Safeguarding Policy

This policy has been adapted from the Alcoholics Anonymous Australia Safeguarding Policy for application within Virtual Area A. In the event of any inconsistency between this policy and the AA Australia Safeguarding Policy, the national policy shall be regarded as the authoritative reference. 

PURPOSE & FOUNDATIONAL PRINCIPLES 

The Virtual Area A (VAA) Steering Committee affirms that: 

• The only requirement for AA membership is a desire to stop drinking. 
• VAA has a duty of care to all people participating in VAA services, including assemblies, committee meetings, and any other VAA-sponsored activities. 
• All people, regardless of length of sobriety, age, gender, race, religious beliefs, family or social background, health conditions, disability or impairments, sexual orientation, or gender diversity, have equal rights to protection from abuse, neglect, or exploitation. 
• AA’s Traditions do not excuse or protect people engaging in unsafe or illegal behaviour. 
• Any activity taking place in a VAA setting, whether in a virtual meeting, event, or other VAA-related forum, is subject to the same laws and regulations that apply outside the meeting. 
• Addressing unsafe or illegal behaviour, including restricting a person’s access to VAA events or contacting appropriate authorities, when necessary, is consistent with AA’s Traditions. 
• Just as AA groups are autonomous except in matters affecting other groups or AA, VAA’s Steering Committee has the primary responsibility for safeguarding within VAA activities and for addressing complaints that arise within the scope of VAA’s service. 

SCOPE OF THE POLICY 

This policy is intended to assist VAA in managing incidents that occur within VAA’s service activities, including but not limited to: 

1. Sexual harassment, bullying, or abuse. 
2. Criminal, sexual, financial, or other offences. 
3. Threats of, or actual violence, or verbal, emotional, or social abuse. 
4. Cultural or identity abuse, such as racial, sexual, or gender-based discrimination, or hate crime. 
5. Coercion or exploitation. 
6. Abuse of power. 

Bullying – repeated and unreasonable behaviour directed towards a person or group that creates a risk to health and safety.
Harassment – any form of behaviour that is unwanted, offends, humiliates, or targets a person because of that person’s sex, pregnancy, ethnicity, religion, age, marital status, sexual orientation, gender identity, disability, or carer’s responsibilities. 

These types of incidents can result in: 

• Mental and physical harm to affected people 
• Civil or criminal sanctions for individuals or the fellowship 
• Community anger, reputational damage, and negative media attention for VAA 
• Disruption to VAA services 
• Decreased unity and morale among members 
• Inability to attract new members or groups 
• Damage to our common welfare 

Tradition 1 states: 'Our common welfare should come first; personal recovery depends upon AA unity.' Safeguarding in VAA activities is of vital importance to both the Area’s common welfare and the personal recovery of its members. 

HOW VAA ADDRESSES SAFEGUARDING ISSUES 

The Steering Committee of VAA holds primary responsibility for safeguarding within all VAA- sponsored activities, including assemblies, committee meetings, and any other events or communications undertaken in the name of VAA. 

Safeguarding Liaison Role: 

• The Delegate will act as VAA’s Safeguarding Liaison, serving as the first point of contact for safeguarding concerns and coordinating the initial steps of the Formal Complaints & Safeguarding Procedure. 
• If the Delegate is unavailable, has a conflict of interest, or is the subject of a complaint, the Alternate Delegate will assume this role. If both are unavailable or conflicted, the Steering Committee Chair will appoint another qualified Steering Committee member. 
• The Safeguarding Liaison’s role is to coordinate the process and protect the wellbeing of all parties, not to decide the outcome of a complaint. Final decisions rest with the Steering Committee. 

All Steering Committee members and VAA service position holders should be familiar with: 

1.  This policy 

2.  The VAA Formal Complaints & Safeguarding Procedure 

3.  The AA Code of Conduct and national Safeguarding Policy 

Contingency Planning: 

• The Steering Committee may establish and periodically review contingency plans to respond to safeguarding issues. 
• Incorporating safeguarding reminders into opening statements for VAA-hosted events or meetings. 

Workshops and Awareness: 

• VAA will hold periodic workshops or training sessions to ensure that all trusted servants are aware of their safeguarding responsibilities and the processes for reporting and managing incidents. 

WHAT ACTION CAN BE TAKEN 

Personal Action: 

• Any VAA participant who experiences behaviour they believe is inappropriate has the right to address it directly with the person involved, if they feel safe doing so. 
• The recipient may seek support before doing this from their sponsor, another trusted member, or the Safeguarding Liaison. 
• No member is obligated to have direct contact with the person whose behaviour they find unacceptable, especially if it may be unsafe. 

Steering Committee Action: 

• If a personal approach is inappropriate or unsuccessful, the matter should be referred to the Safeguarding Liaison, who will initiate the Formal Complaints & Safeguarding Procedure. 
• The Steering Committee may take immediate safeguarding measures, including: 

o Temporarily restricting an individual’s participation in VAA events
o Adjusting access settings to prevent harassment or disruption
o Appointing additional support to ensure the safety of affected members

o The Steering Committee will determine any longer-term actions once the complaint review is complete. 

Referral to Outside Authorities: 

• If behaviour may be criminal or there is immediate risk of harm, members should call emergency services (000 in Australia). 

• The Steering Committee or Safeguarding Liaison may recommend reporting to the police or other appropriate agencies. 
• Such action is fully consistent with AA’s Traditions and does not breach anonymity when taken to protect safety. 

Examples of Possible Actions Following Review:

• Mediation between parties 
• Formal apology 
• Temporary or permanent removal from a VAA service position 
• Temporary or permanent exclusion from VAA events or meetings 
• Referral to outside authorities where required by law 

Guiding Principle: 

In accordance with Tradition 1, all actions taken under this policy will be guided by the need to protect the wellbeing of members and the functioning of VAA, while applying fairness, proportionality, and respect for all involved. 

RECORD KEEPING & CONFIDENTIALITY 

VAA recognises that safeguarding and complaint records must be managed with the highest level of confidentiality to protect the privacy and wellbeing of all individuals involved. 

Storage: 

• All complaint and safeguarding records will be stored securely in a password-protected digital folder accessible only to the Delegate, Alternate Delegate (when acting as Safeguarding Liaison), and Steering Committee Chair. 
• Physical records, if created, will be stored securely under the control of the Delegate. Access: 
• Access to records is restricted to those directly involved in managing the complaint. 
• Sharing is strictly limited to safeguarding purposes or legal compliance. 

Confidentiality: 

• The identity of the complainant, respondent, and any witnesses will be always protected, except where disclosure is required by law or is necessary to ensure safety. 
• Assembly reports will never include identifying details. Review: 

• Records will be periodically reviewed by the Steering Committee to identify patterns or repeated incidents. 

Retention Period: 

·  Records will be retained for a minimum of seven years from closure of the matter, in line with the national AA Safeguarding Policy. 

• After the retention period, records will be securely destroyed. Transfer of Custody: 
• When a Delegate, Alternate Delegate, or Steering Committee Chair rotates out of their role, all safeguarding and complaint records will be securely transferred to their successor. 

References 

This policy should be read in conjunction with: 

• The AA Code of Conduct: 
• The national AA Safeguarding Policy: 
• The VAA Formal Complaints & Safeguarding Procedure