Introduction / Policy Settlement
The Grand Prix Trust (“GPT”) is committed to the safeguarding and wellbeing of vulnerable applicants and beneficiaries whilst ensuring that the safeguarding practices are fully met. The GPT ensures that it meets best practice and is compliant with the relevant regulatory frameworks.
Safeguarding: the responsibility to protect beneficiaries and others who come into contact with GPT from any form of harm or exploitation, both physical and emotional.
For the purpose of this policy ‘safeguarding’ means the safeguarding of staff, vulnerable adults and children.
GPT does not provide direct care to vulnerable applicants and beneficiaries but its work does bring staff and trustees into direct and indirect contact with them. The help it provides is generally in the form of financial support and signposting.
Scope of this policy
This policy applies equally to all children, young people and vulnerable adults who come into contact with GPT personnel.
We recognise that safeguarding is integral to our work. We require all trustees, staff and volunteers (‘GPT personnel’) to adhere to best practice in safeguarding.
This policy recognises that GPT personnel may have access to sensitive, confidential information about children, young people and vulnerable adults and may visit GPT grant recipients. All GPT personnel are expected to sign and be familiar with the GPT Code of Conduct included as annex one.
Roles
GPT staff currently includes a Client Co-Ordinator and an Administrator.
The Client Co-Ordinator deals with all applicants / beneficiaries directly. Most contact is by e-mail, phone and post. The Client Co-Ordinator might also visit applicants in person where assistance is required completing applications, to provide additional support or follow up visits after grants have been paid. Information collected enables the trustees to assess the application and make informed decisions on grants.
The Administrator deals with all personal information of members.
Both the Client Co-Ordinator and the Administrator meet with members at various functions including, but not limited to, Regional Member Meetings and Reunions.
The trustees are ultimately responsible for the charity and its operation. The Chairman has responsibility for ensuring appropriate recruitment and selection of trustees and for arranging appropriate training for trustees and staff to learn about the protection of vulnerable applicants/beneficiaries.
Our Commitment
Action
We commit to actively promoting safeguarding within GPT and amongst our grantees and partners.
Awareness
We commit to ensuring all GPT personnel understand safeguarding, have read and signed this policy and understand the reporting requirements and procedures.
Compliance
We commit to ensuring compliance internally through an annual report by the Chairman as well as including safeguarding in Board updates.
Investigation
We commit to investigating reports of safeguarding issues.
Prevention
We commit to preventing issues of abuse within GPT.
Reporting
We commit to ensure that all GPT personnel understand the reporting requirements and know the contact details of the Safeguarding Lead (the Chairman).
We commit to ensuring that all personal information held by GPT is recorded and stored professionally and securely and is held and processed in accordance with data protection law.
Responding
We commit to responding appropriately to ensure the best interests of children, young people and vulnerable adults.
Safeguards for staff, trustees and beneficiaries
The Client Co-Ordinator follows a set procedure when making a home / client visit – advise the Administrator via text or email message the time of the visit, home number and postcode of visit. The Client Co-Ordinator then also informs the Administrator when the visit is finished, as well as when arriving back home.
The Client Co-Ordinator holds a personal alarm which is worn around the neck, along with the ID badge. The alarm is hidden and located behind the badge. Should the Client Co-Ordinator ever feel the need to raise the alarm, this can be activated subtly, and the panic button raises an alarm to the call centre where someone will call the Client Co-Ordinator on their mobile phone. Should there be no response, the call centre can use the data from the tracker on the alarm device and send help to the location.
When attending events together, including, but not limited to: team visits, fundraisers, Regional Meetings; the Client Co-Ordinator and the Administrator inform each other the time they leave home, contact each other on arrival and advise each other when they arrive back home after the event.
In all instances, the Client Co-Ordinator and the Administrator should always follow their instincts and should they at any stage during the visit or meeting feel that they are remotely threatened, they should leave immediately. The decision of the Client Co-Ordinator and the Administrator will always be supported by the trustees.
Declarations
On appointment, new trustees are required to sign a fit and proper persons declaration. All trustees have completed fit and proper person’s declarations – these are reviewed annually and updated with any change of circumstances.
The recruitment process for staff includes provision of an up-to-date CV, letter of application, two references including current employer and a formal interview. The Client Co-Ordinator and Administrator are required to complete a DBS check on offer of appointment, as well as maintain a DBS check throughout their role at GPT.
The GPT will record and investigate any safeguarding incidents.
Reporting Procedure
Regarding GPT personnel
- All concerns should be reported to the Chairman, who will write up a formal incident report which will be kept confidential.
- All incidents will be reviewed by the Chairman within three days and additional information gathered as needed/feasible.
- The Chairman will consider what further enquiries are required including setting up a formal internal or external investigation if they see fit.
- Where appropriate the Chairman may agree with the trustees the temporary suspension of GPT personnel until the investigation is concluded.
- Where personnel are found to be in breach of GPT’s Code of Conduct, the Trust will take disciplinary action which may include dismissal or termination of contract and reporting the incident to relevant safeguarding authorities.
- All such incidents will be dealt with by GPT in accordance with relevant employment law and data protection law, taking such advice as the Chairman considers appropriate.
This policy will be monitored and reviewed annually by the Administrator and the Chairman (noted as end of May of each calendar year).
This policy was approved by the Board and is effective from 30 July 2024.