Safeguarding & Participant Welfare Policy

Last Updated: 26.06.2026

1. Purpose

SheRides Collective is committed to providing safe, welcoming and inclusive mountain biking experiences for all participants, volunteers and ambassadors.

We believe everyone has the right to enjoy mountain biking in an environment where they feel respected, supported and free from abuse, discrimination, harassment or intimidation.

As an organisation, our aim is to remove barriers that prevent women from participating in mountain biking by creating positive experiences that build confidence, encourage personal development and foster lasting connections through outdoor recreation.

This policy outlines how SheRides promotes participant welfare, responds to safeguarding concerns and supports ambassadors to deliver activities safely and responsibly.

2. Scope

This policy applies to all activities organised or delivered by SheRides Collective, including but not limited to:

  • Community social rides

  • Coaching sessions

  • Skills workshops

  • Mountain bike retreats

  • Community events

  • Online communities and communications

  • Activities delivered in partnership with external organisations

It applies to:

  • Directors

  • Volunteer ambassadors

  • Qualified coaches

  • Contractors and activity providers

  • Participants

  • Volunteers supporting SheRides events

Although SheRides currently delivers activities for adults (18+) only, we recognise that safeguarding is an essential part of creating safe environments for everyone, regardless of age.

3. Our Commitment

SheRides Collective is committed to providing safe, welcoming and respectful mountain biking experiences for all participants, volunteers and ambassadors.

We believe everyone has the right to enjoy mountain biking in an environment where they feel supported, valued and free from abuse, bullying, harassment or intimidation.

As an organisation, our aim is to create positive experiences that build confidence, encourage personal development and foster lasting connections through outdoor recreation.

This policy outlines how SheRides promotes participant welfare, responds to safeguarding concerns and supports ambassadors to deliver activities safely and responsibly.

Our commitment to promoting equality, diversity and inclusion is set out in the SheRides Equality, Diversity & Inclusion (EDI) Policy.

4. Our Safeguarding Principles

SheRides believes safeguarding is everyone's responsibility.

We are committed to:

  • Putting participant welfare first.

  • Creating physically and psychologically safe environments.

  • Encouraging a culture of openness, respect and kindness.

  • Listening to concerns and taking them seriously.

  • Responding appropriately and proportionately to safeguarding concerns.

  • Supporting ambassadors with clear guidance, training and reporting procedures.

  • Working with relevant organisations and emergency services where necessary to protect individuals from harm.

We have zero tolerance for:

  • Bullying

  • Harassment

  • Discrimination

  • Intimidation

  • Abuse of any kind

  • Sexual harassment or unwanted advances

  • Behaviour that makes others feel unsafe or excluded

Safeguarding is not only about responding to serious incidents. It also includes proactively creating environments where people feel respected, valued and able to enjoy mountain biking with confidence.

5. Roles & Responsibilities

Designated Safeguarding Lead (DSL)

The Designated Safeguarding Lead (DSL) for SheRides Collective is:Heather McNally
Founder, SheRides Collective

The DSL is responsible for:

  • Promoting a safe and inclusive culture across all SheRides activities.

  • Ensuring this policy is implemented and reviewed annually.

  • Receiving and responding to safeguarding or participant welfare concerns.

  • Maintaining confidential records of any safeguarding concerns or incidents.

  • Seeking advice or contacting the appropriate agencies where necessary.

  • Supporting ambassadors who have reported concerns.

  • Ensuring appropriate policies, procedures and training remain in place.

Directors

The Directors are responsible for:

  • Promoting participant welfare throughout the organisation.

  • Ensuring appropriate risk management procedures are followed.

  • Providing ambassadors with suitable onboarding, guidance and support.

  • Reviewing safeguarding concerns and taking appropriate action where required.

  • Ensuring activities are delivered in accordance with SheRides policies and procedures.

Ambassadors & Coaches

All ambassadors and coaches are expected to:

  • Prioritise the safety and wellbeing of participants.

  • Treat everyone with dignity, kindness and respect.

  • Help create welcoming, supportive and inclusive environments.

  • Work within the limits of their role, experience and qualifications.

  • Deliver activities in accordance with SheRides policies and risk assessments.

  • Raise any safeguarding or welfare concerns with the Designated Safeguarding Lead as soon as possible.

  • Maintain appropriate professional boundaries with participants.

  • Respect confidentiality whilst recognising that concerns should never be kept secret where someone's safety may be at risk.

Ambassadors are not expected to investigate safeguarding concerns or provide counselling or professional support. Their responsibility is to recognise concerns, respond appropriately and report them.

Participants

Participants are expected to:

  • Treat others with courtesy and respect.

  • Behave in a manner that contributes to a safe and enjoyable environment.

  • Respect the abilities, backgrounds and experiences of others.

  • Follow reasonable instructions given by ambassadors and coaches.

  • Raise any concerns regarding their own welfare or the behaviour of others.

6. Code of Conduct

SheRides aims to create positive experiences where everyone feels welcome, valued and able to participate with confidence.

Everyone involved with SheRides is expected to contribute to this culture.

Ambassadors and Coaches will:

  • Lead by example.

  • Treat every participant fairly and without discrimination.

  • Encourage participation without placing individuals under pressure.

  • Respect personal boundaries.

  • Use positive, supportive and appropriate language.

  • Challenge behaviour that is intimidating, discriminatory or inappropriate.

  • Report safeguarding or welfare concerns promptly.

  • Respect confidentiality.

  • Continue learning and developing their knowledge and skills.

Ambassadors and Coaches will not:

  • Bully, intimidate or discriminate against participants.

  • Engage in behaviour that could reasonably be viewed as abusive, threatening or inappropriate.

  • Form relationships with participants that could create a conflict of interest or compromise professional boundaries.

  • Ignore concerns about a participant's welfare.

  • Share confidential information unless necessary to protect someone's safety.

  • Consume alcohol or illegal drugs whilst delivering SheRides activities.

A Positive Culture

SheRides believes safeguarding is about more than responding to concerns—it is about creating environments where concerns are less likely to arise.

We encourage ambassadors to:

  • Welcome new participants.

  • Introduce riders to one another.

  • Celebrate individual progress rather than ability.

  • Encourage riders to progress at their own pace.

  • Foster a culture where asking for help is encouraged and respected.

  • Promote kindness, inclusion and enjoyment above performance.

7. Recognising Safeguarding & Participant Welfare Concerns

Safeguarding concerns are not always obvious and may present in different ways. Ambassadors and coaches are not expected to investigate concerns or determine whether abuse has occurred. Their role is to remain observant, respond appropriately and report any concerns.

Examples of concerns may include:

Concerns about a participant's welfare

  • A participant becomes unusually withdrawn or distressed.

  • Someone discloses that they feel unsafe at home or in a relationship.

  • A participant appears frightened of another individual.

  • Significant changes in behaviour or emotional wellbeing.

  • Repeated comments suggesting someone may be experiencing abuse, coercion or neglect.

Concerns during SheRides activities

  • Bullying or exclusion of participants.

  • Harassment or inappropriate comments.

  • Discrimination or offensive language.

  • Behaviour that makes another participant feel uncomfortable or unsafe.

  • Pressure placed on participants to ride beyond their confidence or ability.

  • Aggressive or intimidating behaviour.

Online concerns

Safeguarding also applies within SheRides' online communities.

Examples include:

  • Bullying within Facebook or WhatsApp groups.

  • Inappropriate private messaging.

  • Harassment through social media.

  • Sharing photographs without consent.

  • Discriminatory or offensive comments online.

Any concerns should be reported, even if they seem minor. Early intervention can often prevent issues from escalating.

8. If Someone Tells You Something

If a participant raises a concern or makes a disclosure, ambassadors should remain calm, supportive and professional.

DO

✔ Listen without judgement.

✔ Take the person seriously.

✔ Thank them for speaking to you.

✔ Reassure them they have done the right thing.

✔ Explain that you may need to share the information with the Designated Safeguarding Lead if someone may be at risk.

✔ Make a factual written record as soon as possible.

✔ Report the concern promptly.

DO NOT

✘ Promise to keep the information secret.

✘ Ask leading or investigative questions.

✘ Attempt to solve the situation yourself.

✘ Share information with others unless necessary for safeguarding purposes.

✘ Delay reporting the concern.

If Someone is in Immediate Danger

If you believe someone is at immediate risk of serious harm:

  • Contact the emergency services by calling 999.

  • Ensure your own safety and the safety of others.

  • Inform the Designated Safeguarding Lead as soon as practicable after the emergency has been managed.

If You Are Unsure

Not every concern will clearly be a safeguarding issue.

If something doesn't feel right, ambassadors should still discuss it with the Designated Safeguarding Lead.

It is always better to raise a concern than to ignore it.

9. Reporting Procedure

All safeguarding or participant welfare concerns should be reported to the Designated Safeguarding Lead as soon as possible.

Reports should include:

  • Date and time.

  • Location.

  • Names of those involved.

  • A factual description of what was observed or disclosed.

  • Any immediate action taken.

  • Names of any witnesses.

Reports should contain facts, not assumptions or opinions.

The Designated Safeguarding Lead will:

  • Assess the concern.

  • Decide whether any immediate action is required.

  • Keep an appropriate confidential record.

  • Seek advice from relevant organisations where necessary.

  • Contact emergency services where there is an immediate risk of harm.

  • Review whether any organisational learning or improvements are required.

All information will be handled sensitively and only shared with those who need to know.

10. Confidentiality & Record Keeping

SheRides Collective recognises that safeguarding and participant welfare concerns often involve sensitive personal information. Any information shared will be treated with respect and handled confidentially.

Information will only be shared with those who need to know in order to protect the safety and wellbeing of an individual or to fulfil legal or organisational responsibilities.

Ambassadors and coaches should not discuss safeguarding concerns with other participants, friends or volunteers unless authorised by the Designated Safeguarding Lead.

The Designated Safeguarding Lead will maintain confidential records of any reported concerns, including:

  • Date and time of the concern.

  • Details of the incident or disclosure.

  • Actions taken.

  • Any referrals made.

  • Outcomes, where appropriate.

Records will be stored securely and retained in accordance with SheRides' data protection procedures.

11. Photography, Social Media & Online Communities

SheRides recognises that online communities are an important part of creating welcoming and supportive spaces for women to connect through mountain biking.

All participants, ambassadors and volunteers are expected to communicate respectfully and contribute positively within SheRides' online communities.

Photography

SheRides may capture photographs and videos during activities to celebrate participation and promote the organisation.

Where possible:

  • Participants will be informed when photography is taking place.

  • Individuals who do not wish to appear in photographs or videos will have their preferences respected.

  • Images will only be used appropriately and in accordance with participants' consent.

Social Media

Ambassadors are expected to:

  • Represent SheRides professionally online.

  • Use respectful and inclusive language.

  • Avoid posting content that could embarrass, intimidate or identify participants without their consent.

  • Respect participants' privacy at all times.

SheRides has zero tolerance for online bullying, harassment, discrimination or abusive behaviour. Any concerns arising through online communications will be managed in accordance with this policy.

12. Equality, Diversity & Inclusion

SheRides is committed to creating environments that are welcoming, respectful and inclusive for everyone who participates in our activities.

We recognise that feeling safe also means feeling accepted, respected and able to participate without fear of discrimination, harassment or exclusion.

Further information about our commitment to equality, diversity and inclusion, including how we work to reduce barriers to participation, can be found in the SheRides Equality, Diversity & Inclusion (EDI) Policy.

13. Policy Review

This policy will be reviewed annually by the Directors of SheRides Collective, or sooner if:

  • Legislation or best practice changes.

  • Organisational activities significantly change.

  • A safeguarding incident highlights the need for review.

  • New partnerships or programmes are introduced.

SheRides is committed to continuously improving its safeguarding and participant welfare practices to ensure our activities remain safe, inclusive and welcoming for everyone involved.

Appendix A – Reporting a Safeguarding or Participant Welfare Concern

If you witness or receive information about a safeguarding or participant welfare concern:

1. Ensure Immediate Safety

If someone is in immediate danger:

➡ Call 999

➡ Make the area safe if possible.

2. Listen

If someone wishes to speak to you:

  • Stay calm.

  • Listen carefully.

  • Do not investigate.

  • Do not promise confidentiality.

3. Record

Write down:

  • Date

  • Time

  • Location

  • What happened (facts only)

  • Who was involved

  • Any action taken

Using the online incident report form you have been asked to download, if appropriate. Complete this as soon as possible after the incident.

4. Report

Report the concern to:

Heather McNally

Founder & Designated Safeguarding Lead

As soon as reasonably practicable.

5. Follow Up

The Designated Safeguarding Lead will determine any further action required.

At SheRides, safeguarding is about more than responding to concerns, it is about creating environments where women feel safe to challenge themselves, build confidence, form lasting friendships and enjoy the outdoors. Every ambassador, coach and volunteer plays an important role in making our community welcoming, respectful and inclusive. Together, we can ensure that everyone who joins a SheRides activity feels supported, valued and able to enjoy mountain biking with confidence.

Related Policies

This policy should be read alongside: