Citroen Car Club – Safeguarding Policy and Procedure regarding Vulnerable Individuals
- Introduction
1.1. The Citroen Car Club (CCC) organises events and activities which may involve vulnerable individuals, and believes that they have the right to participate in these events in a safe and enjoyable manner. This policy aims to create and maintain the safest possible environment for these vulnerable individuals as well as for directors, volunteers and all other Club members, and all reasonable steps will be taken to prevent all
parties from harm.
1.2. This policy is non-contractual but indicates the way in which the CCC intends to deal with such matters.
1.3. This policy is designed to ensure that vulnerable individuals are protected at Club meetings and activities, in accordance with Human Rights legislation, from all types of abuse as identified below and other actions and activities that may be considered harmful. - Scope of this policy
This policy applies to everyone connected with the CCC whose activities bring them into contact with vulnerable individuals, and to all Club events, activities and functions, whether physical, online or via published media. - Definitions
3.1. A child is anyone under the age of 18.
3.2. A vulnerable adult is a person aged 18 years or over who:
3.2.a. Is unable to protect him/herself against significant harm or exploitation.
3.2.b. OR is or may be in need of / eligible for Community Care Services by reason of mental or other disability, age or illness, AND is unable to take care of him / herself.
3.3. The term vulnerable individual is used to cover both children and vulnerable adults.
A vulnerable individual may fall into any of the following groups:
3.3.a. Under the age of 18;
3.3.b. Elderly or frail; having a mental health need, learning difficulty, physical or sensory impairment, being substance or alcohol dependent, homeless or in an abusive relationship, or being a family carer providing assistance to another vulnerable individual.
3.4. A member is any Club member, director or volunteer, but for the purposes of this policy the term is extended to include the following: members of other clubs, non-members and casual visitors, outside
contractors and their staff. - Roles and Responsibilities
4.1. The Board of Directors has appointed a Club Safeguarding Officer (CSO) who has overall responsibility for all relevant issues, and should be contacted with any concerns or queries.
4.2. The Directors will assist and fully support the CSO in implementing this Safeguarding Policy. The CSO reports directly to the Directors who will decide upon further action where necessary. The Directors will publicise this policy and provide support and guidance through the CSO for Sections, Groups, Registers and other event organisers in implementing it. The Directors recognise the roles and responsibilities of the statutory agencies such as the police and local authorities in safeguarding vulnerable individuals and will cooperate with requests from all such bodies.
4.3. Current CSO: See Appendix A. Email address: cso@citroencarclub.org.uk - Behaviour and abuse
5.1. We should all aim to promote an environment of trust and understanding, and not tolerate unsociable behaviour. Abuse is a violation of an individual’s human and civil rights by any other persons(s) or group of people, and may be single or repeated acts.
5.2. All members are required never to subject any vulnerable individual to any form of harm or abuse. This means that it is unacceptable, for example, to treat a vulnerable individual in any of the following ways:
5.2.1. to cause distress or fear by shouting, insulting, humiliating, intimidating, harassing or any other form of verbal abuse.
5.2.2. to slap, hit, shake or push.
5.2.3. to hold in such a way as to cause pain.
5.2.4. to physically restrain except to protect from harm to any person.
5.2.5. to take part in horseplay or rough games.
5.2.6. to allow or engage in inappropriate touching of any kind.
5.2.7. to do things of a personal nature that the person can do for themselves.
5.2.8. to allow or engage in sexually suggestive behaviour within a person’s sight or hearing, or make suggestive remarks to or within earshot.
5.2.9. to force or induce to take part in any sexual activity.
5.2.10. to give or show anything which could be construed as pornographic.
5.2.11. to seek or agree to meet anywhere outside of the usual environment.
5.2.12. to engage online or by telephone in an unacceptable manner.
5.2.13. to make sexist, discriminatory or racist remarks, or comments based on a person’s disability, age or illness.
5.2.14. to exclude unfairly from activities or venues.
5.2.15. to neglect or ignore medical or physical care needs, either deliberately or unintentionally.
5.2.16. to become unfit through alcohol or drugs whilst responsible for a person’s care.
The above list is intended to be indicative and is not exclusive in scope. - Safeguarding Procedure in practice
Deputy Safeguarding Officers (DSO)
6.1. Every Section, Group or Register intending to organise an event or activity must:
6.1.a. Designate a DSO who will take responsibility over the duration of that event.
6.1.b. Contact the CSO in advance with the details of the DSO for the particular event.
6.1.c. Display this Policy at the event, together with contact details (email and phone) and photograph of the designated DSO and CSO.
It is accepted that even where a Section may have appointed a standing DSO, they may not be able to be present at every event or activity, hence the option to vary the DSO as necessary.
6.2.1. Either the CSO or DSO should be present at a rally, show or event at all times. If this is not possible, the DSO must appropriately brief another event organiser in order to provide cover during the DSO’s absence. In the event of an off-site activity during an event, should all known vulnerable individuals participate in this activity the site may be left without a CSO or DSO on the basis that the CSO or DSO will be present during the activity.
6.2.2. Either the CSO or the DSO will be the point of contact for any queries or concerns raised by members during the event. Where the CSO is not available, the DSO should take any immediate action required, in accordance with the procedure below, and must contact the CSO as soon as possible.
6.3. Where abuse to a vulnerable individual is alleged, suspected, reported or concerns are raised, the Safeguarding Procedure must be followed. The confidentiality of the vulnerable individual will be respected wherever possible and their consent obtained to share information. The vulnerable individual should be made aware that the Club cannot ignore issues around abuse and that steps will be taken to deal with them in as sensitive a manner as possible. The welfare of the individual is paramount.
Action in the event of Abuse
6.4. Suspicions of abuse
Any person (see 3.4) who witnesses or suspects that a vulnerable individual may be subject to, or at risk of,
abusive behaviour should:
6.5. Make Safe
6.5.a. Deal with the immediate needs of the individual. This may mean taking reasonable steps to ensure that they are in no immediate danger, and seeking medical treatment if required as a matter of urgency.
6.5.b. Report the alleged abuse to the CSO or DSO for the event, according to availability.
6.5.c. It is NOT the individual’s responsibility to investigate his/her suspicions – this requires expertise he/she is not expected to have.
6.6. The CSO or DSO should then:
6.6.a. NOT discuss the allegation of abuse with the alleged perpetrator.
6.6.b. NOT disturb or destroy articles that could be used in evidence. Where an assault of some kind is suspected do not wash or bathe the person unless this is associated with first aid treatment necessary to prevent further harm.
6.6.c. Ensure that the allegation is properly managed. This may include the immediate exclusion of a person or persons from the event; in extreme circumstances it may be necessary to report the concern to the police.
6.6.d. Clarify the details of the incident as far as possible.
6.6.e. Address issues of consent and confidentiality.
6.7. Inform
Notify the CSO immediately – he/she will assume responsibility for dealing with the issue and provide further guidance.
6.8. Record
6.8.a. Securely record details of the allegation as soon as possible. Include:
6.8.b. The allegation or concerns, including the date and time of the incident, what the vulnerable individual said about the abuse and how it occurred or what has been reported.
6.8.c. The appearance and behaviour of the vulnerable individual.
6.8.d. Any injuries observed.
6.9. The CSO should then:
6.9.a. Carry out further investigation of the allegation as appropriate.
6.9.b. Collate all relevant information.
6.9.c. Submit a report to the Directors together with any recommendations.
6.10. The Directors will then:
6.10.a. Review the CSO’s report and recommendations.
6.10.b. Carry out any further investigations as appropriate.
6.10.c. Advise the CSO of their conclusions.
6.10.d. Take action as appropriate and agreed.
6.10.e. Communicate with interested parties as appropriate.
6.11. The CSO will then:
6.11.a. Communicate with interested parties as appropriate, where this has not been done by the Directors.
6.11.b. Ensure that a final response is received from any interested parties as appropriate, and communicate such response/s to the Directors to facilitate formal closure of the matter. - Administration of the Safeguarding Policy
7.1. Criminal records
No-one will be permitted to undertake a role which involves regular contact with vulnerable individuals without a satisfactory Disclosure and Barring Service (formerly Criminal Records Bureau) check. In the case of the CCC it is the CSO who must adhere to the above.
7.2. Physical contact
All members should avoid being alone with a vulnerable individual wherever possible, and should plan for at least one other adult to be present at all times. On no account should any member have any physical contact with a vulnerable individual unless it is to prevent accident or injury to themselves or anyone else (e.g. to prevent a fall), or in the case of medical assistance being needed (e.g. to administer first aid), or to provide nursing or other general care, in which case the prior consent of the affected person should be requested where possible. Where appropriate, consent from parents or those with parental or caring responsibility should be obtained. If a vulnerable individual is hurt or distressed, the member should do his/her best to comfort or reassure them without discrediting or compromising their dignity
7.3. Communication
Communication with vulnerable individuals is vital in establishing relationships built on trust, and they are entitled to the same respect as any member. Members should ensure that language is moderated in their presence and should refrain from adult jokes or comments which are clearly unsuitable; what may be acceptable language to friends may not be regarded as such by those of an older or younger generation.
7.4. Confidentiality
All personal information regarding vulnerable individuals is highly confidential and should only be shared with appropriate people on a need to know basis. Information will be securely held by the CSO and only for as long as is needed. Anyone needing to have access to confidential material regarding vulnerable individuals may be required to sign a non-disclosure agreement. The requirement for confidentiality is emphasised.
7.5. Gifts and inducements
On no account should any member give a vulnerable individual a gift or buy refreshments etc. which could be in any way considered as a bribe or inducement to enter into a relationship or give rise to any false allegations of improper conduct against the member. - Communicating this policy and concerns
All directors, volunteers and Club members will be made aware of this policy, which will be available via the Club website. A printed copy will also be displayed at all events and activities, and will be brought to the attention of any outside contractors. Any concerns should be addressed to the CSO of the CCC and in the event of the concern being with regard to the CSO then this should be raised with the Chair of the CCC. - Breach of this policy
Failure to follow the requirements of this policy will be regarded as unacceptable and will be investigated thoroughly by the CSO and reported to the Directors, who may at their absolute discretion exclude individuals, terminate Club membership, or refer any matter to the police or other relevant authority. - Implementation, monitoring and review of this policy
The CSO has overall responsibility for implementing and monitoring this policy, which will be reviewed on a regular basis and additionally whenever there are relevant changes in legislation or to Club activities. - Legal considerations
There is a considerable body of legislation designed to ensure that vulnerable individuals are protected and it is important to understand that everyone is responsible for their safety. The main acts include:
▪ The Protection of Freedoms Act 2012
▪ Safeguarding Vulnerable Groups Act 2006 (VBS)
▪ Conduct of Employment Agencies and Employment Business Regulations 2003
▪ Protection of Children Act 1999 / Criminal Justice and Court Services Act 2000
▪ Care Standards Act 2000
▪ The Police Act 1997
▪ The Children (Protection from Offenders) (Miscellaneous Amendments) Regulations 1997
▪ The United Nations Convention on the Rights of the Child
▪ The Rehabilitation of Offenders Act 1974
▪ Health and Safety at Work etc Act 1974 (HASAWA)
Appendix A
Current CSO: Ben Cowell – 07966 119362 cso@citroencarclub.org.uk
With effect from: 07-09-22
Approved document – version 2.0 – Nigel Wild / Ben Cowell – 07-09-22
