Question 1

Equality and Diversity Policy

Accepted Answer

Policy Statement

Parent Club is committed to providing equal opportunities for all families. We welcome and celebrate the diversity of London and are strongly committed to achieving equal opportunities and access. We positively welcome parents and children of all races, languages, beliefs and backgrounds, making every reasonable attempt to provide access for parents and children with additional needs.

Parent Club promotes the positive recognition, understanding, knowledge and celebration of differences and actively seeks to combat discrimination. As an organisation we are committed to promoting and valuing equality and diversity in all of our activities.

Equality & Diversity is the cornerstone of all of our policies and procedures. We are proud of the actions we take to eliminate discrimination and prejudice to ensure inclusion and engagement for all the people who work and volunteer with us or wish to use our services.

We oppose all forms of unlawful and unfair discrimination. We do not discriminate on grounds of gender, gender reassignment, marital status (including civil partnerships), race, ethnic origin, colour, nationality, national origin, disability, sexual orientation, religion or age. All employees, whether part-time, full-time or temporary, will be treated fairly and with respect. Selection for employment, promotion, training or any other benefit will be on the basis of aptitude and ability. All employees will be helped and encouraged to develop their full potential and the talents and resources of the workforce will be fully utilised to maximise the efficiency of the organisation.

Equality

Equality is about making sure people are treated fairly and given fair chances.  Equality of opportunity is about everyone being evaluated fairly and being able to progress purely on the basis of their merit. It encompasses a range of employment legislation that’s been put into place to prevent people being treated unfavourably on the basis of a range of specific factors:
 • Race
 • Nationality
 • Ethnic or National origin
 • Gender/Sex
 • Marital Status or Pregnancy
 • Religion or Belief
 • Sexual Orientation
 • Disability
 • Gender Re-assignment
 • Age

People must not be unfairly discriminated against because of any of these factors and we must all contribute to creating a positive learning and working environment where discriminatory practices and discrimination no longer happen.

Parent Club recognises that certain individuals and groups are discriminated against and is committed to working towards eliminating all forms of discrimination through its own work and through its employment policies and practices.

Diversity

Diversity is about respecting and valuing all forms of difference in individuals and positively striving to meet the needs of different people.

People with different backgrounds and attitudes bring fresh ideas and perceptions. Parent Club aims to draw upon a wide range of experiences so that we can offer the best services possible.

• Parent Club will actively encourage diversity to maximise achievement, creativity and good practice and to bring benefits to individuals and communities. We will encourage all people we work with, and for, to contribute to an environment in which people feel comfortable expressing how they feel and what they need, knowing they will be treated with respect and that their contribution is valued.  We will endeavour to deliver services in a way that genuinely recognises the importance of an inclusive society and that brings opportunities and access, not barriers to individuals.

• Parent Club projects will always strive to celebrate diversity, for example in the food we make in our Kitchen Club project. Over the course of several sessions the menu is chosen to reflect the cultural differences in the diverse communities we work with. All parents are invited to contribute ideas for our group meals.  Toys, equipment and activities are chosen with the differing needs of the children in mind. Books are chosen with children's ages and abilities in mind and to reflect the many differing lifestyles in society.

Aims and Objectives

The aims and objectives of the Equality and Diversity Policy are: 
 • To encourage, promote and celebrate diversity in all our activities and services
 • To ensure equal access to jobs, volunteer opportunities, membership, services and activities
 • To ensure compliance with legislation on discrimination and equality including Equality Act 2010 and other relevant legislation
 • To promote equal opportunities in other areas not currently covered by legislation
 • To create environments free from harassment and discrimination
 • To maximise the use of resources in the best interests of staff, volunteers and service users
 • To confront and challenge discrimination where and whenever it arises, whether it is between colleagues, or in any other area relating to our work
 • To make a willingness to accept and implement this policy to be a necessary qualification for any position in the organisation
 • To ensure, through positive action and so far as is practicable, that our premises and services are accessible to people from all parts of the community.
 • To ensure that employment and advancement within the organisation is determined by objective criteria and personal merit

Equality and Diversity Framework

Expectations

Responsibility for implementing and developing the policy rests with the Trustees.

However, we believe that all who work with or for the organisation have an individual responsibility: to accept the policy and ensure a personal involvement in its application; to co-operate actively to ensure that the environment we desire is a reality.

Parent Club recognises that passive policies do not provide equality and encourage diversity in employment, training and services. We will seek to promote equality and diversity within the following framework:

Recruitment

• Unless exceptional circumstances apply, we will advertise staff vacancies both within and outside the organisation.
 • We will endeavour to recruit staff, Trustees and volunteers from all sections of the community.
 • We will ensure that clear job descriptions and person specification information are used to select applicants. Unnecessary job criteria will be avoided in person specifications when recruiting new employees.
 • Job titles will not be sex/gender biased and will be accurate.
 • All applicants will be informed of our commitment to equal opportunities and the recruitment monitoring process that will be followed.
 • Job requirements will be those that are really necessary to do the job and not a reflection of traditional practices that may be operating to the disadvantage of men or women, minorities, disabled people or younger or older people.
 • No age or age inference will be stated in recruitment advertising or used as a discriminator in recruitment and selection.
 • Suitably trained and experienced interviewers will conduct selection interviews.  
 • Interviewers will avoid questions that could be construed as discriminatory.
 • Clear interview notes and records of all applicants will be maintained and kept in a secure and confidential place for a period of six months. (Successful applicants will have records stored throughout their employment and for 12 months afterwards).

Induction and training

• All new staff, Trustees and volunteers will complete a planned programme of induction, which will include information on our equal opportunities and diversity policy.
 • All staff and Trustees will have the same opportunities for training and development. The selection criteria for training and promotional opportunities will be examined to ensure they are not directly or indirectly discriminatory.
 • We are committed to providing equal opportunities for volunteers to access training and development.
 • Equal standards will be applied in any performance reviews or assessments.

Board of Trustees

• We will endeavour to ensure that the composition of the Board of Trustees is as representative of the diverse UK population as possible.

Publicity and information

• In publicising our work, including all written publications, we are committed to sensitively representing and portraying the whole community, in a positive manner.
 • We will work towards declaring our commitment to equal opportunities in all publications.
 • All material produced by or on our behalf will be monitored to ensure that the content is consistent with this framework.
 • A commitment is made to develop our publicity and information materials, to ensure they are available and accessible as widely as possible to all groups.

Influencing Others

• Staff are expected to challenge, in an appropriate way, any discrimination they come across in their working practice.

Discrimination and harassment

• We will investigate all complaints of discrimination and harassment thoroughly, however minor they may appear to be at first sight.
 • We will take disciplinary action against any employee or Trustee found to have discriminated against another employee, service user, Trustee or volunteer on the grounds of sex, sexual orientation, gender reassignment, race, religion and belief, disability, age, marital or civil partnership.
 • We will take disciplinary action against any employee found to have harassed another employee on the grounds of race, nationality, ethnic or national origin, gender / sex, marital status or pregnancy, religion or belief, sexual orientation, disability, gender re-assignment or age.

Implementation, monitoring and review
 • We will continually seek the views of our service users, members and others on how we can provide a genuinely non-discriminatory service, learn from our experiences and build upon our success;
 • The policy will be monitored and reviewed annually by the Parent Club Management Committee.

Related Documents
This Policy should be read alongside Parent Club Safeguarding policies for Children and Vulnerable Adults and the Parent Club Confidentiality Policy.

Date: 27/03/24
Review date: 27/03/25

Question 2

Safeguarding Children Policy

Accepted Answer

Policy statement

All children have the right to protection from all forms of abuse, regardless of their age, gender, disability, culture, language, racial origin, religious beliefs or sexual orientation. Every child has a right to be safe and happy in the activities which they undertake.  For the purpose of this document a child is defined as a person under the age of 18.

Parents and carers must be sure that Parent Club staff and volunteers are trustworthy, responsible and will keep their children safe from harm.  This means that precautionary steps have been taken to ensure harm will not come to children when under the supervision of people who are not parents or carers.

Parent Club is aware that sometimes there are people who work, or seek to work with children and young people who may pose a risk to children and who may harm them.  Having a robust Safeguarding Children policy and procedures is intended to reduce this risk.  Parent Club believes it is better to put safeguards in place to prevent abuse in advance of any incident occurring in the same way that health and safety precautions are put in place.

Parent Club has safeguarding children procedures in place to deal quickly and effectively with any concerns about the physical, sexual or emotional abuse of children and neglect of children.

A robust Safeguarding Children policy will also safeguard workers and volunteers from false allegations that could be made.

Parent Club takes safeguarding children seriously. Whilst it is not our responsibility to investigate incidences of suspected child abuse, we will gather information and refer in to the relevant authorities as necessary.

The purpose of this policy is to outline the duty and responsibility of staff, volunteers and trustees working on behalf of Parent Club in relation to child protection procedures.

The key objectives of this policy are:

• To explain the responsibilities Parent Club and its staff, volunteers and trustees have in respect of child protection. 
 • To provide staff with an overview of child protection. 
 • To provide a clear procedure that will be implemented where child protection issues arise.

This policy applies and relates to all staff and volunteers, and people who use the project.

All parents who use the project are invited to read this policy, which is kept onsite at all project venues.

All staff and volunteers must read and understand this policy as part of their induction.

In addition to this policy, Parent Club staff and volunteers work must also adhere to the safeguarding procedures at the settings in which sessions are delivered. The guidance in this policy must always be followed as a minimum requirement.

DBS Checks

All staff and volunteers who may at any time take part in ‘regulated activity’ with unsupervised access to children will have an enhanced DBS check carried out before they start work.

Safe Recruitment

All staff and volunteers who are entrusted with the unsupervised care of children and young people will be subject to the full range of pre-employment checks, including a written application form which includes questions about any past convictions and cautions, as well as any pending criminal cases and if the applicant has ever had any complaints of abuse against them.

Applicants for such positions are interviewed as part of the recruitment process and Parent Club requires information about the applicant’s employment history, employment references and proof of identity.

Parent Club:
·      Understands that a person who is barred from working with children or vulnerable adults is breaking the law if they work or volunteer, or try to work or volunteer with these groups.
·      Understands that an organisation which knowingly employs someone who is barred to work with those groups will also be breaking the law.
·      Understands that if our organisation dismisses a member of staff or volunteer because they have harmed a child or vulnerable adult, or would have done so if they had not left, we must make referral to the Disclosure and Barring Service.

Induction and Training for Staff, Volunteers and Trustees

All staff and volunteers are given details of this policy as part of their induction and participate in induction training on Safeguarding Children issues.

All staff and volunteers must also read and understand the Safeguarding Policy of the settings in which they are delivering sessions.

All staff are required to complete NSPCC online training on Safeguarding Children

All staff are required to read the latest version of ‘Working Together to Safeguard Children’ as part of their induction

Staff and volunteers also have the health and safety procedures relevant to the project they are working on detailed to them as part of their induction.

Following induction, all staff and volunteers are expected to be able to recognise signs of abuse and know the appropriate reporting systems for this.

All staff receive guidance on how to respond to disclosures of abuse.

All new project staff and volunteers are supervised and their progress reviewed on a regular basis.

All trustees complete NSPCC training on Safeguarding for Trustees.

Parent Club appoints a trustee to lead on Safeguarding on behalf of the Board of Trustees.

Good Practice Guidelines

Parent Club understands the following guidelines to constitute good practice when working with children:

• Work in an open environment, avoiding private or unobserved situations.
 • Encourage open communication (no secrets). 
 • Treat all children and young people equally, and with respect and dignity. 
 • Always put the welfare of each child first.
 • Maintain a safe and appropriate distance with children and young people (e.g. it is not appropriate for staff or volunteers to have an intimate relationship with a child or to share a room with them). 
 • Build balanced relationships based on mutual trust which empower children to share in decision-making processes.
 • Make activities fun, enjoyable and safe.  
 • Involve parents/carers wherever possible.   
 • Be positive role models for children, including not smoking or drinking alcohol in the company of young people. 
 • Give enthusiastic and constructive feedback rather than negative criticism. 
 • Recognise the developmental needs and capacity of children when planning activities.
 • Keep a written record of any injury that occurs, along with the details of any treatment given.

Practices to be avoided:

The following should be avoided except in emergencies. If cases arise where these situations are unavoidable it should be with the full knowledge and consent of someone in charge in the organisation or the child’s parents. For example, a child sustains an injury and needs to go to hospital,
 • Avoid spending excessive amounts of time alone with children away from others.
 • Avoid taking or dropping off a child to an event.

Parent Club staff or volunteers should never:

• Engage in rough, physical or sexually provocative games, including horseplay.
 • Allow or engage in any form of inappropriate touching.
 • Allow children to use inappropriate language unchallenged.
 • Make sexually suggestive comments to a child, even in fun. 
 • Reduce a child to tears as a form of control.
 • Allow allegations made by a child to go unchallenged, unrecorded or not acted upon. 
 • Do things of a personal nature for children or disabled adults that they can do for      themselves.

It may sometimes be necessary for staff or volunteers to do things of a personal nature for children, particularly if they are young or are disabled. These tasks should only be carried out with the full understanding and consent of parents and the child/young person involved. There is a need to be responsive to a person’s reactions. If a person is fully dependent on you, talk with him/her about what you are doing and give choices where possible. This is particularly so if you are involved in any dressing or undressing of outer clothing, or where there is physical contact, lifting or assisting a child to carry out particular activities.

General Supervision

• Any visitors or guests at Parent Club projects must be authorised by the Project Co-ordinator and will be supervised by staff at all times. 
 • All Parent Club activities take place with adequate child/adult ratios to run them safely (for example: 0-2 yr olds 1:3; for 2-3 yr olds 1:4)
 • All staff and volunteers to be aware of and adhere to relevant Health and Safety procedures at all times
 • Equipment for activities must be checked before being used.

Definitions and signs of abuse

Safeguarding children: Safeguarding children is defined in Working Together to Safeguard Children 2018 (https://assets.publishing.service.gov.uk/media/65cb4349a7ded0000c79e4e1/Working_together_to_safeguard_children_2023_-_statutory_guidance.pdf)as: 
 • Protecting children from maltreatment. 
 • Preventing impairment of children’s health or development.
 • Ensuring that children are growing up in circumstances consistent with the provision of safe and effective care.
 • Taking action to enable all children to have the best outcomes.

Abuse and neglect are forms of maltreatment of a child. Somebody may abuse or neglect a child by inflicting harm, or by failing to prevent harm. Children may be abused in a family or in an institutional or community setting, by those known to them or, more rarely, by a stranger. They may be abused by an adult or adults, or another child or children.

There are four recognised types of abuse: Physical, Emotional, Sexual, and Neglect. All parent Club staff and volunteers need to know what they are and how to recognise them.

Physical Abuse

This may involve hitting, shaking, throwing, poisoning, burning or scalding, drowning, suffocating, or otherwise causing physical harm to a child. Physical harm may also be caused when a parent or carer fabricates the symptoms of, or deliberately induces illness in a child.

Emotional Abuse

This is the persistent emotional maltreatment of a child such as to cause severe and persistent adverse effects on the child’s emotional development. It may involve conveying to a child that they are worthless, unloved or inadequate. It may involve bullying, causing children to feel frightened or in danger.

Sexual Abuse

This type of abuse involves forcing or enticing a child to take part in sexual activities, including prostitution whether or not the child is aware of what is happening. Examples of physical contact include penetrative acts (rape, buggery or oral sex) or non-penetrative acts kissing, fondling, masturbation. It may include non-contact activities involving children in looking at or be involved in sexual online images and or encouraging children to behave in sexually inappropriate ways.

Neglect

This is the persistent failure to meet a child’s basic physical and or psychological needs, likely to result in the serious impairment to the child’s health and development. It can include failing to provide adequate food, clothing and shelter, adequate supervision or failing to provide medical help when needed.

Physical signs of abuse:

• Any injuries not consistent with the explanation given for them,
 • Injuries which occur to the body in places which are not normally exposed to falls or games,
 • Unexplained bruising, marks or injuries on any part of the body,
 • Bruises which reflect hand marks or fingertips (from slapping or pinching),
 • Cigarette burns,
 • Bite marks,
 • Broken bones,
 • Scalds,
 • Injuries which have not received medical attention,
 • Neglect-under nourishment, failure to grow, constant hunger, stealing or gorging food,      untreated illnesses, inadequate care,
 • Repeated urinary infections or unexplained stomach pains.

Changes in behaviour which can also indicate physical abuse:

• Fear of parents being approached for an explanation,
 • Aggressive behaviour or severe temper outbursts,
 • Flinching when approached or touched,
 • Reluctance to get changed, for example, wearing long sleeves in hot weather,
 • Depression,
 • Withdrawn behaviour,
 • Running away from home.

Emotional signs of abuse

The physical signs of emotional abuse may include:

• A failure to thrive or grow, 
 • Sudden speech disorders,
 • Persistent tiredness,
 • Development delay, either in terms of physical or emotional progress.

Changes in behaviour which can also indicate emotional abuse include:

• Obsessions or phobias,
 • Sudden under-achievement or lack of concentration,
 • Inappropriate relationships with peers and/or adults,
 • Being unable to play,
 • Attention seeking behaviour,
 • Fear of making mistakes,
 • Self-harm,
 • Fear of parent being approached regarding their behaviour.

Sexual Abuse

The physical signs of sexual abuse may include:

• Pain or itching in the genital/anal area,
 • Bruising or bleeding near genital/anal areas,
 • Sexually transmitted disease,
 • Vaginal discharge or infection,
 • Stomach pains,
 • Discomfort when walking or sitting down,
 • Pregnancy.

Changes in behaviour which can also indicate sexual abuse include:

• Sudden or unexplained changes in behaviour e.g. becoming withdrawn or aggressive,
 • Fear of being left with a specific person or group of people,
 • Having nightmares,
 • Running away from home,
 • Sexual knowledge which is beyond their age or development al level,
 • Sexual drawings or language,
 • Bedwetting,
 • Eating problems such as over-eating or anorexia,
 • Self-harm or mutilation, sometimes leading to suicide attempts,
 • Saying they have secrets they cannot tell anyone about,
 • Substance or drug abuse,
 • Suddenly having unexplained sources of money,
 • Not allowed to have friends (particularly in adolescence),
 • Acting in a sexually explicit way with adults.

Neglect

The physical signs of neglect may include:

• Constant hunger, sometimes stealing food from other children,
 • Constantly dirty or smelly,
 • Loss of weight or being constantly underweight,
 • Inappropriate dress for the conditions.

Changes in behaviour which can also indicate neglect include:

• Complaining of being tired all the time,
 • Not requesting medical assistance and/or failing to attend appointments,
 • Having few friends,
 • Mentioning being left alone or unsupervised.

It is important to be aware of more specific types of abuse that fall within these categories, they are:

• Bullying and cyberbullying
 • Child sexual exploitation
 • Child Criminal exploitation
 • Child trafficking
 • Domestic abuse
 • Female genital mutilation
 • Grooming
 • Historical abuse
 • Online abuse

Radicalisation

Children can be exposed to different views and receive information from various sources. Some of these views may be considered radical or extreme.

Radicalisation is the process through which a person comes to support or be involved in extremist ideologies. It can result in a person becoming drawn into terrorism and is in itself a form of harm.

Extremism is vocal or active opposition to fundamental British values, including democracy, the rule of law, individual liberty and mutual respect and tolerance of different faiths and beliefs. It includes calls for the death of members of the British armed forces (HM Government, 2011).

The Government has given some types of organisations in England, Scotland and Wales a duty to identify vulnerable children and young people and prevent them from being drawn into terrorism. However, all organisations that work with children and young people have a responsibility to protect children from harm. This includes becoming radicalised and/or being exposed to extreme views.

How does radicalisation happen?

The process of radicalisation may involve:

• Being groomed (https://learning.nspcc.org.uk/research-resources/briefings/grooming/)online or in person 
 • Exploitation, including sexual exploitation(https://learning.nspcc.org.uk/child-abuse-and-neglect/child-sexual-exploitation/)
 • Psychological manipulation
 • Exposure to violent material and other inappropriate information
 • The risk of physical harm or death through extremist acts.

It happens gradually so children and young people who are affected may not realise what it is that they are being drawn into.

Vulnerability factors

Anyone can be radicalised but there are some factors which may make a young person more vulnerable. These include:

• Being easily influenced or impressionable
 • Having low self-esteem or being isolated
 • Feeling that rejection, discrimination or injustice is taking place in society
 • Experiencing community tension amongst different groups
 • Being disrespectful or angry towards family and peers
 • Having a strong need for acceptance or belonging
 • Experiencing grief such as loss of a loved one.

These factors will not always lead to radicalisation.

Indicators of radicalisation
If a child or young person is being radicalised their day-to-day behaviour may become increasingly centred around an extremist ideology, group or cause. For example, they may:

• Spend increasing amounts of time talking to people with extreme views (this includes online and offline communication)
 • Change their style of dress or personal appearance
 • Lose interest in friends and activities that are not associated with the extremist ideology, group or cause
 • Have material or symbols associated with an extreme cause
 • Try to recruit others to join the cause
(Home Office, 2020).

Reporting concerns about radicalisation

If Parent Club staff or volunteers think a child or the people around them are involved in radicalisation and there is an immediate risk of harm, they should call 999 straight away.

If it isn’t an emergency, Parent Club’s procedures for reporting a cause for concern should be followed.

Contextual safeguarding

All staff should consider whether children are at risk of abuse or exploitation in situations outside their families. This is known as contextual safeguarding, which simply means assessments of children should consider whether wider environmental factors are present in a child’s life that are a threat to their safety and/or welfare. Extra-familial harms take a variety of different forms and children can be vulnerable to multiple harms including (but not limited to) sexual exploitation, criminal exploitation, and serious youth violence.

Early help

Early help, also known as early intervention, is support given to a family when a problem first emerges. It can be provided at any stage in a child or young person's life.

Early help services can be delivered to parents, children or whole families, but their main focus is to improve outcomes for children. For example, services may help parents who are living in challenging circumstances provide a safe and loving environment for their child. Or, if a child is displaying risk-taking behaviour, early help practitioners might work with the child and their parents to find out the reasons for the child's behaviour and put strategies in place to help keep them safe.

Addressing a child or family's needs early on can reduce risk factors and increase protective factors in a child's life (Early Intervention Foundation (EIF), 2021).

Protective factors can reduce risk to a child's wellbeing. They include:

• Developing strong social and emotional skills
 • Having a strong social support network for the family – including support for good parental mental health
 • Income support, benefits and advice
 • Good community services and facilities

It is more effective to provide early help when problems first arise than to intervene later (DfE, 2018; EIF, 2021). Early intervention can also prevent further problems from developing – for example, as part of a support plan for a child and their family when a child returns home from care (DfE, 2018).

Why early help is important

Early help can offer children the support needed to reach their full potential (EIF, 2021). It can improve the quality of a child’s home and family life, enable them to perform better at school and support their mental health (EIF, 2021).

Research suggests that early help can:
 • Protect children from harm
 • Reduce the need for a referral to child protection services
 • Improve children's long-term outcomes
(Haynes et al, 2015).

Early help can also support a child to develop strengths and skills that can prepare them for adult life (EIF, 2021).

Identifying a child or young person who may benefit from early help

• Signs that a child or young person may benefit from early help include:
 • displaying disruptive or anti-social behaviour
 • being bullied or bullying others
 • having poor attendance at school
 • being involved in, or at risk of, offending
 • having poor general health
 • having anxiety, depression or other mental health issues
 • misusing drugs or alcohol
 • having a particularly challenging relationship with parents or appearing to be unusually independent from their parents
 • experiencing difficulties at home, such as domestic abuse, parental substance abuse or parental mental health problems
(Department for Education (DfE), 2018).

Some groups of children may be more likely to need early help than their peers. These include children who:
 • have been excluded from school
 • have special educational needs
 • are disabled
 • are in care
 • are leaving or preparing to leave care
 • are young carers
 • are young parents (or about to become young parents)
 • are experiencing housing issues
(DfE, 2018).

Referrals to early help

An early help assessment is where a lead practitioner (such as a GP, family support worker, school nurse, teacher, health visitor, and/or special educational needs co-ordinator) makes an assessment of the child's needs. It can only happen with the consent of the child (if they are able to give consent) and their parent or carer.
If Parent Club staff or volunteers think a child, young person or a family might benefit from early help services, they should:

• Keep a written record of the concerns and the reasons why they think this type of support could be helpful
 • Inform the Parent Club DSO and Safeguarding Lead at the relevant setting. If they think the child and their family may benefit from co-ordinated support from more than one agency, they can request an early help assessment.

Guidance on how to respond to a person disclosing abuse

DO:
 • Do treat any allegations extremely seriously and act at all times towards the child as if you believe what they are saying.
 • Do tell the child they are right to tell you.
 • Do reassure them that they are not to blame.
 • Do be honest about your own position, who you have to tell and why.
 • Do tell the child what you are doing and when, and keep them up to date with what is happening.
 • Do take further action – you may be the only person in a position to prevent future abuse – tell your nominated person immediately.
 • Do write down everything said and what was done.

DON’T:
 • Don’t make promises you can’t keep.
 • Don’t interrogate the child – it is not your job to carry out an investigation – this will be up to the police and social services, who have experience in this.
 • Don’t cast doubt on what the child has told you, don’t interrupt or change the subject.
 • Don’t say anything that makes the child feel responsible for the abuse.
 • Don’t do nothing – make sure you tell your nominated Safeguarding Children person immediately – they will know how to follow this up and where to go for further advice.

Reporting Procedures

A) At settings with lead responsibility for safeguarding arrangements:

Parent Club staff and volunteers should report all concerns as soon as possible to the Designated Safeguarding Lead at the setting in which the session is being delivered.

An accurate account should be made of:

• Date and time of what has occurred and the time the disclosure was made
 • Names of people who were involved
 • What was said or done by whom
 • Any action taken by the group to gather information and refer on
 • Any further action, e.g. suspension of a worker or volunteer
 • Where relevant, reasons why there is no referral to a statutory agency
 • Names of person reporting and to whom reported

The safeguarding form for the setting should be used, but if this is not available staff and volunteers may use the Parent Club Safeguarding Cause for Concern form.

The Designated Safeguarding Lead at the setting should then use the appropriate reporting systems for the situation. This may be reporting the matter to Local Authorities Children’s Social Care or the police. Recording all information impartially and accurately is vital as this could be used for evidence later.

If the Designated Safeguarding Lead or Deputy Safeguarding Officer at the setting is not available then Parent Club staff should contact the Parent Club Designated Safeguarding Officer, Chris Brown on 07957 468 224. The Parent Club DSO will then follow the procedures for reporting detailed above.

Any written information regarding Safeguarding Children issues concerning individuals needs to be kept in a safe locked place to ensure confidentiality.

If staff or volunteers encounter abuse or suspicious situations of concern, the first step would be to discuss the concerns with the designated person and the designated person to take the appropriate action.  If the designated person or deputy are unavailable staff should contact the NSPCC Child Protection Helpline to seek advice as soon as possible.

If it is thought returning the home would put a child in immediate danger advice should be sought from the NSPCC or Local Authorities Children’s Social Care.

For example, in Hackney:

Hackney Children and Families Services Multi Agency Safeguarding Hub (MASH)

Tel: 020 8356 5500
Email: MASH@hackney.gov.uk(mailto:MASH@hackney.gov.uk)

For out of hours (5pm-9am) service, contact the Emergency Duty Team on 020 8356 2710.

If it is thought that a child is at risk of immediate harm, the police must be contacted by dialling 999.

A copy of the written concern should be shared with the Parent Club Designated Safeguarding Officer, Chris Brown, as soon as possible.

The Designated Safeguarding Lead at the setting should provide updates to the Parent Club DSO on any progress in relation to causes for concern or disclosures shared by Parent Club staff or volunteers.

If the Parent Club DSO feels that a response to a safeguarding concern by the setting is inadequate, they will take appropriate action, and refer-in to the appropriate service independently.

B) At settings where Parent Club holds responsibility for safeguarding arrangements

Parent Club staff and volunteers should report all concerns as soon as possible to the Parent Club Designated Safeguarding Officer.

Staff and volunteers should use the Parent Club Safeguarding Cause for Concern form.

An accurate account should be made of:

• Date and time of what has occurred and the time the disclosure was made
 • Names of people who were involved
 • What was said or done by whom
 • Any action taken by the group to gather information and refer on
 • Any further action, e.g. suspension of a worker or volunteer
 • Where relevant, reasons why there is no referral to a statutory agency
 • Names of person reporting and to whom reported

The Parent Club Designated Safeguarding Officer should then use the appropriate reporting systems for the situation. This may be reporting the matter to Local Authorities Children’s Social Care or the police.

Recording all information impartially and accurately is vital as this could be used for evidence later.

Any written information regarding Safeguarding Children issues concerning individuals needs to be kept in a safe locked place to ensure confidentiality.

If staff or volunteers encounter abuse or suspicious situations of concern, the first step would be to discuss the concerns with the designated person and the designated person to take the appropriate action.  If the designated person or deputy are unavailable staff should contact the NSPCC Child Protection Helpline to seek advice as soon as possible.

If it is thought returning the home would put a child in immediate danger advice should be sought from the NSPCC or Local Authorities Children’s Social Care.

For example, in Hackney:

Hackney Children and Families Services Multi Agency Safeguarding Hub (MASH)

Tel: 020 8356 5500
Email: MASH@hackney.gov.uk(mailto:MASH@hackney.gov.uk)

For out of hours (5pm-9am) service, contact the Emergency Duty Team on 020 8356 2710.

If it is thought that a child is at risk of immediate harm, the police must be contacted by dialling 999.

Whistle Blowing Procedure

All staff and volunteers have a duty to report concerns about a member of staff or volunteer.  It is important that any concerns for the welfare of the child arising from suspected abuse or harassment by a member of staff or volunteer should be reported immediately.

Staff and volunteers should share in confidence with the designated person concerns they may have about another member of staff or volunteer.

Allegations of abuse against a member of staff or volunteer must be fully recorded and reported appropriately.

Parent Club will fully support anyone who in good faith reports his or her concerns that a colleague is or may be abusing a child.

Parent Club understands that whistleblowers are witnesses, not complainants.

Every effort will be made to maintain confidentiality for all concerned, and consideration will be given to what support may be appropriate to children, parents, members of staff and volunteers.

Should any uncertainty about how to proceed with a whistle blowing situation arise, immediate advice from Local Authorities Children’s Social Care or the NSPCC will be sought.

Staff and volunteers can get further information about Whistle Blowing from the Public Concern at Work web-site: https://protect-advice.org.uk/(https://protect-advice.org.uk/)

Parent Club is committed to ensuring that all its activities take place in a safe and suitable environment, in which all staff, volunteers and service users feel respected and included. This policy should be read alongside Parent Club’s policies for Equality and Diversity, Health and Safety and Safeguarding Vulnerable Adults policy.

Parent Club has a Designated Person for Safeguarding Children issues, who works in partnership with the Designated Safeguarding Leads at the settings in which sessions are delivered.

Following a report of safeguarding concerns through the processes set out for individual settings, the designated person is the first point of contact for advice and support if a Safeguarding Children issue arises. The designated person must have undertaken relevant training and must keep updated on safeguarding children issues.

The Designated Person is:

Chris Brown (Parent Club Chief Executive)
Mobile: 07957 468 224
Email: kitchenclubinfo@gmail.com(mailto:kitchenclubinfo@gmail.com)

If the Designated Person is not available then staff should contact the Deputy Designated Person, who is the lead Trustee for Safeguarding:

Marianna Champion 
Mobile: 07971 628632
Email: mariannachampion@mac.com (mailto:mariannachampion@mac.com)

This policy will be reviewed at least annually or earlier in relation to any changes in Safeguarding Children guidance.

Date: 27/03/2024
Review date: 27/03/2025

Question 3

Safeguarding Vulnerable Adults Policy

Accepted Answer

Policy Statement

The policy exists to ensure that Parent Club has appropriate arrangements, systems and procedures to ensure that the organisation has the right skills, means and resources to protect and safeguard adults.

Parent Club recognises safeguarding means protecting an adult’s right to live in safety, free from abuse and neglect.

Aim

The Care Act 2014 provides a definition and framework for Safeguarding Adults

Safeguarding means protecting an adult’s right to live in safety, free from abuse and neglect. It is about people and organisations working together to prevent and stop both the risks and experience of abuse or neglect, while at the same time making sure that the adult’s wellbeing is promoted including, where appropriate, having regard to their views, wishes, feelings and beliefs in deciding on any action. This must recognise that adults sometimes have complex interpersonal relationships and may be ambivalent, unclear or unrealistic about their personal circumstances.

The aims of adult safeguarding are to:

• Stop abuse or neglect wherever possible;
 • Prevent harm and reduce the risk of abuse or neglect to adults with care and support needs; 
 • Safeguard adults in a way that supports them in making choices and having control about how they want to live
 • Promote an approach that concentrates on improving life for the adults concerned
 • Raise public awareness so that communities as a whole, alongside professionals, play their part in preventing, identifying and responding to abuse and neglect
 • Provide information and support in accessible ways to help people understand the different types of abuse, how to stay safe and what to do to raise a concern about the safety or well-being of an adult
 • Address what has caused the abuse or neglect

Legislation - The Care Act 2014

Safeguarding Duties

The Care Act 2014 introduced statutory safeguarding duties. The safeguarding duties apply to an adult who:

(a) Has needs for care and support (whether or not the authority is meeting any of those needs), 
(b) Is experiencing, or is at risk of, abuse or neglect, and 
(c) As a result of those needs is unable to protect himself or herself against the abuse or neglect or 				the risk of it.

Key Principles for adult safeguarding

In the safeguarding of adult Parent Club are guided by the principles set out in The Care Act 2014 and aim to demonstrate and promote these principles in our work

• Empowerment – People being supported and encouraged to make their own decisions and informed consent.
 • Prevention – It is better to take action before harm occurs.
 • Proportionality – The least intrusive response appropriate to the risk presented. 
 • Protection – Support and representation for those in greatest need. 
 • Partnership – Local solutions through services working with their communities. 
 • Communities have a part to play in preventing, detecting and reporting neglect and abuse.
 • Accountability – Accountability and transparency in delivering safeguarding.

5)    Recognising the signs of abuse

Staff / volunteers may be particularly well-placed to spot abuse and neglect, the adult may say or do things that hint that all is not well. It may come in the form of a complaint, or an expression of concern. Everyone within the organisation should understand what to do, and where to go locally to get help, support and advice. It is vital that everyone within the organisation is vigilant on behalf of those unable to protect themselves, including:

• Knowing about different types of abuse and neglect and their signs
 • Supporting adults to keep safe
 • Knowing who to tell about suspected abuse or neglect and
 • Supporting adults to think and weigh up the risks and benefits of different options when exercising choice and control.

The Care Act 2014 defines the following areas of abuse and neglect; they are not exhaustive but are a guide to behaviour that may lead to a safeguarding enquiry. This includes:

Physical abuse
The physical mistreatment of one person by another which may or may not result in physical injury, this may include slapping, burning, punching, unreasonable confinement, and pinching, force-feeding, misuse of medication, shaking, inappropriate moving and handling.

Signs and indicators 
Over or under use of medication, burns in unusual places; hands, soles of feet, sudden incontinence, bruising at various healing stages, bite marks, disclosure, bruising in the shape of objects, unexplained injuries or those that go untreated, reluctance to uncover parts of the body.

Sexual abuse
Any form of sexual activity that the adult does not want and or have not considered, a sexual relationship instigated by those in a position of trust, 
rape, indecent exposure, sexual harassment, inappropriate looking or touching, sexual teasing or innuendo, sexual photography, subjection to pornography or witnessing sexual acts, indecent exposure and sexual assault or sexual acts to which the adult has not consented or was pressured into consenting.

Signs and indicators 
Signs of being abused may include recoiling from physical contact, genital discharge, fear of males or female, inappropriate sexual behaviour in presence of others, bruising to thighs, disclosure, and pregnancy. Abusers may take longer with personal care tasks, use offensive language, work alone with clients, or show favouritism to clients.

Financial or material abuse
Financial or material abuse – including theft, fraud, internet scamming, coercion in relation to an adult’s financial affairs or arrangements, including in connection with wills, property, inheritance or financial transactions, or the misuse or misappropriation of property, possessions or benefits.

Signs and indicators 
This may include not allowing a person to access to their money, not spending allocated allowance on the individual, denying access to their money, theft from the individual, theft of property, misuse of benefits. There may be an over protection of money, money not available, forged signatures, disclosure, inability to pay bills, lack of money after payments of benefits or other, unexplained withdrawals. An abuser may be evasive when discussing finances, goods purchased may be in the possession of the abuser, there may be an over keenness in participating in activities involving individual’s money.

Psychological and/or Emotional abuse
This abuse may involve the use of intimidation, indifference, hostility, rejection, threats of harm or abandonment, humiliation, verbal abuse such as shouting, swearing or the use of discriminatory and or oppressive language.  A deprivation of contact, blaming, controlling, coercion, harassment, cyber bullying, isolation or unreasonable and unjustified withdrawal of services or supportive networks. There may be a restriction of freedom, access to personal hygiene restricted, name calling, threat to withdraw care or support, threat of institutional care, use of bribes or threats or choice being neglected.

Signs and indicators
Stress and or anxiety in response to certain people, disclosure, compulsive behaviour, reduction in skills and concentration, lack of trust, lack of self-esteem, someone may be frightened of other individuals, there may be changes in sleep patterns.

Neglect and acts of omission 
Behaviour by carers that results in the persistent or severe failure to meet the physical and or psychological needs of an individual in their care. This may include ignoring medical, emotional or physical care needs, failure to provide access to appropriate health-care and support or educational services, the withholding of the necessities of life, such as medication, adequate nutrition and heating, wilful failure to intervene or failing to consider the implications of non-intervention in behaviours which are dangerous to them or others, failure to use agreed risk management procedures, inadequate care in residential setting, withholding affection or communication or denying access to services.

Signs and indicators
There may be disclosure. Someone being abused may have low self-esteem, deterioration, depression, isolation, continence problems, sleep disturbances, pressure ulcers. There may be seemingly uncertain attitude and cold detachment from a carer, denying individuals request, lack of consideration to the individuals request, denying others access to the individual health care professionals.

Self-neglect 
This covers a wide range of behaviour neglecting to care for one’s personal hygiene, health or surroundings and includes behaviour such as hoarding.

Discriminatory Abuse 
This includes forms of harassment, slurs or similar treatment; because of race, gender and gender identity, age, disability, sexual orientation, and religion or health status and may be the motivating factor in other forms of abuse. It can be personal, a hate crime or institutional.

Signs and indicators
There may be a withdrawal or rejection of culturally inappropriate services e.g. food, mixed gender groups or activities. Individual may simply agree with the abuser for an easier life, there may be disclosure, or someone may display low self-esteem. An abuser may react by saying “ I treat everyone the same”, have inappropriate nick names, be uncooperative, use derogatory language, or deny someone social and cultural contact.

Institutional or Organisational Abuse 
Neglect and poor care practice within an institution or specific care setting such as a hospital or care home, for example, or in relation to care provided in one’s own home. This may range from one off incidents to on-going ill-treatment. It can be through neglect or poor professional practice as a result of the structure, policies, processes and practices within an organisation.

Signs and indicators 
This may include a system that condones poor practice, deprived environment, lack of procedures for staff, one commode used for a number of people, no or little evidence of training, lack of staff support/supervision, lack of privacy or personal care, repeated unaddressed incidents of poor practice, lack of homely environment, manager implicated in poor practice. There may be a lack of personal clothing, no support plan, lack of stimulation, repeated falls, repeated infections, unexplained bruises/burns, pressure ulcers, unauthorised deprivation of liberty. Abusers may have a lack of understanding of a person’s disability, misuse medication, use illegal controls and restraints, display undue/inappropriate physical intervention, and inappropriately use power/control.

Domestic abuse 
The cross-government definition of domestic violence and abuse is: any incident or pattern of incidents of controlling, coercive, threatening behaviour, violence or abuse between those aged 16 or over who are, or have been, intimate partners or family members regardless of gender or sexuality. The abuse can encompass, but is not limited to:
 • Psychological
 • Sexual
 • Financial
 • Emotional

A new offence of coercive and controlling behaviour in intimate and familial relationships was introduced into the Serious Crime Act 2015. The offence will impose a maximum 5 years imprisonment, a fine or both.

Signs and indicators
May include many of those indicators listed under previous categories in this document, including unexplained bruising, withdrawal from activities, work or volunteering, not being in control of finances, or decision making.

Modern slavery
Encompasses slavery, human trafficking, and forced labour and domestic servitude. Traffickers and slave masters use whatever means they have at their disposal to coerce, deceive and force individuals into a life of abuse, servitude and inhumane treatment.

Signs and indicators 
There may be signs of physical or psychological abuse, victims may look malnourished or unkempt, or appear withdrawn. Victims may rarely be allowed to travel on their own, seem under the control, influence of others, rarely interact or appear unfamiliar with their neighbourhood or where they work. They may be living in dirty, cramped or overcrowded accommodation, and / or living and working at the same address. Victims may have no identification documents, have few personal possessions and always wear the same clothes day in day out. What clothes they do wear may not be suitable for their work. People may have little opportunity to move freely and may have had their travel documents retained, e.g. passports. They may be dropped off / collected for work on a regular basis either very early or late at night. Victims may avoid eye contact, appear frightened or hesitant to talk to strangers and fear law enforcers for many reasons, such as not knowing who to trust or where to get help, fear of deportation, fear of violence to them or their family.

Radicalisation to terrorism 
The Government through it’s PREVENT programme has highlighted how some adults may be vulnerable to radicalisation and involvement in terrorism. This can include the exploitation of vulnerable people and involve them in extremist activity. Radicalisation can be described as a process, by which a person to an increasing extent accepts the use of undemocratic or violent means, including terrorism, in an attempt to reach a specific political/ideological objective. Vulnerable individuals being targeted for radicalisation/recruitment into violent extremism is viewed as a safeguarding issue.

Signs and indicators 
May include being in contact with extremist recruiters. Articulating support for violent extremist causes or leaders. Accessing violent extremist websites, especially those with a social networking element. Possessing violent extremist literature. Using extremist narratives to explain personal disadvantage. Justifying the use of violence to solve societal issues. Joining extremist organisations. Significant changes to appearance and/or behaviour.

Who might abuse?
Abuse of adults at risk, may be perpetrated by a wide range of people including relatives, family members, professional staff, paid care workers, volunteers, other service users, neighbours, friends and associates, people who deliberately exploit vulnerable people and strangers.

Incidents of abuse may be one-off or multiple, and affect one person or more. Professionals and others should look beyond single incidents or individuals to identify patterns of harm. 
Patterns of abuse vary and include: 
 • Serial abusing in which the perpetrator seeks out and ‘grooms’ individuals. Sexual abuse sometimes falls into this pattern as do some forms of financial abuse; 
 • Long-term abuse in the context of an ongoing family relationship such as domestic violence between spouses or generations or persistent psychological abuse;
 • Or opportunistic abuse such as theft occurring because money or jewellery has been left lying around.

Promoting Adult Safeguarding within Parent Club

Prevention of abuse

To assist in the prevention of abuse the following factors should be considered:

• Rigorous recruitment practices (including volunteers)
 • Internal guidelines for staff
 • Training
 • Making Safeguarding Personal and empowering service users

6.2) Safe Recruitment & Selection

We have a policy and procedure that covers all potential Trustees, paid staff and volunteers. Parent Club ensures that all potential new staff, volunteers and trustees;

• Complete an application form or a letter of application. This includes: address, evidence of relevant qualifications paid work and voluntary work experience and all criminal convictions.
 • Provide two pieces of identification which confirm both identity and address.
 • Undergo an interview involving at least two interviewers.
 • Provide at least two references which are followed up before a post is offered. One reference is from the last employer or an organization that has knowledge of the applicant’s work.
 • If undertaking a regulatory activity consent to a Disclosure and Barring Service check (formerly CRB check)

Parent Club

• Understands that a person who is barred from working with children or vulnerable adults is breaking the law if they work or volunteer, or try to work or volunteer with these groups.
 • Understands that an organisation which knowingly employs someone who is barred to work with those groups will also be breaking the law.
 • Understands that if our organisation dismisses a member of staff or volunteer because they have harmed a child or vulnerable adult, or would have done so if they had not left, we must make referral to the Disclosure and Barring Service.

Management & Support of Paid Staff & Volunteers

Parent Club has the following items in place for managing its staff and volunteers:

• All staff and volunteers are provided with a job description (paid staff) or a role profile (volunteers) outlining their main responsibilities. This includes a requirement to comply with the Safeguarding Policy and Procedures.
 • All paid staff are given supervision at least every 6 weeks by their line manager.
 • All volunteers are given regular support sessions. 
 • Parent Club disciplinary and grievance procedures are implemented for all paid staff, which comply with the ACAS2 Code of Practice.
 • All new trustees, paid staff and volunteers attend regular ongoing safeguarding training appropriate to their role.
 • All new trustees paid staff and volunteers receive an induction, which includes information on all the organisation’s policies and procedures.

Training

Parent Club will promote awareness of Adult Safeguarding issues to its Trustees, Staff, Volunteers, and services users.

Trustees, Staff and Volunteers all receive Adult Safeguarding training appropriate to their role as outlined in the Bournemouth competency framework.
For all staff who are working or volunteering with adults at risk this requires them as a minimum to have awareness training that enables them to:

• Understand what safeguarding is and their role in Safeguarding Adults
 • Recognise an adult potential in need of safeguarding and take action
 • Understand the procedures for making a safeguarding Alert
 • Understand dignity and respect when working with individuals
 • Have knowledge of policy, procedures and legislation that supports safeguarding adults activity

Making Safeguarding Personal

Making safeguarding personal means it should be person-led and outcome-focused. It engages the person in a conversation about how best to respond to their safeguarding situation in a way that enhances involvement, choice and control as well as improving quality of life, wellbeing and safety.

We aim to empower our service users and provide them with the information they need to make decisions into how to be safe from abuse and reduce risks.

We recognise that adults may make decisions that might be perceived as risky or unwise.
Adults must be assumed to have capacity to make their own decisions and be given all practicable help before anyone treats them as not being able to make their own decisions. Where an adult is found to lack capacity to make a decision then any action taken, or any decision made for, or on their behalf, must be made in their best interests.
We need to understand and always work in line with the Mental Capacity Act 2005 (MCA). And seek support and guidance when we have concerns regarding an adult’s capacity.

a.) Reporting procedures

The following procedure refers to abuse or suspicion of abuse of that staff and volunteers become aware of during their work with Parent Club.

Early sharing of information is the key to providing an effective response where there are emerging concerns. To ensure effective safeguarding arrangements no member staff or volunteer should assume that someone else will pass on information which they think may be critical to the safety and wellbeing of the adult.

i. At settings with lead responsibility for safeguarding arrangements:

Any member of staff or volunteer who becomes aware that an adult is or is at risk of being abused or has safeguarding needs should raise the matter immediately with the Designated Safeguarding Lead at the setting in which sessions are being delivered.

An accurate account should be made of:

• Date and time of what has occurred and the time the disclosure was made
 • Names of people who were involved
 • What was said or done by whom
 • Any action taken by the group to gather information and refer on
 • Any further action
 • Names of person reporting and to whom reported

The safeguarding form for the setting should be used, but if this is not available staff and volunteers may use the Parent Club Safeguarding Cause for Concern form.

The Designated Safeguarding Lead at the setting should then take the appropriate action, including discussing concerns with the individual concerned and any appropriate reporting systems for the situation.

A copy of the written concern should be shared with the Parent Club Designated Safeguarding Officer, Chris Brown, as soon as possible.

Best practice for settings:

• Inform the adult of any action proposed
 • Seek agreement for any referral. 
 • Ensure that they are kept informed about what will happen next, so they can be reassured about what to expect. 
 • Endeavour to ensure that they are safe and supported before proceeding with any other action. 
 • Inform the adult if the setting is planning to seek advice from or report concerns to an external agency.

In most situations there will not be an immediate threat and the decision about protecting the person with safeguarding needs will be taken in consultation with themselves and/or Social Services.

There are some cases that require an urgent response

• If you suspect a serious criminal act has taken place, telephone 999. Tell them if you think it might be adult abuse. 
 • If the individual is injured seek immediate medical treatment. Tell the ambulance personnel      or A&E staff that this is a potential adult abuse situation.

If the Designated Safeguarding Lead or Deputy Safeguarding Lead at the setting is not available then Parent Club staff should contact the Parent Club Designated Safeguarding Officer, Chris Brown on 07957 468 224.

Settings should provide updates to the Parent Club team on any action taken.

ii. At settings where Parent Club has lead responsibility for safeguarding arrangements:

Any member of staff or volunteer who becomes aware that an adult is or is at risk of being abused or has safeguarding needs should raise the matter immediately with the Parent Club Designated Safeguarding Officer.

An accurate account should be made of:

• Date and time of what has occurred and the time the disclosure was made
 • Names of people who were involved
 • What was said or done by whom
 • Any action taken by the group to gather information and refer on
 • Any further action
 • Names of person reporting and to whom reported

The Parent Club Safeguarding Cause for Concern form should be used.

The Parent Club Designated Safeguarding Officer should then take the appropriate action, including discussing concerns with the individual concerned and any appropriate reporting systems for the situation.

Parent Club will:

• Inform the adult of the action we propose to take.
 • Seek their agreement for any referral. 
 • Ensure that they are kept informed about what will happen next, so they can be reassured about what to expect. 
 • Endeavour to ensure that they are safe and supported before proceeding with any other action. 
 • Inform the adult if Parent Club are planning to seek advice from or report concerns to an external agency.

In most situations there will not be an immediate threat and the decision about protecting the person with safeguarding needs will be taken in consultation with themselves and/or Social Services.

There are some cases that require an urgent response

• If you suspect a serious criminal act has taken place, telephone 999. Tell them if you think it might be adult abuse. 
 • If the individual is injured seek immediate medical treatment. Tell the ambulance personnel      or A&E staff that this is a potential adult abuse situation.

Child Protection

If at any time you become concerned that a Child might be at risk you need to follow the reporting procedure outlined in Parent Club’s Safeguarding Children Policy.

Recording

A written record must be kept in regard to any concern regarding to an adult with safeguarding needs. This must include details of the person involved, the nature of the concern and the actions taken.

The recordings must be signed and dated. All records must be securely and confidentially filed.

Designated Safeguarding Officer

Chris Brown 
Mobile: 07957 468 224
Email: kitchenclubinfo@gmail.com

Deputy Designated Safeguarding Officer

Marianna Champion 
Mobile:   07971 628632
Email: mariannachampion@mac.com

Date: 27/03/2024
Review date: 27/03/2025

Question 4

Data Protection Policy

Accepted Answer

Definitions

Charity: Parent Club - a registered charity. 
GDPR: The General Data Protection Regulation. 
Responsible Person: Chris Brown, Parent Club Chief Executive, kitchenclubinfo@gmail.com (mailto:kitchenclubinfo@gmail.com)
Register of Systems: A register of all systems or contexts in which personal data is processed by the Charity (see Appendix 1)

Introduction

The General Data Protection Regulation (GDPR) is the framework for data protection laws. It is enforced by the Information Commissioner's Office (ICO).(https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/)

A guide to GDPR can be found here: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/  (https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/)

Parent Club collects and holds some personal data relating to the Parent Club team (staff, sessional workers and volunteers) and its beneficiaries and supporters in order to promote and run Parent Club activities. Based on standard best practice, if there has been longer than 2 years’ inactivity in a contact record the data deleted.

Parent Club needs to ensure data is collected and dealt with appropriately. The Parent Club Chief Executive is responsible for storing and processing the data listed in the register of systems (see Appendix 1).

This policy applies to all personal data processed by Parent Club. This policy has been updated to comply with GDPR in place from May 2018 and will be reviewed at least annually.  The latest review was in June  2024.

As a small charity, Parent Club is exempt from registration with the Information Commissioner’s Office (ICO.)

Parent Club will not share personal data with other organisations or third parties, except where this is necessary for us to carry out essential operational tasks, for example using a contractor to run payroll for employees, or in exceptional circumstances. Anyone whose data is recorded by Parent Club has the right to access, amend or have their personal data deleted, and any such requests made to the charity shall be dealt with by our Chief Executive, Chris Brown.

The method of collecting consent is by various methods according to each specific situation, including verbal consent over the phone, by email, and in online surveys. For participants in services delivered by Parent Club, an individual’s consent is recorded in the contact record in Parent Club’s data management system.

Data protection principles

The Charity is committed to processing data in accordance with its responsibilities under the GDPR.  
Article 5 of the GDPR requires that personal data shall be:

• processed lawfully, fairly and in a transparent manner in relation to individuals; 
 • collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes; 
 • adequate, relevant and limited to what is necessary in relation to the purposes for which it is processed; 
 • accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that is inaccurate, having regard to the purposes for which it is processed, is erased or rectified without delay; 
 • kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data is processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and 
 • processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.

General provisions

• This policy applies to all personal data processed by the Charity.  
 • The Responsible Person shall take responsibility for the Charity’s ongoing compliance with this policy.
 • This policy shall be reviewed at least annually.  
 • The Charity does not need to register with the Information Commissioner’s Office (ICO) as an organisation that processes personal data.

Lawful, fair and transparent processing

• To ensure its processing of data is lawful, fair and transparent, the Charity shall maintain a Register of Systems.  
 • The Register of Systems shall be reviewed at least annually.  
 • Individuals have the right to access, amend or have their personal data deleted, and any such requests made to the charity shall be dealt with in a timely manner, and in accordance with the timescales under the GDPR (in most cases this will be within one month).

Lawful purposes

• All data processed by the charity must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests (see ICO guidance for more (https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing/)i(https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing/)nformation)(https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing/).(https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing/) 
 • The Charity shall note the appropriate lawful basis in the Register of Systems. 
 • Where consent is relied upon as a lawful basis for processing data, evidence of opt-in consent shall be kept with the personal data.  
 • Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent should be clearly available and systems should be in place to ensure such revocation is reflected accurately in the Charity’s systems.

If deemed appropriate, Parent Club may share data with other agencies such as the local authority, Ofsted and local Child Protection and Safeguarding team’s personal data relating to a safeguarding incident or disclosure. The Data Subject will be made aware (in most circumstances) how and with whom their information will be shared. There are circumstances where the law allows Parent Club to disclose data (including sensitive data) without the data subject’s consent.  These are: 
 
	-Carrying out a legal duty or as authorised by the Secretary of State  
	-Protecting vital interests of a Data Subject or other person 
	-Conducting any legal proceedings, obtaining legal advice or defending any legal rights   
	- Monitoring for equal opportunities purposes – i.e. race, disability or religion

Data Minimisation

• The Charity shall ensure that personal data is adequate, relevant and limited to what is necessary in relation to the purposes for which it is processed.

Accuracy

• The Charity shall take reasonable steps to ensure personal data is accurate.  
 • Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date.

Removal of personal data

• Parent Club is committed to keeping personal data for no longer than is necessary.
 • Paper records are destroyed immediately after data is entered into computer systems
 • Digital records of personal data are deleted safely such that the data is irrecoverable 
 • Records are reviewed at least every six months to ensure that good practice is maintained regarding data removal. 
 • We will keep data for beneficiaries for up to two years after they last attend a project to minimise additional administration should they wish to re-engage. 
 • We will keep data for employees, and workers for up to two years after the end of their employment with us in case of dispute or complaint.
 • We will keep data for contractors for up to two years after the end of their employment with us in case of dispute or complaint.
 • We will keep data for volunteers for up to two years after they finish working with us in case of dispute or complaint.
 • We will keep data related to job applications for up to 12 months in case of dispute or complaint.
 • We will keep data related to Trustees for up to 2 years after their formal association with the charity ends in case of dispute or complaint.

Security

• The Charity shall ensure that personal data is stored securely using modern software that is kept-up-to date.  Locked cabinets are used to hold hard copies of data and key access is limited.
 • Access to personal data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing of information. 
 • Access/viewing rights to data is restricted to those individuals who require it, and for the time period it is required for, in order to carry out work duties. Data may be accessed by: employed staff, contracted consultants and employed staff of partner organisations.
 • When personal data is deleted this should be done safely such that the data is irrecoverable.  
 • Appropriate back-up and disaster recovery solutions shall be in place.  
 • At times, data may need to be shared with a third party e.g. DBS numbers/expiry dates may need to be shared with a setting to allow an employee to work onsite. This will only be done with written permission of the individual and will be shared securely, using password-protected or encrypted files. Third parties will be expected to retain this information for no longer than is necessary.

Breach

Any incidents of suspected consent or data breach will be logged with date, what happened and any mitigating action taken.

In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, the Charity shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the ICO (more information on the ICO website)(https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/personal-data-breaches/).(https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/personal-data-breaches/)

Appendix 1 - register of systems
Data collected and stored by Parent Club

Kitchen Club session attendees – essential information 
Parent Club records essential information for people who have attended or are due to attend Kitchen Club sessions, including: names, age, email addresses, area of residence, phone numbers, names and ages of children, and previous sessions attended.

This data is collected by Parent Club staff and volunteers in person from individuals and via email from partner organisations, and then stored securely in Parent Club’s data management systems.

The data is needed to share with our partner settings so they can contact participants with information about sessions and to provide reports to funders about programme outputs.

Lawful basis for holding data: Legitimate interest

Videos and photos of Kitchen Club attendees
Photographs and videos of Kitchen Club participants may be used to promote the work of the Parent Club charity and report to funders but this will only ever be done with the explicit consent of the parents concerned.

Lawful basis for holding data: Consent

Impact Surveys
Parent Club collects survey data from parents who attend Kitchen Club sessions.

Data is collected by Parent Club staff and volunteers from self-assessment surveys evaluating impact on nutrition, behaviour, wellbeing, skills and knowledge.

Consent is given by a question on the sign-up form. The responses are stored in Parent Club’s data management systems and inform Parent Club on how to improve and adapt its services and are also required by funders as evidence of meaningful social impact.

Lawful basis for holding data: Consent

Partner Organisations
Organisation names, contact   names, email addresses, phone numbers. This data is collected by Parent Club staff via email correspondence and stored securely in Parent Club’s data management systems. It is used to manage maintain communication with current and potential partner organisations.

Lawful basis for holding data: Legitimate interest

Payees and Invoices
Organisation names, contact names, purchase order numbers, email addresses, postal addresses, contact phone numbers, invoice amount, of any organisations or service user groups who are required to make a payment to Parent Club. This data is collected by Parent Club staff and stored securely in Parent Club’s data management systems using the Xero accountancy software.

Lawful basis for holding data: Legitimate interest

HR – Staff, Volunteers and Trustees
Parent Club records essential HR information about employees, workers, freelancers, volunteers and Trustees including name, email address, phone number, emergency contact details, PAYE information (national insurance number, bank details and tax reference number,) contracts, DBS certificates, training certificates, past employment history, relevant skills, availability, medical conditions and availability for work. This data is collected by Parent Club staff via application forms and   email correspondence and is stored in Parent Club’s data management systems. It is used to assign applicants to suitable work and volunteering opportunities and keep regular communication.

Lawful basis for holding data: Legitimate interest

Job and Volunteer Applications
Parent Club records HR information about job applications, freelancer and volunteer applications, including name, email address, phone number, relevant training history, past employment history, relevant skills, availability, right to work in the UK, medical conditions, criminal history. This data is collected by Parent Club staff via application forms and email correspondence and is stored in Parent Club’s data management systems. Consent is provided via a specific tick box when the forms are submitted.

Lawful basis for holding data: Consent

Supporters and Funders
Parent Club holds data on supporters and funders who have either previously donated, or could give support in future to the charity. The data includes organisation name, contact name, email, phone number, amount and   type of support given, (financial and/or in kind) website, address. This data   is collected by Parent Club staff via email correspondence with the organisations and stored in Parent Club’s data management systems. It is used for reporting purposes to include in financial accounts and the Annual Report.

Lawful basis for holding data: Legitimate interest

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