Safeguarding and Child Protection Policy

Introduction and Purpose

YES Awards (the “Programme”, “we”, “us” or “our”) is a global youth recognition programme operated by YES Events FZE LLC, a free zone company registered at SPC Free Zone, Sharjah, United Arab Emirates (the “Company”). The Programme recognises the service, leadership and community impact of young people, a significant number of whom are minors.

The Company is committed to safeguarding and promoting the welfare of all children and young people who come into contact with the Programme, and to maintaining an environment in which they are protected from harm. This Policy sets out our commitments, the standards of conduct required of all persons acting on our behalf, and the procedures by which safeguarding concerns are to be raised and addressed.

Scope and Application

This Policy applies to all activities carried out by, for, or in the name of YES Awards, whether conducted online or in person, including the nomination process, assessment and verification, correspondence, felicitation ceremonies and related events. It applies to the following persons (together, “Representatives”):

• the directors, officers, employees and interns of the Company;
• jury and panel members, advisors and assessors;
• volunteers, contractors, agents and service providers;
• nominators, referees, event partners and sponsors, to the extent they interact with nominees or attend Programme activities; and
• any other person representing or acting on behalf of YES Awards.

Definitions

• “Child” or “Minor” means any person under the age of eighteen (18) years.
• “Young Person” means a nominee or participant within the Programme’s eligible age range, including any who are minors.
• “Safeguarding” means the actions taken to promote the welfare of children and protect them from harm.
• “Child Protection” means the measures taken to protect a specific child who is suffering, or is likely to suffer, harm.
• “Harm” or “Abuse” includes physical, emotional or psychological abuse, neglect, sexual abuse or exploitation, and bullying or harassment (including online).
• “Guardian” means a parent or other person having lawful parental responsibility for a minor.
• “DSL” means the Designated Safeguarding Lead appointed by the Company.
• “Personal Data” has the meaning given to it under applicable data protection law.

Policy Statement

YES Awards adopts a zero-tolerance approach to the abuse, exploitation or mistreatment of children. The welfare and best interests of the child are our paramount consideration. We will act in a manner that protects children from harm, treats every child with dignity and respect, and responds promptly, proportionately and appropriately to any safeguarding concern.

Legal and Regulatory Framework

This Policy is intended to operate in a manner consistent with applicable laws of the United Arab Emirates, including the principles of Federal Law No. 3 of 2016 concerning Child Rights (“Wadeema’s Law”), and applicable data-protection legislation, including Federal Decree-Law No. 45 of 2021 on the Protection of Personal Data, together with the regulations of the SPC Free Zone and other applicable federal and Emirate-level laws. We further have regard to the principles of the United Nations Convention on the Rights of the Child. Where the Programme processes information relating to individuals located outside the United Arab Emirates, we will take reasonable steps to have regard to applicable local requirements. The application of these laws to the Programme should be confirmed with the Company’s qualified legal advisers.

Guiding Principles

• The best interests and welfare of the child are the paramount consideration in all decisions.
• Every child, regardless of age, gender, ability, nationality, religion or background, has an equal right to protection from harm.
• Safeguarding is a shared responsibility of every Representative.
• Concerns will be handled promptly, sensitively, confidentially and without prejudice.
• We act transparently and cooperate with competent authorities where required by law.

Roles and Responsibilities

The management of the Company holds ultimate responsibility for this Policy, for appointing a Designated Safeguarding Lead, and for ensuring that adequate resources and procedures are in place. The Designated Safeguarding Lead (DSL) is the primary point of contact for all safeguarding matters, is responsible for receiving and assessing concerns, maintaining confidential records, and liaising with competent authorities where necessary. Every Representative is responsible for reading, understanding and complying with this Policy, and for reporting any concern without delay.

Parental and Guardian Consent

Where a nominee is a minor, YES Awards requires verifiable consent from a parent or guardian before the nomination is progressed, before the minor is contacted (where such contact is appropriate), and before any personal information, image or story of the minor is published or shared. The nomination process is designed to request and record such consent. A minor will not be publicly identified or featured without appropriate guardian consent, and consent may be withdrawn at any time.

Code of Conduct

All Representatives must:

• treat every child with respect and act at all times in the child’s best interests;
• communicate with minors only through official, approved channels, and with the awareness of a parent or guardian;
• never arrange to meet, or be alone and unsupervised with, a minor in the course of Programme activities;
• never request or share a child’s private contact details, nor engage in private or unmonitored communication with a minor;
• never engage in, condone or ignore any form of abuse, exploitation, discrimination, harassment or inappropriate conduct; and
• report any safeguarding concern to the DSL promptly.

Handling of Nominations Involving Minors

The Programme applies age verification, requires guardian consent where the nominee is a minor, and observes the principle of data minimisation, collecting only such information as is necessary for the legitimate purposes of the Programme. Information provided by guardians and referees is treated as confidential and is not disclosed to jury members. Verification communications are conducted securely and confidentially.

Data Protection and Confidentiality

Personal Data relating to children is processed in accordance with the Company’s Privacy Policy and applicable data-protection law. Such data is collected for specified and lawful purposes, access is restricted to authorised persons on a need-to-know basis, guardian and referee contact details are kept private to the administration team, and data is retained only for as long as necessary to fulfil the purposes for which it was collected or as required by law.

Use of Images, Video and Media

Images, video or stories of a minor are used only where appropriate permissions have been obtained, including guardian consent. We take care not to publish information that could identify a child’s precise location or otherwise place a child at risk, and we will remove or cease using such material upon the withdrawal of consent, subject to applicable law.

Online and Digital Safeguarding

The Programme operates through secure systems and official channels. We take reasonable measures to protect against misuse of our platforms, to monitor for inappropriate contact or content, and to provide accessible means by which concerns can be reported.

Recognising and Reporting Concerns

Any Representative or member of the public who has a safeguarding concern, or who becomes aware of information suggesting that a child is at risk, must report it to the Designated Safeguarding Lead without delay at safeguarding@yesawards.org. Representatives must not attempt to investigate a concern independently. Where a child is believed to be in immediate danger, the relevant local emergency services or competent authorities should be contacted at once.

Responding to Concerns and Disclosures

A Representative receiving a disclosure should listen carefully and without judgment, must not promise a level of confidentiality that cannot lawfully be maintained, should record what was said as factually and promptly as possible, and must refer the matter to the DSL. The DSL will assess each concern, take appropriate protective action, and escalate the matter to the competent authorities where required by law.

Allegations Concerning Representatives

Any allegation that a Representative has behaved in a manner that harms or may harm a child will be treated seriously. The DSL, together with the Company’s management, will manage the matter fairly and confidentially, may suspend the individual from Programme activities pending review, and will refer the matter to the competent authorities where appropriate.

Third Parties, Partners and Venues

Event partners, sponsors, contractors and venue operators engaged in connection with the Programme are expected to uphold safeguarding standards consistent with this Policy. The Company may require appropriate assurances before and during any engagement involving contact with children.

Records, Retention and Review

Safeguarding records are maintained securely and confidentially, are accessible only to authorised persons, and are retained in accordance with applicable legal requirements and the Company’s Privacy Policy.

Training and Awareness

The Company will ensure that Representatives are made aware of this Policy and their responsibilities under it, and that the Designated Safeguarding Lead is appropriately informed to discharge the role.

Breach of this Policy

A breach of this Policy may result in disciplinary or contractual consequences, including termination of employment, engagement or participation in the Programme, and may be referred to the competent authorities where the conduct so warrants.

Governance and Review

This Policy is approved by the management of YES Events FZE LLC and will be reviewed at least annually, and additionally upon any material change in law or in the Company’s operations. This Policy is version-controlled; the current version and its effective date appear in the document-control table above.

Contact

Safeguarding concerns and enquiries relating to this Policy may be directed to:

• Designated Safeguarding Lead — YES Awards
• YES Events FZE LLC, SPC Free Zone, Sharjah, United Arab Emirates
• Email: safeguarding@yesawards.org · General: Support@yesawards.org
• Web: www.yesawards.org