SAFE RACES FOR EVERYONE

RaceBase Limited Safeguarding Policy

Last updated: 17 June 2025

1. Purpose and Commitment

RaceBase Limited is committed to fostering a safe, inclusive, and respectful environment for all participants in our events, including runners, volunteers, staff, spectators, and photographers. We actively promote gender equality and diversity, and we have zero tolerance for discrimination, harassment, abuse, or misconduct.

This safeguarding policy aims to:

  • Protect the physical and psychological well-being of all participants.

  • Encourage open conversations about inappropriate behavior or discrimination.

  • Provide a clear process for raising and addressing concerns.

  • Ensure the safety of children participating in our events.

  • Acknowledge and support individuals of all gender identities, including non-binary, transgender, and gender-diverse participants.

2. Scope

This policy applies to:

  • All participants in RaceBase Limited events (runners, pacers, crew)

  • Volunteers and event staff

  • Media personnel and photographers

  • Children and their parents or guardians

  • Spectators where relevant

This policy specifically recognizes the rights and dignity of all individuals, including those who identify as female, male, non-binary, transgender, or gender-diverse.

3. Our Standards of Behavior

All individuals involved with RaceBase Limited events must:

  • Treat everyone with dignity and respect regardless of gender identity, gender expression, race, age, ability, religion, sexual orientation, or background.

  • Avoid discriminatory language, behavior, or actions.

  • Respect personal boundaries—no unwelcome physical contact, inappropriate photography, or intrusive questioning.

  • Refrain from making sexually suggestive, gender-based, or offensive comments.

  • Never abuse a position of authority or influence (e.g. volunteers, pacers, photographers).

  • Promptly report any safeguarding concerns to an event official.

4. Discrimination and Harassment

RaceBase Limited maintains a zero-tolerance stance on all forms of:

  • Gender-based discrimination or harassment, including that directed at non-binary, transgender, or gender-diverse individuals

  • Verbal or physical harassment

  • Bullying or intimidation

  • Sexual harassment or unwanted advances

  • Hateful or exclusionary conduct based on gender identity or expression

We recognize that inappropriate behavior can be directed at anyone—female, male, non-binary, transgender, or otherwise—and all voices will be listened to and respected.

5. Volunteer and Photographer Conduct

All volunteers and accredited media personnel must:

  • Wear official credentials and follow event conduct guidelines.

  • Avoid behavior that may be perceived as invasive, intimidating, or inappropriate.

  • Obtain consent before photographing or filming individuals, especially in vulnerable or emotional moments.

  • Refrain from photographing children without explicit parental consent.

  • Never make assumptions about someone’s gender or identity—if unsure, use gender-neutral language (e.g., “they/them”).

  • Report any inappropriate behavior or concerning incidents they witness.

6. Safeguarding Children at RaceBase Limited Events

RaceBase Limited is committed to providing a safe, supportive, and fun environment for children participating in our events. We recognize that children require additional safeguarding measures to protect them from harm, abuse, and inappropriate behavior.

6.1 Definitions

  • Children: Any participant under the age of 18.

  • Parent/Guardian: The legal caregiver or designated responsible adult for a child.

6.2 Guidelines for Children’s Events

  • All children must be registered with parental or guardian consent.

  • Children under the age of 12 must be accompanied by a parent or guardian at all times, unless participating in a clearly supervised activity.

  • A designated Children’s Safeguarding Lead will be present during all children’s races or programs.

  • All staff and volunteers involved in children’s events will be:

    • Clearly identified (e.g., via lanyard or vest)

    • Briefed on appropriate conduct

    • Vetted where legally required

6.3 Expectations of Adults

Adults (including staff, volunteers, photographers, and spectators) must:

  • Never be alone with a child unless in an emergency situation

  • Not take photos or videos of children without written parental permission

  • Avoid all unnecessary physical contact

  • Report any concern involving a child immediately

6.4 If a Child Discloses Harm or Discomfort

If a child shares information about feeling uncomfortable or being harmed:

  • Stay calm, listen carefully, and avoid judgment.

  • Reassure the child they’ve done the right thing by speaking up.

  • Do not promise secrecy—inform them the concern will be shared with someone who can help.

  • Report the concern immediately to the Children’s Safeguarding Lead or Event Director.

7. Reporting and Complaints Procedure

7.1 How to Make a Complaint

Any participant can raise a concern about discrimination, harassment, or misconduct. Complaints may be made:

  • In person to a Safeguarding Officer or designated RaceBase Limited staff member.

  • Via email to: steve@racebase.asia

All complaints will be handled with confidentiality, care, and seriousness.

7.2 What Happens Next

  • The complaint will be acknowledged within 48 hours.

  • An impartial Safeguarding Lead will review the case confidentially.

  • Both the complainant and the subject of the complaint will be kept informed throughout the process.

  • If the concern is upheld, RaceBase Limited may take action, including but not limited to:

    • A formal warning

    • Removal from the event

    • Suspension from future events

    • Referral to appropriate authorities (e.g. legal or law enforcement bodies)

There will be no retaliation against anyone who raises a genuine concern in good faith.

8. Review and Updates

This policy will be reviewed annually or following any significant incident, legal change, or feedback from participants. Suggestions for improvement are welcome and can be submitted to steve@racebase.asia

RaceBase Limited takes safeguarding seriously.

We thank all runners, volunteers, and supporters for helping us create a respectful, safe, and inclusive trail running community for people of all genders and identities.