Policy Statement

The Fitted Horse is committed to safeguarding and promoting the welfare of children, young people, and vulnerable adults who may come into contact with our business.

We believe that:

• Everyone has the right to be safe from harm, abuse, and exploitation
• Children, young people, and vulnerable adults deserve protection
• Safeguarding is everyone's responsibility
• We have a duty of care to those we work with

This policy applies to:

• All interactions with children and young people (under 18 years)
• All interactions with vulnerable adults
• Services provided at yards, events, clinics, and all business activities
• All staff, contractors, and representatives of The Fitted Horse (current and future)

We will:

• Create a safe environment for children, young people, and vulnerable adults
• Respond appropriately to safeguarding concerns
• Work with parents, guardians, carers, and authorities to protect those at risk
• Ensure all staff understand their safeguarding responsibilities
• Maintain appropriate boundaries and professional conduct at all times

Scope and Definitions

Who This Policy Protects

Children and Young People:

• Anyone under the age of 18 years
• Includes young riders, horse owners, family members, helpers

Vulnerable Adults:

• Adults (18+) who may be at risk due to: 
  • Physical or mental disability
  • Learning difficulties
  • Age or illness
  • Other circumstances that may increase vulnerability

What is Abuse?

Abuse is any action or failure to act that causes harm or risk of harm. It can take many forms:

Physical Abuse:

• Hitting, slapping, pushing, shaking
• Inappropriate physical restraint
• Causing physical harm or injury

Emotional Abuse:

• Bullying, humiliation, or intimidation
• Verbal abuse or threats
• Undermining confidence or self-esteem
• Isolation or exclusion

Sexual Abuse:

• Any sexual activity with a child or non-consenting adult
• Inappropriate touching or sexual comments
• Exposure to sexual content or behavior
• Grooming

Neglect:

• Failure to provide appropriate care, supervision, or protection
• Abandonment or inadequate supervision
• Failure to meet basic needs

Financial Abuse (Vulnerable Adults):

• Theft or misuse of money or property
• Fraud or exploitation
• Coercion regarding financial matters

Online Abuse:

• Cyberbullying or harassment
• Grooming via social media or messaging
• Sharing inappropriate content
• Online exploitation

Recognizing Safeguarding Concerns

Signs of Possible Abuse

We remain alert to potential indicators, including:

Physical Signs:

• Unexplained injuries, bruises, or marks
• Changes in physical appearance or hygiene
• Signs of neglect (inadequate clothing, malnourishment)
• Fearfulness of physical contact

Behavioural Signs:

• Sudden changes in behaviour or personality
• Withdrawal, anxiety, or depression
• Inappropriate sexual behaviour or knowledge
• Fear of specific individuals
• Low self-esteem or self-harm
• Unexplained absences or running away

In Equestrian Context:

• Young person regularly left unsupervised inappropriately
• Adult exercising inappropriate control over young person
• Concerning interactions between adults and children/young people
• Young person appearing frightened of parent/guardian/coach
• Signs of overtraining or pressure beyond capability
• Vulnerable adult being controlled, isolated, or exploited

Important: These signs don't necessarily mean abuse is occurring, but warrant attention and appropriate response.

Our Response

If we observe or become aware of potential safeguarding concerns, we will:

✅ Take it seriously - never dismiss or ignore concerns
✅ Record details - what was observed, heard, or reported
✅ Report appropriately - follow reporting procedures (see Section 6)
✅ Not investigate - this is the role of authorities, not us
✅ Maintain confidentiality - information shared only on need-to-know basis
✅ Support the individual - ensure they feel safe and heard

Safe Working Practices

General Principles

We maintain professional boundaries and safe practices:

✅ Professional Conduct:

• Maintain appropriate professional distance
• Avoid situations that could be misinterpreted
• Be aware of power dynamics
• Treat everyone with respect and dignity

✅ Transparency:

• Work in open, visible environments where possible
• Avoid being alone with children/young people in isolated locations
• Inform parents/guardians of appointment details
• Keep communication professional and documented

✅ Appropriate Communication:

• Use clear, professional language
• Avoid inappropriate jokes, comments, or personal topics
• No favoritism or special relationships
• Respectful physical boundaries

✅ Parent/Guardian/Carer Presence:

• Encourage parent/guardian presence during appointments with children
• For vulnerable adults, encourage carer/supporter presence if appropriate
• If parent/guardian not present, maintain visibility (open stable doors, yard activity nearby)

Physical Contact

Physical contact in our work is limited and professional:

Necessary Contact:

• Examining horse's mouth (not child/young person)
• Demonstrating equipment fitting on horse
• Any contact is professional, necessary, and appropriate

We NEVER:

• Have unnecessary physical contact with children, young people, or vulnerable adults
• Touch inappropriately or in ways that could be misinterpreted
• Work in isolated, private locations with vulnerable individuals
• Provide personal care (changing, bathing, etc.) - not part of our role

If physical assistance needed:

• Ask permission first
• Explain what you're doing and why
• Ensure another adult is present
• Keep contact minimal, brief, and professional

One-to-One Situations

When working individually with children/young people:

✅ Risk Assessment:

• Is parent/guardian/responsible adult present or nearby?
• Is location visible and appropriate?
• Are other people in the vicinity?
• Is appointment necessary or could it be rescheduled when supervision available?

✅ Best Practice:

• Inform parent/guardian of appointment details
• Work in open, visible locations (not closed stables, secluded areas)
• Keep stable doors open
• Position yourself appropriately (not blocking exits)
• Other yard users present nearby

✅ Communication:

• Professional, clear, appropriate language
• Documented (appointment records, messages, emails)
• Parents/guardians copied on important communications
• No private social media contact with minors

Photography and Social Media

Strict protocols for images of children and young people:

✅ Consent Required:

• Explicit written consent from parent/guardian before photographing minors
• Consent specifies what images will be used for (social media, website, etc.)
• Young person's consent also obtained (age-appropriate)
• Right to withdraw consent at any time

✅ Appropriate Content:

• Images appropriate, respectful, and relevant to equestrian context
• No compromising, embarrassing, or inappropriate images
• Proper clothing and positioning
• Focus on horses and equipment, not children

✅ Storage and Use:

• Secure storage of images
• Used only for stated purposes
• Not shared with third parties without permission
• Deleted upon request

See our Social Media and Content Policy for full details.

Transportation

We do NOT provide transportation for children, young people, or vulnerable adults.

This includes:

• No lifts or rides in our vehicle
• No accompanying minors without parent/guardian
• No transporting vulnerable adults without appropriate arrangements

If emergency transportation needed, we would:

• Contact parent/guardian/emergency services
• Stay with individual until appropriate help arrives
• Document circumstances fully

Events and Clinics

When organizing or participating in events with young people present:

✅ Supervision:

• Appropriate adult supervision required
• Parental presence or designated responsible adults
• Clear supervision arrangements communicated

✅ Facilities:

• Appropriate, safe facilities
• Accessible toilets and welfare facilities
• Emergency procedures in place
• First aid available

✅ Registration:

• Contact details for parent/guardian
• Emergency contact information
• Medical information if relevant
• Consent forms completed

✅ Behaviour Expectations:

• Code of conduct for all participants
• Clear boundaries and rules
• Anti-bullying stance
• Consequences for inappropriate behaviour

Safer Recruitment (If Employing Staff)

If/when The Fitted Horse employs staff or contractors working with children or vulnerable adults:

Recruitment Checks

✅ DBS Checks (Disclosure and Barring Service):

• Enhanced DBS check for roles involving contact with children or vulnerable adults
• DBS update service enrolment where applicable
• Regular re-checking as required

✅ References:

• Minimum two references checked
• References verified and followed up
• Questions about suitability to work with vulnerable groups

✅ Interview:

• Questions about safeguarding awareness
• Scenarios to assess judgment
• Understanding of appropriate boundaries

✅ Induction:

• Safeguarding policy provided and explained
• Training on recognizing and reporting concerns
• Clear expectations about conduct
• Ongoing supervision and support

Self-Declaration

All staff/contractors must declare:

• Any criminal convictions or cautions
• Whether they are barred from working with children or vulnerable adults
• Any safeguarding concerns from previous roles

Failure to disclose is grounds for dismissal.

Reporting Procedures

If You Have Safeguarding Concerns

What to do if you suspect or become aware of abuse or risk:

Step 1: Immediate Safety

• If someone is in immediate danger, call 999 (emergency services)
• Ensure the individual is safe
• Do not put yourself at risk

Step 2: Listen and Record

• If someone discloses abuse to you: 
  • Listen carefully without interrupting
  • Reassure them they've done the right thing by telling you
  • Don't promise confidentiality - explain you may need to share to keep them safe
  • Don't investigate or ask leading questions
  • Record exactly what was said, using their words
  • Note date, time, location, who was present

Step 3: Report

• Report to Emma (business owner) immediately: 
  • Phone: 07359 205538
  • Email: emma@thefittedhorse.co.uk
• If Emma is subject of concern, report directly to authorities (see Section 6.2)
• Don't delay - report as soon as possible

Step 4: Document

• Write down everything you saw, heard, or were told
• Use exact words where possible
• Date and sign your record
• Keep confidential - share only with appropriate people

What NOT to Do: 

❌ Don't ignore concerns or dismiss them
❌ Don't investigate or interview the individual
❌ Don't confront the alleged abuser
❌ Don't promise to keep secrets
❌ Don't discuss with people who don't need to know
❌ Don't take photographs of injuries (leave to authorities)

External Reporting - Who to Contact

Children and Young People:

Local Authority Children's Services (Safeguarding Team):

• Contact your local council's children's social care/safeguarding team
• Available 24/7 for urgent concerns
• Find local contact: www.gov.uk/report-child-abuse-to-local-council

NSPCC Helpline:

• Phone: 0808 800 5000
• Email: help@nspcc.org.uk
• Advice and guidance on safeguarding concerns
• Can report concerns on your behalf

Police:

• Emergency (immediate danger): 999
• Non-emergency: 101
• For criminal matters or immediate risk

Vulnerable Adults:

Local Authority Adult Safeguarding Team:

• Contact your local council's adult social care/safeguarding team
• Find local contact via council website or call main council number

Care Quality Commission (CQC):

• If concern relates to care provider
• Phone: 03000 616161
• Website: www.cqc.org.uk

Police:

• Emergency: 999
• Non-emergency: 101

Action on Elder Abuse Helpline (if relevant):

• Phone: 0808 808 8141
• Support and advice on adult safeguarding

Following a Report

After reporting a concern:

✅ Document that you made the report (who, when, what was said)
✅ Cooperate with any investigation by authorities
✅ Maintain confidentiality - don't discuss except with appropriate people
✅ Support the individual if safe and appropriate to do so
✅ Follow guidance from authorities on next steps
✅ Don't assume someone else will take action - ensure report is made

The Fitted Horse will:

• Take all reports seriously
• Follow up appropriately
• Support those involved
• Review practices if needed
• Learn from the situation

Allegations Against Staff or The Fitted Horse

If Allegation Made

If allegation of abuse is made against staff member or The Fitted Horse:

✅ Take seriously - all allegations investigated appropriately
✅ Do not dismiss or assume innocence without proper process
✅ Report to authorities - Local Authority Designated Officer (LADO) for children, Adult Safeguarding for adults
✅ Cooperate fully with investigation
✅ Suspend if necessary - to protect all parties
✅ Maintain confidentiality - share only on need-to-know basis
✅ Support all parties - including accused until allegation resolved

False or Malicious Allegations:

• Rare but possible
• Full, fair investigation required
• Support for wrongly accused
• Disciplinary action for malicious allegations
• Learning from the situation

Whistleblowing

If you become aware of safeguarding failures or poor practice:

✅ You have a duty to report concerns
✅ Whistleblowing is protected - no victimization
✅ Can report internally or to external authorities
✅ NSPCC Whistleblowing Helpline: 0800 028 0285

Information Sharing and Confidentiality

Confidentiality Principles

Information about safeguarding concerns is:

• Treated confidentially
• Shared only on a need-to-know basis
• Never gossip or discussed inappropriately

However:

• Safeguarding overrides confidentiality
• Information must be shared to protect individuals
• Cannot promise absolute confidentiality if safety at risk

Who Information May Be Shared With

Appropriate sharing includes:

• Designated safeguarding lead (business owner)
• Local authority safeguarding teams
• Police
• Other professionals involved in protecting the individual
• Parents/guardians (unless this would increase risk)

Information shared:

• Relevant facts only
• Proportionate to concern
• Timely
• Securely (not via unsecured email, etc.)
• Documented

Record Keeping

Safeguarding records include:

• Detailed, factual account of concerns
• Actions taken and by whom
• Outcome of reports
• Stored securely and confidentially
• Retained in accordance with data protection law
• Access restricted to authorized individuals

Records are:

• Factual and objective (not opinions)
• Dated and signed
• Kept separate from general business records
• Protected under data protection legislation

Training and Awareness

Safeguarding Training

All staff/contractors (current and future) receive:

✅ Induction Training:

• This safeguarding policy
• How to recognize signs of abuse
• Reporting procedures
• Appropriate boundaries and conduct

✅ Ongoing Awareness:

• Regular refreshers (minimum annually)
• Updates on legislation or best practice
• Discussion of safeguarding in supervision
• Access to resources and guidance

✅ Specialized Training (if needed):

• Working with specific vulnerable groups
• Advanced safeguarding courses
• Role-specific requirements

Owner/Sole Trader Responsibilities

Emma (business owner) maintains:

• Up-to-date safeguarding knowledge
• Awareness of local safeguarding procedures
• Contact details for reporting
• Understanding of legal responsibilities
• Regular policy review and updates

Safe Environment

Risk Assessment

We assess safeguarding risks in:

• Work locations (yards, events, clinics)
• Activities and interactions
• Transportation and travel
• Online/digital interactions
• Equipment and facilities

Risk assessments identify:

• Potential hazards to children/vulnerable adults
• Who might be at risk
• Control measures to minimize risk
• Review and monitoring arrangements

Creating Safe Culture

We promote safety through:

✅ Clear Expectations:

• Professional behaviour standards
• Code of conduct
• Boundaries and appropriate interaction

✅ Open Communication:

• Encouraging questions and concerns
• Accessible reporting mechanisms
• No blame culture for raising concerns

✅ Empowerment:

• Helping young people understand their rights
• Teaching about appropriate/inappropriate behaviour
• Encouraging self-advocacy

✅ Modelling Good Practice:

• Leading by example
• Respectful interactions
• Challenging inappropriate behaviour

Online Safety

Digital Communication

When communicating online with children/young people:

✅ Professional Boundaries:

• Business channels only (not personal social media)
• No private messages with minors
• Parents/guardians copied on communications
• Group communications preferred over individual

✅ Appropriate Content:

• Professional, relevant communication only
• No personal or inappropriate topics
• Respectful language
• Documented and traceable

Social Media

Safeguarding considerations for social media:

✅ Content featuring children requires parental consent
✅ No tagging or identifying children without permission
✅ Private messages from unknown children not responded to
✅ Concerning online behaviour reported appropriately
✅ Privacy settings and security maintained

See our Social Media and Content Policy for full details.

Specific Scenarios in Equestrian Context

Young Riders and Horse Owners

Common situations requiring safeguarding awareness:

Scenario: Child left unsupervised at yard

• Assess immediate safety
• Contact parent/guardian
• Don't take responsibility for childcare
• Report if pattern of neglect

Scenario: Overly controlling parent/coach

• Observe interactions
• Note concerning behaviour
• Report if abuse suspected
• Maintain professional boundaries

Scenario: Young person discloses abuse

• Follow listening and reporting procedures
• Don't investigate
• Report to authorities
• Support appropriately

Scenario: Inappropriate adult behaviour around young people

• Challenge if safe to do so
• Report concerns
• Document observations
• Protect young people

Vulnerable Adults

Scenarios involving vulnerable adults:

Scenario: Adult appearing controlled or isolated by carer

• Speak privately if safe
• Observe interactions
• Report concerns to adult safeguarding
• Respect autonomy while protecting safety

Scenario: Vulnerable adult making poor decisions

• Assess capacity and understanding
• Involve appropriate support
• Don't assume inability to make decisions
• Report if exploitation suspected

Policy Review and Updates

Review Schedule

This policy is reviewed:

• Annually (minimum) - every January
• After any safeguarding incident
• When legislation or guidance changes
• Following staff changes
• After training or learning opportunities

Continuous Improvement

We commit to:

• Learning from incidents and near-misses
• Updating practices based on new guidance
• Seeking feedback on safeguarding arrangements
• Staying informed about safeguarding developments
• Improving our protective measures continuously

Contact Information

Internal Reporting

Designated Safeguarding Lead:

Emma Harris - Owner, The Fitted Horse
📱 Phone: 07359 205538
📧 Email: emma@thefittedhorse.co.uk

External Contacts

Children and Young People:

NSPCC Helpline:
📱 0808 800 5000
📧 help@nspcc.org.uk

Childline (for children to call):
📱 0800 1111

Local Children's Services:
🌐 www.gov.uk/report-child-abuse-to-local-council

Vulnerable Adults:

Local Adult Safeguarding:
Contact via your local council

Action on Elder Abuse:
📱 0808 808 8141

Police:
🚨 Emergency: 999
📞 Non-emergency: 101

Our Commitment

The Fitted Horse commits to:

🛡️ Putting safety first - safeguarding is priority over all commercial considerations

🛡️ Creating safe environment - for all children, young people, and vulnerable adults

🛡️ Taking concerns seriously - every concern receives appropriate response

🛡️ Working with authorities - full cooperation with safeguarding agencies

🛡️ Continuous learning - improving our safeguarding practices

🛡️ Professional integrity - maintaining appropriate boundaries and conduct

Safeguarding is everyone's responsibility. If you see something that concerns you, speak up. It's better to be wrong than to stay silent.

"The welfare and safety of children, young people, and vulnerable adults is paramount. When in doubt, speak out."