Safeguarding

1. Purpose & Commitment

The purpose of this policy is to protect all participants – particularly children and adults at risk – from harm, abuse, or exploitation during Dragon Gaming activities. We believe that no one should ever experience abuse of any kind and that we have a responsibility to promote the welfare of all players and volunteers.

1.1 Scope

This policy applies to all activities organised, hosted, or endorsed by Dragon Gaming, including:

Physical tabletop sessions and conventions.
Digital gaming and community platforms (e.g., Discord).
Social gatherings and official committee meetings.

1.2 Core Principles

The “Safety First” Rule: The wellbeing of the individual overrides all other club priorities (including finishing a game or protecting the club’s reputation).
Proactive Listening: All concerns or allegations will be taken seriously and responded to swiftly.
Respectful Confidentiality: Information will be shared only on a “need-to-know” basis, respecting the privacy of the individuals involved while ensuring safety.
Inclusion: We recognise that some participants may be more vulnerable due to past experiences, disability, or social isolation, and we adapt our support accordingly.

2. Safeguarding Responsibilities

2.1 The Board of Directors

Hold ultimate legal responsibility for safeguarding.
Appoint a Designated Safeguarding Lead (DSL) who has received appropriate training.
Review this policy annually or following any major incident.

2.2 Guild Council (Local Oversight)

Ensure every session has at least one designated “Responsible Person” present.
Ensure the venue is safe and accessible.
Act as the first point of contact for GMs to escalate concerns.
GMs & Volunteers (The Front Line)
Maintain professional boundaries (the “GM-Player” relationship).
Duty to Report: GMs are not expected to investigate abuse, but they are required to report any concerns or disclosures to their Branch Committee or the DSL immediately.

3. Reporting Procedures

3.1 Immediate Risk

If a participant is in immediate physical danger or requires medical attention:

Call 999 (Emergency Services) immediately.
Inform the Venue Staff (if applicable).
Notify the Board of Directors as soon as it is safe to do so.

3.2 Non-Urgent Concerns (The Disclosure Process)

If a member discloses a concern, or if you observe suspicious behaviour:

Listen & Observe: Do not “investigate” or ask leading questions. Record exactly what was said or seen.
Report: Contact the Designated Safeguarding Lead ([email protected]) within 24 hours.
Support: Ensure the individual feels heard but do not make promises of “total secrecy,” as you have a duty to report.

3.3 Safe Recruitment & Training

To ensure a safe environment, Dragon Gaming will:

Perform informal interviews/chats with all prospective GMs.
Require all volunteers to read and sign this Safeguarding Policy and the Code of Conduct.
(If applicable) Conduct DBS checks for any volunteers specifically running games for “Under 18s” or “Vulnerable Adult” groups.