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Dignity and Respect Policy

Surrey Cycling Club is committed to providing an inclusive, respectful, and supportive environment for all members. This policy establishes the standards of behaviour expected from all members and outlines the procedures for addressing concerns.

1. Scope

This policy applies to all Surrey Cycling Club members and is limited to the duration of official club activities only, including:

  • Club rides and events (from official start time to official end time)
  • Organised social gatherings (only during the scheduled event)
  • Club trips and tours (during scheduled activities only)
  • Official in-person meetings

This policy explicitly does not apply to:

  • Activities or interactions between members outside of official club events
  • Personal disputes occurring outside the context of club activities
  • Social media posts, comments, or interactions (including Strava, Facebook, etc.)
  • Private communications between members
  • Personal opinions or content shared on any platform
  • Any activity before or after the designated start and end times of club events

The club does not monitor, regulate, or involve itself in members' personal social media activities, online commentary, or personal interactions outside club events.

2. Policy Statement

Surrey Cycling Club will:

  • Promote respectful behaviour among all members during club activities
  • Take reasonable steps to prevent inappropriate conduct
  • Address reported concerns in a fair and objective manner
  • Require clear, substantiated evidence before taking any formal action
  • Protect the club and its members from unfounded accusations

3. Member Responsibilities

All members must:

  • Treat others with dignity and respect during club activities
  • Refrain from harassment, bullying, or discrimination
  • Report genuine policy breaches to club officials with supporting evidence
  • Comply with the Club Rules

4. Definitions

4.1 Dignity and Respect

Treating others with dignity and respect involves valuing their contributions, being considerate of their feelings, communicating politely, respecting personal boundaries, and avoiding offensive language or behaviour.

4.2 Harassment

Harassment is unwanted conduct that creates an intimidating, hostile, degrading, humiliating, or offensive environment. This may include unwanted physical contact, unwelcome sexual advances, offensive comments, or intimidating behaviour.

4.3 Bullying

Bullying is offensive, intimidating, or insulting behaviour that makes a person feel vulnerable, upset, humiliated, or threatened.

4.4 Discrimination

Discrimination is treating someone unfairly because of who they are or because they possess certain characteristics.

5. Direct Resolution

5.1 Preferred Approach

The club encourages members to:

  • Address concerns directly with the person involved where appropriate
  • Attempt to resolve issues informally before escalating to formal procedures
  • Use clear, respectful communication to express concerns
  • Seek to understand different perspectives and find common ground

5.2 When Direct Resolution is Appropriate

Direct resolution is recommended when:

  • The issue is minor or unintentional
  • Both parties are willing to engage in constructive dialogue
  • The matter can be resolved through open communication
  • No serious breach of policy is alleged

5.3 When to Escalate

Members should proceed to formal reporting when:

  • Direct resolution has been attempted without success
  • The issue involves serious allegations
  • There is a risk to safety or well-being
  • The matter requires formal investigation

6. Serious Matters and Police Involvement

6.1 Criminal Offences

For allegations of a serious or criminal nature (including sexual assault, physical violence, or threats):

  • The club strongly recommends reporting to the police
  • Such matters are beyond the club's capacity to investigate properly
  • The club will not conduct parallel investigations into matters reported to police

6.2 Club Position on Legal Matters

The club acknowledges that:

  • It has no investigative powers comparable to law enforcement
  • It cannot adjudicate on matters that constitute potential criminal offences
  • Its primary focus is ensuring safety during club activities

7. Reporting Procedure

7.1 Initial Report

Members who experience or witness behaviour that breaches this policy should:

  • Report the incident to a Club Owner, Ride Captain, or Club Officers as soon as possible
  • Provide specific details of what occurred, when, where, and who was involved
  • Identify any witnesses to the incident
  • Submit reports within 14 days of the alleged incident via email to report@surreycyclingclub.co.uk

7.2 Evidence Requirement

The club requires substantiated evidence to proceed with formal action. Accusations without evidence will not result in formal action. Required evidence may include:

  • Specific details of incidents including dates, times, and locations
  • Witness statements from individuals who directly observed the incident
  • Video or voice recording
  • Other supporting evidence that can be verified
  • Third-party corroboration where possible

7.3 False or Malicious Accusations

The club takes the integrity of this process seriously:

  • Making false or malicious accusations is itself a breach of this policy
  • Members who knowingly make false accusations may face disciplinary action
  • The club will protect members from unfounded allegations

7.4 Confidentiality

All reports will be handled confidentially, with information shared only with those involved in addressing the concern.

8. Complaint Handling

8.1 Initial Assessment

Upon receiving a report, the committee will:

  • Acknowledge receipt within 7 days
  • Assess whether there is sufficient information and evidence to proceed
  • Determine if the matter falls within the scope of this policy
  • Decide the appropriate next steps

8.2 Investigation

If an investigation is deemed necessary, it will:

  • Be conducted by designated club members
  • Involve gathering evidence and speaking with all parties
  • Remain objective and fair to all involved
  • Be completed within a reasonable timeframe
  • Require substantiated evidence to proceed to formal action

8.3 Evidence Standard

The club will only take formal action when:

  • Clear, verifiable evidence of policy breach exists
  • Witness statements support the complaint
  • The evidence meets a reasonable standard of proof
  • The incident occurred during an official club activity

9. Outcomes and Actions

9.1 Informal Resolution

Where appropriate and depending on the severity of the breach, the club may:

  • Facilitate a conversation between the parties
  • Provide guidance on expected behaviour
  • Issue verbal warnings

9.2 Formal Action

In cases with clear evidence of serious breaches, the club may:

  • Issue formal written warnings
  • Temporarily suspend membership
  • Terminate membership
  • Refer serious matters to relevant authorities or law enforcement

9.3 Decision-Making

All formal actions will:

  • Be decided by Club Owner and appointed Club Officers
  • Be proportionate to the breach
  • Take into account previous conduct
  • Be based on verifiable evidence, not hearsay or speculation
  • Be communicated clearly to relevant parties

10. Club Limitations

The club acknowledges its limitations:

  • We are not a legal authority, workplace, or investigative body
  • We cannot adjudicate on matters without clear, substantiated evidence
  • We cannot enforce separation of members beyond recommendations
  • We have no authority over members' personal lives or social media
  • We require substantiated evidence before taking formal action
  • We will not remove members based solely on accusations without proof

11. Documentation

The club will:

  • Keep records of formal complaints and their resolution
  • Maintain confidentiality of these records
  • Use anonymised data to inform policy improvements
  • Retain records only for the period necessary for legitimate purposes

12. Policy Review

This policy will be reviewed annually to ensure it remains effective and up-to-date.

13. Cross-Reference

This policy should be read in conjunction with:

Effective Date: 1st of April 2025
Last Updated: March 26, 2025
Approved by: Club Owner and Appointed Club Officers