Our Policies

This page sets out the following policies and procedures:

GDPR – DATA BREACH PROCEDURE

SAFEGUARDING POLICY

SAFEGUARDING PROCEDURE

VOLUNTEERING POLICY

Our PRIVACY STATMENT is set out on a separate page

New Forest Association GDPR – Data Breach Procedure

1. What is a Data Breach?

A data breach could include:

• Access to the personal data by an unauthorised third party;
• Deliberate or accidental action (or inaction) by the Charity (Controller) or a data
  processor;
• Sending personal data to an incorrect recipient;
• Computing devices being lost or stolen;
• Alteration of personal data without permission;
• Loss of access to or availability of personal data.

2. What to do in the event of a Data Breach

Anyone who processes personal data or has access to the personal data may discover that a breach has taken place. On discovery, the Chair, Hon Secretary and Hon Treasurer should be informed immediately. They will convene other trustees or officers as required to contain the breach as soon as practicable and carry out a risk assessment.

The risk assessment must identify the potential adverse consequences for individuals, based on how serious or substantial these are, and how likely they are to happen.

3. Who should be informed and when?

If a breach is likely to result in a High Risk to the rights and freedoms of individuals, those individuals concerned must be informed as soon as possible and then the Information Commissioner’s Office (ICO) should be informed.

The purpose of promptly informing the individuals subject to High Risk is to advise them of the breach and what action may be taken by them to mitigate or eliminate that risk.

If it is decided that it is not necessary to notify individuals, the ICO must be notified, unless it can be demonstrated that the breach is unlikely to result in a risk to the rights and freedoms of the individuals.

If it is decided to inform the ICO, then this should be done at latest 72 hours after the breach becomes apparent. The ICO should be informed of the type of breach, the number of individuals affected, the risk assessment and the likely impact on individuals. In addition, the ICO should be given a named contact in the New Forest Association who may be contacted for more information.

The decision-making process should be documented.

4. How should the Individuals be informed?

Using the most appropriate method, which in most cases will be email, the nature of the personal data breach must be disclosed in clear and plain language.

The information must include:

• The contact person in the Charity who can provide more information;
• A description of the likely consequences of the personal data breach;
• A description of the measures taken or proposed to deal with the personal data breach and, where appropriate, a description of the measures taken to mitigate any possible adverse effects;
• If possible, specific and clear advice should be given to individuals on the steps they can take to protect themselves, and what you are willing to do to help them. Depending on the circumstances, this may include such things as:
  • forcing a password reset;
  • advising individuals to use strong, unique passwords; and
  • telling them to look out for phishing emails or fraudulent activity on their accounts.

5. Record keeping and remedial action

All breaches should be recorded, regardless of whether or not they need to be reported to the ICO.

Records of the breach should include the facts regarding the breach, its effects and the remedial action taken.

The records should also include the conclusions of the investigation and whether the breach was a result of human error or a systemic issue. Action to prevent or reduce the risk of a similar breach should be documented.

Date Adopted – 25th August 2023

Review Date – November 2026

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Safeguarding Policy

1. Purpose

This Policy sets out the commitment of the New Forest Association, the Charity, to safeguarding all members, volunteers and contractors. This includes how children, young people and adults at risk are to be protected from neglect, physical, sexual and emotional harm.

Safeguarding includes:

• incidents between members;
• taking especial care of vulnerable adults;
• any concerns raised regarding abuse or neglect, whether experienced inside or outside of the Charity;
• any health-related issues;
• concerns over previous or pending criminal convictions in the case of charity volunteers only.

Children under 18: the policy of the Charity is to request the attendance of the child’s parent or guardian at all events and at all times.

The purpose of this policy is to ensure that everyone involved in the Charity is aware of:

• The legislation, policy and procedures for safeguarding;
• Their role and responsibility for safeguarding;
• What to do or who to speak to if they have a concern relating to the welfare or wellbeing of any member of the Charity or any individual engaging with the Charity as part of its activities.

2. Scope

This Safeguarding Policy and the accompanying separate Safeguarding Procedure apply to all individuals involved in the Charity, including the council and trustees, volunteers, contractors and members, and all individuals taking part in the Charity’s activities, and insofar as the above interact with the wider community.

3. Safeguarding Commitments

The Charity is committed to:

• taking all reasonable steps to ensure the safeguarding and welfare of all those involved with
• the Charity;
• ensuring their welfare is a priority at all times;
• respecting everyone’s views, feelings and rights.

4. Who is responsible?

All adults acting as Officers of the Charity, members of the Charity’s Council, the Trustees, and any contractors to the Charity are responsible for ensuring safeguarding is at the centre of all planning and operations. If a safeguarding incident or concern is suspected or becomes apparent, it is the duty of the Charity Officers, Council, Trustees and contractors to follow the Safeguarding
Reporting Process – see 9. below.

5. Safeguarding Policy

The Charity will circulate this Safeguarding Policy and the Safeguarding Procedure to all Charity Volunteers directly involved in Events once per year so that they may be aware of the Safeguarding Policy and Procedure and who to contact if they have a concern relating to safeguarding.

The Charity recognises that some people are potentially at risk of abuse and neglect. Where abuse or neglect is evident or suspected the Charity will respond in a prompt, efficient and appropriately confidential manner to any situation where there is actual harm, or perceived risk of harm.

The Charity does not hold any statutory authority. Matters of concern will be reported to the relevant safeguarding authorities and charity regulatory authorities, as appropriate. This may include the local authority, the local multi-agency safeguarding hub (MASH), or the police in an emergency or where a crime is suspected.

Where there are concerns for a member’s wellbeing or safety, the Charity Safeguarding Lead will contact the relevant statutory authorities as needed. The Charity has neither the expertise nor resources to conduct a Safeguarding Enquiry, but will cooperate with any such enquiry.

The Charity recognises that there are various forms of abuse which can be perpetrated by volunteers, members, relatives, friends, and neighbours. The Charity will not condone nor tolerate any form of abuse or neglect and believes that everyone should be able and, where necessary enabled, to live in an environment which is safe and free from harm.

The Charity will prioritise the wellbeing of those at risk of harm, and they will be actively supported to communicate their views and the outcomes they want to achieve. Those views and wishes will be respected and supported unless there are overriding reasons not to. Any actions taken will respect the rights and dignity of all those involved and be proportionate to the risk of harm.

A list of the types of safeguarding risks and harm can be found on the England and Wales Charity Commission website.

6. Child Safeguarding Definitions

The Children Act 1989 definition of a child is ‘anyone who has not yet reached their 18th birthday, even if they are living independently, are a member of the armed forces or are in hospital’.

Child and Adult Abuse: Children and adults may be vulnerable to neglect and abuse or exploitation from within their family and from individuals they come across in their daily lives.

There are 4 main categories of abuse, which are: sexual, physical, emotional abuse, and neglect Within these categories the main types of abuse include:

• Bullying and cyberbullying;
• Child sexual exploitation
• Child criminal exploitation;
• Child trafficking;
• Domestic abuse;
• Female genital mutilation;
• Grooming;
• Historical abuse;
• Online abuse.

7. Safeguarding children

Safeguarding children is defined in the Working Together to Safeguard Children Act 2018 as:

• Protecting children from maltreatment;
• Preventing impairment of children’s health or development;
• Ensuring children grow up in circumstances consistent with the provision of safe and effective care;
• Taking action to enable all children to have the best outcomes.

Children under 18: the policy of the Charity is to request the attendance of the child’s parent or guardian at all events and at all times. However, if a safeguarding issue concerning a child is suspected or observed then this should be alerted via the separate Safeguarding Procedure.

8. Monitoring and Review

The Charity will review this Policy and the separate Procedure annually through its Safeguarding Committee. The committee will report to the Trustees.

9. Reporting Process and Important Contacts

In an Emergency contact: Police – 999

For advice and guidance, in the first instance the incident or concern should be reported to the Charity Safeguarding Lead: Clare Gouldstone, telephone 07588 832 185

Other important contacts are:

The Multi-agency Safeguarding Hub (MASH): Hampshire MASH, telephone 0300 555 1384 (Children) or 0300 555 1386 (Adults). Out of Hours, 0300 555 1373.

Police Non-emergency: 101

NSPCC Helpline: 0808 800 5000

Hampshire Children’s Services for all new concerns about a child: telephone 0300 555 1384 Mon-Thurs 8.30-5, Fri 8.30-4.30pm. Hampshire Children’s Services out of hours 0300 555 1373. Local Area Designated Officer (LADO) : 01962 876364 or https://www.hants.gov.uk/socialcareandhealth/childrenandfamilies/safeguardingchildren/allegations

Hampshire Adult Services: telephone 0300 555 1386 during office hours 8.30am to 5pm Monday, 9.30am to 5pm Tuesday to Thursday, 8.30am to 4.30pm on Friday. Hampshire Adult Services: Out of Hours telephone 0300 555 1373 (public and professionals) Text 07565 205102 (hard of hearing/deaf clients only).

This policy was adopted on: 6th September 2023

Policy review date: November 2026

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Safeguarding Procedure

1. Reporting Process and Important Contacts

See No. 9 Safeguarding Policy above

2. Purpose of this Procedure

The purpose of this procedure is to provide guidance on what to do if a safeguarding incident occurs or is suspected.

3. Statement of Principles

When following this Safeguarding Procedure, the Charity will strive to uphold good safeguarding principles and practice, such that anyone involved with the Charity can be assured of:

• privacy;
• being treated with dignity and respect;
• leading an independent life and being enabled to do so;
• choosing how they live their lives;
• the protection of the law;
• having their human and civil rights upheld regardless of ethnic origin, gender, sexuality, impairment or disability, age, religious or cultural background.

The Charity will also follow the principles enshrined within the England and Wales Care Act 2014.

• Principle 1 – Empowerment – whereby the approach is focused on the individual making their own decision and gaining informed consent, where possible;
• Principle 2 – Prevention – seeking to take steps to prevent issues from arising or escalating;
• Principle 3 – Proportionality – responding in a proportionate way to the issue/s being presented;
• Principle 4 – Protection – seeking to keep the membership safe and protection for those deemed to be at risk;
• Principle 5 – Partnership – reporting incidents to the relevant statutory bodies;
• Principle 6 – Accountability – accurate recording of incidents. Reporting incidents, as required, to relevant regulatory authorities.

For children, summary of the key legislation is available from: https://learning.nspcc.org.uk

4. Code of good practice for trustees, members and volunteers

This Code provides common sense guidelines that are intended both to reduce opportunities for the abuse of young people and vulnerable adults and help to protect trustees, members and volunteers from any false allegation.

Charity Trustees, Officers, Council members, and Charity Volunteers SHOULD:

• Treat all young people and vulnerable adults with respect, including their right to personal privacy;
• Ensure that, whenever possible, there is more than one adult present during activities or that you are within sight or hearing of others;
• Exercise caution when discussing sensitive issues with children or vulnerable adults;
• Exercise caution in initiating any physical contact with a young person or vulnerable adult;
• Challenge all unacceptable behaviour and report all allegations or suspicions of abuse;
• Keep the designated person, parents, guardians and carers fully informed of any issues;
• As soon as possible, make thorough notes about any conversation that might indicate abuse;
• Record details as accurately as possible including where, when, who was there, what was said, by whom, to whom, and how the matter ended.

Charity Trustees, Officers, Council members, and Charity Volunteers SHOULD NOT:

• Be alone with a child or vulnerable adult away from others;
• Take young people or vulnerable adults alone in a car journey, however short;
• Take young people or vulnerable adults to your home;
• Engage in physical or sexually provocative games including horseplay;
• Allow or engage in inappropriate touching of any form;
• Make over-familiar or sexually suggestive comments or approaches to a young person or vulnerable adult even as a joke;
• Let allegations, over-familiar or sexually suggestive comments or approaches made by a young person or vulnerable adult go unchallenged or unrecorded;
• Do things of a personal nature that a child or vulnerable adults should do for themselves;
• Take photographs, videos or other images of a young person or vulnerable adult without the express permission of the designated person and their parent, guardian or carer;
• Probe or try to investigate any claims (these are matters for Social Services or the Police).

5. Training

The Safeguarding Lead for the Charity will arrange suitable Safeguarding training for Charity Trustees, Officers, Council members, and Charity Volunteers, and maintain a suitable training record.

Periodic refresher training will be scheduled to ensure the Safeguarding Policy and Procedure are clearly understood and followed.

The Safeguarding Committee will determine the type, frequency and attendance required for the training.

6. Monitoring and Review

This Safeguarding Procedure will be reviewed by the Safeguarding Committee after every incident or suspected incident to ensure it is appropriate, and to determine any new training needs.

New Forest Association Safeguarding Procedure – adopted 6th September 2023

Review date – November 2026

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Volunteering Policy

The New Forest Association is a charity whose staff are volunteers. We are the only membership-based association in the New Forest that gives its members the opportunity to be effectively engaged in a wide range of New Forest issues.

1. Purpose

The purpose of the volunteering policy is to ensure that volunteers are treated fairly and appropriately and that we can attract people as volunteers who reflect the diverse community that we support. The purpose is also to serve as a reference document which covers all aspects of volunteering, and to ensure that best practice is followed when volunteers are involved.

2. Scope

Volunteering is open to all Members of the Charity, but each application to be a volunteer will be assessed according to the suitability of the role.

If there are safeguarding requirements involving children and vulnerable adults, all necessary background checks will need to be undertaken (e.g. Disclosure and Barring Service).

3. The Charity’s Commitment to Volunteers

The Charity commits to:

• Provide appropriate support & training;
• Ensure volunteers are treated fairly;
• Helping volunteers to benefit from their involvement e.g. new skills or the opportunity to participate in Events;
• To support volunteers to overcome barriers to participation wherever possible (e.g. disability access);
• To reimburse volunteers for reasonable expenses incurred;
• To provide in advance to volunteers a suitable briefing and guidance for any work they are requested to do;
• To listen and act upon any concerns or issues they may raise in the course of their volunteering for the Charity;
• To provide a contact person with whom they may raise any issues or concerns.

4. What the Charity expects of volunteers

Volunteers commit to:

• Be respectful of others, and maintain good relationships with Charity, members, trustees, officers and other volunteers;
• Take care of the New Forest and ensure all rules and guidelines concerning the New Forest are observed;
• Be reliable and responsible;
• Take care of the Health and Safety of both yourself and others;
• Attend training courses and any meetings required for the fulfilment of the role;
• Understand and follow the Charity’s policies and procedures;
• Maintain confidentiality concerning the sensitive personal information they may be entrusted with as part of their role;
• Act in the best interests of the Charity and its goals at all times, and ensure the good reputation of the Charity is maintained.

5. Volunteer Contacts

Volunteers may contact the Honorary Secretary (secretary@newforestassociation.org) for any information or requests concerning their role, or to raise any issues or concerns.

6. Monitoring and Review

This policy will be monitored by the Policy Sub-group of the Board of Trustees, and will be reviewed annually with a report to the Trustees.

New Forest Association Volunteer Policy – adopted 6th September 2023

Review date – November 2026