Policies & Procedures

Concentrate – these are important!

Safeguarding Statement

SAFEGUARDING CHILDREN

There has been an increasing awareness over recent years that some individuals who want to harm and abuse children will use charitable organisations, such as Riding for the Disabled, as a vehicle to gain access to children.

As a Group Member of the Riding for the Disabled Association (RDA), The Diamond Centre for Disabled Riders (Diamond) fully accepts its legal and moral obligation to protect children in the course of its work and it is our policy to make every reasonable safeguard to protect those who are involved in any aspect of our work.

In pursuit of this, Diamond is committed to ensuring that:

- The welfare of children is paramount,
- All children are able to participate in a fun and safe environment,
- All children have the right to protection from physical, sexual and emotional harm and from neglect and bullying,
- All reasonable and practical steps are taken to protect children from harm, discrimination and degrading treatment; respecting children’s rights, wishes and feelings,
- All suspicions and allegations of poor practice or abuse will be taken seriously and responded to swiftly and appropriately,
- All trustees, employees and volunteers have a responsibility to report any concerns with regards to child protection matters. It is the responsibility of experts to determine whether or not abuse has taken place, but it is everyone’s responsibility to report any concerns,
- A designated trustee or delegated volunteer/employee is appointed to be the Diamond Safeguarding Officer,
- Safeguarding Officers and other relevant staff/volunteers receive appropriate training and guidance on child protection.

Everyone should be aware of safeguarding procedures and best practices. Therefore, Diamond has minimum standards in place to ensure:

- A safeguarding policy which is in line with RDA UK’s requirements
- A designated Safeguarding Officer
- A safe recruitment process in place including staff/volunteer application forms, the collection of two references and disclosure checks at the appropriate level for anyone aged 16 or over who is involved in an approved RDA activity; renewed every 3 years
- A clear and robust procedure for responding and reporting indicators or allegations of abuse or poor practice.
- All Safeguarding Officers and Coaches attend a recognised face to face safeguarding workshop with refresher training taken every 3 years

As defined in the Children Act 1989, for the purposes of this policy anyone under the age of 18 should be considered a child. All organisations, which provide for children, should be able to demonstrate the existence, implementation and effectiveness of child protection policies.

The policies and procedures apply to everyone involved in an approved RDA activity, whether in a paid or voluntary capacity, including trustees, committee members and designated medical and veterinary staff. Everyone should be aware of the child protection procedures and best practices and ensure they are implemented.

The practices and procedures are based on the principles contained within the UK and International legislation and Government guidance taking the following into account:

England & Wales

- Children Acts 1989 & 2004
- The United Nations Convention on the Rights of the Child (UNCRC) 1989
- The European Convention on Human Rights 1950
- Police Act 1997
- Data Protection Act 2018
- Freedom of Information Act 2000
- Working Together to Safeguard Children (DfE, 2018)
- Safeguarding Vulnerable Groups Act 2006
- Sexual Offences (Amendments) Act 2003
- Protection of Freedoms Act 2012
- Care Act 2014 – implemented March 2015
- Information Sharing Advice – March 2015
- What to do if you’re worried a child is being – March 2015
- Procedures set out by the local Safeguarding Children Boards

For more information, including details of the Diamond Centre’s Vulnerable Persons Safeguarding Advisor(s) please refer to the Vulnerable Persons Safeguarding Policy.

SAFEGUARDING ADULTS AT RISK

Abuse is a violation of an individual’s human and civil rights; it can take many forms. The Riding for the Disabled Association (RDA) is committed to practices which promote the welfare of Adults at Risk and safeguard them from harm.

As a Group Member of The Riding for the Disabled Association (RDA), The Diamond Centre for Disabled Riders (Diamond) accepts and recognises our responsibilities to develop awareness of the issues that cause an Adult at Risk of harm, and to establish and maintain a safe environment for them. We will not tolerate any form of abuse wherever it occurs, or whoever is responsible. We are committed to promoting an atmosphere of inclusion, transparency and openness and are open to feedback from the people who use our services, carers, advocates, our staff and our volunteers with a view to how we may continuously improve our services/activities.

In pursuit of this, Diamond will endeavour to safeguard Adults at Risk by:

- Adhering to our safeguarding adults at risk policy and ensuring that it is supported by robust procedures;
- Implementing clear procedures for raising awareness of, and responding to, abuse within the organisation and for reporting concerns to statutory agencies that need to know, while involving carers and Adults at Risk appropriately;
- Ensuring general safety and risk management procedures are adhered to;
- Ensuring all trustees, employees and volunteers report any concerns with regards to the protection of Adults at Risk. It is the responsibility of experts to determine whether or not abuse has taken place, but it is everyone’s responsibility to report any concerns;
- Implementing a code of behaviour for all involved with the organisation;
- Appointing a designated trustee or delegated volunteer/employee to be the Group Safeguarding Officer;
- Ensuring appropriate training is attended by Safeguarding Officers and other relevant staff or volunteers.

As defined by the 1997 Consultation “Who Cares” an adult at risk is someone “who is, or may be, in need of community care services by reason of disability, age or illness; and is or may be unable to take care, or unable to protect him or herself against significant harm or exploitation”.

This definition of an adult covers all people over 18 years of age.

The policies and procedures apply to everyone involved in RDA activities, whether in a paid or voluntary capacity, including trustees, committee members and designated medical and veterinary staff.

Everyone should be aware of safeguarding procedures and best practices.

Therefore, Diamond has minimum standards in place to ensure:

- A safeguarding policy which is in line with RDA UK’s requirements
- A designated Safeguarding Officer
- A safe recruitment process in place including staff/volunteer application forms, the collection of two references and disclosure checks at the appropriate level for anyone aged 16 or over who is involved in RDA sessions; renewed every 3 years
- A clear and robust procedure for responding and reporting indicators or allegations of abuse or poor practice
- All Safeguarding Officers and Coaches attend a recognised face to face safeguarding workshop with refresher training taken every 3 years

The practices and procedures within Diamond are based on the principles contained within the UK and International legislation and Government guidance taking the following into account:

England & Wales

- Children Acts 1989 & 2004
- The United Nations Convention on the Rights of the Child (UNCRC) 1989
- The European Convention on Human Rights 1950
- Police Act 1997
- Data Protection Act 2018
- Freedom of Information Act 2000
- Working Together to Safeguard Children (DfE, 2018)
- Safeguarding Vulnerable Groups Act 2006
- Sexual Offences (Amendments) Act 2003
- Protection of Freedoms Act 2012
- Care Act 2014 – implemented March 2015
- Information Sharing Advice – March 2015
- What to do if you’re worried a child is being – March 2015
- Procedures set out by the local Safeguarding Children Boards

For more information, including details of the Diamond Centre’s Vulnerable Persons Safeguarding Advisor(s) please refer to our Vulnerable Persons Safeguarding Policy.

Data Privacy Notice

On the 25 May 2018 the data protection law changed, when the new General Data Protection Regulations (GDPR) came into force. These regulations set out the rights of you as an individual, along with the obligations placed on an organisation who hold your personal information.

The Diamond Centre for Disabled Riders, as Data Controller, will be responsible for collecting and processing personal data in relation to the centre.

Protecting your data is really important to us. This privacy notice explains how we use any personal information we collect about you when you use our services. Our Data Protection and GDPR Policy provides much more on what we collect and how we use it and store it.

What information do we collect?

We will collect data about riders, parent/carers, volunteers and supporters to help us deliver an effective service. We also collect information when you voluntarily complete rider / volunteer surveys or provide feedback and participate in courses and events. Reports compiled from information collected will be anonymous.

From time to time we will ask you to update your information to ensure the information we hold is accurate. Please advise us if any of your information changes so that we can update our records.

How will we use the information about you?

We will use the information about you to administer the activities and programmes that support the Diamond’s objectives. We will work closely with any third party to ensure that your data is also protected by them. We will not disclose any information unless there is a legal basis to do this.

Photographs

We may use photographs taken at events for reports, publicity and social media purposes. You will be informed if we are taking photographs for this purpose and you will be able to request that your photograph is not used.

How do we store your information

We store your information securely in the cloud and on our computer system. Access to Diamond computers is restricted and requires a password. Paper is stored in locked cupboards.

We restrict the sharing of information to staff, trustees and coaches on a need-to-know basis.

Marketing and communication

We would like to send you newsletters and other information about Diamond activities, and how you can support us. You can opt in to receive specific information by completing a ‘Contact List Consent Form’ which is part of the induction pack, available in the office or available at public events.

Access to your information and correction

You have the right to request a copy of the information we hold about you. You may ask us to correct or remove information which is inaccurate. In the event of a disagreement, you can ask for a note to be added to your information explaining your point of view.

Retention of information

We have a retention schedule and use this to define how long we hold information on you after you are no longer involved in Diamond. This is usually for 3 years or for 3 years after a child/young person becomes 18. In some situations, we will hold information for a longer period for insurance purposes.

You can ask us to remove your information at any time unless we have a legal requirement to keep it.

How to contact us

If you have any questions about our Data Privacy Notice or information we hold about you, please contact us at:

The Diamond Centre for Disabled Riders

Woodmansterne Road,

Carshalton

SM5 4DT

Web Site Terms of Use

The Diamond Centre for Disabled Riders website (the “Site”) is an online information service provided by Diamond subject to your compliance with the terms and conditions set forth below.

By accessing or using the site, you agree to be bound by the terms and conditions set forth below. If you do not wish to be bound by these terms and conditions, you may not access or use the site. Diamond may modify this agreement at any time, and such modifications shall be effective immediately upon posting of the modified agreement on the site. You agree to review the agreement periodically to be aware of such modifications and your continued access or use of the site shall be deemed your conclusive acceptance of the modified agreement.

Copyright, Licenses and Idea Submissions

The entire contents of the site are protected by international copyright and trademark laws. The owner of the copyrights and trademarks is The Diamond Centre for Disabled Riders (“Diamond”), their affiliates or other third-party licensors.

YOU MAY NOT MODIFY, COPY, REPRODUCE, REPUBLISH, UPLOAD, POST, TRANSMIT, OR DISTRIBUTE, IN ANY MANNER, THE MATERIAL ON THE SITE, INCLUDING TEXT, GRAPHICS, CODE, SOFTWARE OR ELECTRONIC PUBLICATIONS.

You may print and download portions of material from the different areas of the Site solely for your own non-commercial use provided that you agree not to change or delete any copyright or proprietary notices from the materials.

You agree to grant to Diamond a non-exclusive, royalty-free, worldwide, perpetual license, with the right to sub-license, to reproduce, distribute, transmit, create derivative works of, publicly display and publicly perform any materials and other information (including, without limitation, ideas contained therein for new or improved products and services) you submit to any public areas of the Site or by e-mail to Diamond by all means and in any media now known or hereafter developed. You also grant to Diamond the right to use your name in connection with the submitted materials and other information as well as in connection with all advertising, marketing and promotional material related thereto. You agree that you shall have no recourse against Diamond for any alleged or actual infringement or misappropriation of any proprietary right in your communications to Diamond. If you believe that content appearing on the Diamond site constitutes copyright infringement of another party’s rights, please inform us immediately.

Use of the Site

You understand that, except for information, products or services clearly identified as being supplied by Diamond they do not operate, control or endorse any information, products or services on the Internet in any way. Except for Diamond identified information, products or services, all information, products and services offered through the Site or on the Internet generally are offered by third parties that are not affiliated with Diamond. You also understand that Diamond cannot and does not guarantee or warrant that files available for downloading through the Site will be free of infection or viruses, worms, Trojan horses or other code that manifest contaminating or destructive properties. You are responsible for implementing sufficient procedures and checkpoints to satisfy your particular requirements for accuracy of data input and output, and for maintaining a means external to the Site for the reconstruction of any lost data.

You assume total responsibility and risk for your use of the site and the Internet.

Diamond provides the site and related information “as is” and does not make any express or implied warranties, representations or endorsements whatsoever (including without limitation warranties of title or non-infringement, or the implied warranties of merchantability or fitness for a particular purpose) with regard to the service, any merchandise, information or service provided through the service or on the Internet generally, and Diamond shall not be liable for any cost or damage arising either directly or indirectly from any such transaction. It is solely your responsibility to evaluate the accuracy, completeness and usefulness of all opinions, advice, services, merchandise and other information provided through the service or on the Internet generally.

Diamond does not warrant that the service will be uninterrupted or error-free or that defects in the service will be corrected. You understand further that the internet contains unedited materials, some of which may be offensive to you. You access such materials at your risk. Diamond has no control over and accepts no responsibility whatsoever for such materials.

Limitation of Liability

In no event will Diamond be liable for (i) any incidental, consequential, or indirect damages (including, but not limited to, damages for loss of profits, business interruption, loss of programs or information, and the like) arising out of the use of or inability to use the service, or any information, or transactions provided on the service, or downloaded from the service, or any delay of such information or service even if Diamond or its authorised representatives have been advised of the possibility of such damages, or (ii) any claim attributable to errors, omissions, or other inaccuracies in the service and/or materials or information downloaded through the service.

Diamond makes no representations whatsoever about any other web site which you may access through this one or which may link to this Site. When you access a Diamond web site, please understand that it is independent from Diamond, and that Diamond has no control over the content on that Web site. In addition, a link to Diamond does not mean that Diamond endorses or accepts any responsibility for the content, or the use, of such Web site.

Linking to the Diamond web site

You do not need to request permission to create a text link from your Web site to the Diamond web site. However, if you would like to use a graphic or logo, you must request permission. Diamond reserves the right to request the removal of any link.

Code of Conduct

As a rider/ parent/carer of a child/adult taking part in an activity at The Diamond Centre for Disabled Riders, we would like you to:

The essentials

- Complete all consent, contact and medical forms and update us straight away if there are any changes.
- Make sure the participants have the correct clothes for the session and weather and make sure the participants wear any protective kit we provide them with. Shorts and skirts are not suitable riding attire.
- Try to make sure the participants arrive to the sessions on time, if you are running late please let a member of staff know ASAP
- Always let us know if the participant is not going to be able to attend a session. That way we can ensure that we have the correct number of horses and helpers available.
- Please respect the session coach, they are trained to work with horses and with riders of all abilities.
- Talk to us if you have any concerns.

Behaviour

- Disruptive/abusive behaviour cannot be tolerated in an RDA setting. These behaviours include but are not limited to, spiting, hair pulling, swearing and aggression towards horses, staff, and volunteers. Anyone displaying this behaviour will be asked to leave and not return.
- When onsite participants must be under control so that we can assure their safety. If participants persist in disruptive behaviour, for example throwing items, climbing on, or damaging property, despite being asked to stop, they may be asked to leave and not return.
- Riding helmets are provided free of charge, they are an expensive resource and so must be treated with the upmost respect and care.
- Listen when the participant says they do not want to do something.
- Please behave positively when watching participants, the way you react can affect not only your participant but others too.
- Use social media responsibly.
- Ensure that the participant abides by the code of conduct.

As a parent/carer, we understand you have the right to:

- Be assured that the participant is safeguarded during their time with us.
- See any of our policies and procedures at any time.
- Know who the safeguarding officer is and have their contact details.
- Know what training and qualifications our staff and volunteers have.
- Be informed of any problems or concerns relating to the participant.
- Know what happens if there is an accident or injury.
- Have your consent sought for anything outside of our initial consent, such as trips or photography.

Horse Riding Policy for Individuals

Introduction
In addition to our school groups, over 170 individuals participate in therapeutic riding, vaulting and other equine activities at The Diamond Centre for Disabled Riders each week. This policy is to ensure that all users of the centre understand their responsibilities so everyone can gain maximum benefit from their experience at Diamond.

Payment

Invoices are sent out termly and invoiced in accordance with the number of weeks in each term as per our current riding fees.
Term time riding is paid for regardless of attendance.
We also offer riding in the school holidays. These sessions are itemised in the invoice separately and are dependent on pre booking. This will be offered before each holiday and booking to ride in this session must be made.
Invoices are sent via email a minimum of 40 days before the start of the term, and payment must be made before riding starts. If payment is not made by the start of term, we will not be able to let the participant ride.
If a participant cannot ride for any length of time, i.e., due to injury, an operation or other absence, then their riding place may be held with full payment for one year maximum. If this is not possible, then an option to go back on the waiting list will be given.
A minimum of 6 weeks-notice is required if a participant no longer wants to attend. A refund will be given for the remainder of the term (beyond the 6 weeks’ notice period).
If a participant must stop riding because they have gone over the weight limit or riding is no longer appropriate, a full refund of lessons left in the term will be given.

Communication

Complete all consent, contact and medical forms and update us straight away if there are any changes.
We ask that any cancellations for sessions are made as soon as possible. This is to ensure we have the correct number of volunteers and horses available.
Cancellation with less than 24 hours notice must be made via phone call on 0208 643 7764.
If a participant fails to turn up without cancellation a mark of absence will be made to their riding record. If more than 1 absence without cancellation occurs within a term, Diamond will send an email to notification of this and a warning if it happens again within the next year the riding place may be offered to someone else.
Please try to make sure that participants arrive on time for their lesson. If you are running late, please let a member of staff know ASAP. Participants will not be allowed to ride if they are more than 10 minutes late for the lesson.
Although we endeavour to accommodate the time and day a participant may ride, the opportunities offered are based on riding ability, horse availability and support required. If the participant is unable to accept the session offered, they may stay on the waiting list, however we may not be able to accommodate them.
As participants progress, they will be asked to move to a different session in order in to continue their development. We have to be mindful that we have a very long waiting list and need to try and give as many participants as possible, the opportunity to ride by making spaces available at the early stages of the riding programme.
Please respect the session coach, they are trained to work with horses and with riders of all abilities. Talk to us if you have any concerns.

Opportunities to Ride

All riders are given an initial assessment prior to riding with either our in-house physiotherapist or RDA head coach.
The aim is to provide enjoyable, inclusive and equitable opportunities for all.
The weight limit for riders at the Diamond Centre is 11st 7lbs (73kg). On occasions a lower weight limit may be applied depending on the level of support the individual rider requires – in such instances the Diamond Centre will advise.
We do not put any pressure on participants to ride if they tell us they don’t want to.
The Diamond Centre reserves the sole right to decide who rides and may discontinue participants for several reasons.
If a participant is too frightened or anxious and refuses to get onto the horse during the first few weeks, a reasonable attempt will be made to encourage them, but it may not be appropriate to continue.
All participants must take guidance from The Diamond Centre staff and coaches and adhere to their professional advice as far as behaviour and safety while riding.
Due to our long waiting list, we are not able to offer 2 riding places within one week. i.e coming with school and individually at the same time, or riding at another RDA centre.

Riding
Acceptable Attire:

Riding hats must be always worn when mounted and while undertaking stable management. Riding helmets are provided free of charge, they are an expensive resource and so must be treated with the upmost respect and care.
Riders must not have a bun or bobble(s) under their hats as the hat will not fit correctly, and it causes an uneven pressure on the head. Should the rider fall on their head this will increase the likelihood of injury to the skull. Braids that lie flat are fine if they are not bobbled and/ or have beads attached. Hair buns /bobbles ideally should be fastened under the hat line. Participants may ware leggings, tracksuit bottoms, full length comfortable trousers (avoid jeans).
Socks must be worn when borrowing our boots.

Unacceptable Attire:

Vest tops (shoulders must be covered), shorts, 3/4 length trousers (legs must be covered), jewellery, dresses, skirts, sandals and flip flops/ sliders.

Behaviour

Participants must not have anything in their mouth whist riding, this includes but is not limited to, chewing gum, food & sensory chew.
Disruptive/abusive behaviour cannot be tolerated in an RDA setting. These behaviours include but are not limited to, spitting, hair pulling, swearing and aggression towards horses, staff, and volunteers. Anyone displaying this behaviour will be asked to leave and not return.

On Site

Participants must be always supervised.
All participants must take guidance from The Diamond Centre staff, coaches and volunteers and adhere to their professional advice regarding behaviour and safety while onsite.
When onsite participants must be under control so that we can ensure their safety. If participants persist in disruptive behaviour, for example throwing items, climbing on, or damaging property, despite being asked to stop, they may be asked to leave and not return.
Spectators are welcome to watch the lesson but in order to maintain clear instruction and enable both participants and volunteers to hear the coach’s instructions, interaction with the riders by parents is not encouraged.

Social Media & Photography

Use social media responsibly
Photography and video recording of any kind is not permitted without the prior permission of the RDA Co-Ordinator or Centre Manager. If you wish to take photographs of participants on horseback, please speak to the session’s coach who will arrange for you to take photographs at the end of the lesson. For child protection, social and religious reasons we do not allow any photography or video recording of any of our group lessons.

As a parent/carer, we understand you have the right to:

Be assured that the participant is safeguarded during their time with us.
See any of our policies and procedures at any time.
Know who the safeguarding officer is and have their contact details.
Know what training and qualifications our staff and volunteers have.
Be informed of any problems or concerns relating to the participant.
Know what happens if there is an accident or injury.
Have your consent sought for anything outside of our initial consent, such as trips or photography.