Titchfield Off-Road Club Hants (TORCH) Safeguarding and Child Protection Policy
1. Policy Statement Titchfield Off-Road Club Hants (TORCH) is committed to ensuring that children and young people are protected and kept safe while participating in club activities. We believe that the welfare of the child is paramount, and all children, regardless of age, disability, gender, race, religion, or sexual orientation, have the right to protection from harm. We will take every reasonable step to ensure that children are protected from physical, emotional, sexual harm and neglect, and that their experience at the club is positive and enjoyable.
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2. Purpose This policy sets out our approach to safeguarding children and provides guidance for committee members, volunteers, parents, and participants. It: Defines roles and responsibilities for safeguarding. Establishes procedures to follow if concerns arise. Promotes a safe environment for children to enjoy RC activities.
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3. Scope This policy applies to: All members of Titchfield Off-Road Club Hants (TORCH). Committee members and volunteers. Parents/guardians and carers when attending club activities. Visitors or contractors working with the club.
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4. Responsibilities 4.1 Club Committee Ensure safeguarding is a standing agenda item at meetings.
Appoint a Designated Safeguarding Officer (DSO). Ensure all volunteers who work with children are suitable and, where required, have up-to-date background checks (e.g., DBS in the UK).
4.2 Designated Safeguarding Officer (DSO) Be the first point of contact for safeguarding concerns. Keep secure, confidential records of concerns or incidents. Report safeguarding concerns to the relevant authorities when necessary. Ensure safeguarding training is up to date.
4.3 Volunteers and Members Treat all children with respect and dignity. Avoid one-to-one situations with a child wherever possible. Report concerns immediately to the DSO. Never engage in behaviour that could be seen as abusive or inappropriate.
4.4 Parents/Guardians Remain responsible for their child’s welfare during club events unless agreed otherwise. Ensure their child follows club rules and behaves responsibly.
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5. Good Practice Guidelines Always work in an open and visible environment. Put the welfare of the child first, before winning or achievement. Encourage fair play, respect, and teamwork. Ensure physical contact is kept to a minimum and only where appropriate (e.g., helping with equipment safely). Never allow bullying or discrimination of any kind.
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6. Code of Conduct All adults working with children must:
Act as positive role models. Avoid using inappropriate language. Never give gifts or special attention to individual children. Not arrange private contact outside club activities (e.g., via social media, texts, or meetings). Follow the “two-adult” rule whenever possible.
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7. Procedures for Reporting Concerns
1. Immediate danger – Call emergency services (999 in the UK).
2. Concern about a child’s welfare – Report to the Club’s DSO as soon as possible.
3. Allegations against a volunteer/member – Report to the DSO; the committee will take immediate action in line with governing body/authority advice.
4. The DSO will: Record all details accurately and confidentially. Refer to the Local Authority Children’s Services or Police if necessary. Inform the committee only on a “need to know” basis.
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8. Safer Recruitment Volunteers working closely with children must complete an application process. References and background checks will be taken where required. Induction training will include safeguarding awareness.
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9. Training The DSO will attend recognised safeguarding training. All volunteers will receive basic safeguarding awareness training. Training will be refreshed every 2–3 years or as guidance changes.
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10. Photography and Social Media
Parental/guardian consent will be obtained before photographing or filming children. Images will not include personal details (e.g., names). Online communication must be with the parent/guardian of the child, not the child directly. We are committed to regularly reviewing our policy.
This policy is reviewed by Titchfield Off-Road Club Hants (TORCH) Committee Members and DSO on an annual basis or sooner if there is a change in legislation or there is an applicable learning from a critical incident.
Safeguarding & Child Protection Policy
Approved by Committee: Nov 2025
To be reviewed: Oct 2026