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.

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 of what you need to know (more detail is available on each linked page).

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.