Alice Holt Inclusive Cycling (AHIC)

Safeguarding Policy


Safeguarding is to protect our clients, their carers’ and our volunteers from harm or damage with an appropriate measure.


Safeguarding individuals using the AHIC service is a fundamental goal regardless of age, gender, ethnicity, religion, culture, class, disability, or sexual orientation. Areas of concern must be acted upon as outlined in this document.

This document applies to all volunteers and intends to keep clients safe during their use of the service in order that appropriate action can be taken if any user of the service and/or volunteer is considered at risk. Safeguarding not only protects and promotes the welfare of individuals but enhances the confidence of the trustees, volunteers, service users and the general public. Safeguarding is everyone’s business.

Training and Recruitment.

References may also be sought before appointment.

Volunteers will be given training in all aspects of the operations at AHIC.

Identifying Vulnerability

Individuals may be vulnerable from many different forms of abuse. These could be domestic, physical, psychological, sexual, financial or material, modern slavery, discrimination, organisational, by neglect or act of omission. They may also be vulnerable through self neglect.

Identifying Concerns

Volunteers are advised to reassure and listen to the concerns raised. Act calmly and tell them all information will be treated seriously and confidentially.

Ask questions for clarification but avoid leading questions. Do not promise that it will be kept secret.

Tell the client, carer or volunteer what might follow, report and record in writing what happened.

If abuse is witnessed, call 999 if required, call the Police if a crime has been committed and preserve evidence, and maintain own safety at all times.

Reporting Concerns

It is necessary for any volunteer of AHIC to report any of the concerns above, if deemed necessary. Very often it is an accumulation of reported concerns that leads to ongoing intervention by appropriate personnel, using social services or police. The concerns should first be raised with the designated person within AHIC. Usually concerns will be forwarded to the appropriate social services. The volunteer can contact them directly . Details of the conversation with the appropriate body must be reported to the designated AHIC trustee below. It is imperative that such conversations are recorded in writing for use should there be a later enquiry.

Designated Trustees are:

???? To be decided

Referrals/concerns can be made via Surrey Multiagency Safeguarding Hub MASH Tel no 03004709100 or email acsmash@surreycc.gssx.gov.uk

And for Hampshire ???? address to be found.

Documenting Incidents.

All relevant information must be recorded in the AHIC Untoward Incident book.


Trustees Responsibilities


All the Trustees have the following duties and responsibilities:

A duty to act prudently and take all responsible steps within their power to ensure  those benefitting from or working with AHIC are not harmed in any way through contact with it and to make appropriate changes to procedures to limit recurrence of similar problems.

To rapidly respond to allegations of abuse against volunteers and carry out internal disciplinary investigations confidentially.

To find out what the relevant law is, how it applies to AHIC, comply with it and adopt best practice.

To ensure safeguards are put in place to protect vulnerable people from abuse and prevent abuse from happening.

To ensure those who work with vulnerable people at AHIC are aware of our safeguarding and have access to appropriate training. To protect and guard against risks to the reputation of the charity. To comply with Surrey and Hampshire Safeguarding procedures and practices for adults and children.

To aim to prevent harm and abuse with a thorough recruitment and interview process including appropriate checks.


September 2019



  1. The main purpose of the complaints procedure is to resolve problems; and to give clients a means to raise issues of concern and have them addressed.




2.1 Initial concerns

2.2 The underlying principle is that concerns ought to be handled, if at all possible, without the need for formal procedures.

2.3 In most cases a Trustee will receive the first approach, as an expression of concern and it should be resolved at the time.


3 Formal procedures

3.1 Formal procedures only need to be invoked when initial attempts to resolve the issue are unsuccessful and the person raising concerns remains dissatisfied and wishes to take the matter further.

3.2 The Trustee with responsibility for the operation and management of the complaints procedure is agreed and designated by the Alice Holt Inclusive Cycling trustees.





4.1 Stage One – complaint heard by designated trustee.

4.2 The designated trustee will seek to resolve the complaint by meeting with the complainant and investigating  and trying to resolve the complaint.

4.3 If the complaint cannot be resolved by a meeting with the complainant, a request is made that the details of the complaint is formalised in writing and sent to ” Alice Holt Inclusive Cycling.”

4.4 Stage Two – The written complaint is put before at least three of the four Trustees within 10 working days.

4.5 After the  discussion a conclusion is reached. This decision is relayed to the complainant in writing and signed by the Chairman of the Trust. This letter should be sent to the complainant within two weeks of receiving the written complaint.


5 If the complainant is still not satisfied, they must be advised to take their complaint to the Charity Commission.


6 A record of all conversations; and correspondence , dates and times must be kept for reference should the need arise at a later date.


PJ; September 2018




Alice Holt Inclusive Cycling Trust Equal Opportunities Policy.


Alice Holt Inclusive Cycling actively promote equal opportunities for all our clients and carers regardless of race; gender; religion; sexual orientation; responsibilities for dependents; age; physical/mental disabilities or offending background.


This equal opportunity policy applies to all clients and carers and  people interested in applying for a position as a Volunteer or Trustee of Alice Holt Inclusive Cycling. Candidates for the above positions are selected based on skills, qualifications, experience and recommendations from friends or colleagues.


PJ October 2018