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SAFEGUARDING CHILDREN POLICY

for

LYRIK THEATRE ARTS


Introduction

LYRIK THEATRE ARTS (the Organisation) is a for-profit organisation run for the following purpose: Performing arts classes for children under the age of 18. Classes in dance, singing and drama for children aged 4-16 and also performing arts classes for children with additional educational needs.

The Organisation is based at:

North Harrow Methodist Church
Pinner Road,
Harrow,
HA2 6EQ

AND

Leavesden Green Community Hub

Clark Way,

Watford,

WD250BW

The Organisation has adopted this safeguarding children policy and expects every adult working or helping at Organisation to support it and comply with it. Consequently this policy shall apply to all staff, managers, trustees, directors, volunteers, students or anyone working on behalf of Organisation.


Purpose of the Policy

This policy is intended to protect children who receive any service from us, including those who are the children of adults who may receive services from us. Under this policy, the term children shall mean any person who is under eighteen years of age.

The Organisation believes that no child or young person should experience abuse or harm and is committed to the protection of children and young people. This policy is intended to provide guidance and overarching principles to those who represent us as volunteers or staff, to guide our approach to child protection and safeguarding.


The Risks to Children

Children can be vulnerable to different forms of abuse and harm. It is important to recognise that abuse and harm of children can cover a wide range of circumstances and behaviours. For example, children can be at risk of:

- physical or emotional abuse

- neglect

- sexual abuse

- female genital mutilation (FGM)

- grooming and exploitation

- trafficking and modern slavery

- exposure to or infliction of domestic abuse

- bullying or cyber bullying

- exposure to other inappropriate content or behaviour, such as violence or criminal behaviour

- self-harm

- physical harm when engaging with activities without adequate supervision

The causal factors of any such harm and/or abuse can also be wide-ranging. For example, children can be placed at risk by family members or by members of the community.


Safeguarding Principles

Safeguarding children from harm and abuse is an essential responsibility for our Organisation. We are committed to ensuring that any child who comes into contact with our services is properly safeguarded. Every person under this policy must ensure that they play an active role in ensuring that children are properly safeguarded.

Every person under this policy holds responsibility for:

- remaining alert and aware of possible safeguarding risks to children

- guarding children against harmful environments with appropriate actions (for example, adequate supervision or ensuring safe environments)

- taking positive steps to maintain the safety and wellbeing of children engaging with us as an Organisation

- reporting concerns expeditiously and appropriately, in line with child protection procedures

- understanding the duty to report specific concerns (and understanding how this interplays with confidentiality)

- challenging any inappropriate or harmful behaviour of any other adult and reporting this accordingly

- acting appropriately in the presence of children

- not taking any inappropriate risks

- not smoking, drinking or taking any form of illicit substances in the presence of children


Safeguarding Officers

The management and oversight of all child safeguarding matters is allocated to:

School Principal- Kimberley Manser

(the Allocated Safeguarding Officers)


Confidentiality and Data Protection

All personal information we may process relating to children, shall be processed and stored in accordance with our data protection privacy policy which can be located at: ON OUR WEBSITE.


Responding to a Safeguarding Concern

Where a child is at immediate risk of serious harm, any adult present should call 999. Thereafter, an available Allocated Safeguarding Officer should be contacted as soon as is reasonably practicable.

Where there is a safeguarding concern but no immediate risk of serious harm, the adult who has heard or witnessed this concern should consult with an available Allocated Safeguarding Officer as soon as practicable and by no later than the end of that same day.

Where any child makes a disclosure relating to harm or abuse to an adult, it is important to:

- listen calmly and carefully, showing that their their views are taken seriously

- provide an appropriate and honest level of reassurance

- avoid interrogating children and asking probing, intrusive and/or leading questions

- avoid making false promises regarding secrets and confidentiality with the child (because any concern of abuse/harm must be shared with an Allocated Safeguarding Officer and any subsequent safeguarding referral)

- make a confidential written record of the discussion either during the discussion or immediately afterwards. The record should include the key details of the disclosure together with any relevant times, dates, places and people concerned. Audio and video recordings of children making disclosures should be avoided

- refer all relevant information to an available Allocated Safeguarding Officer as soon as practicable afterwards, and by no later than the end of the day

Upon receipt of any safeguarding concern, an Allocated Safeguarding Officer shall consult with any other relevant persons and will make any appropriate referrals to the relevant authorities, such as the applicable Local Authority Children's Services department.


Reporting concerns about other adults within the Organisation

Where any person has a concern regarding the conduct of an adult connected to the Organisation, which poses or may pose a safeguarding risk to children such as:

- harming a child either physically or emotionally

- exposing a child to behaviour which may cause physical or emotional harm

- engaging in criminal activity concerning a child

this must be raised in the first instance with an available Allocated Safeguarding Officer (or where this is not appropriate, a different senior member of the organisation) so that the next appropriate steps may be agreed and actioned. We recognise that there could be circumstances where a person may need to report a matter that has taken place in a setting outside of the person's engagement with the Organisation.

Usually, any appropriate steps following a safeguarding referral in respect of an individual connected to the Organisation will include either:

- further initial enquiries

- escalation to the applicable Local Authority Children's Services department for assessment and/or the police for investigation

- instigation of any appropriate disciplinary, formal investigation processes and suspension of any person concerned within the Organisation

- a referral to the Disclosure and Barring Service, or any other relevant regulatory bodies

Any person within the Organisation who has allegations made against them shall be informed properly in a formal meeting of the particulars of the allegations and the relevant next steps which shall be taken. Such a meeting should ordinarily be held by an Allocated Safeguarding Officer. On certain occasions, such a meeting may not be convened until this has been approved by any authorities involved (such as the police or the relevant Local Authority).

Any person from within the Organisation who has allegations made against them shall be treated fairly. All enquires, investigations and decisions taken shall be just and fair, with the safety of any child concerned at the heart of the process.

Any person from within the Organisation who makes an allegation against another person from within the Organisation shall be listened to, taken seriously and shall be treated fairly and justly throughout the process of enquiries, investigations and decision making.


Disclosure and Barring Service (DBS) Checks and Reporting

DBS checks under the appropriate legislation should be undertaken wherever required. The groups of people we will usually undertake DBS checks in relation to are:

All our teachers who undertake activties with children.

Wherever we deem it is necessary and appropriate to remove any individual from a position of work in a activity which is regulated under the relevant legislation, we shall also be obliged to make a referral to the Disclosure and Barring Service.


Safeguarding Children at Events and Activities

Responsibilities and planning

Typically, we may arrange the following types of events and/or activities which could involve children:

Performing arts classes every Wednesday evening during term time and performances to parents at the end of the academic year.

The Allocated Safeguarding Officers shall hold ultimate responsibility for the safety and appropriateness of the event. They may however appoint a delegate for some responsibilities the purpose of a specific event.

Although the Allocated Safeguarding Officers and any appointed delegates will hold ultimate responsibility for overseeing the safety for events and activities, all individuals under this policy must also play an active role in ensuring the safety of children at all times.

Appropriate background checking shall be undertaken for any adult engaged by us in connection with an event or activity involving children, wherever this is required by law (see the relevant section above).

For certain types of events or activities, we may issue an additional code of conduct, policy, or some specific other requirements which is specific to that occasion. Any such additional documentation will be made available to all those concerned (staff members, parents, guardians etc.) in advance. They should be read carefully and adhered to.

Venues

Any events or activities held by us will typically take place at:

North Harrow Methodist Church
Pinner Road,
Harrow,
HA2 6EQ

We have carried out a health and safety risk assessment of this location in reference to its safety and suitability for children. Where any events or activities are held at any other location we shall also carry out a risk assessment.

The fire safety procedure at this location can be found in the following location:

At the reception of the venue or request to members of staff upon arrival.

First Aid

We have the following first aid procedure within the Organisation:

On-site first aid trained staff with access to first aid kits. See our websites terms and conditions for more urgent medical situations.

Any accident or injury concerning a child should be brought to the attention of the nearest first aider and should thereafter be formally reported to an available Allocated Safeguarding Officer.

Consent forms

We shall always obtain written consent from a parent or guardian for any event which takes place with children in attendance without their responsible parent or guardian present. Consent will be obtained via:

Online enrolment form (this automatically means you have given consent as our terms and conditions state classes are drop off only. By agreeing to terms and conditions, you are consenting your child's attendance.)

Consent forms will include emergency contact details and will set out any specific safety needs/requirements for children.

All consent forms will be kept secure and shall be stored in accordance with our data protection privacy policy.

Supervision

For most activities and events, our procedure for supervision of children is as follows:

For each group of children with additional educational needs there will be 2 adults to every 6 children.
For each group of children aged 4-6 there will be 1 adult to 8 children (with close reach to 2nd adult.)
For each group of children to aged 7-11 there will be 1 adult to 15 children (with close reach to 2nd adult.)
Principal holds valid chaperone lisence

Where we hold any events or activities whereby a child attends alongside their parent or guardian, parents and guardians should ensure that children are properly supervised.


Managing Behaviour of Children Generally

Whenever any adult engaged by us is faced with challenging or inappropriate behaviour from a child or with conflict between children, they must:

- treat each child fairly and equally

- approach the situation in a calm and neutral manner

- only ever use physical restraint/intervention in order to protect the immediate safety of a person, for example to prevent an injury or harm either to the child or others

- wherever it is justified to physically restrain a child or to physically intervene, the amount of force used should be kept to the absolute minimum taking into account the risk posed

- make a written record of the incident and ensure this is reported appropriately to an available Allocated Safeguarding Officer

Further details regarding our procedures for managing behaviour can be located in our behaviour policy:

On our website in our terms and conditions and upon request from members of staff.


Managing Risks Posed by Other Children

It is important for all adults engaged by us to recognise that children can face harm from their peers. This can commonly take the form of bullying. Bullying can be defined as any behaviour which is:

- repeated; and

- has the intention of hurting somebody either physically or emotionally.

Bulling can sometimes be motivated by prejudices based on certain groups, for example gender, race, religion or sexual orientation. Bullying can often include:

- physical harm perpetrated against another child

- name calling and threats

- cyberbullying (threats and abusive comments made via technology)

Any instance of bullying or concern relating to possible bullying between children at any event or activities arranged by us will usually be dealt with by us in the first instance as follows:

All children or staff will be spoken to directly and given a warning. Parents will also be informed.

Where any behaviour amounting to bullying continues following this, the following steps will be taken:

If the behaviour continues, it could result in a child being asked to leave LyriK Theatre Arts permanently.

All steps in relation to the prevention or management of bullying should be taken in consultation with an Allocated Safeguarding Officer.


Photography

On some occasions, we may take photographs featuring children. We recognise that photography of children carries risks, such as:

- the potential for images to be re-used, shared or adapted in a damaging or inappropriate manner

- the general risk of sharing images and the impact this could have on child's public image as they grow older

In view of these risks, we will:

- always ask for written permission from a child and their parent/guardian before taking and sharing any image of them

- always ensure that a child and their parent/guardian are properly informed how an image will be used and shared

- always ensure that a child's identity is protected as far as is possible within any published material

- ask that parents, guardians, children and any other person connected to them who may wish to share any of our published images which features other children to refrain from doing so unless they have the permission of the other children and their parent/guardian

- always store photos in accordance with our data protection policy.

We ask that any members of the public attending our premises, events or activities do not take photographs.


Other Policies

We have referred within this document to the following other important policies which should be read in conjunction with this policy:

- Our data protection policy


Legal Framework

This policy has been drawn up in accordance with all relevant and applicable legislation and guidance available to the Organisation in the jurisdictions it operates within.




This Policy is approved and robustly endorsed by LYRIK THEATRE ARTS and is due for review every 2 YEARS.




Signed: _______________________________ KIMBERLEY MANSER (PRINCIPAL)

Date: 21st July 2022

Website privacy policy

LYRIK THEATRE ARTS, KIMBERLEY MANSER

This website is operated by LYRIK THEATRE ARTS, KIMBERLEY MANSER. The privacy of our users is extremely important to us and therefore we encourage all users to read this policy very carefully because it contains important information regarding:

  • who we are;

  • how and why we collect, store, use and share personal information;

  • your rights in relation to your personal information; and

  • how to contact us and supervisory authorities in the event that you have a complaint.

Who we are

LYRIK THEATRE ARTS, KIMBERLEY MANSER ('we', 'us', 'our') collect, use and are responsible for storing certain personal information about you ('you', 'your', 'yours').


The personal information we collect and use

Personal information is information which you can be identified from (and does not include any anonymised forms of information).

1. Types of personal information

We may process the following types of personal information in relation to you:

Contact details such as parent/guardian's full name, phone number, address, email, child's full name, child's birthday (age), any medical needs of child.

2. Types of sensitive information

We may also process the following types of sensitive information in relation to you:

Medical, health or access needs eg. Autism, Asthma, food allergies, physical disabilities.


How your personal information is collected

This section describes how the above types of personal information are collected by us. Your personal information will be collected as follows:

1. Personal information obtained from you directly

We will sometimes obtain information from you directly, including when you:

Use our enrolment form on our 'contact us and sign up' page.

2. Changes to the way in which we collect your personal information

In the event that we need to obtain personal information in relation to you from any other source than those described above, we shall notify you of this.


How we use your personal information

1. General purposes

In general, your personal information will generally be processed for the following purposes:

To get into contact with you regarding our business, important updates and news as well as ensuring we have access to your contact details so we can get in contact with you (if need be) regarding the well being of your child whilst they are in our care. Knowing your child's age also allows us to put them into the correct class for their age group.

Any sensitive information in relation to you will generally be processed for the following purposes:

Any medical or health information will be used to help us look after and keep your child safe whilst they are in our care.


Lawful basis for processing of your personal information

We have described above the purposes for which we may process your personal information. These purposes will at all times be justified by UK data protection law.

1. General lawful bases

The lawful basis upon which we are able to process your personal data are:

(1) where we have your consent to use your data for a specific purpose;

(2) where it is necessary to enter into a legal contract with you or to perform obligations under a legal contract with you;

(3) where it is necessary to enable us to comply with a legal obligation;

(4) where it is necessary to ensure our own legitimate interests or the legitimate interests of a third party (provided that your own interests and rights do not override those interests). Wherever we rely upon this basis, details of the legitimate interests concerned shall be provided to you;

(5) where we need to protect your own vital interests (or the vital interests of another person); and/or

(6) where it is needed in the public interest (or where we are acting in our official functions), provided that the task or function has a clear basis in law.

In general, in order to meet the purposes we have described above, we will process your personal information where we have your express consent on each occasion that the data is processed.

2. Lawful bases applicable to sensitive information

We have explained above that we may process sensitive personal information in relation to you. We have defined above the general purposes for which we process your personal sensitive information. These purposes are justified by lawful conditions. There are however additional conditions which apply to sensitive personal information.

We will therefore only process your sensitive personal information for any or a combination of the following additional lawful reasons, which are:

(1) where you have provided us with explicit consent;

(2) where it is necessary for employment, social security and social protection (and it is properly authorised by law);

(3) where it is necessary for your vital interests or the interests of another person;

(4) where the processing is carried out in the course of legitimate activities under a foundation, association or non-for-profit body with a political, philosophical, religious or trade union aim;

(5) where the information is made publicly available by you;

(6) where the processing is necessary for defending or establishing legal claims or court proceedings;

(7) where the processing is necessary for substantial public interest;

(8) where the information is necessary for medical or social care reasons;

(9) where the information is necessary for reasons of public interests or in the area of public health; and/or

(10) where the information is necessary for scientific research, statistical purposes, historical research or archiving purposes in public interest.

In general, in order to meet the purposes we have described, we will usually process your sensitive information where:

this is necessary for medical and social care reasons.


Sharing of your personal information

On any occasion where any of your personal information is shared with any third party, we shall only permit them to process such information for our required purposes, under our specific instruction, and not for their own purposes. We are required to enter into a formal legal agreement to enable such sharing to take place.

In order to meet the purposes we have described above, we may on some occasions need to share your personal information with other third parties. Those third parties will be:

Other teachers within LyriK Theatre Arts


Necessity of information

Where information is requested from you and you do not provide this:

By not providing us with an emergency contact number, we may not be able to contact you during an emergency.

We will inform you at the point of collecting information from you, whether you are required to provide the information to us.


How long your personal information will be kept

Your personal information will only be kept for the period of time which is necessary for us to fulfil the above purposes.

We envisage that your personal information shall be retained by us as follows:

Date of enrolment until the day your child decides to leave LryiK Theatre Arts. At the point any record of your personal data will be deleted.

After the period described above, your information shall be properly deleted or anonymised.


Keeping your information secure

We will ensure the proper safety and security of your personal information and have measures in place to do so. We will also use technological and organisation measures to keep your information secure. These measures are as follows:

User account access is controlled by a secure user name and password.

We have proper procedures in place to deal with any data security breach, which shall be reported and dealt with in accordance with data protection laws and regulations. You shall also be notified of any suspected data breach concerning your personal information.


Your rights

Under the UK General Data Protection Regulation you have a number of important rights free of charge. In summary, those include rights to:

(1) fair processing of information and transparency over how we use your use personal information;

(2) access to your personal information and to certain other supplementary information that this Privacy Statement is already designed to address;

(3) require us to correct any mistakes in your information which we hold;

(4) require the erasure of personal information concerning you in certain situations;

(5) receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit this information to a third party in certain situations;

(6) object at any time to processing of personal information concerning you for direct marketing;

(7) object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you;

(8) object in certain other situations to our continued processing of your personal information, or ask us to suspend the processing procedure in order for you confirm its assurance or our reasoning for processing it;

(9) object to processing our your personal information where we are doing so in reliance upon a legitimate interest of our own or of a third party and where you wish to raise to an objection to this particular ground;

(10) otherwise restrict our processing of your personal information in certain circumstances;

(11) claim compensation for damages caused by our breach of any data protection laws; and/or

(12) in any circumstance where we rely upon your consent for processing personal information, you may withdraw this consent at any time.

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner's Office (ICO) on your rights under the General Data Protection Regulations.

If you would like to exercise any of these rights please contact KIMBERLEY MANSER in the following manner:

contact via email: lyriktheatrearts@gmail.com


Your Requirements

If you would like this policy in another format (for example: audio, large print, braille) please contact us using the details below.


Complaints procedure

We hope that we can resolve any query or concern you raise about our use of your information.

The UK General Data Protection Regulation also gives you right to lodge a complaint with the supervisory authority. The supervisory authority in the United Kingdom is the Information Commissioner.


Changes to the privacy policy

This privacy policy was published on 21st July 2022 and last updated on 21st July 2022.

We may change this privacy policy from time to time and will notify you of any changes by:

Notice on websites news page.


Contacting us

The relevant person to contact regarding your personal information is: KIMBERLEY MANSER.

Any requests or questions regarding the use of your personal information should be made to the above named person using the following method:

contact via email: lyriktheatrearts@gmail.com

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