Compliance & Safety

A quick guide for student society committee members on key compliance and safety responsibilities, including GDPR, risk assessments, safeguarding, insurance, accident reporting, and meeting minutes.

🛡️ Compliance & Safety Summary for Committee Members

As a committee member, you're responsible for more than just running events—you help ensure your society operates safely, legally, and responsibly. Here's an overview what you need to know: (more details in each page)

🔐 GDPR – Data Protection

Only collect personal data you genuinely need (e.g. names, emails).
Use official @keele.ac.uk accounts and SU-approved tools.
Keep data secure and delete it when no longer needed.
Never share data without consent.

⚠️ Risk Assessments

Every event or activity must have a risk assessment.
Identify potential hazards and how you’ll manage them.
Submit assessments to the SU in advance.

🧒 Safeguarding

Ensure all members feel safe and respected.
Be alert to any concerns, especially involving under-18s or vulnerable individuals.
Report any issues to the SU or university safeguarding team.

🧾 Insurance

Most society activities are covered by SU insurance.
High-risk activities may need additional cover—check in advance.
Always ensure your event is approved and risk-assessed.

🚑 Accidents

In case of injury, get help immediately.
Report all incidents or near-misses to the SU.
Complete an incident form—even for minor issues.

📝 Meeting Minutes

Record who attended, what was discussed, and decisions made.
Share minutes with your committee and keep them for future reference.
Helps with transparency and smooth handovers.