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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 - Mar 2026.pdf241.9 KiB
Rule_Book Ver1.2 (final).pdf2.4 MiB
Policy Framework Introduction and Overview.pdf463.6 KiB
Event Manager Handbook 2026.pdf906.5 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.