WES Policy Hub
🧭

WES Policy Hub

The official central source for all WES governance and operational policies

🎯 Purpose & Overview

This page contains the full WES Policy Framework — a structured set of policies that define how the Society operates, protects its members and horses, and ensures high standards of governance, safety, and integrity. All policies are version-controlled, approved by Council, and stored in the WES Dataroom as read-only PDFs. This hub provides members, officers, and volunteers with easy access to the most current and approved documents.

🧩 Policy Groups

📚

Foundational Documents

💬 These documents form the foundation of the Society’s governance and operations.

WES Constitution (Oct 2020).pdf163.6 KiB
WES Rulebook (Jul 2025).pdf2.4 MiB
Policy Framework Introduction and Overview.pdf463.6 KiB
🫂

People and Participation

💬 These reflect our duty of care and commitment to supporting those who represent the Society.

WES-POL-0022 - Volunteer Management Policy - 1.0.pdf463.3 KiB
WES-POL-0020 - Safeguarding Policy - 1.0.pdf413.9 KiB

To Follow Pending Final Review

  • Area Representative Guidance
  • Expectations of WES Professionals
🐴

Welfare and External Trust

💬 These ensure integrity, welfare, and external confidence in all WES activities.

WES-POL-0026 - Animal Welfare Policy - 1.0.pdf419.3 KiB
WES-POL-0011 - Fundraising and Sponsorship - 1.0.pdf411.7 KiB

To Follow Pending Final Review

  • Gifting and Donations Policy
🏦

Governance and Conduct

💬 Policies that underpin how WES operates, makes decisions, and upholds professional standards

WES-POL-0003 - Conflicts of Interest - 1.0.pdf408.8 KiB
WES-POL-0004 - Declarations of Interest - 1.0.pdf466.5 KiB
WES-POL-0024 - Whistleblowing Policy - 1.0.pdf447.2 KiB
WES-POL-0005 - Complaints Procedure - 1.0.pdf455 KiB
WES-POL-0021 - Disciplinary Procedure - 1.0.pdf455.4 KiB
WES-POL-0025 - Inclusion (EDI) Policy - 1.0.pdf411.7 KiB
WES-POL-0006 - Policy Review and Maintenance - 1.0.pdf424.2 KiB
WES-POL-0007 - Constitutional Review Policy - 1.0.pdf423.4 KiB
💼

Operations and Finance

💬 Practical and financial policies that guide WES operations and ensure accountability in spending.

WES-POL-0029 - Event Management Policy - 1.0.pdf416 KiB
WES-POL-0031 - Membership Communications Policy - 1.0.pdf413.8 KiB
WES-POL-0032 - Social Media Policy - 1.0.pdf411.5 KiB
WES-POL-0023 - Volunteer Reimbursement Policy - 1.0.pdf425.1 KiB
WES-POL-0009 - Reserves Policy - 1.0.pdf412.8 KiB

To Follow Pending final Review

  • Financial Controls
  • Expenses and Subsistence
  • Professional Standards and Approval
💻

Risk, Data and Digital

💬 These ensure WES operates safely, securely, and in compliance with data and risk laws.

WES-POL-0013 - Risk Management Policy - 1.0.pdf413 KiB
WES-POL-0027 - Health & Safety Policy -1.0.pdf430.8 KiB
WES-POL-0028 - Incident Reporting Procedure - 1.0.pdf460.8 KiB
WES-POL-0014 - Data Protection (GDPR) - 1.0.pdf446.1 KiB
WES-POL-0015 - Subject Access Request (SAR) Procedure - 1.0.pdf463.2 KiB
WES-POL-0016 - Data Breach Reporting Procedure - 1.0.pdf468.6 KiB
WES-POL-0017 - Data Retention and Archiving Policy - 1.0.pdf413 KiB
WES-POL-0018 - Digital Asset Management - 1.0.pdf486.6 KiB
WES-POL-0019 - IT and Email Access Policy - 1.0.pdf412.6 KiB

✅ Policy Stewardship & Review

Each policy has a named owner (Council Officer) responsible for keeping it current. Reviews occur at least every three years, or sooner if required.

📩 Feedback or Queries

If you have questions or wish to suggest improvements, please contact:

📧 dan@wes-uk.com

All proposed amendments are logged for review at the next Governance update cycle.