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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Safe Space Policy

1. Purpose

This policy sets out how {{org_field_name}} provides and manages a “Safe Space” to help people we support regulate emotions, reduce distress and anxiety, and maintain their wellbeing. The Safe Space is a voluntary, dignity-preserving alternative to restrictive practices and is designed to support de-escalation, recovery and positive behaviour support (PBS).

2. Scope

This policy applies wherever {{org_field_name}} provides support (including people’s own homes and communal areas) and to any designated Safe Space or calm/sensory area operated by {{org_field_name}}.

3. Definitions

• Safe Space: A low-stimulus, calm area that a person may choose to use to feel safe, decompress or self-regulate.
• Restrictive practice: Any act that limits a person’s rights or freedom of movement (including restraint, seclusion, segregation or chemical restraint).
• Time-out: A planned strategy within a person’s PBS plan that involves moving to a low-demand setting by choice.

We do not use seclusion or long-term segregation. The Safe Space must never be locked or used to confine a person alone and prevent them from leaving.

4. Legal and regulatory framework

This policy is implemented in line with: Human Rights Act 1998; Equality Act 2010 (reasonable adjustments); Care Act 2014 (safeguarding); Health and Social Care Act 2008 (Regulated Activities) Regulations 2014 (Fundamental Standards and Duty of Candour); CQC Single Assessment Framework (quality statements: Safe, Effective, Caring, Responsive, Well-led); Health and Safety at Work etc. Act 1974 and associated regulations; Mental Capacity Act 2005 and Code of Practice; Data Protection Act 2018 and UK GDPR; Mental Health Act 1983 (where applicable to an individual’s legal status). Where a deprivation of liberty may arise in community settings, we will seek lawful authorisation via the Court of Protection.

5. Principles

1. Voluntary use: People choose to use the Safe Space; they can leave at any time.
2. Human rights first: Dignity, privacy, liberty and choice are respected.
3. Least-restrictive and preventative: The Safe Space supports PBS and de-escalation to avoid restrictive practices.
4. Co-production: People and those important to them help design, review and personalise how the Safe Space is used.
5. Accessibility and inclusion: Reasonable adjustments are made to meet sensory, cultural, communication and disability needs.
6. Safety by design: Environment and equipment are risk-assessed and maintained to keep people safe without unnecessary restrictions.
7. Learning culture: We record, review and learn from each use to improve outcomes.

6. Roles and responsibilities

• Registered Manager (RM):{{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}} – Ensures policy implementation, safe environment, incident review and learning; approves individual plans.

Nominated Individual: {{org_field_nominated_individual_first_name}} {{org_field_nominated_individual_last_name}} – Provides governance oversight and resourcing.

• Safeguarding Lead: {{org_field_safeguarding_lead_name}} ({{org_field_safeguarding_lead_role}}) – ensures concerns are escalated to {{org_field_local_authority_authority_name}} and, where required, to CQC without delay.
• Infection Prevention & Control Lead: {{org_field_infection_control_lead_name}} ({{org_field_infection_control_lead_role}}) – ensures cleaning schedules and IPC risk assessments.
• Fire Safety Lead/Warden: {{org_field_the_fire_safety_lead_name}} / {{org_field_the_fire_warden_name}} – ensures Safe Space is included in fire risk assessments/PEEPs and that exits are never blocked or locked.
• All staff: Follow this policy and individual PBS/MCA plans; complete required training; record and report use and outcomes.

7. Access and eligibility

• The Safe Space is available to any person we support who wishes to use it, including as part of a personalised PBS plan.
• Visitors may be invited where this helps the person feel safe, subject to consent, confidentiality and risk assessment.
• Staff may offer (not direct or coerce) the Safe Space during early signs of distress (“Show, offer, support, never force”).

8. Using the Safe Space – procedure

Before

• Check the Safe Space is safe, clean and ready (see Section 10).
• Review the person’s support plan/PBS plan and any communication passports.
• Gain consent (see Section 9). If the person lacks capacity for this decision, follow best-interests process and the person’s agreed plan.

During

• Support the person to enter and use the Safe Space in the way they prefer (e.g., low lighting, weighted blanket, music, sensory tools).
• Observe discreetly to maintain privacy while ensuring safety; agree preferred check-in frequency with the person.
• The door must remain unlocked. If at any point the person wishes to leave, support them to do so.

After

• Offer an optional debrief with the person (in their preferred format) and record what helped or didn’t.
• Staff complete the Safe Space Use Record (see Appendix A) and any incident report if required.
• Update the person’s plan if learning indicates a better approach.

9. Consent, Mental Capacity and best interests

• Seek the person’s informed consent each time. Use accessible information and preferred communication methods.
• Where capacity is in doubt, complete a decision-specific capacity assessment and, if the person lacks capacity, make a best-interests decision in line with the MCA.
• If repeated or prolonged use might amount to a deprivation of liberty in a community setting, escalate to the RM for legal advice and, if necessary, authorisation via the Court of Protection.
• If a person is subject to the Mental Health Act, liaise with the responsible clinician/AMHP; {{org_field_name}} still must not use seclusion.

10. Environment and safety standards (design checklist)

• Layout: Calm, low-stimulus décor; adequate space for wheelchair users; clear, unlocked exit route.
• Fixtures: Anti-ligature where indicated by risk assessment; no trailing cables; robust, safe furnishings with rounded edges.
• Equipment: Sensory tools available according to individual plans; secure storage for removable items.
• Privacy: Sound-dampening where possible; visual privacy without obstructing safe observation.
• Alarms: Accessible call bell/emergency call point; staff carry communication devices.
• Fire safety: Clear signage; not used for storage; included in fire drills and PEEPs; never locked.
• Cleaning/IPC: Schedule maintained by {{org_field_infection_control_lead_name}}; products used under COSHH; clean between uses if required.

11. Restrictive practices – clear limits

• The Safe Space must not be used for seclusion, isolation or to enforce compliance.
• Physical, chemical or mechanical restraint is a last resort and only where proportionate, lawful and necessary to prevent harm; any use must be recorded, reviewed and reported per our Restrictive Practices/Incident Policy.
• “Time-out” is only used if it is person-led, agreed in the PBS plan and not enforced.

12. Recording, reporting and notifications

• Complete a Safe Space Use Record after each use (Appendix A).
• Log triggers, interventions, outcomes and learning; update PBS plans accordingly.
• Report safeguarding concerns to {{org_field_local_authority_authority_name}} ({{org_field_local_authority_phone_number}}, {{org_field_local_authority_authority_email}}) and follow local procedures {{org_field_local_authority_information_link}}.
• Notify CQC without delay where required by the Registration Regulations (e.g., allegations of abuse, serious injury, police involvement, or where restrictive practices meet notification thresholds).
• Where children are involved in any joint premises or visiting arrangements, liaise with {{org_field_children_safeguarding_local_authority_authority_name}}/{{org_field_children_multi_agency_safeguarding_hub_authority_name}} as appropriate.

13. Information governance and confidentiality

• Records are accurate, contemporaneous and stored securely in line with UK GDPR and the Data Protection Act 2018.
• Only share information on a need-to-know basis or where required by law or to protect vital interests.
• Retain records in line with our Records Retention Schedule.

14. Training and competence

• All staff complete induction and refresher training in PBS, de-escalation and reduction of restrictive practices.
• Where restraint-related training is required for roles, it will align to current best practice and national standards; only trained, competent staff may use such interventions.
• Staff receive training in MCA, safeguarding, dignity and human rights, equality and diversity, communication and autism/learning disability awareness as relevant.

15. Equality, diversity and inclusion

• The Safe Space design and use reflect cultural, spiritual and sensory preferences.
• We make reasonable adjustments (e.g., BSL interpreter, visual supports, preferred music, prayer mat, gender-sensitive support) in line with the Equality Act 2010.

16. Co-production, feedback and involvement

• People we support help shape the Safe Space and its rules of use.
• We seek feedback after use and via regular forums/surveys; we share “you said, we did” outcomes.

17. Monitoring, audit and assurance

• The RM reviews Safe Space records monthly to track patterns, outcomes and any equality impacts.
• Themes, incidents, restrictive practice use and learning are fed into governance meetings and quality improvement plans.
• Findings are shared with people, staff and (where appropriate) families/advocates.

18. Related policies and documents

• Positive Behaviour Support Policy
• Safeguarding Adults Policy (and Children/Visitors Procedure)
• Restrictive Practices/Restraint Reduction Policy
• Mental Capacity Act and Consent Policy
• Incident Reporting and Duty of Candour Policy
• Infection Prevention & Control Policy
• Health & Safety and Fire Safety Policies
• Data Protection/Records Management Policy
• Individual PBS Plans, Communication Passports, Risk Assessments, PEEPs

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Contacts

Registered Manager: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}} – {{org_field_registered_manager_email}} / {{org_field_registered_manager_phone}}
Safeguarding Lead: {{org_field_safeguarding_lead_name}} – {{org_field_safeguarding_lead_role}}
Local Authority (Adults): {{org_field_local_authority_authority_name}} – {{org_field_local_authority_phone_number}} / {{org_field_local_authority_authority_email}}
Children’s Safeguarding/MASH (if applicable): {{org_field_children_multi_agency_safeguarding_hub_authority_name}} – {{org_field_children_multi_agency_safeguarding_hub_authority_phone_number}} / {{org_field_children_multi_agency_safeguarding_hub_authority_email}}
Out of hours: {{out_of_hours}}

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Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
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