Safe from harm child protection policy

At The Inspire Arts Trust (Inspire) we are committed to protecting your privacy.

This Policy explains when and why we collect personal information about people who visit our website, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

Any questions regarding this Policy and our privacy practices should be sent by email to info@inspiretrust.org.uk. Alternatively, you can telephone 01454 414880.

Who we are

The Inspire Arts Trust is a UK registered charity (no. 1111784) and company limited by guarantee (no. 5202978). The registered address is Caedmon Complex, Bristol Road, Thornbury, BS35 3JA.

The Inspire Arts Trust is the data controller. This means we decide how your personal data is processed and for what purposes.

How we obtain information from you

We obtain information about you when you use our website, when you contact us about resources, classes, events and services. Occasionally, we may obtain information about you from a third party, for example if you sign up to our classes or event via Eventbrite.

What type of information can we collect from you

The personal information we collect might include your name, address, email address and information regarding what pages are accessed and when. If you make a payment online, your card information is not held by us, it is collected by our third party payment processors, who specialise in the secure online capture and processing of credit/debit card transactions, as explained below. We may collect sensitive data about you where you directly provide us with that information (including but not limited to your religious beliefs, physical and mental health, etc.).

Use of ‘Cookies’

The Inspire website uses cookies. A cookie is a small file of letters and numbers that is downloaded on to your computer when you visit a website. Cookies are used by many websites and may be used by the Inspire website to collect statistical data about your browsing actions and patterns but do not identify you as an individual. For example, we use cookies to store your country preference. This helps us to improve our website and deliver a better more personalised service.

You can switch off cookies in your browser preferences. Turning cookies off may result in a loss of functionality when using our website.

How your information is used

We may use your information to:

process a payment that you have made;

process bookings that you have submitted;

to carry out our obligations arising from any contracts entered into by you and us where necessary;

keep records of your relationship with us e.g. questions you have asked or complaints you have made;

booking you into a class or an event;

seek your views or comments on the services we provide;

notify you of changes to our services;

send you communications which you have requested and that may be of interest to you. These may include information aboutclasses, events and other products;

classify supporters by location, for example Scotland, Northern Ireland or Wales;

We will hold your personal information on our systems for as long as is necessary for the relevant activity and as long as is set out in any relevant contract you hold with us. We are legally required to hold some types of information to fulfil our statutory obligations. We review our retention periods for personal information on a regular basis.

Who has access to your information?

We will not sell or rent your information to third parties.

We will not share your information with third parties for marketing purposes.

Third Party Service Providers working on our behalf: We may pass your information to our third party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example to process class fees and send you mailings). However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes. Please be reassured that we will not release your information to third parties beyond Inspire for them to use for their own direct marketing purposes, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crimes.

Legal duty: We may need to pass on information if required by law or by a regulatory body. For example, a Gift Aid audit by the HMRC, or if asked for details by a law enforcement agency.

Third Party Product Providers we work in association with: When you are using our secure online class payment pages, your payment is processed by a third party payment processor, who specialises in the secure online capture and processing of credit/debit card transactions. If you have any questions regarding secure transactions, please contact us.

We use the information we collect about you to process class bookings and to help us improve our services. Please read on for more details about our privacy policy.

Your Choices

You have a choice about whether or not you wish to receive information from us. You will only receive direct marketing communications from us about the classes and lessons we offer, if you have explicitly given your consent for us to communicate with you in this way. If you would like to change your preferences of what you receive, then you can select your choices by ticking the relevant boxes situated on the form on which we collect your information.

We will not contact you for marketing purposes by email, phone or text message unless you have given your prior consent. We will not contact you for marketing purposes by post if you have indicated that you do not wish to be contacted. You can change your marketing preferences, or opt-out/withdraw at any time by contacting us by email: info@inspiretrust.org.uk or telephone on 01454 414880.

If you believe that we are handling your data in a way that does not comply with the relevant data protection legislation, then we suggest you contact us in the first instance and, if this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioner’s Office. You can contact them on 03031 231113 or via email at ico.org.uk/global/contact-us/email or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England.

How you can access, update and erase your information

The accuracy of your information is important to us. We’re working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change email address, or any of the other information we hold is inaccurate or out of date, please email us at: info@inspiretrust.org.uk, or write to us at: Caedmon Complex, Bristol Road, Thornbury, BS35 3JA. Alternatively, you can telephone 01454 414880.

You have the right to ask for a copy of the information Inspire hold about you for free. We may charge an appropriate fee for information requests to cover our costs in processing your request when a request is manifestly unfounded or excessive, particularly if it is repetitive; to comply with requests for further copies of the same information. This does not mean that we will charge for all subsequent requests.

Security precautions in place to protect your information

When you give us personal information, we take steps to ensure that it’s treated securely. Any sensitive information (such as credit or debit card details) is encrypted and protected with 256 Bit encryption using TLS. When you are on a secure page, a lock icon will appear in your web browser.

Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone and that you change your password frequently.

Profiling

We may analyse your personal information to create a profile of your interests and preferences so that we can contact you with information relevant to you. We may make use of additional information about you when it is available from external sources to help us do this effectively. We may also use your personal information to detect and reduce fraud and credit risk.

We will only carry out profiling when we have a lawful basis for doing so and we will document our actions and their lawful basis when we do so. It is your right to object to us creating a profile about you. You can do so by contacting us via email: info@inspiretrust.org.uk or telephone on 01454 414880.

Links to other websites

Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.

In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.

Transferring your information outside of Europe

As part of the services offered to you through this website, the information which you provide to us may be transferred to countries outside the European Union (“EU”). By way of example, this may happen if any of our servers are from time to time located in a country outside of the EU. These countries may not have similar data protection laws to the UK. By submitting your personal data, you’re agreeing to this transfer, storing or processing. If we transfer your information outside of the EU in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy.

These transfers may be made where the Commission has decided that a third country, a territory or one or more specific sectors in the third country, or an international organisation ensures an adequate level of protection.

If you use our services while you are outside the EU, your information may be transferred outside the EU in order to provide you with those services.

Review of this policy

We keep this Policy under regular review. This Policy was last updated in September 2022.

Media Kit

If you have a media request for The Inspire Arts Trust, please contact us using the details below:

Email: Zoewickham@inspiretrust.org.uk

Call: Zoe Wickham on 01454 414880

Safe from Harm

The Inspire Arts Trust (Inspire) recognises the importance of its work with children and young people and its responsibility to protect and safeguard the welfare of children and young people entrusted to the organisation’s care. Following guidelines from the South Gloucestershire Children and Young People’s Information Service and the Home Office recommendations based on The Childrens’ Act 1989, Inspire have adopted the following policy in order to protect everyone Inspire comes into contact with under the age of 18.

GUIDELINE ONE – POLICY STATEMENT

As a Charity Organisation, we are committed to the welfare of young people, to treat each individual with respect and ensure no one under our care suffers any kind of abuse be it of a sexual, emotional or physical nature.

THIS STATEMENT WILL BE REVIEWED ANNUALLY AND WILL BE MADE KNOWN TO ALL INSPIRE ARTS TRUST WORKERS (STAFF, VOLUNTEERS AND CONTRACTORS.)

GUIDELINE TWO – PLAN TO MINIMISE SITUATIONS WHERE ABUSE COULD OCCUR

Inspire states:-

2.1 No worker is to be alone with any child or young person without telling a leader and where the activity cannot be seen (unless it is a scheduled arts lesson where parental permission has been given).

2.2 Whenever possible, avoid giving lifts to children and young people on their own. When a lift is needed in the interest of the child/young person, they should be seated in the back of the car and a leader should be notified.

2.3 In school lessons, either two team members or if possible the Class Teacher should be present at all times.

2.4 Workers should not invite young people into their home. If a young person arrives at a workers home, a second team member must be present at all times and a leader should be notified of the meeting.

Although Inspire Arts Trust do not encourage lone working, it recognises the need and value under certain circumstances to work with young people on a one-to-one basis, however the following guidelines should be followed:

2.9 Parental permission will be asked for from children and young people worked with on a regular basis giving permission for lone working (under the above conditions)

2.10 Any advice sessions should be conducted with a person of the same sex. (See point 3 also) Physical contact should only be initiated by the young person, workers should respond appropriately and not prolong the physical contact.

2.11 When lone working with a young person ensure that others know that the lesson is taking place, leave doors open whenever possible, make sure someone else is in the building, avoid physical contact, go somewhere public and if confidentiality is an issue, use a room with windows so that you can be seen.

GUIDELINE THREE – ABUSE OF TRUST

3. Inspire Arts Trust undertake to follow the principles found in The Abuse of Trust guidance issued by the Home Office. It will therefore be unacceptable for those in a position of trust to engage in any behaviour, which might allow a sexual relationship to develop for as long as the relationship of trust continues.

GUIDELINE FOUR – THIRD PARTY SYSTEM

4. A system is arranged for young people under the care of Inspire Arts Trust to talk to an independent third person at any time they wish

GUIDELINE FIVE – AGREED INSPIRE ARTS TRUST PROCEDURES FOR THE PROTECTION OF YOUNG PEOPLE

5. Inspire Arts Trust will take all reasonable and available steps when accepting workers to exclude all known or potential abusers. Inspire Arts Trust has set procedures in place, set out in the following guidelines, which will be applied to all staff and volunteers in order to protect the children and young people we work with.

GUIDELINE SIX – CLEAR ROLES

6. All Inspire Arts Trust workers will have clearly defined roles, responsibilities and accountability within the charity. This will be made known to each individual through a written description given to them when they join the charity.

GUIDELINE SEVEN – SUPERVISION

7.1 Inspire Arts Trust Board of Trustees have oversight of the charity and its CEO.

7.2 Inspire Arts Trust CEO is responsible for the General Manager who is responsible for the oversight of all workers within Inspire Arts Trust.

7.3 Each member of staff, volunteer or contractor has a supervisor who is responsible for overseeing them.

7.4 Inspire Arts Trust CEO meets with the General Manager on a regular basis.

7.5 All workers are supervised by Inspire Arts Trust General Manager on a regular basis.

7.6 Each individual is accountable to their supervisor. The supervisor is at liberty to ask questions about the individuals working and personal relationships with the young people with whom they come into contact.

GUIDELINE EIGHT – PARTNERSHIPS

8. Inspire Arts Trust will ensure that any organisation working in partnership with Inspire Arts Trust has up to date and appropriate child protection policy and procedures.

CHOOSING THE RIGHT STAFF AND VOLUNTEERS IN ORDER TO PROTECT YOUNG PEOPLE

GUIDELINE NINE – APPLICATION TO WORK WITH YOUNG PEOPLE

9. All potential Inspire Arts Trust workers will be required to complete and sign an application form giving such information as details of previous experience of working with children and young people, names of referees and details of any criminal offence convictions against children.

GUIDELINE TEN – REFERENCES

10. Inspire Arts Trust take up to two references for each applicant before any position is confirmed. Referees are asked to comment on the applicants’ suitability in working with young people.

GUIDELINE ELEVEN – INTERVIEW

11. Information regarding the applicants’ previous experience of working with young people will be further obtained by Inspire Arts Trust via a formal interview.

GUIDELINE TWELVE – CONVICTIONS OF CRIMINAL OFFENCES AGAINST CHILDREN

12.1 In the written application (see guideline 7) applicants for Inspire Arts Trust are required to complete and sign a declaration of convictions of criminal offences form, as the position for which they are applying is exempt from the Rehabilitation of Offenders Act (1974). This information will be dealt with confidentiality and is required only to prevent the abuse of young people.

12.2 All Inspire Arts Trust workers will be required to obtain an enhanced disclosure via the Disclosure and Barring Service.

12.3 Inspire Arts Trust will not recruit anyone with a record of child abuse.

GUIDELINE THIRTEEN – DISCOVERY OF ABUSE

Under no circumstances should an Inspire Arts Trust worker carry out their own

investigation into the allegation or suspicion of abuse. The person in receipt of allegations

or suspicions of abuse will do the following:

13.1 Concerns must be reported as soon as possible to Zoe Wickham (the co-ordinator), who is nominated by the Inspire Arts Trust CEO to act on their behalf in dealing with the allegation or suspicion of neglect or abuse, including referring the matter on to the statutory authorities. The incident will then be reported to the CEO of the charity, unless they have been implicated in any way.

13.2 In the absence of the Co-ordinator, or if the suspicions in any way involve the Co-ordinator then the report should be made to Nancy Goudie (CEO). If the suspicions implicate both the Co-ordinator and the CEO, then the report should be made in the first instance to the trustees. Advice should then be sought from South Gloucestershire Children and Young People’s Information Service or the Emergency Duty Team or the Public Protection Unit of the police. Suspicions must not be discussed with anyone other than those nominated above. A written record of the concerns should be made in accordance with the organisations procedures and kept in a secure place.

13.3 Whilst allegations or suspicions of abuse will normally be reported to the Co-ordinator, the absence of the Co-ordinator should not delay referral to the social Services Department.

13.4 Inspire Arts Trust CEO will support the Co-ordinator in their role, and accept that any information they may have in their possession will be shared in a strictly limited way on a need to know basis.

13.5 It is, of course, the right of any individual as a citizen to make a direct referral to the child protection agencies or seek advice from South Gloucestershire Children and Young people, although Inspire Arts Trust hope that workers of the charity will use the procedure. If, however, the individual with the concern feels that the Co-ordinator has not responded appropriately, or where they have a disagreement with the Co-ordinator as to the appropriateness of a referral they are free to contact an outside agency direct. We hope by making this statement that the Inspire Arts Trust trustees, CEO and leadership teams demonstrate the commitment of the charity to effective child protection.

13.6 Inspire Arts Trust is committed to offering support and pastoral care, working with statutory agencies as appropriate, and support to those attached to the organisation who have been affected by abuse.

The role of the Co-ordinator is to collate and clarify the precise details of the allegation or

suspicion and pass this information on to the Social Services Department. It is the Social

Services task to investigate the matter under Section 47 of the Children Act 1989.

ALLEGATIONS OF PHYSICAL INJURY OR NEGLECT

If a child has a physical injury or symptom of neglect, the Co-ordinator will:

• Contact Social Services (or South Gloucestershire Children and Young people) for advice in cases of deliberate injury, if concerned about a child’s safety or if a child is afraid to return home.

• Will not tell the parents or carers unless advised to do so having contacted Social Services.

• Seek medical help if needed urgently, informing the doctor of any suspicions.

• For lesser concerns, (e.g. poor parenting), encourage parent/carer to seek help, but not if this places the child at risk of injury.

• Where the parent/carer is unwilling to seek help, offer to accompany them. In cases of real concern, if they still fail to act, contact Social Services direct for advice.

• Seek and follow advice given by South Gloucestershire Children and Young people (who will confirm their advice in writing) if unsure whether or not to refer a case to Social Services.

ALLEGATIONS OF SEXUAL ABUSE

In the event of allegations or suspicions of sexual abuse, the Co-ordinator will:

• Contact the Social Services Department Duty Social Worker for the children and families or Police Child Protection Team direct. They will NOT speak to the parent/carer or anyone else.

• Seek and follow the advice given by South Gloucestershire Children and Young people if, for any reason they are unsure whether or not to contact Social Services/Police. South Gloucestershire Children and Young people will confirm its advice in writing for future reference.

GUIDELINE FORTEEN – TRAINING

14.1 All Inspire Arts Trust workers will receive annual training to gain skills and knowledge necessary for the implementation of the above guidelines and will receive, in conjunction with this policy, a copy of notes from ‘South Gloucestershire Children and Young people’ on recognising and responding to abuse.

14.2 Those responsible for the implementation of the policy will receive training from South Gloucestershire Children and Young people when necessary and ensure that the policy is up to date and in line with the latest government guidelines.

ADULTS AT RISK

Although Inspire works primarily with young people it recognises that from time to time

of our participants may be classed as adults. The definition of an Adult covers all people

over 18 years of age. An adult at risk is defined as an adult who:

• has needs for care and support (whether or not the local authority is meeting any of

those needs)

• is experiencing, or at risk of, abuse or neglect

• as a result of those care and support needs is unable to protect themselves from

either the risk of, or the experience of abuse or neglect

If there are safeguarding concerns regarding an adult steps 13.1 to 13.7 above still apply.

However, should you need to call South Gloucestershire Council, Adult care team for advice.

If adult or a child is in immediate danger you should always call 999 and ask for police

assistance.