Safeguarding policy

West London Racing Centre (WLRC)

Our commitment

WLRC is committed to providing a safe and enjoyable environment for children, young people and adults at risk. Safeguarding is everyone’s responsibility. The welfare and best interests of the child take priority, and concerns will be taken seriously, recorded appropriately and referred without delay when required. This policy should be read with the BRCA safeguarding framework and WLRC safety and conduct rules.

Scope

This policy applies to committee members, officials, volunteers, coaches, contractors, members, parents, guardians, visitors and anyone representing WLRC at the track, at an event or online.

Roles

  • The committee is accountable for adopting, resourcing and reviewing safeguarding arrangements.
  • WLRC must appoint a named Safeguarding Lead and deputy, publish their contact route and ensure they receive appropriate training.
  • The Secretary will route a safeguarding communication received at [email protected] immediately and confidentially to the Safeguarding Lead.
  • All adults involved in club activity must recognise and report concerns; they must not investigate suspected abuse themselves.

Expected behaviour

  • Treat every child with dignity, listen to them and take their views seriously.
  • Avoid favouritism, humiliating language, bullying, harassment, unnecessary physical contact and being alone with a child where this can reasonably be avoided.
  • Use open, observable environments and involve parents or guardians in junior activity.
  • Do not exchange private or secret messages with a junior member. Use an approved group or guardian-copying arrangement for necessary communications.
  • Never share safeguarding details in a members’ WhatsApp group or with people who do not need to know.
  • Challenge unsafe or inappropriate behaviour and report concerns promptly.

Photography, film and online activity

WLRC will explain when photography or filming is planned and will use an appropriate permission process for identifiable promotional use, particularly for children. Images must not be accompanied by unnecessary personal details. Concerns about photography, livestreaming or online contact must be reported to the Safeguarding Lead. Race coverage and public event photography should be managed through clear event notices and risk-based arrangements rather than assumed blanket consent.

Report and respond

  1. If someone is in immediate danger or needs urgent medical help, call 999.
  2. Listen calmly. Do not promise secrecy, ask leading questions or confront the alleged person.
  3. Record what was seen, heard or disclosed as soon as possible, using the person’s own words where possible. Record date, time, location and who was present.
  4. Report the concern immediately to the WLRC Safeguarding Lead. If the concern is about that person, report it to the Chair or Secretary and seek external advice.
  5. The Safeguarding Lead will decide promptly, with statutory or BRCA advice where appropriate, whether to refer to children’s social care, police, the Local Authority Designated Officer (LADO), BRCA or another agency.
  6. Information will be shared only with people who need it for protection, advice, referral or fair process.

Safeguarding contacts

Immediate danger: call 999.

RouteContact
Hillingdon Stronger Families Hub01895 556006
[email protected]
Hillingdon out-of-hours emergencies01895 250111
Concern about someone working with childrenReport to their manager or the club Chair promptly so LADO advice can be sought within one working day.
WLRC route[email protected] — mark the message “Safeguarding — confidential”.
BRCAUse the current safeguarding contact published by the BRCA.

People, training and records

WLRC will use proportionate role descriptions, references, checks and training for roles involving children, including DBS checks where a role is legally eligible and the risk assessment supports one. Safeguarding records will be factual, dated, secure, access-restricted and kept separately from routine member communications. The committee will review this policy at least annually, after a significant incident and when BRCA or statutory guidance changes.

This policy applies alongside the WLRC Membership Terms.

Safeguarding policy

West London Racing Centre (WLRC)

Our commitment

WLRC is committed to providing a safe and enjoyable environment for children, young people and adults at risk. Safeguarding is everyone’s responsibility. The welfare and best interests of the child take priority, and concerns will be taken seriously, recorded appropriately and referred without delay when required. This policy should be read with the BRCA safeguarding framework and WLRC safety and conduct rules.

Scope

This policy applies to committee members, officials, volunteers, coaches, contractors, members, parents, guardians, visitors and anyone representing WLRC at the track, at an event or online.

Roles

  • The committee is accountable for adopting, resourcing and reviewing safeguarding arrangements.
  • WLRC must appoint a named Safeguarding Lead and deputy, publish their contact route and ensure they receive appropriate training.
  • The Secretary will route a safeguarding communication received at [email protected] immediately and confidentially to the Safeguarding Lead.
  • All adults involved in club activity must recognise and report concerns; they must not investigate suspected abuse themselves.

Expected behaviour

  • Treat every child with dignity, listen to them and take their views seriously.
  • Avoid favouritism, humiliating language, bullying, harassment, unnecessary physical contact and being alone with a child where this can reasonably be avoided.
  • Use open, observable environments and involve parents or guardians in junior activity.
  • Do not exchange private or secret messages with a junior member. Use an approved group or guardian-copying arrangement for necessary communications.
  • Never share safeguarding details in a members’ WhatsApp group or with people who do not need to know.
  • Challenge unsafe or inappropriate behaviour and report concerns promptly.

Photography, film and online activity

WLRC will explain when photography or filming is planned and will use an appropriate permission process for identifiable promotional use, particularly for children. Images must not be accompanied by unnecessary personal details. Concerns about photography, livestreaming or online contact must be reported to the Safeguarding Lead. Race coverage and public event photography should be managed through clear event notices and risk-based arrangements rather than assumed blanket consent.

Report and respond

  1. If someone is in immediate danger or needs urgent medical help, call 999.
  2. Listen calmly. Do not promise secrecy, ask leading questions or confront the alleged person.
  3. Record what was seen, heard or disclosed as soon as possible, using the person’s own words where possible. Record date, time, location and who was present.
  4. Report the concern immediately to the WLRC Safeguarding Lead. If the concern is about that person, report it to the Chair or Secretary and seek external advice.
  5. The Safeguarding Lead will decide promptly, with statutory or BRCA advice where appropriate, whether to refer to children’s social care, police, the Local Authority Designated Officer (LADO), BRCA or another agency.
  6. Information will be shared only with people who need it for protection, advice, referral or fair process.

Safeguarding contacts

Immediate danger: call 999.

RouteContact
Hillingdon Stronger Families Hub01895 556006
[email protected]
Hillingdon out-of-hours emergencies01895 250111
Concern about someone working with childrenReport to their manager or the club Chair promptly so LADO advice can be sought within one working day.
WLRC route[email protected] — mark the message “Safeguarding — confidential”.
BRCAUse the current safeguarding contact published by the BRCA.

People, training and records

WLRC will use proportionate role descriptions, references, checks and training for roles involving children, including DBS checks where a role is legally eligible and the risk assessment supports one. Safeguarding records will be factual, dated, secure, access-restricted and kept separately from routine member communications. The committee will review this policy at least annually, after a significant incident and when BRCA or statutory guidance changes.

This policy applies alongside the WLRC Membership Terms.