Policy Matters

The Charlton Kings Senior Citizens’ Welfare Committee is a registered charity, number 1045377. All our helpers, drivers and assistants are volunteers and we comply with government guidelines regarding DBS checks. All drivers hold the necessary licence and undertake minibus driver training.

The Committee is independent, and is not affiliated to any political party or any church.

Our policies for Safeguarding those we help and Data Protection are based on governmental guidelines, and are shown below.

Safeguarding Vulnerable Adults Policy

It is the duty of everyone working with vulnerable adults to put safeguards in place, specifically including organisations which drive a vehicle for the purpose of conveying them.

This document has been put together by CKSCWC as guidance.  Everyone working on behalf of CKSCWC needs to be aware of these policies and the reasons for them.  It is incumbent upon each activity organizer to ensure compliance; and guests need to be made aware of these policies when personal/contact information is requested ie when joining an activity.  A copy of the policies will also be on the Charity’s website.

The definition of “a vulnerable adult” is a person who has difficulty caring for or protecting themselves due to age, disability or illness and includes those in sheltered housing, receiving domiciliary care at home, or requiring help in the conduct of their affairs.  For the purpose of this policy, a vulnerable adult is any guest who uses the CKSCWC minibus, joins a CKSCWC activity or receives CKSCWC assistance.  The policy applies as appropriate to them and to everyone who works on behalf of CKSCWC.

Abuse” is a violation of an individuals’ human and civil rights by any other person(s) and can take many forms, eg: physical, psychological, discriminatory, sexual, financial or material abuse; neglect or acts of omission.

Procedure to follow if anyone complains of, or reports abuse to you:

  • Listen carefully; reassure that you will take the complaint seriously and deal with the allegation discreetly but do not promise to keep it a secret, explain that you will pass it on to the Safeguarding Team Lead.
  • Do not make immediate judgements
  • If the person is in immediate danger call the police or an ambulance
  • Inform the Chairman of the Committee/Safeguarding Team Lead straight away
  • Keep a written record and retain any ‘evidence’ in case it is needed later

All CKSCWC volunteers will have an Enhanced DBS-Certificate where required by governmental policy.

All CKSCWC guests must be treated with respect at all times.  Physical contact must be limited to what is necessary for guests’ and volunteers’ safety and welfare. Procedures for reporting abuse are given in Appendix 1.


  • CKSCWC Safeguarding Team:                                07719953216
  • Gloucester Constabulary                                         01452 726920
  • ‘Hourglass’ Elder Abuse response                           0808 808 8141 www.elderabuse.org.uk
  • Gloucestershire Adult Social Care                           01452 426868 www.gloucestershire.gov.uk

This policy will be reviewed annually and updated as necessary by the CKSCWC Chairman.

Last review: 30/11/2023 Next review due: November 2024

Appendix 1

Be aware that abuse is not always obvious, don’t jump to conclusions but equally don’t delay if wrong-doing is suspected – and know what safeguarding steps to take should you find yourself in this position.

The person who first suspects or is told of alleged abuse is responsible for ensuring that the concern is taken seriously.  This doesn’t mean acting alone but does require utmost discretion.


  • If the person is in immediate danger, call the police or an ambulance


  • Steer the person disclosing to a quiet area where you are in full view of others but some privacy can be provided.
  • Provide reassurance that you will take the complaint seriously and deal with the allegation discreetly but do not promise to keep it a secret and explain that you may need to seek further advice.
  • Do not make immediate judgments – suspicion may vary from a vague disquiet about possibly inappropriate behaviour, to clear evidence of serious abuse with many complexities; it may be a general impression or come from a variety of sources.  It is often not straight-forward or easily described.
  • Explain that you may need to write some information down and take notes as discreetly as possible without losing focus on the person disclosing.  Accept what is disclosed and give this your full attention.
  • Allow the person disclosing to use their own language for expressing themselves.
  • Be sensitive to the fact that the person disclosing may be very distressed, feel threatened and may be physically hurt, requiring some medical attention.
  • Listen carefully but do not interrogate the person.  It is acceptable to say “that sounds nasty, would you like to tell me about it?” but do not say “Show me how he/she/they battered you with the metal pipe”.
  • Provide reassurance that the person disclosing has done the right thing and that you will support him/her.
  • Touching to provide comfort and express care must be carefully considered.  It must not be prolonged and must be in full view of other volunteers whenever possible.
  • Be aware of the different norms, customs and cultural practices that exist in communities where eye contact or hand shaking for example may be regarded as unacceptable.
  • At the end of the disclosure explain the steps you are going to take with them or on their behalf and that you will let them know the outcome.
  • If the person disclosing doesn’t feel safe to return home you will need to discuss matters with the Safeguarding Team Lead.
  • Inform the Safeguarding Team Lead straightaway, who will review the complaint with all relevant parties, including the complainant and the accused.
  • Keep a written record and retain any ‘evidence’ in case it is needed later.
  • Always follow the correct procedures as described above.
  • Do not underestimate the impact of receiving a disclosure may have on you personally.  After receiving the disclosure you should seek support by talking in confidence, to others in the Safeguarding Team

Data Protection Policy

Those handling private information must be acutely aware of the requirements of data protection.  Everyone responsible for using data has to follow strict rules and must ensure information is:

  •           Handled according to The Data Protection Act – Gov UK (2018)
  •           Used fairly
  •           Used for limited, specifically stated purposes
  •           Used in a way that is adequate, relevant and not excessive
  •           Accurate
  •           Kept for no longer than is absolutely necessary
  •           Kept safe and secure
  •           Not transferred to third parties

Know that the personal information collected from guests is for CKSCWC volunteers’ sole use, will be safely stored and will not be shown or shared with third parties.  It is everyone’s duty to take data protection seriously and to take steps to safeguard any personal information they hold about CKSCWC guests and volunteers. 

What personal information do we hold and where is it held?

CKSCWC holds the names, addresses and an emergency contact number, and email address if available, for anyone joining any of its activities.  In addition, when joining a specific activity, other information may be held such as: date of birth (to celebrate birthdays; optional), dietary requirements (where food is available), and anything else a guest feels would be appropriate to share eg. any impediment, hobbies or special interests.  Consent is sought from guests before the information is stored.  When sending group emails the blind copy function is used.  An electronic copy of all contact information is held by the Chairman and Secretary, protected by a strong password, and will not be shared with third parties unless the guest has consented.  Contact with persons under the age of 18 years of age will be through a parent/guardian/teacher, parent/guardian/teacher to be copied into any/all written communications also.  

What is the information used for?

The information held is to enable CKSCWC volunteers to make contact regarding, for example, changes to activity timetables, minibus timings/cancellation should it be necessary due to bad weather, breakdown etc., to celebrate birthdays (optional), tailor activities and to accommodate dietary requirements.  The emergency contact number would only be used if there is concern for a guest’s wellbeing, a guest is in danger, or in case of a medical emergency.


CKSCWC does not use Cookies on its website. If following a link from the CKSCWC website to another website, the user should refer to that website’s cookie and privacy policy.

For more information refer to the Data Protection Act – Gov UK (2018)

Last review: 30/11/2023 Next review due: November 2024