Safeguarding Policy
September 2026
Summary
Everyone who attends events run by the Norfolk and Suffolk HPR FT Club should be safe and supported. Our Safeguarding Policy is there to protect those who are more vulnerable from abuse, intimidation and so on. If you have a concern, in the first instance approach our nominated Safeguarding Lead. Be assured that we will pursue the matter and that your information will be kept as confidential as is possible whilst also investigating the matter. This policy will be regularly reviewed, and updated as necessary.
We recommend that you read it, so that you are aware of what it contains.
1. Purpose
The aim of this policy is to ensure that all of those who participate in events run by the Norfolk and Suffolk HPR Field Trial Club (‘the Club’), especially children, young people and vulnerable adults, can take part in educational, training and trialling activities in a safe and supportive environment. Through it we aim to supply all our volunteers with a clear framework to prevent and minimise risk to children and vulnerable adults who take part in our activities, and to offer guidance to any member who has a concern.
2. Scope
This policy covers all officers, committee members, volunteers and casual workers (such as trainers employed on a one-off basis). The Club may amend it at any time.
3. Legal Framework
This policy has been drawn up based on legislation, policy and guidance that seeks to protect children in the UK. A summary of the key legislation and guidance is available from the NSPCC. It aligns with and is adapted from the RKC’s safeguarding policy (https://www.royalkennelclub.com/policies/safeguarding-policy/) and the Club’s Code of Conduct.
4. What is safeguarding?
Safeguarding is the approach that we as an organisation take to ensure that anyone using our services is safe. Safeguarding means putting processes in place to ensure that children or vulnerable adults are not abused in any way, including verbally or physically.
5. Prevention
The Club will:
-
appoint a nominated safeguarding lead and a deputy safeguarding lead
-
adopt and update as necessary safeguarding policies and procedures which reflect best practice
-
design and undertake all activities in a way that protects children and vulnerable adults from any risk of harm when taking part in activities organised and run by the Club
-
recruit staff and volunteers safely
-
ensure relevant staff and volunteers receive training and support on safeguarding at a level appropriate to their role
-
ensure effective reporting procedures are in place
-
follow up reports on safeguarding concerns promptly and according to due process
-
share concerns with relevant authorities who need to know, and involve children, vulnerable adults, parents, families, and guardians/carers as appropriate
6. What may cause a concern
Safeguarding concerns may include:
-
Bullying, harassment, or intimidation
-
Inappropriate behaviour or language
-
Physical, emotional, or sexual abuse
-
Neglect or unsafe supervision
-
Grooming or exploitation
-
Unsafe training practices
-
Concerns about a volunteer’s or participant’s conduct
-
Online or social media misconduct
If you are unsure whether something is a safeguarding issue, report it anyway.
7. How to raise a concern
It's not your responsibility to diagnose a type of abuse or decide what kind of help a child or vulnerable adult needs. It is your responsibility to share your concerns. If you have a concern, no matter how small, then it's essential that you tell someone. You can:
-
speak to a committee member
-
report it to our designated Safeguarding Lead
-
report it to the Royal Kennel Club through the confidential email safeguarding@thekennelclub.org.uk
-
contact social care directly
Whichever option you choose, what's important is that you report the information so that the appropriate people can work together to safeguard the child or vulnerable adult.
8. What we will do
The Club’s Safeguarding Lead (or their deputy, or another committee member) will:
-
Acknowledge the concern
-
Gather relevant information
-
Assess the level of risk
-
Decide whether to:
-
Manage the issue within the club
-
Refer to the Royal Kennel Club
-
Refer to statutory agencies (police, social care)
-
-
Record all actions taken
The club will act promptly, sensitively, and in line with RKC safeguarding expectations.
9. Confidentiality
We hope that members will feel able to voice safeguarding concerns openly under this policy. Completely anonymous disclosures are difficult to investigate. It is essential that confidentiality is maintained in all stages of the process when dealing with safeguarding concerns, and we will ensure information relating to the concern and your identity will only be shared as necessary to investigate the concern and will always be kept secure.
10. External disclosures
The law recognises that in some circumstances it may be appropriate for you to report your concerns to an external body. If you are concerned that a child or vulnerable adult may be at risk of harm, please contact your local children’s social care team.
11. Protection and support
We aim to encourage openness and will support anybody who raises safeguarding concerns under this policy. Individuals must not suffer any detrimental treatment as a result of raising safeguarding concerns. If you believe that you have suffered any such treatment, you should inform our designated safeguarding officer immediately.
You must not make false allegations of such detrimental treatment maliciously or with a view to personal gain. You must not threaten or retaliate against individuals who raise safeguarding concerns in any way. In appropriate circumstances formal action may be taken under our Code of Conduct.
12. Training and Awareness
We will encourage volunteers and leaders to complete recommended safeguarding training, and promote awareness of safeguarding responsibilities
13. Updates
The Club’s Safeguarding Policy will be reviewed at least annually, and also after any serious safeguarding incident or whenever the Royal Kennel Club notifies us of any necessary changes.