Protocol for approaching the

Confidential Contact Person (VCP) and

Confidential advisor at HC Eindhoven

Introduction

At HC Eindhoven we value a safe, respectful environment for all our members, from youth players to volunteers. The Confidential Contact Person (VCP) and the Confidential Advisor play a crucial role in providing support for undesirable behavior and integrity issues. The protocol below explains when and how you can approach the VCP or Confidential Advisor.

When do you approach the Confidential Contact Person (VCP)?

The VCP is the first point of contact within the association for anyone with questions, suspicions, complaints or reports about transgressive behavior (GOG). You can approach the VCP if you want to share your story confidentially, need advice or are looking for emotional support.

Steps to enable VCP:

1) First aid:

• Contact the VCP by email, telephone, or in person during training days or competitions.
• The VCP listens and offers support in discussing the situation and the emotions involved.
• The VCP explains that incidents are always discussed anonymously with the board, unless the safety of members or legal obligations require otherwise.

2) Discuss next steps:

• The VCP discusses possible next steps with those involved, including referral to an external confidential counselor or support agencies.
• The person concerned makes his or her own choice about the next steps, with the VCP providing support and advice.

3) Lifting of confidentiality:

• Confidentiality is limited in some cases, for example in the case of serious criminal offences or when the safety of members is at risk.
• Confidentiality may be lifted if this is necessary for the safety of the data subjects or to comply with legal obligations. This will only happen after explanation and, where possible, with the consent of the data subject.
• In certain situations, such as serious criminal offences or acute insecurity, confidentiality can be lifted without consent, but the person concerned will always be informed in advance.

4) Reporting to the board:

• The VCP reports anonymously to the board what has been discussed and what actions have been taken.
• If the board needs more information to be able to act appropriately, the VCP can share specific details (including names), provided this is necessary and the reporter gives permission for this.

5) Reporting:

• The VCP records all conversations and agreements made in standardized forms, which are stored securely and confidentially by the board within a protected digital environment.

How and when can you contact the Confidential Contact Person (CCP)?

You can approach the VCP for advice, support, or to report transgressive behavior. The VCP works in close consultation with you.

Confidential contact person: [vacancy]

Email address: vertrouwenspersoon@hceindhoven.nl

The VCP determines a location for the conversation in consultation with the reporter. In practice, this is often done by telephone and, where necessary, a physical meeting is held.

When do you involve the Confidential Advisor (CP)?

If you cannot reach the confidential contact person or if you need further support, you can always contact the Confidential Advisor. The Confidential Advisor works independently of the association and offers advice on formal complaints procedures or legal steps. Confidentiality with the Confidential Advisor is stricter and more focused on a national level. The VP acts as a sounding board for the VCP and can, if necessary, take over the process.

Confidential advisor HC Eindhoven: Miriam Dhonré

Phone number: 06-49751715

E-mail address: vertrouwenspersoon@hceindhoven.nl

Not present on location. The conversations are held outside HC Eindhoven.

With this protocol we want to make clear what members of HC Eindhoven can expect from the Confidential Contact Person and Confidential Person and how they can approach them in case of undesirable behavior and integrity issues. The goal is to create a safe and respectful environment in which everyone feels comfortable and heard. It is of great importance that all conversations and information are treated with the utmost care and confidentiality. Our goal is to guarantee a safe sports environment for all our members.