Child Protection Standards

Chapter 1 - General Provisions

§ 1

1. The Child and Youth Protection Standards at Horseback, hereinafter referred to as the "Standards", have been developed in connection with the obligations imposed by the Act of 13 May 2016 on counteracting threats of sexual crime and protection of minors.

2. Whenever the Standards refer to:

1) staff members - this shall mean educators, coaches and instructors participating in the training and educational process with minors,

2) harm to a minor - this shall mean the commission of a prohibited act or punishable offence to the detriment of a minor by any person, including staff members, or endangerment of the welfare of a minor, including neglect,

3) minor - this shall mean a person who has not reached 18 years of age,

4) guardian of a minor - this shall mean a person authorised to represent and make decisions regarding the minor, in particular their legal representative,

5) designated person - this shall mean a person appointed by the management board of Horseback Sp. z o.o. to supervise the implementation of these Standards.

Chapter 2 - Principles ensuring safe relations between minors and staff members

§ 2

1. The designated person is responsible for preparing and implementing the Standards within the company.

2. The designated person familiarises staff members with the Standards and obtains from them a declaration of having read the Standards. The template of the declaration constitutes Appendix No. 1 to these Standards.

§ 3

1. Before admitting a staff member to activities related to the upbringing, education, recreation, spiritual development, sports or other interests of minors, the designated person checks whether they appear in the Register of Sexual Offenders, hereinafter referred to as the register. This check also applies to persons under 18 years of age. A person listed in the register may not be admitted to the activities specified in the first sentence.

2. In order to monitor safety at Horseback, in addition to fulfilling the obligation specified in paragraph 1, the designated person checks each staff member in the register every calendar year.

3. In addition to checking whether persons appear in the register, each staff member over 17 years of age signs a declaration, the template of which constitutes Appendix No. 2 to these Standards.

4. Upon receiving information that criminal proceedings have been initiated against a staff member for an offence against sexual freedom or an offence against a minor, the designated person immediately removes such member from all forms of contact with minors.

§ 4

1. The fundamental principle of actions undertaken by staff members in contacts with minors is acting in their best interest. Staff members treat minors with respect.

2. Staff members are obliged to maintain a professional relationship with minors and to consider each time whether a reaction, communication or action towards a minor is appropriate to the situation, safe and justified.

3. In the event of observing violent situations among minors themselves, each staff member is obliged to react immediately and intervene appropriately by preventing the escalation of conflict and prohibited behaviour.

4. Decisions concerning a specific minor should also take into account the safety of the other minors.

5. Staff members monitor the situation and well-being of minors and pay attention to the propriety and correctness of relations between staff members and minors, as well as among the minors themselves.

§ 5

1. Staff members in contact with minors:

1) treat minors with respect,

2) listen to minors and endeavour to provide them with responses appropriate to the situation and their age,

3) do not embarrass, belittle or insult minors,

4) do not shout, unless required by a training or dangerous situation (e.g. warning, issuing commands in the field or in riding arenas).

2. The use of violence against minors in any form is unacceptable. Any violent behaviour towards a minor is prohibited.

3. It is forbidden to touch minors in a manner that could be misinterpreted.

4. Physical contact with a minor must never be concealed or hidden, associated with any gratification, or result from a power relationship.

5. A staff member who is aware that a minor has suffered harm, e.g. physical or psychological abuse or sexual exploitation, is obliged to exercise particular caution in contacts with minors, showing understanding and sensitivity.

6. It is unacceptable for a staff member to sleep in the same bed as a minor during trips, camps, training gatherings, etc.

7. In justified cases, physical contact between a staff member and a minor is permissible. Such situations may include:

1) assisting a disabled minor with hygiene, eating meals, or moving, if the type of disability requires it and the minor/their guardian consents,

2) participation in legally permissible activities in which such contact is customary (play, sports training, etc.).

§ 6

1. Staff members do not contact minors through private communication channels (including electronic) without the knowledge of their guardians.

2. If a staff member needs to meet with a minor outside the time normally dedicated to activities conducted by staff, the guardian of the minor must consent to such a meeting.

Chapter 3 - Principles and procedure for intervention in case of suspected harm to a minor

§ 7

1. Staff members pay attention to risk factors and symptoms of harm to minors.

2. If a staff member suspects that a minor is being harmed, they are obliged to report such suspicions to the designated person.

3. Intervention is undertaken by the designated person. The designated person may appoint another person to undertake such interventions. If such a person is appointed, their details (first name, surname, email, telephone) shall be communicated to staff members.

4. If harm is reported by the person appointed to undertake interventions, the intervention is conducted by the designated person.

5. If harm is reported by the designated person, such person is completely excluded from the intervention procedure.

6. Where possible, specialists, in particular psychologists and educators, may be engaged to participate in the intervention, in order to assist with talking to the minor about difficult experiences.

§ 8

If there is a suspicion that the health or life of a minor is endangered, the appropriate authorities must be notified immediately.

§ 9

1. An intervention card is drawn up for each intervention, the template of which constitutes Appendix No. 3 to these Standards.

2. Staff members are obliged to keep the information from the intervention card confidential, except for disclosure to the designated person and authorised institutions as part of intervention activities.

3. If a threat to the safety of a minor was reported to the guardian of the minor and the suspicion was not confirmed, the guardians of the minor must be informed of this in writing and an intervention card must be drawn up.

§ 10

1. If harm to a minor by a staff member is reported, such person is immediately removed from all forms of contact with minors until the matter is clarified.

2. The designated person conducts a conversation with the minor and other persons who have or may have knowledge of the incident and the personal situation (family, health) of the minor, in particular with their guardian. The designated person endeavours to establish the course of events, as well as the impact of the incident on the mental and physical health of the minor. Findings are recorded on the intervention card.

3. The designated person organises meeting(s) with the guardians of the minor, to whom they convey information about the incident and the need/possibility of obtaining specialist support, including from other organisations or services.

4. If a staff member has committed a form of harm against a minor other than a criminal offence, the designated person should examine all circumstances of the case, in particular hear the staff member suspected of harming the minor and other persons with knowledge of the incident. Where the violation of the minor's welfare is significant, in particular where discrimination or violation of dignity has occurred, the possibility of taking appropriate disciplinary measures should be considered.

§ 11

1. If harm to a minor by a person who is not a staff member is reported, the designated person conducts a conversation with the minor and other persons who have or may have knowledge of the incident and the personal situation (family, health) of the minor, in particular with their guardian. The designated person endeavours to establish the course of events, as well as the impact of the incident on the mental and physical health of the minor. Findings are recorded on the intervention card.

2. The designated person organises meeting(s) with the guardians of the minor, to whom they convey information about the incident and the need/possibility of obtaining specialist support, including from other organisations or services.

3. If the findings indicate that the guardian of the minor neglects the minor's psychophysical needs or the family uses violence against the minor, the appropriate social welfare centre should be informed of the need to assist the family when the failure to meet needs results from poverty, or - in the case of violence and neglect - the need to initiate the Blue Card procedure.

§ 12

1. In the case of suspected harm to a minor by another minor (e.g. during group activities), a conversation should be held with the minor suspected of causing harm and their guardian, as well as separately with the minor subjected to harm and their guardian. Additionally, other persons with knowledge of the incident should be consulted. During conversations, efforts should be made to establish the course of events, as well as the impact of the incident on the mental and physical health of the harmed minor. Findings are recorded on the intervention card.

2. Together with the guardian of the minor causing harm, a plan should be developed to eliminate undesirable behaviours.

3. Together with the guardian of the minor subjected to harm, a plan should be developed to ensure their safety, including ways to isolate them from sources of danger.

4. During conversations, it should be verified that the minor suspected of harming another minor is not being harmed by a guardian or other persons.

§ 13

1. If a criminal offence has been committed against a minor, the designated person prepares a notification of the possibility of a criminal offence having been committed and submits it to the locally competent police or prosecutor's office.

2. If the conversation with the guardian indicates that they are not interested in helping the minor, ignores the incident or otherwise fails to support the minor who has experienced harm, the designated person prepares an application to the appropriate institution to examine the legitimacy of the guardian's conduct.

3. Further proceedings fall within the competence of the institutions referred to above.

Chapter 4 - Principles for updating the Standards and scope of competence of persons responsible for preparing staff members

§ 14

The designated person is obliged to evaluate the Standards at least once every two years in order to ensure their adaptation to current needs and compliance with applicable regulations. The conclusions of the evaluation must be documented in writing.

§ 15

1. The designated person prepares staff members for the application of the Standards.

2. The designated person monitors the implementation of the Standards, responds to their violations and coordinates changes to the Standards, while maintaining a register of reports and proposed changes.

3. Staff members may submit their comments and propose changes to the Standards to the designated person and report incidents of Standards violations.

5. All changes to the Standards are made by the designated person.

Chapter 5 - Principles for making the Standards available to parents or legal or de facto guardians and minors for their review and application

§ 16

1. The Standards are a publicly available document, in particular for Horseback clients and minors and their guardians.

2. Guardians of minors are familiarised with the Standards. Guardians sign a declaration of having read the Standards. The template of the declaration constitutes Appendix No. 1 to the Standards.

3. Based on the Standards, an abbreviated version of the Standards has been developed containing information relevant to minors. Minors are familiarised with the abbreviated version of the Standards. The abbreviated version of the Standards constitutes Appendix No. 4.

Chapter 6 - Principles for the use of electronic devices with Internet access and procedures for protecting minors from harmful content and threats on the Internet and in other forms

§ 17

1. If staff provide minors with access to electronic devices with Internet access, they are obliged to take measures to protect minors from access to content that may pose a threat to their proper development; in particular, malware protection and content filtering software should be installed and updated.

2. Where possible, staff members should inform minors about the principles of safe Internet use.

3. Staff, where possible, provide permanent access to educational materials regarding safe Internet use.

4. Staff members should have knowledge of the content to which minors have access and intervene in the event of access to inappropriate content.

Chapter 7 - Principles for establishing a support plan for a minor after disclosure of harm

§ 18

1. Regardless of the application of the intervention procedure, staff members should support the minor after disclosure of harm and pay attention to any concerning signals.

2. If possible, after disclosure of harm, the designated person may establish a support group for the minor.

Chapter 8 - Principles for the protection of a minor's image

§ 19

1. The designated person, recognising the minor's right to privacy and protection of personal interests, ensures the protection of the minor's image.

2. The publication by a staff member of a minor's image recorded in any form (e.g. photograph, audio-video recording) requires the written consent of the minor's guardian.

3. If the image of the minor is merely a detail of the whole, such as a gathering, landscape, public event, training session, programme activities, or a photo session at camp, the guardian's consent to record the minor's image is not required. The guardian may stipulate that the minor shall not participate in such activities involving cameras.

Chapter 9 - Final Provisions

§ 20

1. The Standards enter into force on 2024-08-15.

2. The Standards apply accordingly to minors who train or otherwise participate in activities organised or co-organised by Horseback.

3. The Standards shall be made available in a visible place at the premises where Horseback conducts activities involving minors and on the Horseback website - in full and in an abbreviated version intended for minors.