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Safeguarding Policy

Our commitment to protecting children, young people, and adults at risk.

Version: 1.0

Effective Date: 27 March 2026

Review Date: 27 March 2027

Approved By: Director

1. Purpose

Runway Rides Ltd is committed to safeguarding and promoting the welfare of children, young people, and adults at risk who use our transport services. Safeguarding is a core operational duty and takes priority over convenience, timetable pressure, and commercial considerations.

2. Scope

This policy applies to:

  • Directors and managers
  • Employed drivers
  • Self-employed drivers engaged by the operator
  • Escorts, passenger assistants, and administrative staff
  • Any person acting on behalf of Runway Rides Ltd

3. Principles

Runway Rides Ltd will:

  • Place passenger welfare first
  • Comply with Leeds licensing and passenger transport requirements
  • Ensure relevant staff are DBS checked where required
  • Train staff in safeguarding awareness and reporting
  • Take all concerns seriously
  • Report concerns promptly to the appropriate authority
  • Keep clear, accurate, and confidential records

4. Designated Safeguarding Lead

The Designated Safeguarding Lead is:

In the absence of the Designated Safeguarding Lead, concerns must be escalated immediately to emergency services, children's social care, adult social care, the police, or Leeds City Council Passenger Transport / Licensing as appropriate.

5. Definitions

For the purpose of this policy:

  • A child is any person under 18.
  • An adult at risk is a person aged 18 or over who has care and support needs and may be unable to protect themselves from abuse or neglect.
  • A safeguarding concern includes abuse, neglect, exploitation, inappropriate conduct, grooming, county lines activity, bullying, discriminatory abuse, unsafe transport arrangements, and any conduct that places a passenger at risk.

6. Recruitment and Vetting

Runway Rides Ltd will:

  • Verify identity, right to work, and licensing status
  • Obtain and review DBS evidence where required
  • Check driving licence entitlement and any relevant restrictions
  • Take up references where required
  • Not permit any person to undertake passenger-facing duties unless they are suitable and authorised

7. Training

All passenger-facing staff must receive training covering:

  • Safeguarding awareness
  • Recognising signs of abuse, neglect, and exploitation
  • Professional boundaries
  • Confidentiality and information sharing
  • Equality and disability awareness
  • Reporting concerns and incident recording

Refresher training will be completed at intervals set by the business or sooner if required by Leeds City Council or law.

8. Safer Working Practice

Drivers and staff must:

  • Carry passengers only as authorised through lawful bookings or transport arrangements
  • Follow agreed collection and drop-off procedures
  • Never leave a child or vulnerable passenger in an unsafe situation
  • Never use physical force unless necessary to prevent immediate harm and only to the minimum extent required
  • Not exchange personal contact details with passengers unless authorised through the business
  • Not engage in inappropriate conversations, jokes, touching, or favouritism
  • Not photograph, record, or publish passenger information except where lawful and authorised

9. Pick-up and Drop-off Controls

Runway Rides Ltd will:

  • Use confirmed booking information and authorised destinations
  • Follow any Leeds Passenger Transport instructions for collection and handover
  • Require staff to report if no responsible adult is present where one is expected
  • Not leave a child unattended where this would create risk
  • Escalate failed drop-offs or safeguarding issues immediately

10. Responding to Concerns

Any member of staff who sees, hears, suspects, or receives a safeguarding concern must:

  1. Make the situation safe if there is immediate danger.
  2. Call 999 if a person is at immediate risk.
  3. Report the concern immediately to the Designated Safeguarding Lead.
  4. Make a written record as soon as possible using the incident / concern form.
  5. Preserve evidence and avoid asking leading questions.

Staff must not:

  • Promise secrecy
  • Investigate beyond establishing basic facts
  • Confront an alleged perpetrator unless needed for immediate safety
  • Delay reporting until the end of a shift

11. Reporting Routes

Depending on the nature of the concern, Runway Rides Ltd may report to:

  • Police
  • Children's social care
  • Adult social care
  • Leeds City Council Passenger Transport
  • Leeds City Council Taxi and Private Hire Licensing
  • The Local Authority Designated Officer if applicable

12. Low-level Concerns and Allegations Against Staff

Any allegation or concern about a driver, escort, or member of staff must be reported immediately to the Designated Safeguarding Lead. The person concerned may be removed from duties pending review. Where required, the matter will be reported to Leeds City Council, police, social care, or other relevant authorities without delay.

13. Record Keeping

Runway Rides Ltd will keep:

  • Safeguarding concern records
  • Incident reports
  • Training records
  • DBS and vetting records
  • Action and referral records

Records will be:

  • Factual
  • Dated and timed
  • Stored securely
  • Restricted to those with a legitimate need to know

14. Confidentiality and Information Sharing

Safeguarding information will be shared on a need-to-know basis and where necessary to protect a child or adult at risk. Data protection law does not prevent lawful safeguarding disclosures.

15. Monitoring and Review

This policy will be reviewed at least annually, after any serious incident, or sooner if legal or Leeds requirements change.