Safeguarding Policy

Yateley Sports CIC is committed to providing safe, welcoming and respectful events and activities.

We believe that everyone has the right to be protected from abuse, neglect, exploitation, harassment and avoidable harm.

We do not normally provide services directly to children or adults at risk. However, children, adults at risk and people who need immediate welfare support may attend our events, volunteer through a partner organisation or otherwise come into contact with our directors, committee members, contractors and volunteers.

We will take reasonable and proportionate steps to:

Reduce the risk of harm at our events and activities
Promote appropriate behaviour
Respond promptly to safeguarding concerns
Record and report concerns appropriately
Work with the police, local authority and other relevant organisations when needed

Safeguarding is everyone’s responsibility.

Who This Policy Applies To

This policy applies to:

Yateley Sports CIC directors
Committee members
Event organisers
Volunteers
Temporary workers
Contractors and suppliers working on our behalf
Partner organisations involved in CIC-led events or activities

It applies to all events, fundraising activities, meetings, online communications and other activities organised or managed by Yateley Sports CIC.

Third-party organisations attending or operating at our events remain responsible for their own staff, volunteers and safeguarding arrangements. They must also report any concern arising at a CIC event to the CIC’s Safeguarding Lead or Event Control.

Definitions

Child

For this policy, a child is anyone under the age of 18.

Adult at Risk

An adult at risk is someone aged 18 or over who:

Has needs for care and support
Is experiencing, or is at risk of, abuse or neglect
Is unable to protect themselves from that abuse or neglect because of their care and support needs

A person does not need to have a diagnosed condition or receive formal care services for a safeguarding concern to be raised.

Welfare Concern

Someone may need immediate help without meeting the formal definition of an adult at risk.

At events, this could include someone who is:

Unwell or injured
Distressed or confused
Separated from their friends, family or carer
Heavily intoxicated
Being harassed, threatened or followed
Unable to get home safely
Showing signs that they may harm themselves or someone else

These situations should be treated seriously and referred to Event Control, first aid, security, the Safeguarding Lead or the emergency services as appropriate.

Safeguarding Responsibilities

Yateley Sports CIC have a Safeguarding Lead.

Safeguarding Lead
Name: Steph Winston-Bray
Email: finance@yateleysports.org
Telephone: 07904 568508

The Safeguarding Lead is responsible for:

Acting as the main point of contact for safeguarding concerns
Making sure concerns are recorded appropriately
Deciding whether a concern should be referred to the police, social care or another organisation
Supporting event organisers in planning suitable safeguarding measures
Making sure directors and key volunteers understand this policy
Reviewing the policy and any incidents or lessons learned

The Safeguarding Lead is not responsible for investigating suspected abuse. Investigations should be left to the police, social care or another appropriate authority.

If a concern involves the Safeguarding Lead, it must be reported to another CIC director.

Expected Behaviour

Everyone representing Yateley Sports CIC must:

Treat people with dignity and respect
Act in a way that is appropriate to their role
Follow event safety, licensing and safeguarding procedures
Challenge or report abusive, threatening, discriminatory or sexually inappropriate behaviour
Avoid unnecessary physical contact
Respect personal boundaries
Avoid being alone with a child where reasonably possible
Avoid placing themselves or another person in a situation that could be misunderstood
Report concerns promptly rather than attempting to deal with them alone
Keep safeguarding information private and share it only with people who need to know

No director, committee member, volunteer or contractor may:

Use their position to form an inappropriate relationship
Make sexual, suggestive, intimidating or discriminatory comments
Exchange private contact details with a child for personal reasons
Arrange private meetings with a child or adult at risk
Photograph or film someone in an intrusive or inappropriate situation
Promise to keep a disclosure of abuse secret
Ignore behaviour that may place someone at risk

Children Attending Events

Children may attend some Yateley Sports CIC events with a parent, guardian or responsible adult.

Unless an event specifically states otherwise:

Parents, guardians and accompanying adults remain responsible for the children in their care
CIC volunteers do not provide childcare or supervision
Children should not be left alone with a volunteer
Volunteers should avoid taking a child away from public view
Any concern about a child’s safety should be reported immediately

Lost or Separated Children

If a child appears to be lost or separated from their parent or guardian:

Notify Event Control or the Safeguarding Lead immediately.
Keep the child in a safe, visible place.
Where possible, have two responsible adults present.
Reassure the child without asking unnecessary or leading questions.
Do not publicly announce the child’s full name or personal details.
Take reasonable steps to confirm the identity of the person collecting the child.
Contact the police if the child cannot be safely reunited, their behaviour raises concern or there is any doubt about the collecting adult.

Any lost-child incident should be recorded.

Young Volunteers

Yateley Sports CIC normally only accepts volunteers who are aged 18 or over.

Many of our fundraising events involve alcohol sales, age-verification procedures and adult event environments. These roles are not considered suitable for children.

In exceptional circumstances, someone under 18 may be permitted to help with a suitable, non-alcohol-related activity. This must:

Be agreed in advance by a CIC director
Be supported by an appropriate risk assessment
Have the consent of their parent or guardian
Include suitable adult supervision
Be covered by the CIC’s insurance arrangements

A volunteer under 18 must not:

Sell, serve, transport or handle alcohol
Carry out age-verification or ID checks
Work in a bar or alcohol service area
Work alone
Supervise other people
Work late-night shifts
Deal with aggressive, intoxicated or distressed attendees
Carry out security, first-aid or safeguarding responsibilities

Anyone under 18 remains a child for safeguarding purposes, whether attending as a visitor or taking part in an approved activity.

Alcohol-Related Events

Many Yateley Sports CIC events involve the licensed sale of alcohol.

Everyone working at these events must follow the event’s licensing, age-verification, security and welfare procedures.

Safeguarding concerns may arise where a person:

Appears unable to protect themselves
Is being pressured to drink
Is being harassed or targeted
Is separated from their companions
Appears to have had their drink interfered with
Is seriously intoxicated, unwell or unconscious
Is being encouraged to leave with someone against their wishes
Appears to be under 18 and is attempting to obtain alcohol

Concerns should be reported to Event Control immediately. Depending on the situation, first aid, security, the person’s trusted companion, the police or an ambulance may need to be involved.

A person who is unconscious, seriously unwell or in immediate danger must not be left alone.

Photography, Video and Social Media

Yateley Sports CIC may take photographs and video at public events for publicity, reporting and promotional purposes.

We will take reasonable steps to:

Make attendees aware when event photography is taking place
Respect reasonable requests not to be photographed
Avoid identifying children by full name without suitable permission
Avoid intrusive or inappropriate images
Avoid publishing information that may place someone at risk
Remove an image where there is a valid safeguarding concern

Close-up or staged images of children should only be taken with the permission of their parent or guardian.

Directors, volunteers and contractors must not use event access to take or share inappropriate personal images.

Responding to a Disclosure or Concern

A safeguarding concern may arise because:

Someone tells you something
You witness an incident
You notice an injury or concerning behaviour
Another person reports a concern
You receive a complaint about a director, volunteer, contractor or attendee
Something is posted or sent online

When someone discloses abuse or harm:

Stay calm and listen.
Take what they say seriously.
Allow them to speak in their own words.
Do not ask leading questions.
Do not confront the person accused.
Do not attempt to investigate.
Do not promise confidentiality.
Explain that you may need to share the information to help keep them or someone else safe.
Record what was said as accurately as possible.
Report it promptly to the Safeguarding Lead.

Where possible, write down:

The person’s name and contact details
The date, time and place
What was seen or heard
The person’s own words
Details of anyone else present
Any immediate action taken
Your name and role

Clearly separate facts from opinions or assumptions.

Reporting a Concern

If someone is in immediate danger or urgent medical help is needed, call 999.

For a non-emergency police matter, call 101.

All concerns should also be reported to the CIC Safeguarding Lead as soon as possible.

A person may contact the police or social care directly if:

They believe someone is in immediate or serious danger
The concern involves the Safeguarding Lead
The Safeguarding Lead is unavailable
They believe the concern has not been handled appropriately
They would feel unsafe reporting internally

No one will be penalised for raising a genuine safeguarding concern in good faith.

Concerns About Someone Representing the CIC

Any allegation involving a director, committee member, volunteer, contractor or supplier must be taken seriously.

The CIC may remove the person from event duties or restrict their contact with others while advice is sought. This is a precautionary step and does not assume guilt.

The Safeguarding Lead or another director will decide what immediate action is needed and whether the matter should be referred to:

The police
Hampshire Children’s Services
Hampshire Adult Services
The Local Authority Designated Officer, where applicable
A licensing authority
An employer, contractor or partner organisation
An insurer or legal adviser

The CIC will not carry out its own investigation where this could interfere with a police or social care investigation.

Safeguarding Records and Confidentiality

Safeguarding records will:

Be factual, clear and dated
Be stored securely
Be kept separately from general event paperwork where appropriate
Be accessible only to people who need the information
Be retained in line with legal, insurance and organisational requirements
Be shared with relevant authorities when necessary to protect someone or meet a legal duty

Safeguarding information must not be discussed casually or shared through personal social media or informal group chats.

Confidentiality cannot be guaranteed where someone may be at risk of harm.

Volunteers, Contractors and DBS Checks

Yateley Sports CIC will consider the safeguarding risks attached to each role.

Most general event roles do not involve regulated activity with children or adults at risk. A Disclosure and Barring Service check will not therefore be requested automatically for every director or volunteer.

Where a role changes or includes regulated activity, the CIC will:

Review the responsibilities involved
Check whether the role is legally eligible for a DBS check
Obtain the appropriate level of check where required
Put suitable supervision and safeguarding measures in place

A DBS check is only one part of safeguarding and does not replace appropriate behaviour, supervision, training and reporting procedures.

Event Planning and Partner Organisations

Safeguarding will be considered as part of event planning and risk assessment.

Depending on the event, this may include:

A named safeguarding contact
A lost-child procedure
First-aid and welfare arrangements
Security and stewarding
Alcohol and age-verification procedures
Suitable lighting and site layout
Safe routes into and out of the venue
Procedures for dealing with harassment or threatening behaviour
Clear reporting routes for volunteers
Arrangements with charities, clubs, traders and other partners
Suitable supervision for any approved young participant
Accessible support for people with disabilities or additional needs

Partners running their own activity should have suitable insurance, risk assessments and safeguarding arrangements where relevant.

Awareness and Training

Directors, committee members and volunteers will be made aware of:

The expected standards of behaviour
Who the Safeguarding Lead is
How to recognise and report a concern
What to do in an emergency
Relevant event-specific welfare and safeguarding procedures

People with lead safeguarding responsibilities may be asked to complete suitable training.

External Safeguarding Contacts

Immediate Danger

Police or ambulance: 999

Non-Emergency Police Matters

Hampshire and Isle of Wight Constabulary: 101

Concerns About a Child

Hampshire Children’s Services: 0300 555 1384
Out-of-hours service: 0300 555 1373

Concerns About an Adult

Hampshire Adult Services: 0300 555 1386

Policy Review

The Board of Yateley Sports CIC will review this policy:

At least once every 12 months
Following a serious incident or safeguarding concern
When the CIC’s activities change
When relevant guidance or legislation changes
When requested by a local authority, insurer or event partner

Changes will be approved by the Board and communicated to relevant organisers and volunteers.

Last Updated

August 6, 2026

Yateley Sports CIC (yateleysports.org)