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Hooves in Harmony subscribes to the principles outlined in The Compassionate Equestrian, by Schoen and Gordon (2015). These principles are reproduced below. The full reference for this text can be found at the end of this document.

    1. We recognise the sentience (ability to feel pain/pleasure) of horses, as well as all beings. We acknowledge that the horse is a willing, thinking, living being with most of the identical emotion creating molecules found in human beings. We recognise that the horse has bones, muscle, nerves and organs, as does a human, and that these structures are just as susceptible to injury, damage and disease as those of people.
    2. We treat animals as we wish to be treated ourselves, with respect and compassion, to the best of our abilities.
    3. Compassionate Equitation is based on an underlying foundation of respect, compassion and loving kindness.
    4. Compassionate Equitation is based on the latest in neuro science and equitation science, and the benefits of a compassionate brain and heart for all interactions.
    5. We make time for self-reflection and re-evaluation of various areas of horsemanship. Do our choices meet basic humane standards of respect for all life?
    6. We take a few moments of silence to become heart-centred, allowing for the release of any destructive emotions, prior to working with any horse in any way. This allows both the individual and the horse to interact from a place of inner calm, peace, awareness and mindfulness, thus allowing for the most positive, constructive outcome from all interactions between humans and horses.
    7. Compassionate Equitation accelerates the evolution of joy, respect and gratitude between humans and horses, and allows for more expansive conscious interaction between humans and equine companions.
    8. We acknowledge that a peaceful, quiet environment is of benefit.
    9. We agree to act with patience, kindness and consistency, avoiding any intentionally harmful, aggressive, violent behaviours, including actions out of anger or egoic self-interest.
    10. We allow for the creation of new, more respectful, humane and considerate approaches to horsemanship and all training methods.
    11. We acknowledge that common sense is a component of compassion. We agree that our hearts be open to the bigger picture of how the horse industry has evolved, and how it will evolve into the future, as kindness, tolerance and forgiveness are restored to all aspects of the equestrian world.
    12. We are committed to educating everyone involved with horses in the understanding of how pain and discomfort are expressed by a horse.
    13. We recognise that horses may exhibit subtle behavioural signs of discomfort and pain. These signs could indicate the early onset of potential lameness and lead to chronic, serious problems. We agree to increase our mindfulness, awareness and understanding of such subtle signals conveyed to us by the horse’s silent language.
    14. We acknowledge that all beings deserve to live in a holistic, balanced, healthy environment. This is imperative to preventative health care, both physically and mentally, of humans and horses and includes the creation of barns/stables and environments free of toxic compounds.
    15. We embrace a holistic, integrative approach to equine health care, merging the best of conventional and complementary approaches that help horses heal and relieve their pain and suffering as quickly as possible.
    16. We offer the most natural food sources and supplements available.
    17. We acknowledge neurobiology and quantum physics as a foundation for interspecies communication, the Transpecies Field Theory and the Compassionate Field Theory.
    18. We acknowledge that compassion is the common foundation shared in the world of equestrian activities. Grounded in individual responsibility, respect, loving-kindness and a true willingness to alleviate another’s suffering; compassion is the unifying force that transcends all labels, beyond breeds, discipline, health care and medications. The essential question is “what is the most compassionate choice for our horses and all involved, in this moment?”
    19. We embrace compassionate rehabilitative programmes. A cradle to cradle equestrian model ensures a humane life from birth to death of all horses.
    20. We choose to restore compassion to the centre of all equine-based facilities, horse training techniques and equestrian sports; and to clearly understand and acknowledge the difference between what constitutes kindness to horses and what does not. We cultivate responsible compassion toward all horses, including those deemed feral, unwanted, “homeless”, aged or unrideable for any reason.
    21. We allow for an authentic bond based on compassionate care to form between horses and humans, leading us into a new paradigm of training and understanding that brings our worldwide community of horse lovers together with peace, awakened compassion and loving-kindness for the good of all.
    22. We recognise the importance of applying a lifecycle assessment and sustainability model to the equestrian industry.
    23. We acknowledge the importance of healing “old wounds” as an integral foundation of heart-centred horsemanship. Healing old wounds allows us to be the absolute best human beings we can be. Removing these “filters” allows us to see the world with clearer vision, unobscured by destructive patterns and emotions.
    24. We acknowledge that by the acceptance and practice of the 25 Principles of Compassionate Equitation, we are on the path to becoming compassionate global citizens and extending the message of The Compassionate Equestrian to the entire world.

We acknowledge that forgiveness is a key to heling emotional and psychological wounds and the pain and suffering within ourselves. We recognise the importance of forgiving ourselves, as well as forgiving all others – horse and humans – as a foundation for improving health and happiness. We commit to working on forgiveness within ourselves for the benefit of all beings.

Schoen, A.S & Gordon, S. (2015). The Compassionate Equestrian: 25 Principles to Live by when Caring for and Working with Horses, North Pomfret, Vermont: Trafalgar Square Books.

Protection from Pain and Suffering

    1. All animals will have an individual feeding requirement and this will be reviewed on a seasonal basis, i.e. Spring, Summer, Autumn and Winter to run alongside their worming programme. Factors to be considered to include weight gain/loss, the level of work the horse is doing, breed, weight and current medical conditions.
    2. Each animal is entitled to a clean living environment be it a stable or field. Stable will be skipped out (or mucked out depending on the type of litter) each day abd fresh drinking water available. Fields to be poo-picked every day and droppings checked. Stables and tools will be completely cleaned every 2 months (if no infections on the yard then infectious disease process applies) and disinfected using a recommended stable disinfectant. Water and feed buckets will be scrubbed out every day. Haynets will be checked for holes which could cause injury to the animal.
    3. Each animal is entitled to safe transportation, trailer floor will be checked before/after each journey. Lights and indicators will be working to ensure safe road travel and to0 avoid injury to ourselves or other road users. Tie rings and partitions will be checked for safe usage and quick-release bungee ties used to secure the horse during travel. Trailer to be serviced annually.
    4. Contagious diseases are a danger to every animal in a confined space – any change in appearance/behaviour will be taken seriously and measures taken straight away. An isolation stable/paddock is available and if in any doubt said animal will be moved there without delay and warning signs put up to stop anyone entering the immediate area.
    5. Monitoring all animals and well-being is part of ownership, using grooming and tacking up as part of the animals’ daily checks. Eyes, ears, nostrils etc will be checked and make sure there are no cuts/injuries anywhere on the animal’s body.
    6. Dead animal – call Goodman’s, 01789 740240. If possible cover the animal so as not to cause distress to people. If the animal is in an stable, make this inaccessible.
    7. Escaped animals – call the Police on 101 to advise straight away. Find out where the animal escaped and make good straight away to stop any more taking the same escape route. Try to let the immediate area know you have an escapee and are now working on catching said animal. Have a vet on standby if sedation/treatment is needed (Spring Paddocks Equine, Bishops Itchington, Southam, Warwickshire CV47 2QX, 01926 612937).


Weigh by tape or weighbridge.
Check general condition and body score.
Is food sufficient for workload? Reduce/Increase as required.
Condition of grazing – is hay required in the field?
Worm/worm count is required.

Weigh by tape or weighbridge.
Check general condition and body score.
Is food sufficient for workload? Reduce/Increase as required.
Condition of grazing – does the animal need restriction?
Worm/worm count is required.

Weigh by tape or weighbridge.
Check general condition and body score.
Is food sufficient for workload? Reduce/Increase as required.
Condition of grazing – does the animal need restriction?
Worm/worm count is required.

Weigh by tape or weighbridge.
Check general condition and body score.
Is food sufficient for workload? Reduce/Increase as required.
Condition of grazing – is hay required in the field?
Worming required.

Watermill Feeds Cool Mix/Nuts plus Applechaff fed as daily feed.
Mini treat bites available as a ‘thank you’ feed – to be fed in small quantities.


Deep litter: Remove all droppings, sweep bed back to form a tidy bed, empty, scrub and refill water bucket, take down haynet and fill with hay. Quick check of stable to make sure no protruding nails/wood to cause an injury.

Muck Out: Remove all wet and soiled bedding and replace with good, empty, scrub and refill water bucket, take down haynet and fill with hay. Quick check of stable to make sure no protruding nails/wood to cause an injury.

Check droppings for any indication of change/illness.
All droppings/bedding to be taken to the muck heap and emptied and forked up.
Muck heap will be removed twice a year, or more often as needed depending on infection control issues.

Must be skipped out every day and droppings checked for any indication of change/illness. All droppings to be taken to the muck heap and forked up.


At the first sign of any illness, place the animal in the isolation stable and inform the whole yard. Put barriers up to stop anyone coming into contact with the animal, call the Vet on 07909 915454.

Whilst waiting for the Vet make the animal as comfortable as possible but do not administer any medicines.

Spray the area around the isolation stable with the recommended disinfectant, provide a foot dip outside.

Contact all local livery yards and riding schools once the Vet has been and confirmed the illness/condition. If necessary, nominate 1 person to look after the infectious horse and make available a change of clothes should that person need to come into contact with another animal.

Foot dips should be available around the yard whilst said animal is contagious and under no circumstances should any tools or buckets be shared. Spray all tools and wheelbarrow with disinfectant after use even though they will not be shared.


      • Evacuate horses closest to the fire first into the designated fields.
      • Shut stable doors behind you to ensure horses cannot return.
      • Keep gateways clear to ensure easy access at all times.

If a Fire Breaks Out:

      • Call 999 immediately and ask for the Fire Brigade.
      • Give the location and postcode (CV8 3BB)
      • Say exactly what is involved in terms of animals/chemicals/machinery.
      • Do not attempt to fight the fire unless safe to do so.
      • Clear access routes for the Fire engines and if possible, place someone at the entrance to direct them.
      • Follow evacuation guidelines and be prepared to move the animals if the fir spreads.

(See General Site Risk Assessment for Fire Precautions)

Last updated: 03/01/2023


At Hooves in Harmony we believe in putting the young person first and that everyone should be able to contribute. Our work aims to inspire and support young people to achieve their goals and reach their full potential in all that they do. We expect young people to work hard in order to do this. We never give up on a young person.

Our primary focus is on developing and building positive relationships which create an environment that allows clients to engage fully in the EFL process. In order to ensure success for all we have in place a range of interventions to support clients. We aim to promote good behaviour and deter all forms of bad behaviour including all forms of bullying. We communicate on an on-going basis with staff, clients, parents/keyworkers and other stakeholders with regard to our behaviour policy and procedures.

Being Consistent
Behaviour and learning is everyone’s responsibility. We will be more successful in maintaining positive and respectful behaviour if we are consistent in our approach and if we work as a team.

All adults will:

  • Model and reinforce positive behaviours
  • Have high expectations of behaviour
  • Challenge inappropriate/negative behaviour
  • Actively seek to praise clients appropriately
  • Calmly apply and follow up consequences

Clients will be given unconditional positive acceptance, – ensuring that it is clear to them that it is their behaviour that is unacceptable, not them as a person.

Racism, sexism and discrimination and bullying of any kind, towards people or animals, will not be tolerated.
All clients will be fully involved in reviewing rules, and working towards managing their own behaviour. Individual behaviour contracts may be implemented where deemed necessary. Clients and client groups will take part in an activity at the start of each programme to design their own ground rules to keep throughout the EFL programme. The Facilitator may suggest appropriate rules where they have been omitted.

Incidences of unacceptable behaviour will be recorded and issues dealt with in line with Hooves in Harmony’s policies and procedures. Training and development in this area is under constant review.

Guidelines for Implementation

Code of Conduct

  • A Code of Conduct will be agreed and applied consistently across Hooves in Harmony. This will be reviewed regularly.
  • Staff will cover the Code of Conduct/agreed Ground Rules at the start of each session to ensure that all clients understand.
  • The Code of Conduct/Ground Rules will be prominently displayed throughout the sessions and will be referred to regularly.
  • Parents will be informed of the Code of Conduct, reminded regularly and offered guidance about how they can support their child in meeting expectations.
  • All visitors will be made aware of the Code of Conduct/ agreed Ground Rules.


  • All consequences should have a learning focus, build relationships and encourage clients to take responsibility.
  • Restorative approaches are encouraged and supported.
  • Consequences do not have to be heavy to be effective, but must always be followed through as agreed and dealt with consistently.
  • Exclusion from EFL sessions/groups should only be done as a last resort and should only be for as short a time as possible. The decision to exclude can only be made by the Manager/Lead Facilitator.
  • Once a consequence has been agreed and implemented, clients will be helped to experience a fresh start. The criticism of a client’s unacceptable behaviour will be given privately and not in front of others.
  • All staff will follow procedures to log incidents and inform parents/referral agents. This data will be monitored regularly.
  • In the event of a very serious incident staff will contact the Manager/Directors immediately. All such incidents will be thoroughly investigated and written accounts will be recorded by all parties involved independently.

Occasionally as a consequence of significant or repeated behavioural incidents a review of their programme will be required. This will be in consultation with parents and will be a short or medium term response which will be regularly reviewed. All staff involved with the young person will be fully informed of any outcome so that a consistent approach can be maintained. Hooves in Harmony prides itself on never giving up on a young person but sometimes we have to find a different way to work with them in order to help them be successful.

Last updated: 01/09/2023


Safeguarding and promoting the welfare of children and vulnerable adults is an integral part of Hooves in Harmony’s recruitment process, playing an essential part in creating a safe and happy environment for children, young people, parents and staff.

DBS Checks

All staff undertaking regulated activity are required to have an enhanced DBS certificate. For staff registered with the DBS Update Service, an update check will be performed every year. Where an update check reveals a change in information, a new enhanced DBS check will be required.

If the staff role does not include ‘regulated activity’, a barred list will not be requested.

Regulated activity is defined as:
Schedule 4 of the safeguarding Vulnerable Groups Act 2006 as amended by the Protection of Freedoms Act 2012):

Regulated activity includes:

  • Teaching, training, instructing, caring for or supervising children if the person is unsupervised, or providing advice or guidance on well-being, or driving a vehicle only for children.
  • Work for a limited range of establishments (known as ‘specified places’, which include schools and colleges), with the opportunity for contact with children, but not including work done by supervised volunteers.

All staff are expected to notify the Director of any cautions or convictions accrued whilst in the employment of this organisation. Failure to do so could result in disciplinary action.

The Single Central Record

We keep a Single Central Record (SCR) as described in Keeping Children Safe in Education, 2016.

The SCR includes all employees, all those involved in regulated activity and volunteers. The SCR must indicate whether or not the following have been completed:

  • Identity checks
  • Barred List check (as relevant for those engaged in regulated activity)
  • DBS Certificate (previously enhanced CRB disclosure)
  • Qualification checks for any qualifications legally required for the job
  • Checks of permission to work in the UK
  • Further overseas criminal record checks where appropriate (see ‘Keeping Children Safe in Education, 2019 for further advice and information).


Under no circumstances should a volunteer in respect of whom no checks have been obtained be left unsupervised or allowed to work in regulated activity.

Volunteers who work on an unsupervised basis in regulated activity will be required to obtain an enhanced DBS check (including barred list information).

Hooves in Harmony will undertake a risk assessment and their use of professional judgement and experience when deciding whether to obtain an enhanced DBS certificate for any volunteer not engaging in regulated activity. In doing so we will consider:

  • The nature of the work with children
  • What Hooves in Harmony knows about the volunteer, including formal or informal information offered by staff, parents or other volunteers.
  • Whether the volunteer has other employment or undertakes voluntary activities where referees can advise on suitability
  • Whether the role is eligible for an enhanced DBS check; and details of the risk assessment should be recorded.

Unsafe Practice

Where any misconduct or unsafe practice is identified, appropriate procedures will be followed (see Safeguarding Policy), in addition to the relevant internal reporting expectations.

Last updated: 01/09/2023


At Hooves in Harmony we are committed to implementing and promoting equal opportunities in our activities, services and practices. We realise that discrimination exists in society (whether protected by law or not), and believe that this prevents potential and ability from being realised.

Hooves in Harmony has a zero-tolerance policy on discrimination on the basis of:

  • Race
  • Colour
  • Gender
  • Sexual orientation or identity
  • Ethnic or national origin
  • Disability
  • Partnership status or home responsibility
  • Age
  • Political or religious belief
  • Trade union activity
  • Socio-economic background
  • Refugee or asylum seeker status

Hooves in Harmony accepts the responsibility to promote equal opportunities and challenge discrimination wherever it occurs. This document aims to highlight the main consequences of this commitment and the action taken in order to achieve equal opportunities.

Hooves in Harmony recognises that some users of its services may, because of their past or present distress or illness, say or do things which would otherwise be unacceptable and incompatible with Hooves in Harmony’s Equality & Diversity Policy. Hooves in Harmony will do all it can to challenge such behaviour. In cases where intervention is possible a gentle approach will be adopted, aiming to alter attitudes and behaviour whilst maintaining support for the client concerned.

Hooves in Harmony reserves the right to open its membership to any organisation who supports our aims and objectives. However it will exclude from membership those organisations that actively work against the development of an equality and diversity policy over time, despite encouragement from Hooves in Harmony.

Hooves in Harmony recognises that a genuine commitment to equality and diversity must operate on all levels:

  • Hooves in Harmony will prevent unfavourable treatment, directly or indirectly, upon individuals from any group facing discrimination in its recruitment and deployment of human resources. Where discrimination does occur, it will be dealt with through the agreed procedures. This will be achieved by following Hooves in Harmony’s Equality & Diversity Policy.
  • Hooves in Harmony will seek to prevent discrimination and ensure equal representation in the services it provides, the structures that it facilitates and the practice through which it carries out its work. This involves the development of the greater diversity in the Directors, networks and membership, to ensure a genuinely wide representation.


The Directors of Hooves in Harmony have overall responsibility for the effective operation of this policy. However, it is important that all staff, volunteers and service users take responsibility in fulfilling their role in the implementation of this policy in practice. Those responsible for recruitment (staff/volunteers) are responsible for ensuring that they are aware of Hooves in Harmony’s Equality & Diversity Policy and adhere to it whilst working for Hooves in Harmony on any activity.

Hooves in Harmony will bring to the attention of all staff, volunteers and service users the existence of this policy, and will provide any necessary training to ensure that the policy is effective and everyone is aware of it.

If any service user, staff member or volunteer feels that they have been, or are being discriminated against, in any way, they are entitled to raise this matter with the Management.

In all instances complaints of discriminatory behaviour will be treated seriously.

Complaints or allegations of an unfounded or malicious nature will also be treated as serious.

Disabled Access

Hooves in Harmony will endeavour to ensure, as far as is practicable, that all the premises it uses have disabled access. We will make every effort to make premises fully accessible.

Use of Language

Staff, volunteers and service users should avoid and challenge the use of language which, in any way, belittles anyone.

Where the language used has a personal impact on others, and it has been made clear to the person concerned that their use of such language is unwelcome and/or offensive, disciplinary action may be taken if they persist with it.

Sexual Harassment

No staff, volunteer or service user should be subject to sexual harassment.
This is interpreted as unwanted behaviour of a sexual nature including:

  • verbal sexual abuse
  • physical contact
  • repeated remarks which an individual finds offensive

If it has been made clear to the person concerned that their behaviour is unwelcome and they persist with it, then the service user, staff member or volunteer who is the recipient if the behaviour will be entitled to make a formal complaint.

Monitoring and Review

The policy will be constantly reviewed by the Directors to ensure that no member of the group is put to a disadvantage either, directly or indirectly. This monitoring will apply to the practices of staff and volunteers, the member organisation, the composition of the Directors and the provision of services.

It is the responsibility of every individual to eliminate discrimination and to ensure the practical application if this policy.

The Directors of Hooves in Harmony will review this policy every 2 years.

Last updated: 03/01/2024

Any personal data provided by you to Hooves in Harmony through any means (verbal, written or electronic) will be held and processed in accordance with the data protection principles set out in the GPDR 2018.

Information we collect

    • • EFL requests – Registering with us can be done on paper, via email or in person. Our request process involves providing us with your name, address, telephone numbers and email address. Other information such as availability or other details which we deem relevant to processing your request may also be requested.


    • • Client referral forms – This will cover your current personal, social, medical and financial circumstances. We may also ask about your background and family history, in addition to the issues that are affecting you now. This information is required to enable us to manage the service that we provide to you.


    • Other forms – The information you give us on our forms, e.g. all enquiry forms, H&S Forms, Photo/Video consent forms) may include your name, postal address, email address, contact number and other messages to us.

What your information is used for

Information held about you may be used in the following ways:

  • To provide clients with the professional and ethical service requested from us.
  • For administration purposes, including the arrangements of appointments and for financial control, data analysis, research, statistical and survey purposes.
  • To notify you of any changes to appointments or services that we offer.
  • To enable us to improve our service and ensure that it is provided in the most effective manner for both you and ourselves.
  • To enable feedback from you on the services that we offer.
  • To keep in touch with those who ask us to, for the purposes of organisational, service and professional development.


What information do we share?

Information about you will not be shared with other organisations or people, except in the following situations:

  • Consent – Hooves in Harmony may share your information with professional carers or others whom you have requested or agreed we should contact.
  • Serious harm – Hooves in Harmony may share your information with the relevant authorities if we have reason to believe that this may prevent serious harm being caused to you or another person.
  • Compliance with the law – Hooves in Harmony may share your information where we are required by law or by the regulations and other rules to which we are subject.


How do we keep your information safe?

We will store all information collected by us as securely as possible. All paper forms and correspondences are kept in a locked filing cabinet. All electronic records are stored by an encrypted computer, access requiring password-protected authentication.

Despite the safeguards we implement, transmissions over the Internet and/or a mobile network are not totally secure and Hooves in Harmony does not guarantee the security of online transmissions. Once received strict procedures and security features are in place to prevent unauthorised access.

Your identifiable personal information is kept separately from any session notes and other descriptive material. We will only retain your personal data for as long as our relationship remains active or otherwise for a limited period as we need it to fulfil the purposes for which we have initially collected it, unless otherwise required by law. Client notes and other documentation are destroyed after 3 years after the end of your EFL sessions, and personal contact details are destroyed/deleted after 7 years of no contact or updates.

Your rights

You have the right to ask us to provide a copy of the information held by us in our records, a small fee may be charged for this. You also have the right to require us to correct any inaccuracies in your information. If you would like to do this, please contact us at hoovesinharmony@gmail.com

You may withdraw your consent for us to hold and process your data at any time. However, if you do this whilst actively seeking EFL at Hooves in Harmony, your EFL sessions would have to end. You can withdraw your consent by contacting us at hoovesinharmony@gmail.com

Data Protection Principles

  • Hooves in Harmony is committed to processing data in accordance with its responsibilities under the General Data Protection Regulation (GPDR).


Article 5 of the GPDR requires that personal data shall be:

  • Processed lawfully, fairly and in a transparent manner in relation to individuals;
  • Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
  • Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
  • Accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that is inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
  • Kept in a form which permits the identification of data subjects for no longer than is necessary for the purposes for which the data is being processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by GPDR in order to safeguard the rights and freedoms of individuals; and
  • Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.


General Provisions

  • This policy applies to all personal data processed by Hooves in Harmony.
  • The Director of Hooves in Harmony shall take responsibility for the ongoing compliance with this policy.
  • This policy shall be reviewed at least annually.


Lawful, fair and transparent processing

To ensure its processing of data is lawful, fair and transparent, Hooves in Harmony shall maintain a Register of Systems.

The Register of Systems shall be reviewed at least annually.

Individuals have the right to access their personal data and any such requests made to Hooves in Harmony will be dealt with in a timely manner.

Lawful Purposes

  • All data processed by Hooves in Harmony must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests.
  • Hooves in Harmony shall note the appropriate lawful basis in the Register of Systems.
  • Where consent is relied upon as a lawful basis for processing data, evidence of opt-in consent shall be kept with personal data.
  • Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent should be clearly available and systems should be in place to ensure such revocation is reflected accurately in Hooves in Harmony’s systems.


Data Minimisation

  • Hooves in Harmony shall ensure that personal data is adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.



  • Hooves in Harmony shall take reasonable steps to ensure personal data is accurate.
  • Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date.



  • To ensure that personal data is kept for no longer than necessary, Hooves in Harmony shall put in place an archiving policy for each area in which personal data is processed and review this process annually.
  • The archiving policy shall consider what data should/must be retained, for how long and why.



  • Hooves in Harmony shall ensure that data is stored securely using modern software that is kept up to date.
  • Access to personal data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing of information.
  • When personal data is deleted this should be done safely so that the data is irrecoverable.
  • Appropriate back-up and disaster solutions shall be in place.



  • In the event of a breach of security leading to accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, Hooves in Harmony
    shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the Information Commissioner’s Office (ICO).

Resources and Further Reading:

Privacy of Electronic Communications Regulations 2003
Twitter Privacy Policy
Facebook Privacy Policy
Google Privacy Policy
Linkedin Privacy Policy

Last updated: 01/09/2023

This policy lays out the requirements for a safe and healthy environment for both employees and volunteers who work at, and members of the public who visit, Hooves in Harmony. At Hooves in Harmony we wish to maintain a very high standard as far as Health and Safety and Welfare is concerned. A safe environment enhances enjoyment and learning experience. We recognise it is the legal responsibility of the Directors and all employees and volunteers to contribute to the safe running of Hooves in Harmony and to be aware as to the importance and continuous maintenance of the policy.

Who is Responsible?

  1. Directors – are ultimately responsible for everything that goes on in their Group including health and safety.
  2. Hooves in Harmony management – are responsible for recruiting instructors, volunteers and helpers. Up to date information and records are essential.
  3. All persons accessing Hooves in Harmony are responsible for safe working practices.

What are they responsible for?

  1. VENUE. All aspects of the venue used by Hooves in Harmony should have been approved by the Directors. A Hooves in Harmony risk assessment should be completed initially, updated as necessary and checked with copies kept.
  2. HORSES AND PONIES. Should not be worked with until they have been fully assessed by the Directors and passed of good temperament, sound, in good condition and suitable for Hooves in Harmony purposes. They must be a minimum of 5 years old. Only suitably trained helpers should be allowed to handle them.
  3. TACK. All tack and special equipment should be inspected on a regular basis to ensure that it has been maintained, is in good condition and that it fits the equine on which it is being used.
  4. Hooves in Harmony STAFF AND VOLUNTEERS. All staff and volunteers should be advised on the contents and use of Hooves in Harmony’s Health and Safety Guidelines. All staff and volunteers must complete an application form before joining. They must provide references which should be checked and complete an enhanced disclosure application (if aged 16 years or over). All helpers should be given induction training when they first join the Group and this must be recorded. They should be capable and trained for all duties they are asked to perform and should be briefed at the beginning of each session.
  5. All people accessing Hooves in Harmony should wear comfortable and suitable clothing. Jackets and anoraks, if worn, should be fastened. It is recommended that jewellery is removed and that long hair should be tied back. Sturdy shoes or boots should be worn. All clients must sign a Health and Safety form prior to commencing any EFL work with Hooves in Harmony and a record to be kept.

First Aid

No Hooves in Harmony activity may take place without the presence of a person holding and up to date First Aid Certificate. There must be a First Aid Box readily available for each Hooves in Harmony session, with a list of those holding First Aid qualifications. It is the responsibility of the Director and the qualified First Aider to ensure that the First Aid Box is kept well-stocked and up to date.

Fire Drill

Everyone working or attending he Group on a regular basis must be instructed on procedures in case of fire. This is to include the location of fire points, use of different types of fire extinguishers, fire alarm method, evacuation plan for both humans and animals, location of the master switch, water stop tap and telephone. Full location details to be listed by the phone.

Accident and Incident Book

All accidents and incidents must be recorded immediately in the Accident and Incident Book and signed as required. This is an important document and must be retained in Group files even if it has been replaced by a new book. Serious accidents must be reported in accordance with RIDDOR.

Group Records and Up to Date Information

Hooves in Harmony should have all up to date information and completed staff/volunteer/client forms available for reference. These will be kept in accordance with Data Protection Guidelines.

Last updated: 03/01/2024

Acceptable Use of Mobile Phones Policy

The widespread ownership of mobile phones among young people requires that Hooves in Harmony, staff, volunteers, clients and carers and support workers take steps to ensure that mobile phones are used responsibly. This policy is designed to ensure that potential issues involving mobile phones can be clearly identified and addressed, ensuring the benefits of mobile phones can be enjoyed by our clients. Note: For the purposes of this policy, all references to ‘mobile phones’ should be taken to include use of all mobile technologies.

Hooves in Harmony accept that people carry mobile phones for numerous reasons, in particular to protect them from everyday risks involving personal security and safety. It is the responsibility of clients who bring mobile phones to Hooves in Harmony to abide by the guidelines outlined in this document.

Mobile phones brought on site must be switched off/on silent and kept out of sight during sessions. If someone has mitigating circumstances, the Facilitator should be made aware and appropriate measures put in place.

Mobile phones should not be used in any manner or place that is disruptive to the normal routine of the session or cause embarrassment or discomfort to their fellow students, staff, volunteers or visitors. The use of a phone to record by video or photography, any images of clients or staff is forbidden and will warrant disciplinary proceedings. A client posting images or text on the Internet may expect disciplinary action where such material brings Hooves in Harmony into disrepute, causes discomfiture or is deemed to constitute cyber bullying. The Police will be informed if deemed appropriate.

Hooves in Harmony accepts no responsibility for replacing lost, stolen or damaged mobile phones.

It is strongly advised that clients use passwords/pin numbers to ensure no unauthorised phone access.

If a mobile phone is used inappropriately or seen when a member of staff has not given permission for its use, the member of staff will be required to confiscate it immediately. The phone will be kept in the locked office until the end of the session/teaching day. The matter will be recorded on the Client File.

Any client who refuses to hand over their mobile phone when requested will be removed from the activity and any appropriate disciplinary proceedings instigated accordingly.

This policy will operate in conjunction with other policies including the Safeguarding Policy, Health & Safety Policy and Taking, Storing and Using Images of Clients Policy.

Last updated: 03/09/2023

Purpose and Scope: This policy covers staff, volunteers, clients and visitors to the Hooves in Harmony site. It also covers anyone representing Hooves in Harmony whilst visiting another location.

Smoking Principles: It is against the law to smoke inside any of our buildings. If for any reason a member of staff is using their own car to transport other members of staff on company business, they must not smoke. Members of staff, volunteers and visitors are not allowed to smoke in front of the young people. Guidance is given to all young people wishing to give up the habit. We do not give people under the age of 18 years permission to smoke.

Whilst it is accepted that e-cigarettes can be regarded as a healthier alternative to tobacco their status is seen as being the same as lit tobacco and therefore the same expectations are required of their use by staff, volunteers, visitors and clients. A young person’s care plan must specifically authorise their use as part of a smoking cessation programme.

It is recognised that some young people will have nicotine related habits that are longstanding. The legal age for the purchase of cigarettes is 18 years old. However, there is the possibility that some of our clients may fall below this threshold and have an existing habit. Where this occurs, the young person must follow the procedures for smoking as adults in the establishment.

Hooves in Harmony places restrictions on where smoking can take place and will sign post to local services for smoking cessation where appropriate.

The Policy:

  • Staff/volunteers/visitors must not smoke in front of young people accessing Hooves in Harmony.
  • Smoking is only permitted in the designated area in front of the porta cabin and cigarette butts disposed of in the metal bin provided. They MUST NOT be thrown elsewhere or left on the floor. Smoking is strictly prohibited anywhere else on the premises.
  • Smoking is not permitted during any session, appropriate breaks will be given in which access to the designated area will be given.
  • No Smoking signs are displayed around the premises.
  • An induction will be given to all staff, volunteers and service users where the importance of fire safety around the yard/site will be discussed.
  • Staff must not purchase cigarettes, e-cigarettes, tobacco, matches, lighters and ‘roll up’ material for any young person regardless of their age. A person aged 18 or over who buys or attempts to buy tobacco or cigarette papers on behalf of an individual aged under 18 commits an offence.
  • Some young people may access our service already habituated to smoking. In such cases staff should discuss the possibility of engaging with a cessation service.
  • Staff/volunteers must not loan and or supply any young person with cigarettes, e-cigarettes, tobacco, roll-up material or lighters and matches.
  • Clients should be signposted to appropriate services should they express a wish to give up smoking.
  • Any breach of this policy should be reported immediately to a member of staff.


In circumstances where the young person is exposed to a greater risk of harm by the no smoking policy careful consideration should be given to the strategies to be used to manage this risk. Whilst it is not acceptable for staff to become involved in a young person’s smoking activity, it may be necessary to accept the behaviour and to agree a strategy for the management of this.

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Last updated: 03/09/2023


All adults who come into contact with young people in their work have a duty of care to safeguard and promote their welfare. The Children’s Act, 2004 places a duty on services to safeguard and promote the well-being of young people. This includes the need to ensure that all adults who work with or on behalf of young people are competent, confident and safe to do so. The vast majority of adults who work with young people act professionally and aim to provide a safe and supportive environment which secures the well-being and very best outcomes for young people in their care. However, it is recognised that in this area of wok, tensions and misunderstandings can occur. It is here that the behaviour of adults can give rise to allegations being made against them. Allegations may be malicious or misplaced. They may arise from differing perceptions of the same event, but when they occur they are inevitably distressing and difficult for all concerned. It must be recognised that whilst some allegations will be genuine and that there are some adults who will deliberately seek out, create or exploit opportunities to abuse children or young people. It is therefore essential that all possible steps are taken to safeguard young people and ensure that the adults working with them are safe to do so.

Some concerns have been raised about the potential vulnerability of adults in this area of work. This document has been written in response to this and aims to offer clarity on what constitutes illegal behaviour and what might be considered misconduct. It offers practical guidance for anyone who works with, or on behalf of young people regardless of their role, responsibilities or status.

Whilst every attempt has been made to cover a wide range of situations, it is recognised that this guidance cannot cover all eventualities. There may be times when professional judgements are made in situations not covered by this document, or which directly contravene the guidance given by Hooves in Harmony C.I.C. It is expected that in these circumstances adults will always advise the Director of the justification for any such action already taken or proposed.

It is recognised that not all adults who work with young people work as paid or contracted employees. The principles and guidance outlined in this document still apply and should be followed by any adult whose work brings them into contact with young people.

The guidance contained in this document has due regard to current legislation and statutory guidance.

Status of Document

This document aims to complement existing professional procedures, protocols and guidance which relate to specific roles, responsibilities or professional practices within an education setting.

Following the publication of Keeping Children Safe in Education (2018) there is a requirement for all providers working with schools to provide staff with a Code of Conduct guidance.

Purpose of Guidance

All adults working with children need to understand the nature of their work and the responsibilities that relate to it which place them in a position of trust. This guidance provides clear advice on appropriate and safe behaviours for all adults working with children in paid or unpaid capacities, in all settings and contexts.

The guidance aims to:

  • keep children safe by clarifying which behaviours constitute safe practice and which behaviours should be avoided;
  • assist adults working with children to work safely and responsibly and to monitor their own standards and practice;
  • support managers and employers in setting clear expectations of behaviour and/or codes of practice relevant to the services being provided;
  • support employers in giving a clear message that unlawful or unsafe behaviour is unacceptable and that, where appropriate, disciplinary or legal action will be taken;
  • support safer recruitment in practice;
  • minimise the risk of misplaced or malicious allegations made against adults who work with young people;
  • reduce the incidence of positions of trust being abused or misued.

Guidance for Safe Working Practice


Staff at Hooves in Harmony C.I.C have a crucial role to play in shaping the lives of young people. They have a unique opportunity to interact with children and young people in ways that are both affirming and inspiring. This guidance is to help adults establish and maintain the safest possible working environments which safeguard children and young people and reduce the risk of adults working with them being falsely accused of improper or unprofessional conduct.


This guidance attempts to identify what behaviours are expected of adults which work with young people. Adults whose practice deviates from this guidance and/or their professional or employment-related code of conduct may bring into question their suitability to work with young people or children and young people in any capacity.

Duty of Care

Staff are accountable for the way in which they exercise authority; manage risk; use resources; and protect young people from discrimination and avoidable harm. All staff whether paid or voluntary, have a duty to keep young people safe and to protect them from sexual, physical and emotional harm.

Young people have a right to be safe and treated with respect and dignity. It follows that trusted adults are expected to take reasonable steps to ensure the safety and well-being of young people. Failure to do so may be regarded as professional negligence.

The duty of care is, in part, exercised through the development of respectful, caring and professional relationships between staff and young people and behaviour by staff that demonstrates integrity, maturity and good judgement.

The public, local authorities, employers and parents have legitimate expectations about the nature of professional involvement in the lives of young people. When individuals accept a role that involves working with children and young people, they need to understand and acknowledge the responsibilities and trust inherent in that role.

Employers have a duty of care towards their employees under the Health and Safety at Work Act 1975 which requires them to provide a safe working environment for staff and guidance about safe working practices. Thus, employers have a duty of care for the well-being of employees and to ensure that employees are treated fairly and reasonably in all circumstances. Staff who are subject to an allegation should therefore be supported and the principles of natural justice applied.

The Health and Safety Act 1974 also imposes a duty on employees to take care of themselves and anyone else who may be affected by their actions or failings. An employer’s duty of care and the staff duty of care towards children should not conflict. This ‘duty’ can be demonstrated through the use and implementation of these guidelines.


Members of staff may have access to confidential information about young people in order to undertake their everyday responsibilities. In some circumstances staff may be given highly sensitive or private information. They should never use confidential or personal information about a young person and/or their family for their own, or others’ advantage (including that of partners, friends, relatives or other services).

Information must never be used to intimidate, humiliate or embarrass the young person.

Confidential information must never be used casually in conversation or shared with any person other than on a need-to-know basis. In circumstances where the person’s identity does not need to be disclosed the information should be used anonymously.
There are some circumstances in which a member of staff may be expected to share information about a child. E.g. when abuse is alleged or suspected. In such cases, individuals have a duty to pass on information without delay, but only to the Designated Safeguarding Lead (DSL).

If a member of staff is in any doubt about whether to share information or keep it confidential they should seek guidance from the DSL or Director. Any media or legal enquiries should be passed to the Director.

Please refer to the Safeguarding Policy for guidance regarding concerns related to the DSL or Director.
The storing and processing of personal information about young people is governed by the Data Protection Act 1998 and GDPR.

Making a Professional Judgement

This guidance cannot provide a complete checklist of what is or is not appropriate behaviour for adults in all circumstances.
There may be occasions and circumstances in which adults must make decisions or take action in the best interests of the child or young person which could contravene this guidance or where no guidance exists.

Individuals are expected to make judgements about their behaviour in order to secure the best interests and welfare of the children in their charge. Such judgements should always be recorded and shared with the Director and with the parent or carer, if the individuals feel it is safe to do so. In undertaking these actions individuals will be seen to be acting reasonably. Adults should always consider whether their actions are warranted, proportionate and safe and applied equitably.

Power and Positions of Trust

As a result of their knowledge, position and/or the authority invested in their role, all adults working in Hooves in Harmony C.I.C are in positions of trust in relation to the young people in their care. Broadley speaking, a relationship of trust can be described as one in which one party is in a position of power or influence over the other by virtue of their work or the nature of their activity. It is vital for all those in positions of trust to understand the power this can give them over those they care for and the responsibility they must exercise as a consequence of this relationship.

A relationship between an adult and a child or young person is not a relationship between equals. There is potential for exploitation and harm of vulnerable young people. Adults therefore have a responsibility to ensure that an unequal balance of power is not used for personal advantage or gratification.

Adults should always maintain appropriate professional boundaries and avoid behaviour which might be misinterpreted by others. They should report and record any incident with this potential. Where a person aged 18 or over is in a specified position of trust with a child under 18, it is an offence for that person to engage in sexual activity with or in the presence of that child, or to cause or incite that child to engage in or watch sexual activity.

Propriety and Behaviour

All adults working with young people have a responsibility to maintain public confidence in their ability to safeguard the welfare and best interests of young people. It is therefore expected that they will adopt high standards of personal conduct in order to maintain the confidence and respect of their colleagues, young people, or public in general and all those with whom they work.

There may be times, for example, when an adult’s behaviour or actions in their personal life come under scrutiny from local communities, the media or public authorities. This could be because their behaviour is considered to compromise their position in their workplace or indicate an unsuitability to work with young people. Misuse of drugs, alcohol or acts of violence would be examples of such behaviour.

Adults in contact with young people should therefore understand and be aware, that safe practice also involves using judgement and integrity about behaviours in places other than the work setting.

The behaviour of an adult’s partner or other family member may raise similar concerns and require careful consideration by an employer as to whether there may be a potential risk to young people in the workplace (see DfE Disqualification by Association legislation).

Dress and Appearance

A person’s dress and appearance are matters of personal choice and self-expression. However adults should dress in ways which are appropriate to their role and this may need to be different to how they dress when not at work.

Adults who work with young people should ensure they are dressed appropriately for the tasks and the work they undertake. Those which dress in a manner which could be considered as inappropriate could render themselves vulnerable to criticism or allegations.

The Use of Personal Living Space

No child or young person should be invited in or invited into, the home of an adult who works with them, unless the reason has been firmly established and agreed with parents/carers and the Director.

It is not appropriate for any provider to expect or request that private living space be used for work with young people.


The giving of gifts or rewards to young people should be part of an agreed policy for supporting positive behaviour or recognising particular achievements. In some situations, the giving of gifts as rewards may be accepted practice for a group of children, whilst in other situations the giving of a gift to an individual child or young person will be part of an agreed plan, recorded and discussed with the Directors and the parent or carer.

It is acknowledged that there may be specific occasions when an adult working with a child or young person may consider it appropriate to give them a small personal gift of insignificant value. This is the only acceptable practice where, in line with the agreed policy, the adult has first discussed giving of the gift and the reason for it, with the Director and the parent or carer and the action is recorded.

Any gifts should be given openly and not based on favouritism. Adults need to be aware however, that the giving of gifts can be misinterpreted by others as a gesture to either bribe or ‘groom’ a young person. Staff should exercise care when selecting young people for trips and/or specific work tasks in order to avoid perceptions of favouritism or injustice. Similar care should be exercised when young people are excluded from an activity. Methods of selection and exclusion should always be subject to clear, agreed criteria. Care should also be taken to ensure that adults do not accept any gift that might be construed as a bribe by others, or lead the giver to expect preferential treatment.

There are occasions when children, young people or parents wish to pass small tokens of appreciation to adults e.g. on special occasions or as a thank you and this is acceptable. However, it is unacceptable to receive gifts on a regular basis or of any significant value.


Occasionally, a child or young person may develop an infatuation with an adult who works with them. These adults should deal with these situations sensitively and appropriately to maintain the dignity and safety of all concerned. It should be noted that such infatuations carry a high risk of words or actions being misinterpreted and should therefore make every effort to ensure that their own behaviour is above reproach.

Any adult who becomes aware that a child or young person is developing an infatuation, should discuss this at the earliest opportunity with the Director and parent/carer so appropriate action can be taken to avoid any hurt, distress or embarrassment.

Communication with Young People (including the use of technology)

All communication between young people and adults, by whatever method, should take place within clear and explicit professional boundaries. This includes the wider use of technology such as mobile phones, text/emails, digital cameras/videos/web-cams, on-line gaming devices, websites and blogs etc.

Adults should not share any personal information with a child or young person. They should not request, or respond to, any personal information from the child/young person, other than that which might be appropriate as part of their professional role. It is often important that adults share aspects of their own lives to build a trusting relationship with a young person. Adults should ensure that all communications are transparent and open to scrutiny. Adults should also circumspect in their communications with children so as to avoid any possible misinterpretation of their motives or any behaviour which could be construed as grooming. Adults should not give or use personal contact details to young people including email, home or mobile phone numbers, unless the need is agreed with the Director and parents/carers beforehand. Email or text communications between an adult and a child/young person outside agreed protocols may lead to disciplinary and/or criminal investigations. This also includes communications via online media e.g. Facebook, games etc.

Social Contact

Adults should not establish or seek to establish social contact with young people for the purpose of securing friendship or pursue to strengthen a relationship. If a young person or parent seeks to establish social contact, or if this occurs coincidentally, the member of staff should exercise their professional judgement in making a response. In all cases they must report this contact to the Director. There will be occasions when there are social contacts between young people and staff, e.g. if the parent and staff member are part of the same social circle. These contacts however, will be easily recognised and openly acknowledged.

All adults working with children/young people, must be aware that some social contacts, especially where these are not common knowledge, can be misinterpreted as being part of a grooming process. This can apply to social contacts made through outside interests or through the staff member’s own family.

Sexual Contact

All adults should clearly understand the need to maintain appropriate boundaries in their contacts with young people. Intimate or sexual relationships between children/young people and the adults who work with them is criminally unacceptable and will be regarded as a serious breach of trust. Allowing or encouraging a relationship to develop in a way which might lead to a sexual relationship is also unacceptable.

Any sexual activity between an adult and the child/young person with whom they work will be regarded as a criminal offence and will always be a matter for disciplinary action and referral to the police. All children and young people are protected by specific legal provisions in this aspect regardless of whether the child/young person consents or not. The sexual activity referred to does not just involve physical contact and includes non-contact activities, such as causing children to engage in or watch sexual activity or the production of pornographic material. Any unsolicited pornographic imagery, sent by young people to staff must be reported to the Director and the Police immediately.


There are occasions when adults embark on a course of behaviour known as ‘grooming’, the sole purpose of this being gaining the trust of the child and manipulating that relationship in order to coerce the child to participate in illegal activity including:

  • trafficking illegal substances
  • trafficking vulnerable people
  • modern day slavery
  • child sexual exploitation
  • sexual activity and abuse

Adults should be aware that consistently conferring inappropriate special attention and favour upon a child might be construed as being part of a ‘grooming’ process and as such will give rise to concerns about their behaviour.

Physical Contact

There are occasions when it is entirely appropriate and proper for staff to have physical contact with young people, but it is crucial that they only do so in ways appropriate to their professional role.
A ‘no touch’ policy is impractical for most staff and will in some circumstances be inappropriate. When physical contact is made with young people this should be in response to their needs at the time, of limited duration and appropriate to their age, stage of development, gender, ethnicity and background.

Appropriate physical contact will occur most often with younger children/young people. It is not possible to be specific about the appropriateness of each contact since an action with one child in one set of circumstances may be inappropriate in another, or with a different child. Staff should therefore use their professional judgement at all times.

Physical contact should never be secretive, or for the gratification of the adult, or represent a misuse of authority. If a member of staff believes that an action could be misinterpreted, the incident and the circumstances should be recorded as soon as possible in the Incident Book and, if appropriate, a copy placed on the child’s file, with the Director also being informed.

Physical contact that occurs regularly with an individual child/young person, is likely to raise questions unless the justification for this is part of a formally agreed plan (e.g. if the young person has a physical disability or SEN). Any such contact should be the subject of an agreed policy and subject to review. Where possible staff should seek the child’s permission before initiating contact. Staff should listen, observe and take note of the child’s reaction or feelings – so far as is possible – use a level of contact and/or form of communication which is acceptable to the child for the minimum time necessary.

A ‘limited touch’ culture should be adapted, where appropriate, to the individual requirements of each child.
It is recognised that some children/young people may seek inappropriate physical contact. Adults should be aware of this especially where it is known that a child has suffered previous abuse or neglect. In the child’s view, physical contact might be associated with such experiences and lead to some actions being misinterpreted. In all circumstances where a child/young person initiates inappropriate physical contact, it is the responsibility of the adult to sensitively deter the child and help them understand the importance of personal boundaries. Such circumstances must always be reported and discussed with the Director and the parent/carer.

Behaviour Management

All young people have a right to be treated with respect and dignity, even in those circumstances where they display difficult or challenging behaviour.>

Adults should not use any form of degrading treatment to punish a child. The use of sarcasm, demeaning or insensitive comments towards young people is not acceptable in any situation.>

Any sanctions or rewards should be part of a behaviour management policy which is widely publicised and regularly reviewed.
The use of corporal punishment is not acceptable and indeed is unlawful. Whilst there may be a legal defence for parents who physically chastise their children, this does not extend, in any circumstances, to those adults who work on behalf of young people.>>

Where children display difficult or challenging behaviour, adults must follow the behaviour policy outlined by Hooves in Harmony C.I.C. and use strategies appropriate to the circumstance and situation. The use of physical intervention can only be justified in exceptional circumstances and must be used as a last resort when other behaviour management strategies have failed and the member of staff believes that the safety of the child or other persons (including themselves) is at immediate risk. (See Use of Control and Physical Intervention below).>

Use of Control and Physical Intervention

There are circumstances in which adults working with children displaying extreme behaviours can legitimately intervene by using either restrictive or non-restrictive interventions. This is a complex area and adults and Hooves in Harmony C.I.C must have regard to legislation and Government guidance in the development and implementation of their own policies and practice.

The use of physical intervention should, wherever possible, be avoided. It should only be used to manage a child/young person’s behaviour if it is necessary to prevent personal injury to the child, other children or an adult, to prevent serious damage to property or in what would reasonably be regarded as exceptional circumstances.

When physical intervention is used it should be undertaken in such a way that it maintains the safety and dignity of all concerned. The scale and nature of any physical intervention must be proportionate to both the behaviour of the individual to be controlled and the nature of the harm they may cause. The minimum force should be used, and the techniques deployed in line with recommended policy and practice.

Under no circumstances should physical force or intervention be used as a form of punishment. The duty of care which applies to all adults working with young people requires that reasonable measures are taken to prevent children being harmed. The use of unwarranted physical force is likely to constitute a criminal offence.

In settings where restrictive physical interventions may need to be employed regularly, i.e. where adults are working with children with extreme behaviours associated with learning disability or autistic spectrum disorders, the employer should have a policy on the use of such intervention, as part of a wider behaviour management policy.

Individual care plans, drawn up in consultation with parents/carers and where appropriate, the child, should set strategies and techniques to be used and those which should be avoided.

Risk assessments should be carried out where it is foreseeable that restrictive physical intervention may be required.
Any instances where physical restraint is used and any subsequent actions must be documented in the Incident Book and reported to the Director. This should include written and signed accounts of all those involved, including the child/young person. The parents/carers should be informed the same day.

Children and Young People in Distress

There may be occasions when a distressed child needs comfort and reassurance and this may involve physical contact. Adults should use their professional judgement to comfort or reassure a child in an age-appropriate way whilst maintaining clear professional boundaries.

Where an adult has a particular concern about the need to provide this type of care and reassurance, or is concerned that an action may be misinterpreted, this should be reported and discussed with the Director and parents/carers.

First Aid and Administration of Medication

Health and Safety legislation places duties on all employers to ensure appropriate health and safety policies and equipment are in place and an appropriate person is appointed to take charge of first aid arrangements. Any employee may volunteer to undertake this task but it is not a contractual requirement and appropriate training should be given before an individual takes on a role which may require administering first aid.

Some young people may need medication during provision hours. In circumstances where children need medication regularly a Medical Protocol must be completed to ensure the safety and protection of young people and staff. With the permission of parents, children should be encouraged to self-administer medication or treatment e.g. applying sun cream or ointment or using inhalers.

Staff are not in a position to administer medication with the exception of basic first aid. Wherever possible, another adult should be present during any administering of first aid or made aware of the action being taken. Parents/carers should always be informed when first aid has been administered and the incident recorded in Accident Book.

One to One Situations

One to one situations have the potential to make the child/young person more vulnerable to harm by those who seek to exploit their position of trust. Adults working in one to one situations may also be more vulnerable to unjust or unfounded allegations being made against them. Both possibilities should be recognised so that when one to one situations are unavoidable, reasonable and sensible precautions are taken. Every attempt should be made to ensure the safety and security of both the young people and the adults who work with them.

Risk assessments should be considered in certain situations giving regard to the specific nature and implications of one to one work. These must take into account the needs and security of both parties and reviewed on a regular basis.
Pre-arranged meetings with young people away from Hooves in Harmony’s premises are not permitted unless prior permission has been obtained from their parent and the Director.

Transporting Young People

Adults, who are expected to use their own vehicles for transporting children should ensure that the vehicle is roadworthy, appropriately insured and that the maximum capacity is not exceeded.

It is a legal requirement that all passengers should wear seatbelts and it is the responsibility of the staff member to ensure that this requirement is met.

It is inappropriate for adults to offer lifts to a child/young person outside their normal working duties, unless this has been brought to the attention of the Director and has been agreed with the parent/carer.
There may be occasions where the child/young person requires transport in an emergency situation or where not to give a lift may place the child at risk. Such circumstances must always be recorded and reported to the Director and parents/carers.

Photography and Videos

Working with young people may involve the taking or recording of images. Any such work should take place with due regard to the law and the need to safeguard the privacy, dignity, safety and well-being of young people. Informed written consent from parents/carers and agreement where possible from the child/young person, should always be sought before an image is taken for any purpose. Careful consideration should be given as to how activities involving the taking of images are organised or undertaken.

Care should be taken to ensure that all parties understand the implications of the image being taken, especially if it is to be used for publicity or published in the media or on the internet. There also needs to be an agreement as to whether the images will be destroyed or retained for further use, where and how they are stored and who will have access to them.
Adults need to remain sensitive to any children who appear uncomfortable, for whatever reason, and should recognise the potential for such activities to raise concerns or lead to misunderstandings. It is not appropriate for adults to take photographs of children for their personal use. It is recommended that when taking a photograph the following guidance should be followed:

  • if the photograph is used, avoid naming the person
  • if the person is named, avoid using their photograph
  • the Director should establish whether the image will be retained for further use
  • images should only be stored in accordance with GDPR and the Privacy Policy and used only by those authorised to do so.

Access to inappropriate Images and Internet Usage

There are no circumstances that will justify adults possessing indecent images of children. Adults who access and possess links to such websites will be viewed as a significant and potential threat to children. Accessing, making and storing indecent images of children is illegal. This will lead to criminal investigation being barred from working with young people, if proven.

Adults should not use equipment belonging to Hooves in Harmony C.I.C to access adult pornography; neither should personal equipment containing images or links to them be brought into the workplace. This will raise serious concerns about the suitability of the adult to work with children.

Sharing and Recording Incidents

Individuals should be aware of Hooves in Harmony’s safeguarding procedures, including procedures for dealing with allegations against adults. All allegations must be taken seriously and properly investigated in accordance with local procedures and statutory guidance. Adults who are the subject of allegations are advised to contact their professional association. In the event of any allegation being made, to someone other than a Manager, information should be clearly and promptly recorded and reported to the Director without delay. Adults should always feel able to discuss with the Director any difficulties or concerns that may affect their relationship with young people so that appropriate support can be provided or action taken.
It is essential that comprehensive records are maintained wherever concerns are raised about the conduct or actions of adults working with or on behalf of young people.

Animal Welfare

Staff on duty are competent in the care and welfare of the animals exhibited and have a recognised qualification and/or suitable and demonstrable experience/training, including working within the environment in question equine facilitated learning activities and youth work).

  • Suitable and sufficient training of staff involved in animal care have been carried out in the following areas:
  • animal welfare, including recognising poor welfare;
  • animal handling;
  • animal behaviour;
  • cleanliness and hygiene;
  • feeding and food preparation;
  • disease and zoonosis control;
  • recognition of sick animals and abnormalities.

Staff must have:

  • a recognised training qualification in equine facilitated therapeutic activities from a recognised provider that incorporates equine management in their course materials
  • a current enhanced DBS certificate
  • minimum of Level 2 safeguarding, to be refreshed each year and renewed every 3 years
  • monthly management supervision
  • external clinical supervision
  • annual appraisal
  • planned continued professional development
  • evidence of staff attendance or completion of the training will be logged in the single central record.

At induction, staff will be given training on current policies and procedures. This will include:

  • care of animals
  • emergency procedures
  • safeguarding
  • health and safety

Last updated: 01/11/2023

Hooves in Harmony recognises that businesses can have a negative impact on the environment. As a rural equine business, we are committed to finding ways in which we can reduce the impact of our work, both on the yard and in the office.

It is our policy to:

  • Protect, enhance and conserve the facility’s natural resources (soil, water and biodiversity)
  • Ensure that all organic materials used in horse feed and bedding are recycled or from well-managed, sustainable sources
  • Recycle and compost as much material as possible
  • Recycle equipment that is no longer of use to Hooves in Harmony
  • Reduce the amount of water used as much as possible
  • Switch off lights and electrical equipment when not in use
  • Avoid using paper where possible
  • Reuse waste paper (from the printer) where possible
  • Purchase products made from recycled materials
  • Purchase products with a lower environmental impact, e.g. use local businesses where possible
  • Avoid unnecessary travel by making use of instant messaging, video and audio conferencing, telephone and email

All staff, volunteers have a responsibility to ensure that the aims and objectives in this policy are met.

Last updated: 03/09/2023

This policy is intended to provide information to service users of Hooves in Harmony about how any images taken may be used by Hooves in Harmony (the Service). It also covers the use of cameras and filming equipment at any Hooves in Harmony sessions by parents/guardians, keyworkers, staff, volunteers and the media.

This policy is intended to be used in conjunction with the Safeguarding Policy and the GPDR and Privacy Policies and the Staff Code of Conduct.

General points to be aware of:

Certain uses of images are necessary for the day to day running of Hooves in Harmony. E.g. Photographs may be required as student evidence for certain Awards or Qualifications achieved through their time at Hooves in Harmony. Where this is necessary, clients will be notified at the beginning of the course and signed consent obtained.
If any parent/guardian who wishes to limit the use of images for a client for whom they are responsible should contact the Director in writing. Hooves in Harmony will respect the wishes of parents/guardians (and clients themselves) wherever reasonably possible, and in accordance with the Data Protection and GDPR Policies.

Use of Client Images in Hooves in Harmony Publications

Unless the relevant client or their parent/guardian has requested otherwise, Hooves in Harmony may use images for marketing and promotional purposes, including:

  • On Hooves in Harmony’s website and where appropriate, via Hooves in Harmony’s social media channels, e.g. Facebook Such images would not normally be accompanied by the client’s name without consent.
  • In marketing and promotional material such as leaflets and flyers. No names would be included without prior consent.

The source of these images will predominantly be Hooves in Harmony’s staff (who are subject to the polices and rules outlined in the Staff Code of Conduct), or a professional photographer used for marketing and promotional purposes, or occasionally clients.

Use of Client Images in the Media

Where practically possible Hooves in Harmony will notify parents/guardians/clients in advance when media is expected to attend an event or session in which they are participating. Hooves in Harmony will make every reasonable effort to ensure that any client whose parent/guardian has refused permission for images of that client, or the client themselves, to be made in these circumstances are not photographed or filmed by the media, nor such images provided for media purposes.
Names will only be attached if written consent is given by the parent/guardian or client (over 18 years old).

Security of Client Images

Professional photographers and the media are always accompanied by a member of staff whilst on the Hooves in Harmony site. Only reputable professional photographers are used and Hooves in Harmony makes every effort to ensure that any images of clients are held by them securely, responsibly and in accordance with Hooves in Harmony’s instructions.

Hooves in Harmony takes appropriate technical and organisational security measures to ensure images of clients held by the Organisation are kept securely on our systems, and protected from loss or misuse. Hooves in Harmony will take reasonable steps to ensure that members of staff only have access to images of clients held by Hooves in Harmony where it is necessary for them to do so.

All staff are given guidance on Hooves in Harmony’s Policy on Taking, Storing & Using Images, and on the importance of ensuring that images of clients are made and used responsibly, only for Hooves in Harmony’s purposes and in accordance with Hooves in Harmony’s policies and the law.

Use of cameras and Filming Equipment (including mobile phones) by Parents, Carers & Keyworkers

Parents, guardians, keyworkers or close family members (hereafter, parents) are welcome to take photographs of (and where appropriate, film) their own children/clients taking part in Hooves in Harmony’s sessions, subject to the following guidelines, which Hooves in Harmony expects all to follow:

  • Those taking photos should be mindful of the need to use their cameras and filming devices with consideration and courtesy for both clients and horses. Flash photography can alarm the horses and therefore we request that this not be used.
  • We request that photographs are not taken of other clients, except incidentally as part of a group shot, without the prior agreement of that client/their parents/keyworkers.
  • Images are for personal use only. Images which may identify other clients, whether expressly or not, should not be made to others via the internet (e.g. on Facebook), or published in any other way.

Hooves in Harmony reserves the right to refuse or withdraw permission to film or take photographs from anyone who does not follow these guidelines or is otherwise reasonably felt to be taking inappropriate images.

Use of Cameras and Filming Equipment by Clients

All clients are encouraged to look after each other, and to report any concerns about the misuse of technology, or any worrying issues to a member of staff.

The use of cameras or filming equipment (including mobile phones) is not allowed in toilet or changing areas, nor should photography or filming equipment be used by clients in a manner that it may offend, or cause upset.

The misuse of images, cameras or filming equipment in a way that breaches this Policy, or Hooves in Harmony’s Data Protection Policy, Safeguarding Policy or the Staff Code of Conduct in any way, is always taken seriously and may be the subject of disciplinary procedures or dealt with under the relevant safeguarding policy as appropriate.

Last updated: 01/09/2023


All organisations face the risk of things going wrong or of unknowingly harbouring malpractice. Hooves in Harmony recognises this and positively encourage staff, volunteers and service users to raise any worries or concerns. With this in mind it is important that all members of the community are aware that at Hooves in Harmony:

    • • All instances of malpractice (moral, ethical and financial) will be taken seriously.


    • • Confidentiality is to be respected for those members of the school community who raise concerns and that it is possible to raise these concerns outside the line management structure or normal lines of communication for service users.


    • Sanctions may exist for those making false or malicious allegations. This will follow Hooves in Harmony’s disciplinary procedures.

Any concerns about malpractice should normally be raised by the person’s line manager or a Director. It will subsequently be followed up.

What is a Whistle Blower?

The term is used to describe someone who becomes aware of a serious problem and then raises this matter so that it can be investigated and corrected. The sorts of issues covered could include:

  • Financial fraud or malpractice
  • Other types of corruption
  • Attempts to cover up earlier problems
  • Abuse or neglect of vulnerable people
  • Failure to deliver proper standards of teaching or service
  • Damaging conflicts at a senior level
  • Bullying, harassment or victimisation at any level.

Why have a Policy?

An effective whistle blowing policy will ensure that concerns are properly raised and expressed at Hooves in Harmony. This will then encourage:

  1. A culture of openness and accountability
  2. Reassure staff, volunteers and service users that they will not be victimised for expressing their concerns.
  3. Deter fraud and malpractice
  4. Help everyone to play their part in Hooves in Harmony and feel valued.
  5. Identify and help to resolve damaging personal conflicts.
  6. Avoid public criticism and the need to manage a crisis.

Confidential Reporting

  1. Hooves in Harmony believes firmly that all staff, volunteers and service users should be able to follow their sense of right and wrong. We believe that through consultation we will continue to develop confidential reporting procedures and practices.
  2. Hooves in Harmony is aware that the following are not acceptable and they have an impact on Hooves in Harmony and all associated with it:
    • Fraud, corruption and malpractice
    • Abuse and neglect of vulnerable people
    • Failure to deliver proper standards of service
    • Damaging personal conflicts at a senior level
    • Bullying, harassment, discrimination or victimisation whilst at Hooves in Harmony.
  3. The staff and volunteer Code of Conduct and the Client Contract makes clear what is expected of staff, volunteers and service users. Anything that is unclear should be discussed with the line manager.
  4. If a concern is raised, it will always be dealt with seriously.
  5. If it is preferred, a concern can be raised through a colleague or friend.
  6. Hooves in Harmony will support staff, volunteers or service users who report a concern and will protect them from reprisals or victimisation. Such reporting will not affect a staff member’s career or enjoyment of the job or a service user’s enjoyment of the service.
  7. Hooves in Harmony will do everything that it can to respect confidentiality although both staff, volunteers and service users are made aware that, under certain conditions, confidentiality cannot be kept, but Hooves in Harmony will ensure that only relevant people are informed.
  8. If attempts are made to discourage, victimise or criticise anyone from raising concerns, Hooves in Harmony will treat this as a disciplinary offence.

Who to Contact?

In the vast majority of cases the correct procedure for raising concerns is through the line manager for staff/volunteers and through the normal lines of communication for service users. However, in particular circumstances it may be necessary to contact the Director.

  • In any case involving child protection issues, it is vital that the procedure laid down in the Safeguarding Policy is followed and advice sought from the Designated Safeguarding Lead for Hooves in Harmony.
  • There may be exceptional cases where it is best to contact the Director of Hooves in Harmony e.g. if the issue involves a senior member of staff or if a criminal offence has been committed, the Police should be notified immediately.

Dealing with Concerns

Anyone raising concerns needs to be aware that such issues will need to be fully investigated by Hooves in Harmony. Hooves in Harmony needs to treat with absolute fairness both the person raising the concern and also any others who might be involved.
Should they request it, anyone raising a concern will be informed of the results of any investigation which has taken place and of any proposed action which might result, except in the case of child protection issues.
No one reporting a concern in good faith has anything to fear, however abuse of this reporting system by maliciously raising unfounded allegations will result in very serious action being taken.
This procedure is separate form Hooves in Harmony’s procedures regarding staff grievances and employees should not use this method to raise grievances about their personal employment situation.

Last Updated: 01/09/2023

As a qualified LEAP Equine Facilitated Learning Practitioner (www.leapequine.com) I operate under the guidelines of the British Association for Counselling and Psychotherapy (BACP). As such I am required to provide a level of service to clients that is both ethical and professional. The guidelines for modelling good practice are outlined in the BACP Ethical Framework for Good Practice in Counselling and Psychotherapy (http://www.bacp.co.uk/media/3103/bacp-ethical-framework-for-the-counselling-professions-2018.pdf)As a qualified LEAP Equine Facilitated Learning Practitioner (www.leapequine.com) I operate under the guidelines of the British Association for Counselling and Psychotherapy (BACP). As such I am required to provide a level of service to clients that is both ethical and professional. The guidelines for modelling good practice are outlined in the BACP Ethical Framework for Good Practice in Counselling and Psychotherapy (http://www.bacp.co.uk/media/3103/bacp-ethical-framework-for-the-counselling-professions-2018.pdf)

If you believe that the service you have received has not been conducted in such a way, as a first step you should talk to your facilitator to see if the situation can be resolved informally and quickly. If you do not feel able to do this, or are unable to do so for any reason, you should follow the complaints procedure below.

Purpose: This procedure will be used to investigate and resolve a complaint by a client against Hooves in Harmony (the Service).

Policy: The Service aims to treat clients with consideration and respect and to act within the Ethical Framework for Good Practice in Counselling and Psychotherapy (BACP).

All complaints made by clients will be taken seriously and given due consideration.


  1. All aspects of any complaint will be dealt with in a confidential manner.
  2. The complainant and the person complained against will be kept aware of the extent and detail of any information divulged to the other, which will be on a need-to-know basis.
  3. The maintenance of the file and administration of the procedure in connection with a complaint will be the responsibility of a named individual, normally the Director Manager (referred to as the Manager in this document).
  4. The complainant and the person complained against will be given the name and position of the Manager and be informed that they will be responsible for the conduct of the complaint proceedings.


Initial Procedure:

  1. Any complaint made on the telephone or in person should be reported to the Manager at the earliest opportunity and a note of the date and the person receiving the complaint should be made on the Client File.
  2. The Manager will contact the complainant to discuss the nature of the complaint. If they wish to pursue the complaint the Manager will send them a copy of the Complaints Procedure and advise them that they should send a formal, written statement laying out the matters that give rise to the complaint.
  3. If the complainant declines to pursue the complaint, the date of the conversation and the nature of the complaint will be entered on the Client’s File by the Manager and the person complained against and their supervisor informed.
  4. Internal disciplinary procedures may be implemented if considered necessary.
  5. Any written complaint received form a client regarding the work of the Service by any person working for the Service should be passed to the Manager as soon as possible and, in any case, within a week of receipt. A formal record will be made on the Client File.

Formal Procedure – Stage One:

  1. When a written complaint is received, the Manager will write a letter acknowledging receipt within seven days. The member of staff concerned and their supervisor will be informed of the complaint and a meeting will be arranged, either together or separately with the Manager, to discuss the complaint. The Director will be informed that a formal complaint has been made.
  2. A second letter will be sent to the client advising them that discussion has taken place with the member of staff concerned and offering an opportunity for formal discussion of the complaint with the Manager. The meeting should take place not more than four weeks after the receipt of the written complaint.
  3. The complainant will have the right to be accompanied at the meeting by one other person of their choice but that person will not actively participate in the meeting.
  4. If the complainant is resolved at the meeting, the client, staff member, supervisor and Director will receive written confirmation that the matter is resolved.
  5. If the complainant is not satisfied with the outcome of the meeting, they will be asked to give a written statement to this effect to the Manager, and the complaint will move to Stage Two.


Formal Procedure – Stage Two:

The purpose of this stage is to review the conduct of the complaint; to ensure that procedure has been followed correctly; to provide the client with an opportunity to contest the decision of the Manager; to arrive at a final ruling for the resolution of the complaint.

  1. The Manager will inform the Director of the continuing complaint, the Director will inform the Management Committee and the Chair of Trustees, and will write to the client and person complained against advising them that the procedure has moved to Stage Two.
  2. The Director will convene a panel comprising of one of the Directors (not the Manager) and a person external to the Service, with relevant experience, agreed by the Manager and the Client. A meeting date will be set for the meeting to take place, within six weeks of the decision to move to Stage Two.
  3. The panel will be provided with all relevant paperwork prior to the date of the meeting. The client person complained against, and the Manager will be given the opportunity to attend and may be questioned by the panel. The client and the person complained against can be joined by one person of their choice but that person may not actively participate.
  4. The findings of the panel, in the form of a written report, will be conveyed to the Directors; the client and the person complained against. In the event of the client being dissatisfied with the outcome of Stage Two, the Director will inform the complainant that the Service has exhausted its procedure and the complaint has not been upheld. Note all EFL sessions will be suspended when the complainant moves to Formal Procedure Stage Two. At the discretion of the Manager, all client work of the member of staff complained against may be suspended during investigations.

Last updated: 01/09/2023


Hooves in Harmony is committed to working in partnership with other agencies to protect children (including unborn babies) and adults from abuse and neglect, including radicalisation. This includes those experiencing domestic abuse, stalking, female genital mutilation and modern slavery. Protecting adults and children may require the sharing of information with statutory agencies where there is a suspicion of risk to the public.

Hooves in Harmony recognises its first priority should always be to ensure the safety, well-being and protection of unborn babies, children and adults within the programmes and to the wider public. That it is the role of all staff to act on any allegation, suspicion or evidence of abuse, neglect or radicalisation, and report their concerns to a responsible person, director and/or agency as determined within this policy and related procedures.

Purpose and Principles

The purpose of this policy is to outline the duty and responsibility of staff and directors working on behalf of Hooves in Harmony in relation to safeguarding their beneficiaries, their families and members of the public.

The procedures set out what actions staff and directors must take where abuse, neglect and radicalisation is suspected or known about.

Safeguarding is the responsibility of everyone as outlined in Keeping Children Safe in Education and reviewed annually in line with their guidance. Hooves in Harmony has suitable arrangements to ensure beneficiaries are safeguarded against the risk of abuse by means of a) taking responsible steps to identify the possibility of abuse, b) prevent it before it occurs and c) responding appropriately to any allegation, suspicion or evidence of abuse.

Making Safeguarding Personal is about engaging with people about the outcomes they want and then ascertaining the extent to which those outcomes are realised. It seeks to achieve:

  • A personalised approach that enables safeguarding to be done with, not to, people
  • Practice that focuses on achieving meaningful improvement to people’s circumstances rather than just on ‘investigation’ and ‘conclusion’
  • An approach that enables people to know what difference has been made.

Everyone has the right to live free from abuse and neglect and to be treated as an individual and with respect and dignity. We recognise our duty to safeguard the people we work with from abuse. We ensure all our staff are safely recruited and suitably trained. They will know how to recognise abuse, prevent it from happening and act on any allegation or information received.

Roles and Responsibilities in relation to Safeguarding

  1. Directors

Directors must ensure that they designate a Safeguarding Lead and ensure that this role receives appropriate supervision and oversight. Directors should ensure that they approve the policy and its procedures on an annual basis and that it is updated in accordance with legislation. The Directors must ensure that Hooves in Harmony has a clear process for staff/volunteer safeguarding induction, mandatory training, reporting, recording, escalation of safeguarding and any concerns and allegations against staff or volunteers.


  1. Designated Safeguarding Lead

Name of Safeguarding Lead

Clare Smith

Contact Details

07753 278696


Staff (paid or unpaid) and volunteers working in the voluntary and community sector have a vital role to play in delivering services and activities to a range of people in varied settings, therefore it is essential that Hooves in Harmony designate a safeguarding lead.


The safeguarding lead is responsible for developing a policy and procedures which is accessible to staff and volunteers, that the policy is reviewed and updated on at least an annual basis. They are responsible for ensuring that staff, volunteers and directors have access to safeguarding procedures at induction and suitable mandatory training and supervision (where appropriate) for their role and that this is recorded with a refresher at least every three years. The safeguarding lead will have a sound knowledge of safeguarding issues and will be the person that staff, volunteers and directors discuss concerns with and agree a process for recording, reporting and escalating these concerns within the responsible agencies.


The safeguarding lead must ensure that all safeguarding activity is recorded and reported to the appropriate agency responsible for safeguarding to demonstrate compliance with Section 11 Children Act (2004), Care Act (2014), Counter-Terrorism and Security Act (2015), Serious Crime Act (2015), Domestic Violence, Crime and Victims Act (2004) and Regulation 13 of the Health and Social Care Act (2008) (Regulated Activities) Regulations 2014: safeguarding service users from abuse and improper treatment.


  1. Staff and Volunteers

It is all staff and volunteer’s duty to attend safeguarding induction and training as set out by Hooves in Harmony and to ensure they have evidence that they have completed the training. It is the role and responsibility of all staff and volunteers to be aware of the safeguarding policy and procedures and to act on any allegation, suspicion or evidence of abuse, neglect or radicalisation, and to report these concerns to the designated safeguarding lead as described within the Hooves in Harmony procedures. It is their duty to record the concern and action taken, reporting this to the designated safeguarding lead. Where a safeguarding concern is not acted upon or taken seriously by another agency or person then the staff/volunteer must escalate their concerns to the Designated Safeguarding Lead.

Definitions of Adult and Child Safeguarding

Adult Safeguarding

Means protecting an adult’s right to live in safety, free from abuse and neglect. It is about people and organisation’s working together to prevent and stop both the risks and experience of abuse or neglect, while at the same time making sure that the adult’s wellbeing is promoted including, where appropriate, having regard in their views, wishes, feelings and beliefs in deciding on any action. This must recognise that adults may have complex interpersonal relationships and may be ambivalent, unclear or unrealistic about their personal circumstances Care Act Statutory Guidance (2014, p230).




Vulnerable Adult

The safeguarding duties apply to and adult who:

  • Has needs for care and support (whether or not the Local Authority are meeting any of those needs) and;
  • Is experiencing, or at risk of, abuse or neglect and
  • As a result of those care and support needs is unable to protect themselves from either the risk of, or the experience of abuse and neglect.

Child Safeguarding

Is the action we take to promote the welfare of children under the age of 18 years and including unborn babies, protect them from harm and is everyone’s responsibility. Everyone who comes into contact with children and families has a role to play. Safeguarding and promoting the welfare of children is defined for the purposes of this guidance as:

  • Protecting children from maltreatment
  • Preventing impairment of children’s health or development
  • Ensuring that children grow up in circumstances consistent with the provision of safe and effective care; and
  • Taking action to enable children to have the best outcomes (Working Together HM Gov, 2015)

Definitions of Abuse and Radicalisation

Abuse is violation of an individual’s human and civil rights by any other person(s) or group of people. Abuse may be single or repeated acts.

Types of Abuse as defined by Care Act Guidance (2014)

  • Physical abuse – including assault, hitting, slapping, pushing, misuse of medication, restraint or inappropriate physical sanctions.
  • Sexual abuse – including rape, indecent exposure, sexual harassment, inappropriate looking or touching, sexual teasing or innuendo, sexual photography, subjection to pornography or witnessing sexual acts, indecent exposure and sexual assault or sexual acts to which the adult has not consented or was pressured into consenting.
  • Psychological abuse – including emotional abuse, threats of harm or abandonment, deprivation of contact, humiliation, blaming, controlling, intimidation, coercion, harassment, verbal abuse, cyber bullying, isolation or unreasonable and justified withdrawal of services or supportive networks.
  • Financial or material abuse – including theft, fraud, internet scamming, coercion in relation to an adult’s financial affairs or arrangements, including in connection with wills, property, possessions or benefits.
  • Modern slavery – encompasses slavery, human trafficking, forced labour and domestic servitude. Traffickers and slave masters use whatever means they have at their disposal to coerce, deceive and force individuals into a life of abuse, servitude and inhumane treatment.
  • Discriminatory abuse – including forms of harassment, slurs or similar treatment: because of race, gender, identity, age, disability, sexual orientation or religion.
  • Organisational abuse – including neglect and poor care practice within an institution or specific setting such as a hospital or care home. This may range from one off incidents to on-going ill treatment. It can be through neglect or poor professional practice as a result of the structure, policies, processes and practices within as organisation.
  • Neglect and acts of omission – including ignoring medical, emotional or physical care needs, failure to provide access to appropriate health, care and support or educational services, the withholding of the necessities of life, such as medication, adequate nutrition and heating.
  • Neglect (specific to a child) – The persistent failure to meet a child’s basic physical and/or psychological needs, likely to result in the serious impairment of the child’s health or development. Neglect may occur during pregnancy as the results of maternal substance abuse. Once a child is born, neglect may involve a parent or carer failing to:
    • Provide adequate food, clothing and shelter (including exclusion from home or abandonment);
    • Protect a child from physical and emotional harm or danger:
    • Ensure adequate supervision (including the use of inadequate care-givers); or
    • Ensure access to appropriate medical care or treatment.
    • It may also include neglect of, or unresponsiveness to, a child’s basic emotional needs

(Working Together 2015)

Domestic Abuse is ‘Any incident or pattern of incidents of controlling, coercive or threatening behaviour, violence or abuse between those aged 16 or over who are or have been intimate partners or family members regardless of gender or sexuality’. This can encompass but is not limited to the following types of abuse:

  • Psychological
  • Physical
  • Sexual
  • Financial
  • Emotional

Controlling behaviour is: a range of acts designed to make a person subordinate and/or dependent by isolating them from sources of support, exploiting their resources and capacities for personal gain, depriving them of the means needed for independence, resistance and escape and regulating their everyday behaviour.

Coercive behaviour is: an act or pattern of acts of assault, threats, humiliation and intimidation or other abuse that is used to harm, punish or frighten their victim.

Honour Based Violence is a crime or incident, which has or may have been committed to protect or defend the honour of the family and/or community.

Forced Marriage is a marriage conducted without the valid consent of one or both parties where duress is a factor. Forced marriage is a violation of human rights and is contrary to UK law (HM Gov, 2000).

Female Genital Mutilation (FGM) comprises all procedures involving partial or total removal of the external female genitalia or other injury to the female genital organs for non-medical reasons. It has no health benefits and harms girls and women in many ways. The practice causes severe pain and has several immediate and long-term health consequences, including difficulties in childbirth also causing danger to the child (HM Gov, 2014).

Stalking a pattern of unwanted, fixated and obsessive behaviour which is intrusive and causes fear of violence or serious alarm or distress (Paladin, 2018).

Radicalisation refers to the process by which a person comes to support terrorism and forms of extremism leading to terrorism (HM Gov, 2011).

Prevent the Government’s countering terrorism strategy is known as CONTEST (2018). Prevent is part of CONTEST. The purpose of Prevent is at its heart to safeguard and support vulnerable people to stop them becoming terrorists or supporting terrorism. Prevent works in a similar way to programmes designed to safeguard people from gangs, drug abuse, and physical and sexual abuse. Success means an enhanced response to tackle the causes of radicalisation, in communities and online: continued effective support to those who are vulnerable to radicalization; and disengagement from terrorist activities by those already engaged in or supporters of terrorism.

Prevent objectives

  • Tackle the causes of radicalisation and respond to the ideological challenge of terrorism.
  • Safeguard and support those most at risk of radicalisation through early intervention, identifying them and offering support.
  • Enable those who have already engaged in terrorism to disengage and rehabilitate.

Safer Recruitment including disclosure and barring service

Safer recruitment is designed to protect individuals’ welfare where they come in to contact with professionals. The overall purpose is to help identify and deter or reject individuals who are deemed to be at risk of abusing others. This includes the recruitment process using pre-employment checks to safeguard beneficiaries and Hooves in Harmony. These checks are embedded at the stages of application, interview, references, identify and corroborate gaps in vocation or employment. Hooves in Harmony comply with the Independent Safeguarding Authority vetting and barring regulations and ensure that all staff and volunteers engaged in regulated activity are appropriately Disclosure and Barring Service (DBS) checked on engagement and then every five years.

Allegations process

Should an allegation be made about a member of staff or a volunteer, the Safeguarding Lead will ensure that the alleged victim and other vulnerable people are immediately protected whilst an investigation takes place. Coventry City Council will also be immediately made aware of any allegation so that they can support the investigation and reporting process.

Information sharing, record keeping and confidentiality

Hooves in Harmony will ensure that any records made in relation to a disclosure, suspicion or allegation and referral are kept confidentially and in a secure place. Electronic communications such as emails must be sent and stored securely.

“The most important consideration is whether sharing information is likely to support the safeguarding and protection of a child”.

Necessary and proportionate

When taking decisions about what information to share, you should consider how much information you need to release. Not sharing more data than is necessary to be of use is a key element of the General Data Protection Regulation and Data Protection Act 2018, and you should consider the impact of disclosing information on the subject and any third parties. Information must be proportionate to the need and level of risk.




Only information that is relevant to the purposes should be shared with those who need it. This allows others to do their job effectively and make informed decisions.



Information should be adequate for its purpose. Information should be of the right quality to ensure that it can be understood and relied upon.



Information should be accurate and up to date and should clearly distinguish between fact and opinion. If the information is historical then this should be explained.





Information should be shared in a timely fashion to reduce the risk of missed opportunities to offer support and protection to a child. Timeliness is key in emergency situations and it may not be appropriate to seek consent for information sharing if it could easily cause delays and therefore place a child or young person at increased risk of harm. Practitioners should ensure that sufficient information is shared, as well as consider the urgency with which to share it.



Whenever possible, information should be shared in an appropriate, secure way. Practitioners must always follow their organisation’s policy on security for handling personal information.



Information sharing decisions should be recorded, whether or not the decision is taken to share. If the decision is to share, reasons should be cited including what information has been shared and with whom, in line with organisational procedures. If the decision is not to share, it is good practice to record the reasons for this decision and discuss them with the requester. In line with each organisation’s own retention policy, the information should not be kept any longer than is necessary. In some rare circumstances, this may be indefinitely, but if this is the case, there should be a review process scheduled at regular intervals to ensure data is not retained where it is unnecessary to do so. (Information Sharing HM Government, 2018).


Safeguarding Contacts


Contact the Police on 999 in an emergency and 101 non-emergencies.


Safeguarding Children

Coventry Safeguarding Children Partnership             Tel: 02476 975477  




MASH – Coventry Children’s Social Care                    Tel: 02476 788555


Warwickshire MASH                                                   Tel: 01926 414144


Warwickshire Safeguarding Children Board               Tel: 01926 742510


LADO                                                                           Tel: 02476 97583


Safeguarding Adults

Coventry Adult Social Care                                        Tel: 02476 833003



Out of office hours – Emergency Duty Team             Tel: 02476 832222     


Nuneaton & Bedworth Safeguarding Adults              Tel: 01926 412080


Last updated: 01/09/2023


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