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STANDARDS FOR THE PROTECTION OF MINORS IN ASTRA DENT STOMATOLOGIA
Astra Dent Stomatologia (ul. Świętokrzyska 20, 00-002 Warsaw, tel.: +48 533 599 552, info@astradent.pl, NIP: 5273028129), hereinafter referred to in this document as “Astra Dent Stomatologia.”

Preamble

Considering the provisions of the Act of 13 May 2016 on the prevention of threats related to sexual crimes and the protection of minors, as well as the recommendations of the United Nations and Article 72(1) of the Constitution of the Republic of Poland, Astra Dent Stomatologia implements these Standards for the Protection of Minors. The primary principle guiding all actions performed by members of Astra Dent Stomatologia staff is acting for the benefit of the child and in their best interests. Staff working at Astra Dent Stomatologia treat children with respect and, as far as possible, take their needs into account. The use of any form of violence against a child by an employee is unacceptable. We recognize the special role of healthcare workers in identifying, responding to, and ensuring the safety of children exposed to violence. In pursuing these goals, the facility’s staff act within the framework of applicable law, internal regulations, and their professional competences.

The child protection policy at Astra Dent Stomatologia is implemented through the following principles and objectives:

  1. The highest goal is to ensure that all children are protected from harm and that procedures are in place to provide them with support;
  2. Employees receive the necessary information and competences enabling them to fulfil their duties in caring for the child’s welfare and protecting children from violence;
  3. Ensuring that children, as well as their parents or guardians, have access to information about the institution’s rules and the available assistance in case of suspected harm to a child.

Definitions

For the purposes of this document, the following terms shall have the meanings set out below:

  1. Medical facility — an entity conducting medical activity within the meaning of the Act of 15 April 2011 on Medical Activity, regardless of its legal form or source of funding, that provides services to children or acts in their interest — in this case, a dental clinic;
  2. Child/minor — any person under the age of 18, including children with disabilities and children with special educational needs;
  3. Child’s guardian — a legal representative of the child: father, mother, or guardian, foster parent, or temporary guardian;
  4. Third party — any adult who is not the child’s parent or guardian as defined above;
  5. Causing harm to a child — any behavior towards a child that constitutes a criminal act. Harm also includes neglect (intentional or unintentional), acts or omissions, and any resulting consequences that violate the child’s rights, freedoms, or personal dignity, or hinder their development.

    The following forms of harm are distinguished:
  1. Physical violence — an act or omission that results in actual physical harm to the child (or creates a situation that threatens such harm);
  2. Psychological violence — prolonged, non-physical interaction between children and those responsible for them. Examples include: emotional unavailability, emotional neglect, demoralization, relationships with children based on hostility, blame, and humiliation, improper or inconsistent interactions with children, ignoring the individuality of the child, and situations in which the child witnesses violence.
  3. Sexual violence — involving a child in sexual activity by an adult. This includes situations without physical contact (e.g. exhibitionism, verbal harassment — engaging in sexually explicit conversations inappropriate for the child’s age, commenting on the child’s appearance or behavior in a sexual manner, encouraging the viewing of pornographic material, grooming — the seemingly harmless strategy of gaining the child’s trust to establish sexual contact later) as well as situations involving physical contact (e.g. touching the child, forcing the child to touch the perpetrator, sexual intercourse). Any sexual act involving a child under the age of 15 constitutes a crime. In the case of children, sexual abuse refers to exploitation where there exists a relationship of power, care, or dependency between the perpetrator (adult or another child) and the victim. Other forms of sexual exploitation include the use of a child or their image to produce materials depicting sexual violence (CSAM, including through software use). This encompasses any actual or attempted abuse of a child’s vulnerability, power imbalance, or trust for sexual purposes. Sexual exploitation may (but does not have to) involve obtaining financial, social, or political benefits from such exploitation. A heightened risk of sexual exploitation arises during humanitarian crises. The threat of sexual exploitation applies to both children themselves and their guardians, who may also become victims.
  • Child neglect — a single or repeated failure to meet a child’s physical or psychological needs, or failure to recognize their rights, resulting in impairment of the child’s physical or mental health and development.
  • Peer violence — peer violence occurs when a child experiences various forms of harassment from their peers. It may take place through direct actions or by using means of communication (for example, via the Internet or mobile phones). Peer violence is observed when the harmful action is intended to cause pain or harm to the child (intentionality), is systematic (repeated), and when the perpetrator or group of perpetrators has an advantage over the victim. Forms of peer violence include: mockery, humiliation, intimidation, insults, exclusion from a group, hitting, pushing, theft, verbal aggression and offensive messages in messengers, as well as sexual exploitation.

 

  1. Employee — a person employed under an employment contract or performing work based on civil-law agreements, as well as an intern, trainee, or student — regardless of their position;
  2. Parental/guardian consent — consent given by the parents or legal guardian, foster parents, or temporary guardian;
  3. Child’s personal data — any information that allows the identification of a child, including their image, first name, and surname;
  4. Coordinator — an employee appointed by Astra Dent Stomatologia, responsible for monitoring the correct implementation of the Child Protection Standards at Astra Dent Stomatologia.

Identification and response to risk factors of harm to children

Staff

  1. Astra Dent Stomatologia exercises ongoing supervision over compliance with the Child Protection Standards.
  2. Astra Dent Stomatologia ensures that all employees working or cooperating with the clinic have appropriate knowledge and, within their duties, pay attention to risk factors and signs of harm to children.
  3. Staff working at Astra Dent Stomatologia are obliged to monitor the situation and well-being of children. In the event of identifying risk factors, employees take preventive measures within their capabilities.
  4. Before employing a person at Astra Dent Stomatologia or establishing cooperation in any other legally permitted form, it is necessary to verify whether the person has the competences to work with children and to exclude the risk of any threat to the child’s well-being or safety.
  5. During the recruitment process, the following data must be obtained:
  1. Contact details: first name, surname, date of birth, and contact information;
  2. An identity document;
  3. Information regarding education, professional qualifications, and previous work experience.
  1. Every person employed at Astra Dent Stomatologia to perform duties involving contact with children must be verified in the Register of Persons Convicted of Sexual Offences (https://rps.ms.gov.pl/). Verification in the Register is carried out by printing the search results from the restricted-access section of the Register and attaching them to the personnel file of the verified person. This verification must be repeated annually. A sample of the data corresponding to point 5 is attached to the Standards. The categories of persons subject to mandatory verification are listed in the appendix to the Standards.
  2. All employees who work with children, including those who may have potential contact with children, must submit a declaration confirming the absence of any criminal record and that no proceedings are pending against them for crimes against children, in accordance with the template attached to the Standards.
  3. An employee starting work at Astra Dent Stomatologia is required to submit statements confirming:
  1. Familiarity with the Child Protection Standards and commitment to comply with them;
  2. Familiarity with the principles of safe relationships and commitment to comply with them.

The statements are attached to the employee’s personnel file. Signing these statements is a mandatory condition for establishing employment or other civil-law relations.

  1. Astra Dent Stomatologia undertakes to provide training for employees and partners, including the first training session within 60 days from the date of implementation of the Standards.
  2. The training covers the following topics:
  1. Provisions of the Child Protection Standards;
  2. Taking action in situations requiring intervention;
  3. Identifying symptoms of harm to children;
  4. Protecting children from violence.
  1. Astra Dent Stomatologia appoints a person who will serve as the Child Protection Standards Coordinator within the facility. This person is responsible for conducting training and educational activities.
  2. Training on the standards is conducted at least once every two years for all staff members. In addition, each new employee must complete training on these standards.
  3. Partner organizations, if their activities involve contact with children, are required to comply with the Child Protection Standards.
  4. Astra Dent Stomatologia is obliged to supervise, delegate tasks, and monitor compliance with the Child Protection Standards, as well as to maintain a record/register of identified or reported incidents/events that may endanger the welfare of minors. The register must include information on the report: the person who submitted the report, the person suspected of causing harm (guardian, staff member, another child, or another person), the type of intervention undertaken (reporting the possibility of a crime, contacting authorities to verify the family situation, initiating the “Blue Card” procedure), and the date of the intervention. Depending on the facility’s specifics, documents collected in connection with suspected harm to a child shall be attached to the minor’s file/documentation or stored together with the register. If records are kept in paper form, they must be stored in a properly secured metal cabinet accessible only to the person responsible for child protection standards.
  5. Astra Dent Stomatologia defines persons responsible for:
  1. Receiving reports of incidents that threaten a minor / suspicions of child abuse;
  2. Organizing and providing support to the minor according to the support plan;
  3. Carrying out interventions in cases of suspected child abuse (including filing reports of suspected crimes against minors, notifying the guardianship court, and initiating the “Blue Card” procedure);
  4. Child protection standards within the facility, including preparing staff for their implementation.
  5. The person responsible for child protection standards is obliged to:
  1. Ensure that the Child Protection Standards are published on the facility’s website and displayed on its premises;
  2. Prepare facility staff for the application of the standards before starting work or after any changes to them;
  • Delegate tasks and responsibilities related to the implementation of standards within the institution to the relevant departments and staff, and monitor their fulfillment;
  • Maintain a record of the institution’s staff members who have familiarized themselves with the child protection standards before starting work or after any updates have been made;
  • Review the child protection standards in cooperation with management, staff, children, and, if possible, their guardians;
  • Regularly monitor the level of knowledge and compliance of staff with the established standards;
  • Check and assess the effectiveness of the existing guidelines and procedures;
  • Propose amendments to the standards to ensure the effective protection of children from abuse;
  • Organize or conduct regular staff training sessions on the current standards at least once every two years and after any content updates;
  • Coordinate the preparation of the Rules of Safe Relationships between children, their implementation, monitoring, and initiation of changes to their content in response to the needs expressed by children;
  • Cooperate with other persons responsible for implementing, enforcing, disseminating, and monitoring child protection standards within the institution.

 

  1. The person responsible for child protection standards must conduct monitoring and evaluation of the Child Protection Standards at least once every two years.
  2. Every two years, this person conducts a survey among employees to monitor the level of standard implementation. In the questionnaire, employees may propose changes or report violations in the area of rules and procedures.
  3. Based on the questionnaires, the person responsible for child protection standards prepares a monitoring report and submits it to the management of Astra Dent Dentistry. The management makes a decision within one month regarding any amendments to the current child protection standards.

Rules of Safe Relationships Between Staff and Children

  1. The institution’s staff are aware of and comply with the rules of safe relationships between staff and children.
  2. The main principle guiding all staff actions is to act in the best interests and welfare of the child.
  3. Staff treat each child with respect and recognize them as an individual. This means that when making decisions regarding a child, staff must inform the child, listen to their opinion, and, where possible and safe, consider their needs.
  4. The rules of safe relationships between staff and children apply to every employee of the institution as well as to any adult who has contact with children under the institution’s care, if such contact occurs with the institution’s consent or on its premises. Familiarization with these rules must be confirmed by a signed statement.
  5. Main rules:
  1. An employee must treat the child kindly, respectfully, and as an individual;
  2. An employee greets the child, introduces themselves, and explains their role and what they will be doing;
  3. Address the child in the form they prefer;
  4. Any information provided to the child must be adapted to their age and developmental level;
  5. The child’s emotions must be unconditionally respected;
  6. When collecting information, questions should be directed not only to the parents but also to the child;
  7. When conducting an examination, start with the least stressful actions, explaining to the child what will be done and familiarizing them with the action plan;
  8. It is advisable to have pencils, coloring books, puzzles, or storybooks in the office, reception area, or any place where children are present — to occupy the child and reduce stress;
  • It is advisable to consider using diminutive forms when addressing a child;
  • An employee must respond in every case where there is suspicion that a child is not receiving proper care or is being subjected to abuse.
  • Issues raised by parents should be treated with attention and understanding;
  • It is necessary to provide advice, answer all questions, guide further actions, and encourage parents to cooperate;

    It is prohibited:
  1. Under no circumstances should an employee deceive or manipulate a child;
  2. A child must not be judged, shamed, or ignored. It is forbidden to use expressions that may humiliate the child’s dignity, for example: “You’re such a big boy/girl, and you’re afraid or crying.”;
  3. It is strictly forbidden to use any form of violence or physical coercion toward a child;

Disclosure of Abuse

In a situation where a child reports an incident of abuse, it is necessary to create an opportunity for the child to speak freely and share their thoughts or assessment, keeping in mind that this may be their first and only conversation (the child may not dare to seek help again). It is especially important to:

  1. Express care by assuring the child that they are believed;
  2. Assure the child that they did the right thing by talking about the abuse they experienced;
  3. Explain to the child that they are not to blame for what happened;
  4. Clearly and firmly condemn any form of violence, emphasizing that it is unacceptable and must be stopped/prevented;
  5. Properly inform the child who will handle the matter and how, including letting them know that measures will be taken to ensure their safety;

Procedure in Case of a Threat to a Child’s Safety

  1. The procedures established in the child protection standards aim to support employees in responding to and taking action in situations of suspected child abuse.
  2. The goal of intervention is to stop the abuse of the child and ensure their safety.
  3. The discovery of signs that may indicate child abuse must be documented in the child’s medical records.
  4. Failure to respond in cases of suspected child abuse may be considered a serious violation of employment or contractual obligations and may result in termination of the agreement with the person responsible for such misconduct.
  5. Classification of threats to child safety:
  1. A crime has been committed against a child, such as abuse or sexual violence;
  2. Another form of abuse has occurred — yelling, beating, humiliation, bullying, or physical punishment;
  3. Neglect of the child’s basic needs;
  1. In every case of suspicion that a child’s well-being is somehow at risk or that the child is being abused, it is necessary to ensure the child’s safety and separate them from the person suspected of the abuse. The employee must prepare an incident report and submit it to the person responsible for receiving such notifications.
  2. In cases of suspected abuse, the child’s guardian must be informed. If the suspected abuser is the guardian, another non-involved guardian must be notified.
  3. In cases of suspected abuse committed by another child, the guardian of the abusive child must also be informed.
  • Intervention is carried out by a person appointed by the management to respond, depending on the situation — in cooperation with the management, the person who submitted the report, other individuals responsible for the implementation, execution, dissemination, and monitoring of child protection standards, or other staff members, such as a psychologist.
  • The procedure for intervention in cases of suspected child abuse, adopted in the institution, must take into account the obligations defined by law, in particular Art. 240 of the Criminal Code, Art. 12 of the Law on Prevention of Domestic Violence, and Art. 572 of the Civil Procedure Code.
  • All persons who, in the course of performing their professional duties, have received information about child abuse or related details are obliged to maintain confidentiality, except for information transmitted to authorized institutions within the scope of intervention activities.
  • Every report of suspected child abuse, as well as the course of each intervention, must be documented in the manner established by the institution. The institution is obliged to adapt existing procedures or approve a new one.
  • After a child reports abuse or in the case of suspicion that a child is experiencing violence, the person responsible for organizing and providing support to the child develops a child support plan.

 

Procedure in Case of Circumstances Indicating Child Abuse

  1. If there is a reasonable suspicion that a child at “Astra Dent Stomatologia” is being subjected to violence, the police must be immediately notified by calling 112, describing the circumstances of the incident and reporting the preventive measures taken. Depending on the situation’s dynamics and circumstances, the call is made by the person who directly witnessed the event (employee/manager/coordinator). If the report is made by an employee, they must simultaneously inform their supervisor about the incident.
  2. In the event of suspected violence against a child that resulted in injury, sexual abuse, and/or a threat to life, the emergency number 112 must be called immediately. The staff member who first became aware of the threat is responsible for making the report.
  3. Reasonable suspicion of child abuse arises when:
    1. The child informs a staff member of the institution about the abuse,
    2. The employee witnesses violence,
    3. The child has visible signs of abuse (e.g., scratches, bruises) and responds inconsistently and/or nervously to questions, or there are other circumstances indicating possible violence, for example, the discovery of child pornography materials in an adult’s room.
  1. In such a situation, it is necessary to prevent the child and the suspected perpetrator from leaving the premises.
  2. If the child is experiencing a form of violence other than a crime committed by parents, legal guardians, or other family members:
  1. If the behavior toward the child constitutes domestic violence, the “Blue Card” procedure must be initiated by submitting the “Blue Card – A” form to the head of the multidisciplinary group responsible for the place of residence of the person experiencing domestic violence within 5 days;
  2. If the behavior does not constitute domestic violence, but the child experiences neglect or other forms of family dysfunction (e.g., the parents are unable to cope with upbringing), the case should be referred to the family court to assess the family’s situation.
  1. In cases of suspected criminal offense against a child, a written report must be prepared, including the personal details of the child and the alleged perpetrator.
  2. If the child’s basic needs are neglected or their well-being is otherwise violated by parents or legal guardians, the case must be referred to the family court responsible for the child’s place of residence with a request to review the child’s situation.
  3. If an “Astra Dent Stomatologia” employee has committed another form of abuse against a child, other than a criminal offense, all circumstances must be clarified, including hearing the suspected employee and other witnesses, while immediately suspending the person from any contact with children until the investigation is complete.
  4. In the event that criminal proceedings are initiated against a staff member for committing a crime against a child, that person must be immediately and unconditionally suspended from any contact with children until the final court decision.
  5. If a report of violence concerns the person appointed to carry out interventions, receive reports, or responsible for child protection standards, the intervention is conducted by the management or another person appointed by the management.
  6. If the report of suspected child abuse concerns a member of the management, the person responsible for child protection standards informs the supervisory authority, and the person responsible for interventions takes appropriate actions.
  7. Intervention in cases of suspected crime against a child consists of preparing a written report that accurately describes the event, including the details of the victim and the suspected perpetrator, and submitting it to the nearest police station or prosecutor’s office.
  8. If a child experiences another form of abuse, other than a criminal offense, from a staff member:
    1. If the behavior was a one-time incident and had a minor impact on the child’s well-being, the supervisor or another authorized person conducts a disciplinary conversation with the staff member,
    2. If the violation of the child’s well-being is significant, especially if humiliation or discrimination occurred, it is recommended to terminate the employment relationship with the person who committed the abuse. If the staff member who harmed the child is not a direct employee of “Astra Dent Stomatologia” but cooperates through another organization, it is recommended to terminate cooperation with this person and, if necessary, end the contract with the partner organization or institution.
  1. In cases of significant violation of a child’s well-being by a staff member, the person responsible for the standards conducts an internal investigation to clarify the incident, determines steps to prevent similar situations in the future (e.g., updating standards, mandatory training), and monitors their implementation.
  • In case the staff fails to apply the standards despite obvious signs of violence against a child, measures must be taken to discipline the employee and provide additional training.

Child Support

  1. For a child who has suffered harm, the person responsible for providing support develops a child support plan.
  2. The support plan covers the child’s individual situation, the nature of the incident, the family context, recommendations for necessary actions, identification of the source of threat, ways to isolate the child from the abuser(s) (suspects), and risk factors for harm.
  3. The standards include a list of places where parents or guardians who need support for themselves and their child can be referred.
  4. The support plan must be developed in mutual understanding with parents/guardians — who are not the abusers.

Final Provisions

  1. The child protection standards will be continuously and regularly monitored, subject to updates and modifications.
  2. The child protection standards take effect on August 15, 2024.
  3. The child protection standards are provided to all employees by publishing them on the Astra Dent Stomatologia website.
  4. The child protection standards are made available to adult patients through publication on the Astra Dent Stomatologia website.
  5. The child protection standards, in a form understandable to children, are attached to this document.