by this policy have a duty to report concerns promptly.

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6.1 Reporting channels

Safeguarding concerns must be reported through the designated safeguarding email (safeguarding[at]cbss.org) or directly to the CBSS Designated Child Safeguarding Officer.

6.2 Responding to Child Protection Risks

This applies when you:

  • Witness a situation where a child may be in immediate danger.
  • Suspect or become aware of physical, sexual or emotional abuse, exploitation or neglect of a child.
  • A child discloses ongoing or imminent harm.

What to do when in Sweden:

  • Call 112 if a child is in immediate danger or a crime is ongoing.
  • Inform the CBSS without delay through the reporting channels.

What to do abroad:

  • Contact local emergency services where feasible.
  • Inform the CBSS without delay through the reporting channels.

If you are uncertain whether a situation constitutes abuse or serious risk, report internally through the reporting channels defined in this policy. The CBSS Designated Child Safeguarding Officer will assess the information and, where appropriate, forward it to the relevant authorities.

The information should include as far as possible:

  • The name and contact details of the reporting person.
  • Child's details (where identified - name, age/birth date or approximate age, location).
  • When and where the situation took place (date, time, location).
  • Description of what was observed, disclosed or suspected – please note that you should not investigate or ask suggestive or leading questions if seeking clarification
  • Alleged perpetrators details (where identified).
  • Actions taken to date (contact with emergency service, police, social services).

6.3 Concerns relating to breaches of this policy or the Code of Conduct

This applies, when you:

  • Observe or suspect a breach of the CBSS Child Safeguarding Policy or Code of Conduct by another person covered by this policy.
  • Believe that your own conduct may constitute, or may have constituted, a breach of this policy.

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What to do:

  • Inform the CBSS without delay through the reporting channels.

6.4 Reporting technology-facilitated (online) Child Sexual Violence

Online child sexual violence is a serious crime that may have severe impact on children.

If you receive suspected child abuse images or inappropriate depictions of children to your CBSS email and/or CBSS phone number, please:

  • Contact the police at 114 14 or go into a police station to report.
  • Do not delete the message until you have spoken to the police.
  • Do not share, forward or download the images out of respect for the children, but also, since you may be committing a criminal act.
  • Inform the CBSS Designated Child Safeguarding Officer without delay, briefly describing what occurred (without sharing the material).

The CBSS Designated Child Safeguarding Officer will write a brief report that will be stored in a safe location, so that we have an account about the incident and our action. The CBSS Designated Child Safeguarding Officer will also liaise with senior management and discuss whether further action is needed.

The police will decide whether an investigation will be opened, and if further action is needed from you or the CBSS.

The first three steps are also relevant if you receive messages to your private number(s) or email(s).

If you come across suspected child abuse images online, you can inform the police via an online questionnaire here (in Swedish – use your browser to translate). You can also report to the ECPAT hotline: https://ecpat.se/hotline/hotline-eng/ (English), but remember that you regardless should inform the police.

7 Roles and responsibilities

CBSS Secretariat staff organising activities or events involving children must ensure that all external actors involved, including experts, researchers and volunteers, are informed about this policy before participating.

Central safeguarding contact: safeguarding[at]cbss.org

Designated Child Safeguarding Officer: Senior Adviser and Head of Children at Risk Unit Ms Kadi Lauri, +46 70 267 70 60, kadi.lauri[at]cbss.org

Breaches of the policy will lead to reporting to the CBSS Director General and/or the CBSS Designated Child Safeguarding Officer and/or appropriate national authority. Breaches of this policy may result in the institution of disciplinary proceedings. For partners/contractors breaches can include termination of relation including contractual and partnership agreement.

8 Review and updates

This policy is reviewed regularly and updated as necessary. Compliance with this policy is mandatory for all persons within its scope.

This policy was reviewed and updated in Stockholm on 24 March 2026. The next scheduled review will take place in 2027.

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