Arch Agency (“we”, “us”, “our”) is committed to creating a safe, respectful, and transparent environment for all individuals who interact with us, including children, young people, and vulnerable adults. This Safeguarding Policy outlines how we protect minors during applications, communication, representation, and any activities arranged through the agency.

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We comply with the Online Safety Act 2023, UK GDPR, and the Data Protection Act 2018.

​Safeguarding is everyone’s responsibility.

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1. Purpose of This Policy

This policy explains:

• how Arch Agency protects under‑18 applicants and talent

• how communication and meetings must be handled

• how we verify identity and parental involvement

• how concerns or incidents can be reported

• what Arch Agency representatives will never do

• how we comply with UK safeguarding law

 

This policy applies to:

• applicants

• represented talent

• parents and guardians

• clients and production teams

• Arch Agency staff and contractors

 

2. Our Safeguarding Principles

Arch Agency is committed to:

• protecting the welfare of all minors

• ensuring parents/guardians are involved at every stage

• maintaining safe communication practices

• ensuring safe environments for castings, meetings, and shoots

• preventing exploitation, abuse, or inappropriate conduct

• acting promptly on concerns

• maintaining transparency and accountability

We do not tolerate any behaviour that compromises the safety or dignity of a child or young person.

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3. Under‑18 Applicants

3.1 Parent/Guardian Consent

All applications for individuals under 18 must be completed by a parent or legal guardian.

We require:

• full guardian contact details

• confirmation of parental responsibility

• consent for processing the child’s data

 

3.2 Verification

If an applicant is shortlisted, we may request:

• proof of age

• proof of parental responsibility

• additional identity verification

 

3.3 Communication

We will only communicate with minors when:

• a parent/guardian is copied into all messages

• communication is transparent and appropriate

• communication is limited to agency matters

We never privately message minors on personal social media accounts.

 

3.4 Application Data

Unsuccessful applications are deleted within 30 days.

 

4. Communication With Under‑18 Talent

All communication with minors must:

• include a parent/guardian

• be professional, respectful, and relevant

• take place through approved channels (email or phone)

• never occur late at night or inappropriately

Arch Agency representatives will never:

• contact a minor privately

• use personal social media to communicate

• request personal photos outside the application process

• ask for inappropriate or revealing images

• pressure a minor to respond quickly

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5. Meetings, Castings & Shoots

5.1 Parent/Guardian Presence A parent or legal guardian must attend all in‑person meetings, castings, fittings, shoots, or bookings involving a minor. Arch Agency does not act as a chaperone and will never attend in place of a parent or guardian.

5.2 Safe Environments All meetings and castings must take place in:

• professional, appropriate locations

• safe, public, or supervised environments

• spaces where a guardian is welcome and accommodated

Arch Agency representatives will never meet a minor alone.

5.3 Client Responsibilities Clients working with minors must:

• comply with UK child performance and safeguarding laws

• provide a safe, respectful environment

• ensure no inappropriate requests are made

• accommodate the presence of a parent or guardian at all times

 

6. Photography & Content Requests

Arch Agency will never request:

• lingerie, swimwear, or revealing images from minors

• private selfies

• images taken without a guardian’s knowledge

• content that could compromise safety or dignity

Any content request for minors must be:

• age‑appropriate

• guardian‑approved

• clearly explained

• optional

 

7. Online Safety

We comply with the Online Safety Act 2023, including:

• minimising risks associated with online submissions

• protecting minors’ images and personal data

• preventing unauthorised access or misuse

• ensuring secure communication channels

We do not publish or share a minor’s images without explicit guardian consent.

 

8. Data Protection & Privacy

We handle all minor data in accordance with:

• UK GDPR

• Data Protection Act 2018

• our Privacy Notice

This includes:

• secure storage

• limited access

• deletion of unnecessary data

• guardian‑controlled consent

 

9. Recognising and Reporting Concerns

Anyone can raise a safeguarding concern, including:

• parents

• talent

• clients

• staff

• members of the public

Concerns may include:

• inappropriate communication

• unsafe environments

• unprofessional behaviour

• exploitation or coercion

• anything that feels uncomfortable

How to Report a Concern

Email: [insert safeguarding email] Phone: [insert]

We take all concerns seriously and respond promptly.

If necessary, we will escalate concerns to:

• local safeguarding authorities

• the police

• relevant regulatory bodies

 

10. What Arch Agency Representatives Will Never Do

Arch Agency staff and contractors will never:

• meet a minor alone

• privately message a minor

• request inappropriate images

• pressure a minor to participate

• ignore safeguarding concerns

• share a minor’s data without consent

• behave unprofessionally or disrespectfully

 

11. Policy Review

We review this policy annually or sooner if:

• legislation changes

• safeguarding guidance updates

• operational needs evolve

The latest version will always be available on our website.

 

12. Contact Us

For safeguarding questions or concerns:

Arch Agency

Email: archagency.co@consultant.com

Phone: +44 07985641490