Policy and Guidance


a. The Club recognises that in its activities it has a responsibility towards others, especially any minoror vulnerable adult2, to prevent any form of abuse. The aim of the Policy is:

b. to assist members by setting out their responsibilities to safeguard minors and vulnerable adults.

c. to provide guidance to members on adopting behaviours to protect minors, vulnerable adults and themselves under different circumstances that might arise in the Club.

d. to have a process in place for reporting allegations or suspicions of abuse.


a. Young Person Membership is open to anyone 16 years of age and over, but under the age of 18. No one under the age of 16 may join the Club.

b. The parent or guardian of a child, and the carer of a vulnerable adult, is considered their Responsible Person. All Children and Vulnerable Adults that wish to join the Club must have the signed permission of their Responsible Person and that person accepts this policy.

c. The Responsible Person must countersign the application form as acceptance of the Policy. They must also state and sign whether the minor or vulnerable adult can attend the Club’s activities either in the company of the Responsible Person or an adult they formally nominate, or whether the minor or vulnerable adult can attend unaccompanied, but the Club reserves the right, via the Management Committee, to only allow accompanied attendance.

d. Also minors and vulnerable adults should not be allowed to operate any equipment that may put them at risk of harm.


a. Tavistock Camera Club exists to encourage members to practice, discuss, and enjoy their photography, and to improve their skills. The Club aims to be as inclusive as possible to all members of the community, including Young Members or those who are vulnerable adults.

b. The Tavistock Camera Club values all members, but recognises its particular responsibility to individual members who are minors or vulnerable adults. All members, especially minors and vulnerable adults, must be treated with respect and dignity, recognising any unique personal needs.

c. Adherence to the Policy is a condition of all grades of membership of the Club and members’ attention is drawn to the Policy on the joining form, along with other Club policies and rules.

d. The Policy is available to consult on the Club website.

e. This Policy will be reviewed once a year by the Club committee and will be made available to members at the AGM and on the Club website.


a. Club Night Presentations, competitions and social evenings open to all members held in a large meeting room. These meetings are the main club activities and should be low risk environments for minors and vulnerable adults but vigilance should still be maintained. Committee members take responsibility for welcoming members and taking account of any special personal needs of members. However, it should be noted the club members and committee are not carers and cannot provide the individual care or personal needs of vulnerable members.

b. From time to time there will be included amongst images displayed by visiting speakers or club members some images which might be considered as inappropriate for Young Members or vulnerable adults to view – for example an unclothed human figure or images of the effects of war or disaster. While this may be infrequent it is not always predictable. In so far as Tavistock Camera Club can assure, if a particular activity is known by Tavistock Camera Club to include the presentation of such images, Tavistock Camera Club will provide advance warning to the Responsible Persons. Such notification, by the Programme Secretary, may be in the form of an annotation to the program or by e-mail or other suitable means. Responsible Persons must be aware that Tavistock Camera Club will not always know in advance if such material is included in the activities and therefore Tavistock Camera Club cannot guarantee to give advance warning.

c. Occasional outings for which members arrange their own transport. These involve small numbers meeting, usually in public places. Occasional workshops, sometimes at other clubs, in which members work in small Groups. Members are advised not to offer lifts to minors or vulnerable adults unless accompanied and authorised by the Responsible Person. Members should not work on their own with a minor or vulnerable adult. They should make sure they can be observed by others, and preferably that the Responsible Person is present.

d. Mentoring requested by members who need help with aspects of their photography. Responding to this might involve visits to private homes. Informal mentoring is important to the club so that more experienced members can pass on expertise to others if requested. Mentoring of minors or vulnerable adults is only allowed with the explicit agreement of their Responsible Person and should take place only if another adult, preferably the Responsible Person, is present.

e. Internet discussion groups and photo-sharing. The Club has a Flickr Group site which members can elect to join. On the Flickr site members can post their pictures and also make comments or discuss with others. This forum will have at least two managers who control access and can remove material, should anything that was unacceptable be posted. Members are required to treat others with respect and politeness in their comments, even if their opinions differ.

 5. PHOTOGRAPHY and MEDIA protection policy:

a. If a minor or vulnerable adult is a member of Tavistock Camera Club, then written permission must be gained from their Responsible Person if photographs of them as the subject or model are to be taken. Separate written permission has to be sought if such photographs of a minor or vulnerable adult as the subject are to be published in any form, for example on the website, on social media, e-mailed to others, or used in competition. However, if a minor or vulnerable adult were to appear peripherally in photographs taken as part of a Club activity then permission would be held to have been given when the Responsible Person countersigns the form on joining the Club.

b. No personal details of a member of the Club such as their address or telephone number can be revealed without permission. In the case of a minor or vulnerable adult this permission should be given by the Responsible Person. Committee members need details such as the Club membership list, and permission for these to be shared as necessary with any member of the committee is held to have been given when signing the admission form.

c. Mobile and on-line communication : There are many ways for people to communicate. It is recommended that Club members should not communicate with a minor or vulnerable adult by text or on-line, unless in a general communication to all members, or to avoid immediate risk to the minor or vulnerable adult. When using phone or e-mail they should communicate with the Responsible Person rather than having direct contact with the minor or vulnerable adult.


a. If a minor or vulnerable adult were to disclose abuse to a club member in the course of Club events or activities, then the Club member should take such a disclosure seriously and follow the procedures set out in Appendix A and Appendix B. A form for recording their actions is provided in Appendix C.

b. If a member has any safeguarding concerns then they should contact the Designated Safeguarding Officer (see website for contact details) . If the designated Safeguarding Officer is not available then the Chairman or Deputy Chairman should be contacted.



a. Child abuse, and the appropriate response to disclosure of abuse by a minor to a member of the Club in the context of Club activities:

b. Abuse and neglect are forms of maltreatment of a child. Somebody may abuse or neglect a child by inflicting harm, or by failing to prevent harm. Children may be abused in a family or in an institutional or community setting, by those known to them or, more rarely, by a stranger. They may be abused by an adult or adults, or another child or children (Working Together to Safeguard Children 2013)

c. The Working Together to Safeguard Children 2013 guidance published by the Government defines four categories of abuse as follows :-

d. Physical Abuse, Emotional Abuse, Sexual Abuse and Neglect


Any suspicion, allegation or incident of abuse must be reported to the Designated Safeguarding Officer (see website for contact details). If the Designated Safeguarding Officer is not available then the Chairman or Deputy Chairman should be contacted. The report will then be passed to the Multi-Agency Safeguarding Hub (MASH) on 0345 155 1071 or emailed to This email address is being protected from spambots. You need JavaScript enabled to view it..


Abused children and young people will only tell people they trust and with whom they feel safe. By listening and taking seriously what the child or young person is saying, you are already helping the situation. The following points are a guide to help you respond appropriately. It is important to listen carefully to the information a child discloses and to write down as soon as possible what was said and by whom.

When listening to a disclosure the following good practice is required: 

Observe any physical injuries, bleeding etc.

React calmly so as not to frighten the child.

Listen to the child. Do not show disbelief.

Do not ask leading questions, as they can contaminate later evidence and discredit it.

Tell the child that he/she is not to blame and that he/she was right to tell.

Take what the child says seriously, recognising possible difficulties in interpreting what a child says, especially if they have a speech disability and/or language differences.

Do not pre-suppose that the experience was experienced as bad or painful by the child at the time, it may have been neutral or even pleasurable. Always avoid projecting your own reactions onto the child

If you need to clarify, keep questions to the absolute minimum and non-leading to ensure a clear and accurate understanding of what has been said.

Do not introduce personal information from either your own experiences or those of other children.

Reassure the child.

Actions to Avoid when receiving a disclosure: 

Avoid panic or showing shock or distaste, as they add to guilt and self-blame.

Avoid probing for more information than is offered.

Avoid speculating or making assumptions.

Avoid negative comments about the person against whom the allegation is made.

Avoid approaching the individual against whom the allegation has been made.

Avoid making promises, agreeing to keep secrets, or guaranteeing confidentiality.

 If possible, tell them what you will do next and with whom the information will be shared.

There is a form that can be used to record any allegation provided in Appendix C. It is important to remember that the person who first encounters a case of alleged abuse is not responsible for deciding whether abuse has occurred. That is a task for the professional child protection agencies, following a referral from the designated child protection officer.

Abuse of a child may be suspected by a member of the Club in the context of contact through the Club, without disclosure from the child. If this were to occur then such suspicions and the evidence for these should be reported to the Designated Safeguarding Officer who will pass the information on to the Multi-Agency Safeguarding Hub (MASH) on 0345 155 1071 or emailed to This email address is being protected from spambots. You need JavaScript enabled to view it..

Please Note :- If you witness or observe a child in distress or showing signs of recent physical injury and you fear further abuse, you should contact the appropriate emergency service without delay using the 999 system.



1. Abuse of a vulnerable adult, and the appropriate response to disclosure of abuse by a vulnerable adult to a member of the club in the context of Club activities, or to strong suspicions of such abuse.

2. The main forms of abuse of vulnerable adults are:-

a. Physical

b. Sexual

c. Psychological

d. Financial or material abuse

e. Neglect or acts of omission

f. Discriminatory abuse

 3. If any such abuse were to be suspected by a member of the Club in the context of their membership, or were to be disclosed to a member during Club activities the it should be reported to the Designated Safeguarding Officer, (see website for contact details), who will pass the information on to Care Direct, who are the first point of contact for all social care calls, information and advice on Freephone 0845 155 1007. Alternatively information can be passed via This email address is being protected from spambots. You need JavaScript enabled to view it.

Care Direct is open to take calls between 8.00 am to 8.00 pm Monday to Friday and from 9.00 am to 1.00 pm on Saturdays. Outside these hours and on Sundays and Bank Holidays, in emergency only, please contact the Emergency Duty Service on 0845 6000 388 (low-call rate).

 The Safeguarding Policy Form in Appendix C can be used for vulnerable adults as well as children.


Incident Reporting Form


1 A minor is anyone under the age of 18, although it should be noted that no one under the age of 16 may join the Club. The term minor is interchangeable with the word children.

2 A vulnerable adult is a person aged 18 or over who “is or may be in need of community care services by reason of mental or other disability, age or illness; and who is or may be unable to take care of him or herself, or unable to protect him or herself against significant harm or exploitation”. Reference - “No secrets : guidance on protecting vulnerable adults in care, Department of Health, 2000” from www.gov.uk/government/publications.


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