Safeguarding

WARLINGHAM AND DISTRICT HORSE CLUB
SAFEGUARDING POLICY
1. POLICY STATEMENT
Warlingham and District Horse Club (WDHC) is committed to safeguarding and promoting the welfare of all members, particularly children, young people, and vulnerable adults who participate in our activities.
We recognize that:
The welfare of children and vulnerable adults is paramount
All members, regardless of age, disability, gender, racial heritage, religious belief, sexual orientation or identity, have the right to equal protection from harm
Some children and adults are additionally vulnerable because of the impact of previous experiences, their level of dependency, communication needs or other issues
This policy applies to all staff, volunteers, committee members, coaches, and anyone working on behalf of WDHC.
2. DEFINITIONS
Child/Young Person: Anyone under the age of 18 years.
Vulnerable Adult: A person aged 18 or over who may be unable to take care of themselves or protect themselves from harm or exploitation due to illness, disability, or circumstances.
Abuse: May be physical, emotional, sexual, neglect, or bullying (including cyber-bullying).
3. KEY PRINCIPLES
The welfare of children and vulnerable adults is the primary concern
All participants have the right to protection from abuse regardless of their background
Suspicions and allegations of abuse will be taken seriously and responded to swiftly and appropriately
WDHC will work in partnership with parents/carers and relevant agencies
4. RESPONSIBILITIES
The Committee will:
Ensure this policy is implemented and reviewed annually
Appoint a Safeguarding Officer
Ensure all volunteers working with juniors are appropriately vetted
Provide safeguarding training for relevant personnel
The Safeguarding Officer will:
Be the first point of contact for safeguarding concerns
Maintain up-to-date knowledge of safeguarding procedures
Keep confidential records of concerns and referrals
Liaise with external agencies when necessary
Report safeguarding matters to the committee (maintaining confidentiality as appropriate)
All Members and Volunteers must:
Treat all members with respect and dignity
Follow the club’s code of conduct
Report concerns to the Safeguarding Officer
Not abuse their position of trust
5. SAFER RECRUITMENT
WDHC will ensure that:
All volunteers and coaches working regularly with juniors complete a DBS check (Disclosure and Barring Service)
All those working with juniors receive appropriate safeguarding training
A register of DBS checks is maintained
6. CODES OF CONDUCT
Adults working with juniors should:
Avoid spending time alone with children away from others
Not transport children in their vehicle unless with parental consent and preferably with another adult present
Not share contact details with juniors via personal social media
Maintain professional boundaries at all times
Never use physical punishment or inappropriate language
Report concerns immediately
Inappropriate behaviour includes:
Engaging in rough, physical or sexually provocative games
Allowing or engaging in inappropriate touching
Making sexually suggestive comments
Sharing alcohol, tobacco, or drugs with young people
Allowing allegations to go unreported
7. RECOGNISING ABUSE
All members should be aware of the signs of abuse, which may include:
Physical Abuse: Unexplained injuries, fear of physical contact, aggression
Emotional Abuse: Withdrawal, low self-esteem, attention-seeking behaviour
Sexual Abuse: Inappropriate sexual knowledge, self-harm, sudden changes in behaviour
Neglect: Constant hunger, poor hygiene, inadequate clothing
Bullying: Becoming withdrawn, reluctance to attend activities, unexplained injuries
8. RESPONDING TO CONCERNS
If you have concerns about a child or vulnerable adult:
React calmly – reassure the individual
Listen carefully – do not investigate or ask leading questions
Record – write down what was said using the person’s own words
Report – contact the Safeguarding Officer immediately
Do not:Promise confidentiality
Investigate yourself
Contact the alleged abuser
Discuss with anyone other than the Safeguarding Officer or appropriate authorities
9. REPORTING PROCEDURES
Concerns about a child:
Report to the Safeguarding Officer: safeguarding@wdhc.org.uk
In an emergency or if a child is at immediate risk, contact the Police on 999
Local Authority Children’s Services can be contacted for advice
Concerns about a vulnerable adult:
Report to the Safeguarding Officer
In an emergency, contact the Police on 999
Local Authority Adult Social Services can be contacted for advice
If the concern involves the Safeguarding Officer:
Report directly to the Club Secretary or Chair
Or contact the British Horse Society Safeguarding Team: 02476 840517
10. CONFIDENTIALITY
Information will be shared on a need-to-know basis only
Records will be kept securely and in accordance with GDPR
Information may need to be shared with statutory agencies for the protection of the individual
11. PHOTOGRAPHY AND SOCIAL MEDIA
Parental consent must be obtained before photographing or filming juniors
Images must be stored securely
No member should be identified by name in publicly shared photographs without consent
Social media posts featuring juniors must have parental consent
12. ACTIVITIES AND SUPERVISION
Risk assessments will be conducted for all activities involving juniors
Appropriate adult-to-child ratios will be maintained
Junior members should be supervised appropriately at all times
Activities will be suitable for the age and ability of participants
13. COMPLAINTS PROCEDURE
Any concerns about the implementation of this policy should be raised with the Safeguarding Officer or through the club’s complaints procedure available at wdhc.org.uk/complaints or via secretary@wdhc.org.uk.
14. POLICY REVIEW
This policy will be reviewed annually or following any significant incident or change in legislation.

CONTACT DETAILS
Safeguarding Officer: [Name]
Email: safeguarding@wdhc.org.uk
Club Secretary: secretary@wdhc.org.uk
External Contacts:
Police Emergency: 999
NSPCC Helpline: 0808 800 5000
British Horse Society Safeguarding: 02476 840517

Policy Adopted: December 2025
Review Date: December 2026

Signed: Chair/Secretary name
The signed socument can be viewed at this link : TBC