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policy

child protection policy

Child Protection Policy

Thames Driver Training
Effective date: 01.11.25
Next review date: 01.11.28  


Policy owner: Gavin Buchanan, Instructor and Designated Person for Child Protection

1. Summary

This policy outlines our commitment to ensuring the safety, wellbeing and protection of all young people (aged 16 and over) who undertake driving lessons or classroom sessions with Thames Driver Training. It sets out the scope, principles, roles, responsibilities, and procedures for identifying and responding to concerns about a young person’s wellbeing, abuse or neglect.
 

2. Purpose, Scope & Principles


Purpose

  • To affirm Thames Driver Training’s commitment to protecting young people from harm and to promoting their wellbeing during all driving instruction and associated activities.

  • To provide clear guidance to our instructor and any associates on how to identify, respond to and report concerns about the safety or welfare of a young person.

  • To ensure that our practices reflect good child protection culture and meet current legislative and good-practice standards in New Zealand.
     

Scope

  • This policy applies to all activities of Thames Driver Training: in-car driving lessons, classroom teaching sessions, any associated supervision or mentoring of young people (aged 16+) by Gavin Buchanan (and any future instructors/assistants).

  • All staff, contractors or volunteers (if any) engaged by Thames Driver Training will be required to comply with this policy.

  • Although our primary clients are aged 16+, this policy applies to any situation where a young person 18 years of age if vulnerable) is being instructed or supported by Thames Driver Training.
     

Principles
We are guided by the following principles (adapted from the Safer Organisations guidelines) Oranga Tamariki — Ministry for Children+1

  • The safety and wellbeing of the young person is our primary concern.

  • All young people have the right to participate (in age-appropriate ways) in decisions about their instruction and support.

  • We will work in partnership with young people and their whānau/families (where appropriate) and respect cultural identity, including Māori, Pasifika and other communities.

  • We will apply the least intrusive intervention necessary, while responding appropriately to risk.

  • We are committed to continuous improvement of practices, open and transparent relationships, and a culture where concerns can be raised without fear of reprisal.

  • Our instructor and associates will act in ways that model respectful, safe behaviour and professional boundaries.


3. Definitions

(Adapted from the guidance) Oranga Tamariki — Ministry for Children+1

  • Young person / child: In this policy, we refer to any person under 18 years of age (or aged 16–17 if particularly vulnerable) who is receiving instruction or associated services from Thames Driver Training.

  • Abuse: Any act or omission that causes harm to a young person whether physically, emotionally, sexually, or by neglect. Oranga Tamariki — Ministry for Children+1

  • Designated Person for Child Protection (DPCP): The person in our organisation with responsibility for receiving, managing and escalating child protection concerns (in our case: Gavin Buchanan).

  • Disclosure: Information given by a young person, family/whānau or third party about possible abuse, neglect or serious wellbeing concerns.

  • Children’s services: Any service provided to children (or to adults where contact with children may occur). Oranga Tamariki — Ministry for Children+1
     

4. Safe Practices and Boundaries


General Safe-Working Expectations

  • Lessons occur at scheduled times with agreed pick-up and drop-off points.

  • Professional boundaries are maintained at all times.

  • Communication with students is appropriate, transparent and on business channels.

  • Physical contact is avoided unless essential for safety or first aid and always explained first.
     

Use of In-Car Safety Camera

  • A forward-facing and cabin-facing safety camera is installed in the instructor vehicle and operates during all lessons.

  • The camera records inside the cabin and outside through the front windscreen for the mutual safety and protection of both the student and the instructor.

  • Footage is stored securely for (X) days and automatically deleted after this period unless needed for a safety, legal or insurance-related purpose.

  • Footage is not routinely viewed and is only accessed, when necessary, such as:

    • After an accident, near-miss or road incident

    • Following a complaint or concern

    • As evidence for insurance claims, especially when the facts are disputed

    • To protect learners from dishonest or aggressive behaviour by other road users

  • Footage will never be shared publicly or posted online.

  • Footage will be shared only with insurers, Police, legal authorities or parties legally entitled to it—and only for the specific purpose of managing an incident or claim.
     

Given the nature of our business (driving instruction in a vehicle and in a classroom), we adopt the following safe-practice guidelines:

  • At the start of the first lesson, the instructor will confirm identity of the learner, review contact details and emergency contact information.

  • In-car lessons: The instructor will ensure that the door is unlocked (from outside) and that any waiting area is in full view of public/other people or that visibility is appropriate (so the instructor is not isolated in a way that increases risk).

  • The instructor will avoid being alone with a young person in a way that cannot be observed by others; if one-on-one in-car instruction is required this is to be carried out with clear visibility (closed-window transparency, or with a parent/guardian present if requested).

  • In-car and classroom teaching will take place at set times, schedule and pick-up/drop-off locations communicated in advance.

  • Physical contact: If any physical contact is required (for demonstration of controls, hand-over of vehicle controls, or first aid), it will be appropriate, minimal, explained to the young person beforehand and only with consent.

  • Use of technology: Any digital communication (SMS, email, messenger) with a young person must be professional, on approved business accounts.

  • Privacy and confidentiality: Lessons will take place in appropriate settings (vehicle, classroom) ensuring respect for the privacy and dignity of the young person; any personal information will be handled in accordance with privacy law.

  • Complaints and concerns: The young person, or their parent/guardian, will be informed about how to raise a concern about any behaviour of an instructor, assistant or the organisation.
     

5. Identifying Signs of Concern

While our primary setting is driving instruction and classroom teaching (with mostly older teens/young adults), the following guidance helps our instructor to remain alert to indicators of possible harm. Oranga Tamariki — Ministry for Children+1

Possible signs may include (but are not limited to):

  • Unexplained injuries or frequent accidents.

  • Emotional distress, extreme behaviour changes, withdrawal or anxiety.

  • Expressions of being unsafe or fearful around a particular person or environment.

  • Disclosures of abuse or neglect by the young person.

  • Concern about family/whānau violence affecting the young person.

  • In the driving context: a young person appearing disengaged, unsafe, distracted because of external issues (for example, if driving behaviour is affected by stress or trauma).
    The instructor will trust their professional judgement: if something doesn’t feel right, it is better to raise the concern and the lesson will be terminated.

  • Thames Driver Training has a two-way camera in the cabin of the car and in front of the car, which records all activity. This is held for up to X days, and is only accessed in cases where it is required (i.e. an accident, or by request of the student). This is for the protection of both the student and Instructor.
     

6. Responding to a Concern or Disclosure

When a young person discloses something, or the instructor has concern about their wellbeing, the following steps apply (based on the guidelines) Oranga Tamariki — Ministry for Children

Immediate safety

  • If the young person is in immediate danger (or at risk of serious harm), contact the New Zealand Police (111) immediately.

  • If the concern does not require immediate police involvement but you believe the young person is at risk, contact the National Contact Centre (Oranga Tamariki) (0508 326 459) or appropriate child protection service to discuss.
     

Internal reporting

  • The instructor (and any staff) must report the concern to the Designated Person for Child Protection (DPCP) as soon as possible (in our case: Gavin Buchanan).

  • Document the concern: time, date, what was observed or said, who was present, any action taken. Keep the record securely, in confidence.

  • The DPCP will assess the concern, determine whether referral is required, and ensure appropriate follow-up.
     

Engagement with young person and family/whānau

  • Where appropriate (and if it does not increase risk), the young person’s family/whānau should be informed of the concern and involvement of services or supports discussed.

  • The young person’s views must be taken into account (in an age appropriate way).

  • Support may be arranged (for example, reducing barriers to instruction, referral to counselling or other help) as needed.
     

Allegations involving staff

  • If the concern or allegation involves the instructor or another staff/contractor, the DPCP must escalate to the business owner/manager (if relevant) and ensure that the young person is safe, the staff member is removed or supervised appropriately pending investigation, and that confidentiality and procedural fairness are maintained.

  • External agencies (Police, Oranga Tamariki) must be notified as required under the law.
     

7. Confidentiality & Information Sharing

  • Records of concerns, disclosures or investigations will be stored securely, with access limited to the DPCP and those who have a legitimate need to know.

  • Information will only be shared outside Thames Driver Training where: (a) required by law, (b) necessary to protect the young person from risk of harm, or (c) with the consent of the young person (and/or their parent/guardian if under 18).

  • When sharing information, we will comply with the principles of the Privacy Act and follow the protocols for working with other agencies.

  • We will retain records of incidents, actions and outcomes for at least [insert realistic retention period] and maintain an audit-trail of decisions.
     

8. Recruitment, Induction & Training

  • Although Thames Driver Training currently operates with a single instructor (Gavin Buchanan), any future staff, contractors or volunteers will undergo a recruitment process which includes identity verification, relevant references, interview and suitability for work with young people (in line with the Safer Organisations guidelines). Oranga Tamariki — Ministry for Children

  • All personnel will be inducted into this Child Protection Policy and given training in recognising, responding to and reporting concerns about young people’s wellbeing.

  • Regular refresher training will be provided (at least annually) and the policy will be reviewed every three years (or sooner if there is a significant incident or change in law/practice). Oranga Tamariki — Ministry for Children
     

9. Review & Related Documentation

  • This policy will be reviewed every three years (or sooner if required) to ensure it remains relevant, reflects best practices and complies with any legislative changes. Oranga Tamariki — Ministry for Children

  • All lessons, client relationships and operational practices will refer to this policy and align with our broader ethos of safe, respectful instruction.

  • This policy is supported by our client consent/registration form, lesson agreement terms, staff code of conduct, and records-management procedures.

  • Any incident or serious concern will trigger a review of our policy and procedures, debriefing with staff and appropriate amendments.
     

10. Policy Approval

Instructor/Owner: Gavin Buchanan
Name: Gavin Buchanan
Date: 01.11.25



 

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