Student Motorsport Safeguarding Policy

Last Updated: April 15th, 2025

Version: 1.0

Student Motorsport – Trading as Student Motorsport Limited

Registered in England and Wales

Company Number: 09238023

This policy will be reviewed annually or when there is a legislative change or updated guidance on best practice, specifically before the enhanced website launch in September 2025.

Contents

  1. Introduction
  2. Our Commitment to Safeguarding
  3. Online Safety and Prohibited Content
  4. Student Motorsport Safeguarding Core Principles (5 P’s)
  5. Roles, Responsibilities, and Legal Considerations
  6. Safeguarding Procedures (Reporting, Moderation, etc.)
  7. Data Privacy and Age Verification
  8. User Responsibility
  9. Collaboration with Authorities
  10. Background Information: Six Core Principles of Safeguarding
  11. Named Contact
  12. DBS Checks and Safer Recruitment
  1. Introduction

At Student Motorsport, we recognise our vital role in supporting the enjoyment, safety, and well-being of all participants in the Student Motorsport Competition, both online and at in-person events, including any exhibitions we attend or exhibit at, and any training events we take part in or deliver. We are committed to ensuring that all activities prioritise the safeguarding of children and adults at risk. This policy outlines our commitment to best practices and robust safeguarding measures across all our operations, particularly at racing circuits, training sessions, and online activities. We believe that strong safeguarding protocols are essential in protecting vulnerable individuals, and failure to uphold these responsibilities would undermine our core values and obligations. This policy applies to all participants involved in Student Motorsport events or activities.

  1. Our Commitment to Safeguarding

Our customers, schools, colleges, and universities typically have their own safeguarding policies. However, we recognise our responsibility to ensure that all Student Motorsport activities adhere to safeguarding standards. This safeguarding policy is designed to prevent abuse, identify potential risks, and outline steps for protecting all individuals, particularly vulnerable groups, from harm. As safeguarding concerns continue to grow across England, we are committed to embedding safeguarding procedures into all aspects of our operations to ensure a safe and enjoyable environment for everyone involved in the Student Motorsport Competition. We are committed to:

  • Providing a safe and inclusive environment for all participants.
  • Ensuring that all staff, volunteers, and contractors understand their safeguarding responsibilities.
  • Implementing procedures to prevent abuse, neglect, and exploitation.
  • Responding promptly and appropriately to any safeguarding concerns.
  • Working in partnership with relevant agencies to protect individuals at risk.
  • Regularly reviewing and improving our safeguarding practices.
  1. Online Safety and Prohibited Content

Student Motorsport is committed to maintaining a safe online environment. The following content is strictly prohibited:

  • Explicit Sexual Material: Any content that is sexually suggestive, exploitative, or abusive.
  • Hate Speech: Content that promotes discrimination, hatred, or violence based on race, ethnicity, religion, gender, sexual orientation, disability, or other protected characteristics.
  • Violent Content: Content that depicts graphic violence, including threats of violence.
  • Child Exploitation and Abuse: Any content that exploits, abuses, or endangers children.
  • Harassment and Bullying: Content that harasses, bullies, or intimidates others.
  • Misinformation and Disinformation: Content that is deliberately misleading and could cause harm.
  • Personal Information Sharing: Sharing of personal information of others without consent.
  • Promotion of illegal activities.
  1. Student Motorsport Safeguarding Core Principles (5 P’s)

Student Motorsport, as the operator of the Student Motorsport Competition, is committed to ensuring the safety and well-being of all participants. We recognise our responsibility to create a secure environment that supports the educational and sporting development of everyone involved.

  • Prevention: Proactive measures to stop harm before it occurs.
  • Protection: Ensuring support and safety for those at risk.
  • Partnership: Collaborating with stakeholders to strengthen safeguarding.
  • Proportionality: Responses are appropriate and least intrusive.
  • Accountability: Transparency and responsibility in all actions.
  1. Roles, Responsibilities, and Legal Considerations
  • Resource Allocation: We will dedicate the necessary resources to ensure that our safeguarding commitments are fully implemented.
  • Policy Distribution and Communication: Student Motorsport will actively publicise, promote, and distribute safeguarding policies and procedures to all relevant stakeholders. This includes making the policy easily accessible on our website, providing training to staff and volunteers, and communicating key information to participants.
  • Support for Affiliated Organisations: We will offer comprehensive support to all affiliated institutions, including schools, colleges, and universities, to help them align their safeguarding practices with ours.
  • Legal Considerations: We ensure that all safeguarding activities and procedures consider the provisions of the Human Rights Act 1998, the Children Act 1989, the Safeguarding Vulnerable Groups Act 2006, and other relevant legislation, ensuring that the rights and dignity of individuals are respected and upheld. We will also stay updated on any changes to relevant laws and regulations.
  • Designated Safeguarding Officer (DSO): Student Motorsport will appoint a Designated Safeguarding Officer (see section 11) who will be responsible for:
  • Overseeing the implementation of this policy.
  • Providing advice and support to staff and volunteers on safeguarding issues.
  • Managing and reporting safeguarding concerns.
  • Liaising with statutory agencies.
  • Ensuring that all necessary training is provided.
  • Recruitment: Student Motorsport will ensure safe recruitment practices are followed, including:
  • Developing clear role descriptions.
  • Requiring and checking references.
  • Conducting interviews.
  • Carrying out appropriate background checks (see section 12).
  • Providing staff and volunteers with a code of conduct.
  1. Safeguarding Procedures (Reporting, Moderation, etc.)
  • Reporting Mechanisms:
  • Users can report suspected violations by emailing [[email protected]].
  • Reports can also be made by calling [TBC].
  • A clear reporting form will be made available on the Student Motorsport website.
  • All reports will be treated confidentially and investigated promptly.
  • Moderation Process:
  • Reported content will be reviewed by the Safeguarding Officer or a trained delegate.
  • Appropriate actions will be taken, including content removal, account suspension, or reporting to authorities.
  • Any accounts that repeatedly violate the policy will be suspended.
  • We will maintain records of all reports and actions taken.
  • Responding to Allegations or Incidents:
  • Report to the Safeguarding Officer immediately.
  • Document the incident, including dates, times, locations, and individuals involved.
  • Assess the situation to determine the level of risk.
  • Inform relevant authorities (e.g., police, social services) if necessary.
  • Provide support to all involved, including the alleged victim and any witnesses.
  • Follow established procedures for managing allegations against staff or volunteers.
  • Disciplinary Procedures:
  • Thorough investigation by the Safeguarding Officer or a designated investigator.
  • Appropriate disciplinary measures, including warnings, suspension, or termination of involvement with Student Motorsport.
  • Confidentiality and respect for all individuals involved in the process.
  • Clear and transparent appeals process.
  • Definitions of Abuse and Neglect:
  • Abuse: Intentional harm, including physical, emotional, sexual, financial, or discriminatory abuse.
  • Neglect: Failure to provide necessary care, resulting in harm or a risk of harm. This includes failing to provide adequate food, shelter, clothing, medical care, or supervision.
  • We will provide training to staff and volunteers to help them recognise the signs and symptoms of abuse and neglect.
  • Specific Considerations for Events:
  • Risk assessments will be conducted for all events to identify potential safeguarding risks.
  • Appropriate supervision levels will be maintained, with clear ratios of staff to participants.
  • All staff and volunteers working at events will receive safeguarding briefings.
  • Emergency procedures will be in place, including protocols for medical emergencies and missing persons.
  • Designated safe spaces will be available at events where individuals can go if they feel unsafe or need support.
  • Online Safety:
  • We will use appropriate security settings on our online platforms.
  • We will educate users about online safety, including the risks of sharing personal information and how to report concerns.
  • We will monitor online activity and respond to any reports of inappropriate behaviour.
  1. Data Privacy and Age Verification
  • Data Privacy:
  • We collect, store, and protect user data in compliance with the General Data Protection Regulation (GDPR) and other applicable data protection laws.
  • Details of data collection, storage, usage, and retention are available in our Privacy Policy, which is published on our website.
  • We will review the privacy policy before the new site launch in September 2025 to ensure it remains up-to-date and compliant.
  • We will only collect data that is necessary for the purposes of Student Motorsport activities.
  • We will ensure that data is stored securely and is only accessible to authorised personnel.
  • We will have procedures in place for responding to data subject access requests.
  • Age Verification:
  • If applicable, age verification procedures will be implemented to prevent underage access to inappropriate content and to ensure that we are only communicating with individuals who are old enough to participate in our programs.
  • We will be implementing more robust age verification on the new website in 2025.
  • Age verification methods may include requesting date of birth, using third-party verification services, or requiring parental consent.
  • We will ensure that any age verification methods comply with data protection laws.
  1. User Responsibility
  • Users are responsible for behaving appropriately online and at in-person events.
  • Users must treat others with respect and courtesy, and must not engage in any form of bullying, harassment, or discrimination.
  • Users must not engage in any prohibited activities as outlined in section 3.
  • Users should report any concerns or violations of this policy to Student Motorsport staff.
  • Users are expected to cooperate with any investigations into alleged breaches of this policy.
  1. Collaboration with Authorities

Student Motorsport will cooperate fully with law enforcement agencies and other relevant authorities in case of serious violations of this policy or where there is a risk of significant harm to an individual. This includes sharing information as required by law and participating in joint investigations.

  1. Background Information: Six Core Principles of Safeguarding
  • Empowerment: Supporting individuals to make their own decisions and giving them a voice.
  • Prevention: Taking action to prevent harm before it occurs.
  • Proportionality: Ensuring that the response to abuse is appropriate and the least intrusive intervention.
  • Protection: Providing support and representation for those in greatest need.
  • Partnership: Working in partnership with other agencies and services.
  • Accountability: Ensuring accountability and transparency in delivering safeguarding.
  1. Named Contact

Safeguarding Officer: John Paul Latham (Director)

Email: [email protected]

The Safeguarding Officer will be the first point of contact for any safeguarding concerns and will be responsible for ensuring that all reports are dealt with promptly and appropriately.

  1. DBS Checks and Safer Recruitment
  • Student Motorsport will ensure that all staff, volunteers, and contractors who work with children or vulnerable adults undergo appropriate background checks, including Disclosure and Barring Service (DBS) checks.
  • We will comply with all relevant legislation and guidance regarding DBS checks and safer recruitment practices.
  • We will have a written policy on safer recruitment, which will be available to all staff and volunteers.
  • DBS checks will be carried out at the appropriate level for the role, considering the frequency and nature of contact with children or vulnerable adults.
  • We will ensure that DBS checks are kept up-to-date and that renewal checks are carried out as required.
  • We will not employ or engage any individual who is barred from working with children or vulnerable adults.
  • We will provide training to staff and volunteers on safer recruitment practices and the importance of safeguarding.
  • All staff and volunteers will be required to sign a code of conduct that outlines expected behaviour and responsibilities in relation to safeguarding.