Safeguarding

 

Our commitment

 

Automotive Youth supports young people aged 12 to 25 with an interest in the automotive world. We are committed to protecting children and adults at risk and providing respectful, inclusive opportunities. A child is anyone under 18. A disability or diagnosis alone does not mean an adult is an adult at risk.

 

Our safeguarding arrangements apply to committee members, volunteers, members, Ambassadors, Mentor Ambassadors, exhibitors, sponsors and anyone acting on our behalf. They cover events, mentoring, workshops, travel, overnight stays and online contact throughout the UK.

 

How to report a concern

 

If someone is in immediate danger, call 999. Do not wait for Automotive Youth permission. For non-emergency police assistance, call 101.

 

 Contact / Name / Telephone 

 

 Lead Safeguarding Officer / Mathew Rivers / 07947777321

 

 Deputy Safeguarding Lead / Liz Castro / 07712625542 

 

 Independent safeguarding contact / James Prince / 07713266707 

 

Contact the Lead promptly. The Deputy may receive concerns when the Lead is unavailable. If a concern involves either lead, contact the independent contact or statutory services. If the independent contact is involved, no internal contact can act impartially, or action is delayed, contact statutory services directly.

 

Do not send safeguarding disclosures or case records to info@automotiveyouth.com. Ask the safeguarding contact for a secure reporting route. Our general inbox and telephone contacts are not emergency services.

 

Anyone may contact the local statutory service where the person is currently located:

 

England: local council children's social care or adult safeguarding. Allegations concerning people working with children may also require the Local Authority Designated Officer route.

 

Wales: local authority social services for child protection or adult safeguarding, including its position-of-trust procedure where relevant.

 

Scotland: local council social work for child protection or Adult Support and Protection.

 

Northern Ireland: the relevant Health and Social Care Trust Children's Social Work Gateway or Adult Protection Gateway service.

 

Internal reporting must never delay protection. Event plans must identify the current local and out-of-hours contacts.

 

Responding to a disclosure

 

Listen calmly, take the person seriously and explain that information may need to be shared to protect them. Do not promise secrecy, investigate, ask leading questions or confront the person accused. Record facts, exact words, dates, times and actions securely, then report promptly and on the same day. Proof is not needed to raise a concern.

 

We take protective action, seek statutory advice and make referrals when required. We support good-faith reporters and do not permit retaliation. Safeguarding information is shared only where necessary and lawful; confidentiality must not prevent a protective referral.

 

This page is a summary. The full Automotive Youth Safeguarding Policy updated on 12 October 2026 remains the governing policy until formally amended or replaced.

 

Membership and Ambassador Roles

 

Ordinary membership allows young people to connect with Automotive Youth without taking on an Ambassador role. Applicants aged 12 to 17 complete their application with a parent or guardian. Activity participation may require separate consent and arrangements.

 

Applicants may ask to be considered for an Ambassador role at ages 12 to 17 or a Mentor Ambassador role from age 18. Expressing interest does not guarantee appointment. Separate role terms, suitability assessments and induction apply. Under-18 Ambassadors are participants and must not act as responsible adult supervisors or investigate safeguarding concerns.

 

Mentor Ambassador appointments require an Enhanced DBS check through Checks Direct where the actual role is legally eligible. Automotive Youth confirms eligibility, the appropriate level and any lawful barred-list check before applying. Applicable Disclosure Scotland or AccessNI arrangements will be confirmed where relevant. Required checks and safeguarding induction must be completed before relevant duties start. 

 

For the agreed Checks Direct charge, the applicant pays initially and keeps the receipt. Automotive Youth reimburses that payment after two months from the confirmed Mentor Ambassador role start date. Admin confirms the charge before payment. Other event expenses are not automatically covered; any contribution must be agreed in advance.

 

Return all completed membership forms and the signature checklist by post to:

Automotive Youth  

Membership  

2a Trillo Avenue  

Rhos-on-Sea  

Colwyn Bay  

Conwy  

LL28 4NS

 

Completed membership forms are kept in paper form and are not digitised.

They are not shared to individuals or third parties that are not connected to Automotive Youth.

Do not email completed forms.

Membership forms emailed to Automotive Youth admin will be deleted.

General membership enquiries: info@automotiveyouth.com.

 

Members must keep contact and emergency details current, follow relevant policies and respect safety instructions. Optional publicity permission is separate from membership; declining it does not prevent joining.

 

Code of Conduct and Mentoring Boundaries

 

Everyone representing Automotive Youth must treat others respectfully, follow reasonable safety instructions and protect participants' dignity and privacy.

 

We do not permit bullying, harassment, discriminatory behaviour, threats, humiliation, exploitation, sexualised conduct towards children or inappropriate physical contact. Adults must not pursue sexual or romantic relationships with under-18 participants or exploit authority over any participant for personal, financial or sexual gain.

 

Mentoring must have an agreed purpose, location, timing and communication route. Use visible spaces and approved online sessions with organisational oversight. Avoid isolated one-to-one contact, private homes and closed vehicles. Necessary individual support requires an assessed and recorded arrangement. Emergency exceptions must be reported and documented promptly.

 

Use approved organisational channels to communicate with under-18s. Do not use secret chats, disappearing messages or private contact that bypasses safeguards. Do not arrange private outings or unapproved lifts. Gifts, financial arrangements and conflicts of interest must be declared. Sponsorship does not entitle anyone to private access to a young person.

 

Do not supervise while impaired by alcohol, drugs or medication. Physical contact must be necessary, appropriate and explained, with agreement where possible. Personal care requires a separate support plan and trained, authorised assistance.

 

Report breaches through the relevant safeguarding or complaints route. Automotive Youth may restrict duties or suspend participation promptly to protect people while advice is sought. Any role termination and appeal must follow the person's current signed role agreement and applicable safeguarding procedures.

 

Photography Recording and Social Media

 

This policy applies while representing Automotive Youth at shows, events, exhibitions, stands, activities and networking engagements, including publication afterwards.

 

Meta glasses and all other wearable recording devices are strictly prohibited while representing Automotive Youth. Covert recording is also prohibited. Permission to use another camera does not override this ban.

 

Permission before an event

 

Anyone wishing to take photographs or use recording equipment must notify Automotive Youth Admin in advance and provide:

 

The event name, date and location.

 

The proposed equipment, subjects and intended use of the material.

 

The name and contact details of the relevant organiser who granted permission.

 

Confirmation of that permission and any conditions attached.

 

The individual member, Ambassador, or Mentor Ambassador must check the organiser's rules and obtain the required permissions beforehand.

Automotive Youth Admin is not responsible for gathering this information or securing permission on the individual's behalf. This allocation of practical tasks does not remove Automotive Youth's own safeguarding or data protection responsibilities.

 

Organiser permission does not automatically authorise recording or publishing every attendee. Follow applicable privacy requirements and obtain any required permissions from individuals, parents or guardians, schools or youth organisations. Do not assume that attendance at shows, exhibitions or a school booking provides blanket consent.

 

Taking and using images

 

For Automotive Youth publicity, obtain specific permission for identifiable images and the intended publication channels. For under-18s, obtain parent or guardian permission and the young person's agreement. Respect refusals. Participation must not depend on publicity consent.

 

Do not photograph or record changing, toileting, sleeping or medical care. Do not publish private contact details, medical information, a child's home address, school, live location or detailed travel arrangements. Keep personal forms and records out of photographs.

 

Ambassadors must send event photographs to Automotive Youth Admin for review before using them on social media or in any other publication. Recordings intended for publication must also be submitted for review under this proposed policy. Admin review does not replace organiser permission, consent or the publisher's responsibilities.

 

Use approved storage and secure transfer. Do not publish material identifying someone who has declined publicity. If a concern is raised, pause publication and contact Admin. Preserve relevant safeguarding evidence through a secure route rather than deleting it without advice.

 

Consent may be withdrawn for future consent-based use. We take reasonable steps to remove material we control, but distributed print and copies made by others may not be recoverable. Public shows may have independent photographers whose conduct Automotive Youth cannot fully control; discuss concerns before attending.

 

Contact info@automotiveyouth.com for further information about photographs or recording equipment. Report safeguarding concerns directly to the safeguarding contacts.

 

Online Safety and Communications

 

Use approved Automotive Youth accounts and groups with suitable moderation and access controls. Keep communication respectful, relevant and within reasonable hours. Group membership does not authorise private adult contact with children.

 

Do not post personal records, health information, addresses, private contact details or safeguarding disclosures in group chats or public comments. Do not share abusive, discriminatory, sexual or exploitative material. Do not impersonate Automotive Youth or publish official announcements without authority.

 

Online mentoring must be scheduled and approved, with safe joining arrangements and organisational oversight. Sessions are not recorded by default. Any proposed recording needs separate permission and a defined purpose.

 

Tell an authorised adult or safeguarding contact about unwanted contact, grooming, pressure or unsafe material. Do not download, copy or forward sexual imagery of a child; seek police advice. Automotive Youth may remove unsafe content and restrict account or group access. Channels are not monitored continuously and must not be used for emergencies.

 

Equality Inclusion and Accessibility

 

Automotive Youth welcomes young people with different backgrounds, interests and experience. We seek to remove avoidable barriers and do not tolerate discrimination, harassment or victimisation.

 

We consider reasonable adjustments for disability, neurodivergence, anxiety, communication, sensory and mobility needs. Tell Admin privately what would help you take part. We discuss practical support with you and, for children, a parent or guardian as appropriate.

 

We aim to provide clear information about access, timings, noise, breaks and facilities. Where practicable, support may include a quiet space, additional explanation, accessible routes or alternative ways to contribute. Venue and safety restrictions must be explained in advance wherever possible. If an activity cannot be made safe, we will discuss an alternative.

 

A young person must not lose opportunities because they raise a concern, request support or decline photography. Report discrimination through the complaints route, or the safeguarding route where someone may be at risk.

 

Events Workshops Vehicles and Overnight Stays

 

Before attending or running an activity, Automotive Youth prepares an event-specific risk assessment and safeguarding plan. The plan identifies the event lead, safeguarding contact, supervision, organiser responsibilities, first aid, emergency arrangements, accessibility and authority to stop unsafe activity.

 

Members under 16 must attend shows, workshops and overnight stays with a parent or legal guardian. For overnight stays, that adult must remain for the full stay. This is additional to Automotive Youth's responsibilities. For all under-18s, agree activity consent, supervision, handover and collection arrangements in advance.

 

Provide suitable authorised adult cover for the ages, needs and activity, with at least two authorised adults available at organised youth activities and enough cover for emergencies. Use attendance checks, a meeting point and a missing-person plan. Under-18 exhibitors must not be left alone to run a stand or workshop.

 

Follow the organiser's vehicle movement instructions. Only authorised, competent drivers may move vehicles. Separate participants and visitors from moving vehicles, machinery and restricted areas. Secure vehicle keys and displays.

 

Tools, demonstrations, hazardous materials, passenger rides and driving experiences require separate assessment, competent providers, appropriate insurance, supervision, permissions and protective equipment. No participant may operate a vehicle or hazardous equipment without a lawful, assessed arrangement. Nobody should be pressured to take part.

 

Automotive Youth-arranged transport requires approved drivers, suitable insurance, roadworthy vehicles, seat belts, an itinerary and emergency contacts. Avoid an adult travelling alone with a child except in a documented emergency.

 

Overnight activities require a separate plan covering consent, staffing, recruitment checks, sleeping arrangements, privacy, toilets, lighting and emergencies. Unrelated adults must not share sleeping accommodation with children.

 

Report hazards, injuries, near misses and missing people immediately to the event lead or venue control. Call emergency services when necessary. Stop or change an activity if safe conditions cannot be maintained.

 

Participation Consent Medical Needs and Support

 

Before an activity, we explain what it involves, supervision, transport, overnight arrangements, risks and emergency contacts. Under-18 participation requires appropriate parent or guardian permission and the young person's agreement. Consent is not a waiver of safeguarding duties.

 

Participation permission, optional health-data consent and publicity permission are separate choices. Blank optional publicity boxes mean no permission. Signing a policy checklist acknowledges the rules; it does not provide additional data consent.

 

Provide only the medical, allergy, accessibility or support details needed for safe participation. You may discuss support privately. Medication assistance or personal care requires an agreed plan and suitably trained, authorised people. Parents and participants must not assume volunteers can provide specialist care without an agreement.

 

We involve adults directly in decisions about their support and do not assume a disability means they lack decision-making capacity. We seek appropriate advice when capacity or safeguarding duties are uncertain. Necessary safeguarding information may be shared without consent where lawful; record the reason.

 

For a serious injury, urgent medical danger or immediate risk of self-harm, call 999 and follow emergency-service instructions.

 

Privacy Notice

 

Publication status: complete the details listed at the end of this section before issuing this as the final privacy notice.

 

Who we are

 

Automotive Youth is responsible for deciding how and why it uses personal information. Privacy contacts are Liz Castro and Paul Turner. Contact info@automotiveyouth.com or write to Automotive Youth, c/o Liz Castro, 2a Trillo Avenue, Rhos-on-Sea, Colwyn Bay, Conwy, LL28 4NS.

 

Information and purposes

 

We collect relevant application and contact details, age or eligibility information, automotive interests, participation records, parent or guardian details and emergency contacts. We may receive references and role-check information for recruitment. Optional information includes relevant health and accessibility needs, publicity choices and approved public profiles. Safeguarding records may include reports and information supplied by participants, organisers or statutory services.

 

We use information to assess applications, manage membership and roles, communicate about agreed activities, organise events, provide requested support, respond to emergencies and protect people. Essential application fields must be explained. Without necessary eligibility or contact details, we may be unable to process an application.

 

Reasons for using information

 

The proposed basis for ordinary membership administration is legitimate interests in operating Automotive Youth safely and effectively, subject to a documented balancing assessment, especially for children. Optional publicity uses separate consent. Optional health information uses consent and explicit consent for sensitive health data. Safeguarding, emergency and criminal record processing require their own applicable lawful bases and additional statutory conditions; these must be specified before the final notice is issued.

 

Publicity consent can be withdrawn without ending membership. Refusing optional health consent prompts discussion of safe alternative support. Parental activity permission is separate from data consent. We explain choices in language young people can understand and respect their refusal of optional publicity.

 

Storage and sharing

 

The current membership process is postal: completed forms remain on paper in a locked cabinet and are not digitised. Do not email completed forms. Enquiries and other communications may be electronic. Older privacy documents refer to Google Drive, Webador and iCloud; their current uses for other records must be confirmed and accurately described before publication.

 

Access is limited to authorised people who need information for their duties, with tighter restrictions for medical, recruitment and safeguarding records. Necessary information may be shared with event organisers, authorised support or first-aid personnel, checking bodies, police or statutory services for a defined purpose. Sponsors do not routinely receive completed applications or medical forms.

 

Tell your nominated emergency contact that you have supplied their details and provide them with this notice. Automotive Youth must also provide required privacy information to people whose details it receives indirectly.

 

How long information is kept

 

Routine membership records are kept while needed to administer active membership and any justified period afterwards. Health, accessibility and emergency details are reviewed and kept only while needed for participation or a relevant incident record.

 

The previously agreed six-year point from joining is a review point for safeguarding records and consent evidence, not an automatic deletion date. Safeguarding retention depends on the case, ages, continuing risk and applicable requirements. Consent evidence is kept while needed to demonstrate permission. A separate approved schedule must define post-membership and unsuccessful-application periods.

 

Criminal record certificate information is handled separately from membership records. Normally certificates are inspected rather than copied. Necessary certificate information is usually destroyed within six months of the recruitment decision and relevant dispute period, unless continued retention is justified. Minimal check and decision records need a separate documented period.

 

Your choices and rights

 

You may ask to access or correct your information, request deletion or restricted use, withdraw consent and request portability where applicable. Rights depend on the circumstances. You may object to processing based on legitimate interests, and to direct marketing at any time. Contact the privacy contacts above. We normally respond within one month, subject to lawful extensions and exceptions.

 

Optional promotional email updates require your choice under the membership form. You can unsubscribe or contact Admin to stop them. Essential communications about your agreed membership or activities are handled separately.

 

You can complain to us or to the Information Commissioner's Office at https://ico.org.uk/make-a-complaint/. Young people may ask for an explanation directly, with a parent or trusted adult, or in another accessible format.

 

Details to complete before publication

 

Confirm the email and website providers, information they receive and whether Google Drive or iCloud holds any non-membership records.

 

State the actual international processing arrangements and applicable UK transfer safeguards, including how to obtain details. Do not claim there are no overseas transfers without checking.

 

Finalise each purpose's lawful basis, health and safeguarding conditions, criminal-offence processing condition and Checks Direct privacy arrangements.

 

Adopt the detailed retention schedule, including unsuccessful applications, enquiries and closed memberships.

 

Describe actual website logs, contact forms, newsletter services, automated decisions or profiling, if any. Do not claim these are absent without checking.

 

Cookies and Similar Technologies

 

Publication status: this proposed wording requires a cookie and website-technology audit before publication.

 

Cookies and similar technologies store or access information on your device. They may support website operation, remember preferences, measure use or enable embedded third-party features.

 

Our policy is to provide clear information about each technology and its purpose. Technologies requiring consent must remain disabled until you actively choose to enable them. Refusing optional technologies must be straightforward, and you must be able to change your choice later. Continuing to browse is not consent.

 

Some technologies may qualify for a legal exception. We will document any exception and meet its conditions, including information and an easy way to object where required. As a simple implementation choice, Automotive Youth can require consent for all optional analytics and embeds rather than relying on an unverified exception.

 

Third-party content such as videos, maps and social media embeds may contact another provider or use its technologies. Identify those providers and use consent-controlled loading where required. External websites have their own privacy and cookie arrangements.

 

Questions: info@automotiveyouth.com.

 

Complaints Allegations and Whistleblowing

 

We welcome concerns about Automotive Youth services, decisions or conduct and aim to respond fairly without retaliation.

 

For an ordinary complaint, contact info@automotiveyouth.com or write to Automotive Youth at the address above. Explain what happened, relevant dates, the people involved and the outcome you seek. Do not include unnecessary sensitive information. We can discuss an accessible way to make a complaint.

 

Safeguarding concerns must go directly to the safeguarding contacts or statutory services. Do not use the ordinary complaints inbox for disclosures. Call 999 for immediate danger. A complaint must not delay statutory reporting.

 

Under this proposed procedure, we aim to acknowledge an ordinary complaint within five working days and provide a response within 20 working days. If more time is needed, we explain why and provide an updated timeframe. These are service aims, not a restriction on external reporting.

 

An uninvolved committee member considers the complaint. Anyone with a conflict steps aside. Where impartial handling is not possible internally, arrange an independent review by someone not related to or associated with Automotive Youth, its committee or members, and without a conflict in the case.

 

You may request review of an ordinary complaint outcome within 21 days of receiving it, explaining your reasons. Separate signed role terms govern any role-specific appeal. Safeguarding investigations remain with the appropriate statutory authorities; internal review cannot override them.

 

People may raise concerns about wrongdoing, unsafe practice, concealment or abuse directly with the safeguarding contacts or relevant authorities. We protect good-faith reporters from retaliation. Records are restricted to those who need them, but absolute secrecy cannot be promised where protection or legal duties require sharing.

 

Website Use and Content

 

This website provides information about Automotive Youth, membership, events and opportunities. Event arrangements may change; check current details before booking travel or attending. An advertised opportunity does not guarantee appointment, sponsorship or participation.

 

Do not misuse the website, attempt unauthorised access, impersonate another person or submit abusive or unlawful material. Do not submit medical records, completed membership forms or safeguarding disclosures through a public comment or general enquiry form.

 

Automotive Youth content, branding and authorised images may be protected by intellectual property rights. Contact us before using them for commercial purposes or suggesting endorsement. Ownership of third-party content remains with its rights holders. Link to information responsibly and do not misrepresent our statements.

 

External links are provided for relevant information; check the third party's terms and privacy arrangements. Report inaccurate content, broken links, access difficulties or image concerns to info@automotiveyouth.com.

 

Website information does not replace event-specific instructions, assessed safety arrangements or professional advice. Nothing in these terms removes a person's statutory rights or excludes responsibility where the law does not permit exclusion.

 

 

Official guidance checked on 13 October 2026:

 

DBS eligibility guidance: https://www.gov.uk/government/collections/dbs-eligibility-guidance

 

ICO privacy information requirements: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/individual-rights/the-right-to-be-informed/what-privacy-information-should-we-provide/

 

ICO international transfers: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/international-transfers/a-guide-to-international-transfers/what-is-an-international-transfer-of-personal-information/

 

ICO storage and access technologies guidance updated 29 April 2026: https://ico.org.uk/for-organisations/direct-marketing-and-privacy-and-electronic-communications/guidance-on-the-use-of-storage-and-access-technologies/