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TRACK & TRAIL

W H E R E Y O U R N E X T A D V E N TU R E B E G I N S

Safeguarding Policy

Specimen of a document last updated January 2026 V1.1

1. Introduction

1.1. Track & Trail is an organisation that engages with children, young people, adults at risk, and volunteers.

1.2. The term “volunteers” includes parent helpers, parent supporters, and any other adult acting for or on behalf of Track & Trail in an unpaid capacity. Employees, volunteers, and learning providers support participants to promote their personal and professional growth, enabling them to pursue interests and career pathways through outdoor-based activities.

2. Policy Objectives

2.1. This policy applies to all employees and volunteers working for or representing Track & Trail. It also extends to subcontracted learning providers delivering services on our behalf.

2.2. It confirms the responsibility of Senior Management to ensure that all adults and providers acting for Track & Trail understand their obligation to behave in a manner that safeguards and promotes the welfare and safety of children, young people, and adults at risk.

3. Policy Statement

3.1. Track & Trail acknowledges its duty of care to safeguard and protect the children, young people, and adults at risk involved in our activities. We are committed to promoting their safety, health, wellbeing, and enjoyment. We aim to remain a trusted organisation in which everyone feels secure to participate and where participants are aware of their right to protection from harm.

4. Zero-Tolerance Approach

4.1. Track & Trail treats safeguarding matters with the utmost seriousness and operates a zero-tolerance stance toward abuse. All safeguarding cases are overseen by the specialist safeguarding team in accordance with this policy, organisational procedures, and statutory duties. Mandatory training and refresher sessions are required for all employees and volunteers.

5. Legal Framework

5.1. Each nation within the United Kingdom maintains its own legislation and guidance for safeguarding and child protection. While arrangements differ slightly, they share common principles, and statutory guidance defines the responsibilities organisations must follow to protect the wellbeing and safety of children, young people, and adults at risk.

5.2. This policy complies with relevant legislation and statutory guidance including: Working Together to Safeguard Children 2018 (England); Keeping Children Safe in Education (DfE 2022); National Guidance for Child Protection in Scotland (2022); Co-operating to Safeguard Children and Young People in Northern Ireland (2017); Social Services and Well-being (Wales): Working Together to Safeguard People (Welsh Government, 2022); and Keeping Learners Safe under the Education Act 2002.

5.3. Track & Trail is committed to preventing radicalisation and extremism. We apply the principles of the Prevent Duty throughout our operations, services, and programmes, remaining alert to identifying and challenging extremist behaviour.

6. Definitions

6.1. “Safeguarding” means the actions taken to promote the welfare and safety of children, young people, and adults at risk, protecting them from abuse and harm.

“Children” refers to all participants under the age of 18. The term “young person” also applies to anyone who has not yet reached their 18th birthday.

“Adults at risk” or “vulnerable adults” are individuals aged over 18 (or over 16 in Scotland) who require, or may require, care or support due to disability, illness, age, or who may be unable to protect themselves from exploitation or abuse.

“Duty of Care” means that all persons working or volunteering for Track & Trail are responsible for how authority is exercised, risks are managed, and resources are used. All adults must act in the best interests of children, young people, and adults at risk and take reasonable steps to prevent harm whenever possible. This includes:

Clear accountability arrangements.
Effective management oversight.
A culture that respects and listens to children, young people, and adults at risk.
Defined procedures for information sharing with statutory safeguarding partners.
Trained staff able to provide professional advice, guidance, and support.

7. Core Values

7.1. Track & Trail is committed to providing a safe, supportive, and responsive environment. Our values of loyalty, respect, self-discipline, commitment, honesty, integrity, and courage underpin safeguarding practice and ensure welfare remains our priority.

8. Procedures and Practice

8.1. Track & Trail maintains clear procedures outlining safe practice and the actions required when safeguarding concerns arise regarding actual or suspected abuse.

8.2. Procedures also exist for responding to allegations against adults working with children, young people, and adults at risk, applying consistent safeguarding principles.

8.3. A designated Safeguarding Lead is responsible for ensuring concerns are acted upon, statutory obligations are met, and partnerships with statutory agencies are maintained.

8.4. The Safeguarding Lead provides advice, guidance, training, and support to employees, contractors, volunteers, and parents or carers regarding safeguarding matters.

9. Risk Management

9.1. Track & Trail operates effective systems to identify, assess, and manage risk, including safeguarding risks. All accidents and safeguarding incidents are reported, recorded, and reviewed to inform practice and risk-management procedures.

10. Code of Conduct

10.1. All adults engaged in paid, contractual, or voluntary roles must comply with specific codes of conduct when working with children, young people, and adults at risk.

10.2. These standards protect the welfare of participants and also provide guidance and protection for staff and volunteers in situations where vulnerability may arise.

11. Records and Information Management

11.1. Accurate and timely records are essential where there is concern that a child, young person, or adult at risk may be in danger of harm.

11.2. Track & Trail has established procedures for record management, confidentiality, and information sharing. Personal data is handled securely, shared only where appropriate, and safeguarding records are stored separately from other organisational files.

12. Recruitment and Selection

12.1. Awareness of abuse risks and the vulnerability of children and adults at risk requires robust recruitment practices. Track & Trail implements comprehensive vetting for all individuals working for or on behalf of the organisation.

12.2. A consistent and transparent recruitment process is applied to employees, volunteers, sessional, seasonal staff, and contractors, ensuring all personnel are competent and suitable for their roles, as set out in internal procedures.

13. Workforce Support

13.1. Procedures are in place to ensure effective supervision and management of employees and volunteers working with children and adults at risk.

13.2. The Safeguarding Lead receives regular professional supervision.

13.3. All new employees and volunteers receive induction training on this policy, and ongoing opportunities exist to develop safeguarding knowledge and awareness.

14. Associated Policies

14.1. This safeguarding policy is supported by additional organisational policies and procedures designed to promote safe, lawful, and ethical working practices.

15. Training and Communication

15.1. Track & Trail promotes a range of safeguarding and refresher training delivered both in person and online. Training is available to employees, volunteers, and subcontracted partners working with young people.

16. Policy Review

16.1. This safeguarding policy and related procedures are reviewed annually to ensure continued suitability and effectiveness. Further reviews may be undertaken following serious safeguarding incidents or concerns.