Safeguarding

  Overview​

The f4 Photographic Group encourages an interest in photography within its membership and the wider community. Young people are welcome to participate and are defined as those aged 13 to 17. The Club also recognises its responsibility towards vulnerable adults.

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The Club has a duty of care to ensure a safe and inclusive environment in which all participants feel respected, listened to, and encouraged.

 

This policy outlines how we safeguard young members, vulnerable adults, and all participants in Club activities.

The Club Safeguarding Officer (CSO) is Cameron Thompson (07885 737801). The CSO is the first point of contact for any safeguarding concern, records and reports incidents, and liaises with relevant authorities where necessary.

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  Scope and Legislation​

     This policy is informed by:

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• • The Safeguarding Vulnerable Groups Act 2006

• • The Children Act 1989 and 2004

• • Keeping Children Safe in Out-of-School Settings (DfE 2020)

• • The Data Protection Act 2018 (GDPR)
   

     The legislation aims to protect individuals from:

• • Sexual, emotional or physical abuse

• • Neglect or exploitation

• • Health and safety risks

• • Misuse of personal data

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A vulnerable adult is anyone aged 18 or over who may require support due to age, illness, disability, or circumstances that limit their ability to protect themselves from harm or exploitation.
 

 Attendance at Meetings and Events​

All young members or visitors under 18 must be accompanied at all Club meetings, outings, and events by a parent, guardian, or an authorised adult nominated in writing by the parent or guardian. This requirement applies to all venues including members’ homes and visits to other clubs.

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No Club officer or member will have unsupervised responsibility for under-18s or vulnerable adults, and DBS checks are not required on that basis.

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Membership applications for young members must be countersigned by a parent or guardian to confirm acceptance of this policy.
 

 Club Programme and Image Content

The Club’s programme may include portfolios or presentations featuring a wide range of photographic subjects comparable to public gallery exhibitions. Parents or guardians will be informed in advance of any event or activity that might be considered unsuitable for under-18s or vulnerable adults.

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The Club will always obtain written consent from a parent or guardian before publishing or exhibiting identifiable images of a young person or vulnerable adult on any Club platform, print, or digital media.

  Health and Safety

All members must take reasonable care to ensure the safety of young people and vulnerable adults attending Club meetings or events. They must not be asked to handle or operate equipment beyond their physical capability, nor placed in potentially hazardous situations.

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 Reporting Concerns or Incidents

Any safeguarding concern, disclosure, or allegation should be reported immediately to the Club Safeguarding Officer or to any Committee Member, who will inform the CSO without delay.

The CSO will:

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• • Record all details factually and confidentially;

• • Inform the Club Chairman and Committee as appropriate;

• • Decide, with the Committee, whether referral to external agencies (police, local authority safeguarding team, or NSPCC helpline 0808 800 5000) is necessary.

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In an emergency or if no Club Officer can be reached, members should contact the police (999 or 101) or the local authority safeguarding team directly.

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All records and correspondence relating to an incident will be held securely by the Club Secretary for a minimum of five years.

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 Confidentiality and Data Protection

Member contact details are held securely by the Treasurer and are not circulated publicly. Information regarding young members will only be shared internally when strictly necessary and with the agreement of the parent or guardian. Personal data is processed in accordance with the Data Protection Act 2018 and GDPR.

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 Policy Review

This policy will be reviewed annually at the AGM, or sooner following any safeguarding incident or change in legislation or guidance.

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The f4 Photographic Group is committed to providing a welcoming, inclusive, and safe environment for everyone who takes part in its activities.