Our values
Policies and Procedures
APLE strictly abides by the country’s laws and by a professional code of conduct that sets the highest moral and professional standards, aiming to ensure good practice. This library summarises our policies in plain language. If you need the full text of any policy, you can ask us for a copy.
How the library works
Understand a policy in three steps
Our policies guide how APLE protects children and how its people behave. Here is how to use this page.
Policy library
Our policies
Eight policies that guide how APLE protects children, treats people and keeps information safe. Open any card for a summary.
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Safeguarding and protection
- Reference
- PP001, version 3.0
- Board approval
- 30 December 2025
- Issued
- 2 January 2026
- Applies to
- Trustees, employees, volunteers, interns, students on placement, consultants, contractors and anyone acting for APLE under a written agreement
- Review
- Every year, led by the Executive Director
PP001
Code of Conduct
The Code of Conduct is the foundation of APLE’s ethical standards. It sets out how every APLE representative must behave, at work and outside it whenever they can be identified with APLE. Where another policy sets detailed procedures, the Code sets the standard of conduct and the two are read together.
The main points
- Integrity and honesty. No bribes, inducements or improper influence. Conflicts of interest are disclosed early, and mistakes are admitted: hiding an error is itself a breach.
- Child protection comes first. Anyone with a concern about a child must report it to the Child Protection Officer or the Executive Director without delay. Staff work in open, visible settings with children, obtain written parental consent before photographing or filming a child, and never have sexual contact, grooming or a personal or romantic relationship with a child.
- Investigative integrity. Evidence is gathered lawfully and handled to protect it. Nobody is entrapped, and no one promises children or families outcomes they are not authorised to promise.
- Digital conduct and confidentiality. Staff never contact children served by APLE through personal accounts, and never share a child’s image or identifying details. Information about children and cases is strictly confidential, and confidentiality never delays a child protection report.
- A respectful workplace. No bullying, harassment or discrimination, and attention to staff wellbeing.
- Speaking up. Concerns are reported within 24 hours or as soon as practicable, and good-faith reporters are protected from retaliation. Complaints from children and families go to the Board Chairperson.
- Consequences. Breaches can lead to disciplinary action up to dismissal and, where a crime may be involved, referral to the authorities. Everyone signs a declaration before they start.
This is a summary. The full policy applies where the two differ. Email us to request a copy.
People and workplace
- Reference
- PP006, version 2.0
- Replaces
- Version 1.0 (2019)
- Applies to
- Employees, volunteers, interns, consultants and partner staff with access to APLE’s premises, systems or beneficiaries
- Review
- Every two years, by the Admin Manager with the Executive Director
PP006
Recruitment and Selection Policy
APLE’s staff and volunteers may work with children or handle sensitive case information. This policy makes recruitment fair, consistent and documented, and makes safeguarding a central part of every step, so that people who could pose a risk to children are not engaged.
The main points
- Eight stages, in order. Confirm the need and role profile, advertise, manage applications, shortlist, interview, complete pre-employment checks, decide and offer, then keep records and begin induction.
- Safeguarding is built in. Every role profile and advert states that the role is subject to APLE’s child protection commitment and a satisfactory vetting check. Interviews are structured and include safeguarding questions.
- Checks that cannot be waived. A self-declaration before any offer; at least two references, including the most recent employer, with a specific question about conduct with children; and identity, right-to-work and qualification checks. A criminal record check is requested for roles with access to children where legally available.
- No offer is confirmed until all checks are satisfactory. A person with a known conviction for a child sexual abuse or exploitation offence cannot be engaged by APLE in any capacity.
- Induction first. New people complete safeguarding induction before any client-facing or field work.
- Merit and fairness. Candidates are assessed on merit without discrimination. The Executive Director approves all hires, including volunteers and consultants.
This is a summary. The full policy applies where the two differ. Email us to request a copy.
People and workplace
- Reference
- PP010, version 2.0
- Replaces
- Version 1.0 (2019)
- Applies to
- All APLE employees
- Review
- Every two years, or after a significant operational or legal change
PP010
Grievance Policy
The grievance procedure is a constructive tool, not a disciplinary one. It gives employees a clear, fair and accessible way to raise concerns about their employment, aiming to settle them quickly and at the earliest practicable stage, ideally informally.
The main points
- What it covers. Terms and conditions, health and safety, working relationships, new working practices, discrimination and similar matters. It is not for reasonable management decisions an employee simply disagrees with. Whistleblowing concerns have their own policy.
- Raise it in writing, soon. Normally within one month of what happened, with dates, times and any witnesses. Informal meetings or mediation can be used at any point.
- Stage 1: line manager. A meeting is offered within five working days, and the manager tries to resolve it. If it is about the line manager, it goes to the Executive Director.
- Stage 2: Executive Director. If it is not resolved within ten working days, a formal hearing is held within ten working days, with a minute-taker, and a written decision follows within five working days. If it concerns the Executive Director, it goes to the Chair of the Board.
- Stage 3: Appeal Panel. Still unresolved? The Board appoints a panel of at least three people, with no earlier involvement where possible. The hearing is held within fifteen working days and the written decision is final.
- Fair process. Employees may bring a colleague or union representative (or a parent or guardian if under 18), are heard fully, and are protected from victimisation. Group grievances start at Stage 2. Records are kept confidentially.
This is a summary. The full policy applies where the two differ. Email us to request a copy.
Information and communications
- Reference
- PP014, version 3.0
- Issued
- 30 December 2025
- In force
- 2 January 2026
- Applies to
- Board members, employees, volunteers, interns, consultants and partners who handle APLE data
- Review
- Every year, by the Finance and Administration Head
PP014
Data Protection and Privacy Policy
APLE holds very sensitive information about child survivors, families, witnesses, donors, partners and its own people. This policy sets the standards for collecting, using, sharing, keeping and destroying that information, with the safety and privacy of children given the highest priority.
The main points
- Internationally recognised principles. Cambodia does not yet have a comprehensive data protection law, so APLE applies the GDPR principles to everything it handles: lawful, fair and transparent use; a clear purpose; collecting only what is needed; accuracy; keeping data only as long as necessary; and strong security.
- Children’s data is sensitive. All information about child victims and survivors is treated as sensitive, with access limited to those who need it and are trained.
- Child sexual abuse material has the strictest controls. Only designated, trained and authorised staff may access it, only to classify it through authorised systems. It is never downloaded, copied, stored on APLE systems or passed to anyone else.
- Sharing needs a basis. Personal information is shared only with consent, where the law requires it, with the Executive Director’s approval in the child’s best interests, or under a signed agreement. Confidentiality can, and must, be broken when a child is at risk.
- Your rights. People can ask to see, correct, erase or restrict the use of their data, and can object in some cases. Contact APLE to make a request.
- If something goes wrong. Anyone who suspects a data breach must report it immediately. APLE contains it, assesses the harm, informs partners and affected people where needed, and reviews what happened. New high-risk processing needs an impact assessment first.
- Keeping and destroying data. Set retention periods apply. Paper is shredded and electronic data erased securely. All staff are trained at induction and every year.
This is a summary. The full policy applies where the two differ. Email us to request a copy.
Safeguarding and protection
- Reference
- PP015, version 2.0
- Issued
- 30 December 2025
- Applies to
- Trustees, employees, volunteers, interns, consultants, and suppliers and partners in APLE’s network
- Review
- Every year, by the Finance and Administration Head
PP015
Modern Slavery and Human Trafficking Policy
APLE exists to protect children from exploitation, so it holds itself to the highest standard. This policy states zero tolerance of modern slavery, forced labour and trafficking in APLE’s operations, supply chains and partnerships, and explains how APLE spots, prevents and responds to it.
The main points
- Fair employment. Everyone has a written contract in line with the Labour Law. APLE makes no wage deductions as punishment or to recover recruitment costs, never holds anyone’s identity documents, lets staff resign in line with their contract, and does not use labour brokers that charge workers fees.
- Supply chain checks. Significant contracts include an anti-trafficking clause. Suppliers in higher-risk sectors, such as security, construction, cleaning and hospitality, are checked before they are engaged. A supplier found tolerating modern slavery has its contract ended and the matter reported.
- Know the signs. Staff are trained to notice indicators: someone controlled by another person, debt bondage, no access to their own documents, signs of abuse, or a child working in unsuitable conditions or in a commercial sexual context.
- A victim-centred response. Safety comes first. Staff do not contact the police or an employer without first checking it is safe and in line with the person’s wishes. Concerns go to the Executive Director, and where the person is a child the child protection policy applies and takes precedence.
- Openness. APLE publishes an annual transparency statement approved by the Board, and trains all staff at induction and every year.
This is a summary. The full policy applies where the two differ. Email us to request a copy.
Speaking up and integrity
- Reference
- PP016, version 2.0
- Issued
- 30 December 2025
- Applies to
- Trustees, employees, volunteers, interns, consultants and partner representatives; also open to survivors, community members and the public
- Review
- Every year, by the Finance and Administration Head
PP016
Whistleblowing Policy (Speak Up)
The reporting of concerns is central to APLE’s work. This policy gives anyone connected with APLE a safe way to raise a concern about wrongdoing, misconduct or serious risk, with confidence that it will be taken seriously, investigated independently and that they will not suffer for speaking up in good faith.
The main points
- What you can report. Child protection failures, fraud or theft, corruption or conflicts of interest, trafficking or modern slavery, serious policy breaches, cover-ups, illegal activity, and serious health, safety or environmental risks. A personal complaint about your own treatment at work belongs under the Grievance Policy.
- You do not need proof. A reasonable belief held in good faith is enough, and the report is protected even if it turns out to be unfounded.
- Independent channels. The primary route is an external Integrity Officer who is independent of APLE’s management. Concerns about the Executive Director or senior management can go to the Board Chairperson. The Executive Director may receive other concerns but must pass them to the Integrity Officer within 24 hours. Anonymous reports are accepted.
- Protection and confidentiality. Retaliation is a serious breach that leads to disciplinary action. A reporter’s identity is not shared without their consent, unless the law requires it or the concern cannot otherwise be investigated, in which case they are told first.
- A clear process. The Integrity Officer makes an initial assessment within five working days, the investigation is impartial, the reporter is kept informed as far as confidentiality allows, and findings go to the Board Chairperson. Possible crimes are referred to the authorities.
- Survivors’ voices. Concerns raised by or for survivors and beneficiaries are treated with the same seriousness. Deliberately false or malicious reports are not protected.
This is a summary. The full policy applies where the two differ. Email us to request a copy.
Information and communications
- Reference
- PP035, version 1.0
- Board approval
- 30 December 2025
- Issued
- 30 December 2025
- Applies to
- Employees, volunteers, interns, consultants and board members
- Review
- Every year, by the Finance and Administration Manager
PP035
Social Media Policy
Social media is a powerful way to raise awareness, and a real risk if handled carelessly. This policy protects child survivors from being identified, protects investigations, and sets clear standards for APLE’s official accounts and for staff who use social media personally.
The main points
- Official accounts. New accounts need the Executive Director’s approval. Content must be accurate, verified, survivor-centred and free from stigmatising or graphic language.
- A clear approval path. Draft, internal review, safeguarding check, Executive Director approval for anything sensitive, publish, then monitor. Comments are acknowledged within one working day, and harmful comments are hidden or removed.
- Never published. Anything that could identify a child survivor, victim or witness; child sexual abuse material in any form; anything that could harm an investigation; names or photographs of accused people before a formal charge, unless authorised; political commentary; unverified claims.
- Photos and video need consent. Written consent from adults, and from a parent or guardian for children, with an age-appropriate explanation and no pressure. Consent is for a stated purpose and can be withdrawn. No survivor, victim or child witness is photographed or filmed in connection with their case, even if consent is offered.
- In a crisis. All scheduled posts are paused, nothing new goes out without the Executive Director’s approval, and one coordinated response is agreed.
- Personal use by staff. Staff never post about APLE cases, survivors or beneficiaries, even in general terms, and do not use APLE’s name, logo or title without authorisation. Concerns should go through internal channels, not social media. Journalists who make contact are referred to the Communications Officer.
This is a summary. The full policy applies where the two differ. Email us to request a copy.
Safeguarding and protection
PP071
Protection from Sexual Exploitation and Abuse (PSEA) Policy
No cultural context, personal relationship or position of authority excuses sexual exploitation or abuse (SEA). This policy sets out what SEA is, the conduct APLE prohibits, and how it prevents, reports, investigates and responds, always putting the survivor’s safety, dignity and confidentiality first.
The main points
- Six core principles. SEA is gross misconduct and grounds for dismissal. Sexual activity with anyone under 18 is prohibited whatever the local age of consent, and a mistaken belief about age is no defence. Exchanging money, work, goods or services for sex is prohibited, as are sexual relationships with beneficiaries. Everyone must report concerns, and everyone shares responsibility for prevention.
- Prevention. Careful vetting, mandatory training at induction and at least every two years, community awareness of the right to be protected and how to report, and PSEA clauses in every contract and partnership.
- Safe ways to report. To the PSEA Focal Point, the Executive Director or any senior manager, or anonymously. Anyone can report, including children and third parties.
- Investigation. Prompt, thorough and impartial, sometimes by an external investigator. The accused is told and may respond, subject to the safety of survivors and witnesses. Suspension is possible and is not a finding of guilt.
- Referral to the authorities. Where there is credible evidence of a crime, especially involving a child, APLE refers it to the national authorities and this does not wait for APLE’s own investigation.
- Survivor support and protection for reporters. Counselling, medical referral, legal information and protection of identity. Retaliation against a reporter is gross misconduct.
- Consequences. Confirmed SEA means summary dismissal and, where a crime may be involved, referral to the authorities including the Anti-Human Trafficking and Juvenile Protection Department.
This is a summary. The full policy applies where the two differ. Email us to request a copy.
Need the full policy?
Request a copy
The summaries above explain what each policy means for you. If you need to read a full policy, we are glad to send it.
Email info@aplecambodia.org and tell us:
- which policy you would like (the name and reference, such as PP001);
- who you are, for example a partner, donor, researcher, job applicant or member of the public; and
- how you plan to use it.
You can also use the Request the full policy button on any policy, which starts the email for you. Prefer another way? See all the ways to contact us.
About these summaries. They are written for readers who are not familiar with APLE’s internal documents and explain each policy in plain language. They are not a legal text, and where a summary and the full policy differ, the full policy applies. Policies are approved by APLE’s Board and reviewed regularly. If you want to raise a concern about the conduct of anyone connected with APLE, please contact us, or see the Whistleblowing Policy above.