Policies

Privacy & Safeguarding

How we handle your information

Last updated: June 2025

Who We Are

Vector Wild is a mentoring organisation providing outdoor-led wellbeing and confidence-building support for young people. We are committed to protecting your privacy and the personal information you share with us.

Information We Collect

We may collect the following types of personal information when you engage with our services: your name, email address, telephone number, details about your young person (including age, needs and relevant background), and any information shared during parent conversations or referrals from schools and professionals.

How We Use Your Information

We use personal information to: respond to enquiries and arrange parent conversations; assess whether our mentoring is suitable for a young person; design and deliver tailored programmes; communicate with parents, schools and referring professionals; and meet our legal and safeguarding obligations.

Legal Basis for Processing

We process personal information on the basis of your consent, our legitimate interests in delivering mentoring services, and our legal obligations relating to safeguarding and child protection.

Information Sharing

We do not sell or share your personal information with third parties for marketing purposes. Information may be shared with schools, referring professionals or safeguarding authorities where it is necessary to protect the welfare of a young person, or where we are legally required to do so.

Data Retention

We retain personal information only for as long as is necessary to fulfil the purposes for which it was collected, including any legal, accounting or safeguarding reporting requirements. Records relating to safeguarding may be retained for longer periods in accordance with best practice and statutory guidance.

Your Rights

You have the right to access the personal information we hold about you, request corrections, request deletion (subject to legal and safeguarding obligations), and withdraw consent at any time. To exercise any of these rights, please contact us using the details below.

Data Security

We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss or misuse. Access to personal information is restricted to authorised personnel who require it to deliver our services or meet safeguarding responsibilities.

Contact

If you have any questions about this Privacy Policy or how we handle your personal information, please contact us at hello@vectorwild.co.uk.

Safeguarding Policy

Protecting every young person

Last updated: June 2025

Our Commitment

Vector Wild is fully committed to safeguarding and promoting the welfare of every young person we work with. We believe that all children and young people have the right to feel safe, be heard and be protected from harm. Safeguarding is embedded in everything we do, from our first conversation with a parent through to every session in the outdoors.

Safer Recruitment

All Vector Wild staff and volunteers undergo rigorous recruitment checks before working with young people. This includes enhanced Disclosure and Barring Service (DBS) checks, references, and face-to-face interviews assessing suitability. Checks are renewed in line with current statutory guidance.

Designated Safeguarding Lead

Vector Wild has a designated safeguarding lead (DSL) responsible for overseeing all safeguarding matters, ensuring staff training is current, and liaising with external agencies where necessary. Any safeguarding concern, however small, is reported to the DSL without delay.

Training

All staff complete safeguarding training at a level appropriate to their role, refreshed regularly in line with statutory guidance. This includes recognising signs of abuse, understanding contextual safeguarding, and responding to disclosures sensitively and appropriately.

Recognising and Responding to Concerns

We recognise that safeguarding concerns can take many forms, including physical, emotional and sexual abuse, neglect, and contextual risks such as exploitation. Any member of staff who has a concern about a young person will report it to the DSL immediately. Concerns are acted upon in accordance with our safeguarding procedures and statutory guidance, including referral to children's social care or the police where necessary.

Working with Parents and Carers

We work in partnership with parents and carers wherever possible. Parents are kept informed about their young person's mentoring journey, and any safeguarding concern involving their child will be discussed with them unless doing so would place the child at further risk.

Working with Schools and Agencies

We collaborate closely with schools, SEND teams and external professionals to ensure a joined-up approach to each young person's welfare. Information is shared on a need-to-know basis, always with the young person's best interests at heart.

Photography and Media

Photographs or media featuring young people are only taken with explicit parental consent and are used solely for the purposes agreed. Images are stored securely and never shared publicly without written permission.

Whistleblowing

We encourage a culture of openness. Any concerns about the conduct of staff or the organisation's safeguarding practices can be raised without fear of reprisal. Concerns will be taken seriously and investigated in line with our whistleblowing policy.

Review

This Safeguarding Policy is reviewed at least annually, and whenever there are significant changes to legislation or statutory guidance. Staff are kept informed of any updates.

Questions about our policies?

We're happy to discuss any aspect of our privacy or safeguarding approach. Get in touch — every conversation matters.