Volunteer policy & screening procedure

HFCC Racing runs on volunteers. They support youth lessons, races, maintenance, the bar and events. Because children also take part, we use a careful screening procedure to maintain a safe, sporting and respectful environment.

Purpose & principles

The screening policy is based on guidelines for a safe sports climate. We assess new volunteers on motivation, suitability and reliability. For roles involving youth we use extra safeguards, such as reference checks and a Dutch Certificate of Conduct (VOG).

The safety of youth and vulnerable groups comes first.
A transparent procedure, clear role agreements and guidance.
Respectful behaviour in line with the HFCC Racing code of conduct.

Step 1 - Introductory conversation

New volunteers always first have a conversation with a board member or coordinator. We discuss:

Role, tasks and expected availability.
Introduction to the HFCC Racing code of conduct.
Explanation of responsibilities, contact persons and communication.
Any wishes, questions or points of attention from the volunteer.

Step 2 - References, if applicable

For structural roles or work with minors, we may request references to assess experience and suitability.

Step 3 - VOG for youth roles

Volunteers who work structurally with minors, such as trainers, supervisors or lesson assistants, must provide a valid Certificate of Conduct (VOG). The application is digital and is usually free for sports volunteers through the national Gratis VOG Sport (NOC*NSF) programme.

The VOG is used only for this purpose and stored according to GDPR rules. If a valid VOG cannot be provided, work with youth or vulnerable groups may not be carried out.

Step 4 - Sign the code of conduct

All volunteers confirm that they know and follow the HFCC Racing code of conduct. It covers respectful behaviour, awareness of boundaries, social safety and reporting incidents.

Step 5 - Onboarding & guidance

New volunteers receive clear instructions and, where needed, onboarding or time alongside an experienced volunteer.

Clear task description and planning.
Concise safety explanation for the track, clubhouse, charging areas and emergencies.
Agreements about communication with children, parents and other volunteers.

Reporting & confidential contact person

Questions or concerns about inappropriate behaviour can be reported confidentially to the confidential contact person appointed by the General Meeting. You can also contact the board.

Privacy

HFCC Racing processes volunteer personal data only for association purposes and according to the GDPR. See the privacy regulations and privacy statement for details.