We have a number of policies. please click on the relevant policy title below to read it.

Kinda Communities CIC child protection policy  

 

INTRODUCTION:

 

This document is the Child Protection Policy for Kinda Communities CIC which will be followed by all members of the organisation and followed and promoted by those in the position of leadership within the organisation.

 

The purpose of the organisation is to improve community safety through training with a particular focus being given to food safety.

The organisation does not undertake activities with children in the absence of their parents/carers, but has the opportunity to observe the young persons/children’s welfare within their family setting.  Parents/carers remain responsible for their children’s welfare throughout all the work undertaken by the organisation.

 

We know that being a young person makes them vulnerable to abuse by adults.  The purpose of this policy is to make sure that the actions of any adult in the context of the work carried out by the organisation are transparent and safeguard and promote the welfare of all young people.

 

If any parent or young person/child has any concerns about the conduct of any member of the organisation, this should be raised in the first instance with ………richard@kinda.org.uk…………………., (designated child protection contact).

 

This document is written in accordance with Salford’s Area Child Protection Policy and ‘Working Together to Safeguard Children’ produced by the Department of Health in 1999.

 

Principles upon which the Child Protection Policy is based.

 

• The welfare of a child or young person will always be paramount.
• The welfare of families will be promoted.
• The rights, wishes and feelings of children, young people and their families will be respected and listened to.
• Those people in positions of responsibility within the organisation will work in accordance with the interests of children and young people and follow the policy outlined below.
• Those people in positions of responsibility within the organisation will ensure that the same opportunities are available to everyone and that all differences between individuals will be treated with respect.

 

CHILD PROTECTION POLICY

1. Immediate Action to Ensure Safety

 

Immediate action may be necessary at any stage in involvement with children and families.

 

IN ALL CASES IT IS VITAL TO TAKE WHATEVER ACTION IS NEEDED TO SAFEGUARD THE CHILD/REN  ie:

 

• If emergency medical attention is required this can be secured by calling an ambulance (dial 999) or taking a child to the nearest Accident and Emergency Department.
• If a child is in immediate danger the police should be contacted (dial 999) as they alone have the power to remove a child immediately if protection is necessary, via Police Protection Order.

 

2. Recognition of Abuse or Neglect

 

Abuse or neglect of a child is caused by inflicting harm, or by failing to act 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.

 

Physical Abuse

 

Physical abuse 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 feigns the symptoms, of, or deliberately causes ill health to a child whom they are looking after.  This situation is commonly described using terms such as, fabricated illness by proxy or Munchausen Syndrome by proxy.  

 

Emotional Abuse

 

Emotional abuse is the persistent emotional ill treatment of a child such as to cause severe and persistent adverse effects on the child’s emotional development.  It may involve conveying to children that they are worthless or unloved, inadequate, or valued only in so far as they meet the needs of another person.  It may feature age or developmentally inappropriate expectations being imposed on children.  It may involve causing children frequently to feel frightened or in danger, or the exploitation or corruption of children.  Some level of emotional abuse is involved in all types of ill treatment of a child though it may occur alone.

Sexual Abuse

 

Sexual abuse involves forcing or enticing a child or young person to take part in sexual activities, whether or not the child is aware of what is happening.  The activities may involve physical contact, including penetrative (eg rape or buggery) or non-penetrative acts.  This may include non-penetrative acts.  They may include non-contact activities, such as involving children in looking at, or in the production of, pornographic material, or watching sexual activities, or encouraging children to behave in sexually inappropriate ways.

 

Neglect

 

Neglect is the persistent failure to meet a child’s basic physical and/or psychological needs, likely to result in the serious impairment of the child’s health or development.  It may involve a parent or carer failing to provide adequate food, shelter and clothing, failing to protect a child from physical harm or danger, or the failure to ensure access to appropriate medical care or treatment.  It may also include neglect of, or unresponsiveness to, a child’s basic emotional needs.

Individuals within the organisation need to be alert to the potential abuse of children both within their families and also from other sources including abuse by members of that organisation.

 

The organisation should know how to recognise and act upon indicators of abuse or potential abuse involving children.  There is an expected responsibility for all members of the organisation to respond to any suspected or actual abuse of a child in accordance with these procedures.  

 

It is good practice to be as open and honest as possible with parents/carers about any concerns.

 

However, you must not discuss your concerns with parents/carers in the following circumstances:

 

• where sexual abuse is suspected
• where organised or multiple abuse is suspected
• where fictitious illness by proxy (also known as Munchausen Syndrome by proxy) is suspected
• where contacting parents/carers would place a child, yourself or others at immediate risk.

What to do if children talk to you about abuse or neglect

 

It is recognised that a child may seek you out to share information about abuse or neglect, or talk spontaneously individually or in groups when you are present.  In these situations you must:

 

• Listen carefully to the child.  DO NOT directly question the child.
• Give the child time and attention.
• Allow the child to give a spontaneous account; do not stop a child who is freely recalling significant events.
• Make an accurate record of the information you have been given taking care to record the timing, setting and people present, the child’s presentation as well as what was said.  Do not throw this away as it may later be needed as evidence.
• Use the child’s own words where possible.
• Explain that you cannot promise not to speak to others about the information they have shared.
• Reassure the child that:

you are glad they have told you;

they have not done anything wrong;

what you are going to do next.

• Explain that you will need to get help to keep the child safe.
• Do NOT ask the child to repeat his or her account of events to anyone.

 

3. Consulting about your concern

 

The purpose of consultation is to discuss your concerns in relation to a child and decide what action is necessary.

You may become concerned about a child who has not spoken to you, because of your observations of, or information about that child.

 

It is good practice to ask a child why they are upset or how a cut or bruise was caused, or respond to a child wanting to talk to you.  This practice can help clarify vague concerns and result in appropriate action.

 

If you are concerned about a child you must share your concerns.  Initially you should talk to one of the people designated as responsible for child protection within your organisation.  In this organisation this person is ………………… tel: ……………. If one of those people is implicated in the concerns you should discuss your concerns directly with Social Services.

 

You should consult externally with your local Social Services Department in the following circumstances:

 

• when you remain unsure after internal consultation as to whether child protection concerns exist
• when there is disagreement as to whether child protection concerns exist
• when you are unable to consult promptly or at all with your designated internal contact for child protection
• when the concerns relate to any member of the organising committee.

 

Consultation is not the same as making a referral but should enable a decision to be made as to whether a referral to Social Services or the Police should progress.

4. Making a referral

 

A referral involves giving Social Services or the Police information about concerns relating to an individual or family in order that enquiries can be undertaken by the appropriate agency followed by any necessary action.

 

In certain cases the level of concern will lead straight to a referral without external consultation being necessary.

 

Parents/carers should be informed if a referral is being made except in the circumstances outlined on p 4.

 

However, inability to inform parents for any reason should not prevent a referral being made.  It would then become a joint decision with Social Services about how and when the parents should be approached and by whom.  

 

IF YOUR CONCERN IS ABOUT ABUSE OR RISK OF ABUSE FROM SOMEONE NOT KNOWN TO THE CHILD OR CHILD’S FAMILY, YOU SHOULD MAKE A TELEPHONE REFERRAL DIRECTLY TO THE POLICE AND CONSULT WITH THE PARENTS.

 

If your concern is about abuse or risk of abuse from a family member or someone known to the children, you should make a telephone referral to your local Social Services Office. (see list p. 9).

 

Information required

 

Be prepared to give as much of the following information as possible (in emergency situations all of this information may not be available).  Unavailability of some information should not stop you making a referral.

 

• Your name, telephone number, position and request the same of the person to whom you are speaking.
• Full name and address, telephone number of family, date of birth of child and siblings.
• Gender, ethnicity, first language, any special needs.
• Names, dates of birth and relationship of household members and any significant others.
• The names of professionals’ known to be involved with the child/family eg: GP, Health Visitor, School. 
• The nature of the concern; and foundation for them.
• An opinion on whether the child may need urgent action to make them safe.
• Your view of what appears to be the needs of the child and family.
• Whether the consent of a parent with parental responsibility has been given to the referral being made.

 

Action to be taken following the referral

 

• Ensure that you keep an accurate record of your concern(s) made at the time.
• Put your concerns in writing to Social Services following the referral (within 48 hours).
• Accurately record the action agreed or that no further action is to be taken and the reasons for this decision.

 

5. Confidentiality

 

The organisation should ensure that any records made in relation to a referral should be kept confidentially and in a secure place.

 

Information in relation to child protection concerns should be shared on a “need to know” basis.  However, the sharing of information is vital to child protection and, therefore, the issue of confidentiality is secondary to a child’s need for protection.

 

If in doubt, consult.

Kinda Communities CIC

Complaints Policy and Procedure

Policy statement

 

Kinda Communities CIC aims to provide its members, organisations and individuals with the best possible service. We positively welcome suggestions you may have for how we can improve our service.

 

Usually, a word with the person at the point of service delivery will suffice should a problem arise. However, we recognise that from time to time there may be occasions when users of our services feel that the quality or level of service provided fall short of what they could reasonably expect. We also want to know about these occasions so that we can make good the problem and plan to avoid its repetition. If you have a complaint, we would like you to tell us about it.

 

Scope

 

This policy applies to Kinda Communities CIC and is global in its application. A complaint can be made by any supporter, partner organisation, community or individual with whom we work, or any member of the public whether an individual, company or other entity.

 

 

 

Definitions 

 

A complaint is an expression of dissatisfaction about the standards of service, actions or lack of action, by Kinda Communities CIC or its staff, volunteers and associated personnel. It is a criticism that expects a reply and would like things to be changed. Complaints could include the following (which is not an exhaustive list):

 

Concern from someone we work with about the quality of programme delivery

Concern from a member of the public or supporter about a particular fundraising approach or campaign action

Concern about the behaviour of staff or associated personnel

A complaint has to be about some action for which Kinda Communities CIC is responsible or is within our sphere of influence.

 

A complaint is not:

 

A general inquiry about Kinda Communities CIC’s work

A request for information A contractual dispute

A request to amend records e.g. to correct an address, cancel a donation

A request to unsubscribe from a Communities 1st service e.g. a campaign newsletter or email

The complaints procedures do not apply to complaints that are subject to the current investigation by any regulatory body or other legal or official authorities. Such issues will be dealt with by the relevant regulatory body.

 

 

 

Procedures for making a complaint

 

It is hoped that most complaints or concerns about Kinda Communities CIC’s work or behavior can and will be dealt with informally by staff or volunteers at a local level. However, it is recognised that not all issues can be resolved in this way and that a formal complaints mechanism is required for those occasions when an individual or organisation wishes to make their complaint a matter of record and to receive a formal response.

 

 

 

How to make a complaint

 

All formal complaints should be made in writing either directly from the individual or organisation making the complaint or via someone acting on their behalf. See below for details about to whom to address a complaint.

 

 

 

Who is not covered by this policy?

 

Complaints by staff are governed by Kinda Communities CIC’s procedures for dealing with problems in the workplace, and Anti Bullying and Harassment policy. Complaints relating to serious incidents such as fraud and corruption or safeguarding concerns will be dealt with through the relevant policy and procedures.

 

 

 

How to make a complaint

 

1. If you have a complaint to make, it should be made to the member of staff concerned who will try to resolve the issue informally.

 

2. If the issue is serious, or you are not satisfied after raising it with the member of staff concerned, you should make a formal complaint.

 

3. Your complaint should be made by email, marked “Private & Confidential", and sent to the info@kinda.org.uk who will acknowledge it in writing (normally within 7 days of receipt). Remember to keep a copy of your email.

 

4. A representative of the management committee shall - in consultation with the chair of trustees shall - investigate the complaint. (See separate checklist).

 

5. A representative of the management team shall shall communicate the results of the investigation to you within a reasonable time - normally 21 days.

 

6. You have the right - if dissatisfied with the results of the inquiry - to put your case in writing to the Directors. A representative of the management team shalll - in consultation with the Chair - investigate the complaint and will communicate the results of the investigation to you within a reasonable time - normally 14 days.

 

7. You have the right - if dissatisfied with the Chair of Directors response - to put your case in writing or personally to a panel comprising at least three members from Kinda Communities CIC Trustee Board. If attending personally, you have the right to be accompanied by a friend or advocate to help put your case. (The panel also has the right to have an advisor present).

 

8. The decision of the panel will be final.

 

9. Where appropriate, Kinda Communities CIC will make a written apology to the complainant, and agree on any further action necessary to make good the cause of the complaint.

 

10. All formal complaints and the response made to them will be recorded and filed in a secure place.

 

11. The Director Board shall be informed by the Chairperson at the first available meeting of the number and nature of any formal complaints and their outcome, and consideration will be given to the implications these have for the planning and management of future services annually, as part of Kinda Communities CIC’s self-evaluation.

 

 

 

Kinda Communities CICs complaints procedure will be publicised to organisations and individuals who use its services.

Confidentiality Policy

Aims of Policy

Kinda Communities CIC is committed to maintaining high standards of confidentiality in all aspects of our work. The organisation holds some confidential information. This is provided by, or derived from, voluntary/community organisations, members of the public, third parties and staff.

 

Objectives of Policy

a.To ensure that confidential records are properly managed.

b.To ensure that confidential information is only released in accordance with our Data Protection Policy, legislative considerations, best practice and strict guidelines of the organisation.

c.To ensure that information is only disclosed with the informed consent of the person or organisation to whom the information relates, with the following exceptions: 

• When, by law, we must share information, for example with the Council Tax Office and Inland Revenue;
• In an emergency, when public safety is at risk and when information is required by the police to prevent or detect crime.

d.To promote a policy that respects commercial sensitivity

 

Statement

1.The use of information that Kinda Communities CIC collects and processes will be used to provide a service or carry out an authorised or requested transaction.

2.Kinda Communities CIC will not sell, trade, rent or lend confidential information to anyone.

3.Kinda Communities CIC does use specified information to provide a Directory of Voluntary/Community Organisations where only permitted contact details and the essential information to delivering the service will be provided. No confidential individual information will be included.

4.Kinda Communities CIC may become privy to certain business information, which will be treated in the same confidential manner as person-specific information.

5.Confidentiality is essential because we recognise:

• The possible consequences for the organisation or individual if it is breached;
• The rights of organisations and individuals to have control over information about them;
• The duties placed on us whereby breaches of confidentiality could lead to formal complaints, grievance or disciplinary actions, or even legal action against us;
• Good practice and our standards for Customer Care.

 

Policy Principles

 

We will:

1. Justify the purpose – Every proposed use or transfer of information will be clearly defined and scrutinised, with continuing uses regularly reviewed by an appropriate guardian.
2. Not give organisation specific data to a third party.
3. Not use person-specific information (unless absolutely necessary) – Person specific information will not be used unless there is no alternative.
4. Allow access to information on a strict need to know basis – Only those individuals who need access to organisational, personal and commercially sensitive information will have access to it, and they will only have access to the information items that they need to see.
5. Ensure everyone at Kinda Communities CIC is aware of their responsibilities – Procedures are in place to ensure that those handling information are aware of their responsibilities and obligations.
6. Understand and comply with the law – Kinda Communities CIC complies with current Data Protection Legistlation in processing information. This policy will be reviewed regularly, ensuring that the organisation complies with all legal requirements.
7. Hold all confidential and personal information under secure and restricted conditions within the office.

 

Detail

The three main principles of the confidentiality policy are “informed consent”, “need to know” and “third party disclosure”. These principles apply both to members of the public and to members of staff.

1. Informed Consent 

• Disclosure of personal information will only take place with the informed consent of that person. For consent to be informed, we will tell the member of the public/staff why there is a need to share information, with whom it will be shared and the likely consequences of agreeing or not agreeing to disclosure.
• We will state clearly that the information given may need to be shared with others in order to be able to provide the service requested and that non-disclosure could mean that a person would not gain access to a service or to support to which they might otherwise have been entitled.
• We will inform members of the public of our Confidentiality Policy at the first point of contact and ask them to give their consent to permit the passing on of any personal information given, if necessary, on a “need to know” basis.

2. Need to Know

• The transfer of personal information relating to a member of the public/staff will be kept to a minimum on a “need to know” basis. Only those staff or other service providers who have a need to know, in order to provide relevant services, will share information and only after informed consent has been given.

3. Disclosure of third parties

• Personal information will only be disclosed to third parties with the express, written or oral, consent of the person(s) who is (are) the data subject(s). Disclosure will only be considered, and consent sought, where there are clear reasons why this should happen.
• We will ensure that the recipient understands the need for confidentiality and that disclosure only takes place on the terms agreed with the person it concerns.
• On any occasion when confidential information is provided by way of a written or an oral response, we will state that the information provided is CONFIDENTIAL and should be respected as such.

 

Procedure for Dealing with Breaches of this Policy 

Any breach of this policy, intended or accidental, is not acceptable. Infringements of this policy will be dealt with seriously as a disciplinary matter under Communities 1st’s normal disciplinary procedures and may involve either informal or formal action depending on the seriousness of the case.

The Policy in Practice

• A participant’s visit or telephone call to Kinda Communities CIC is completely CONFIDENTIAL. Information is only ever shared on a ‘need to know’ basis see 4.2. This is the case regardless of whether the person in question is known to us or not, or of who is enquiring. In quoting confidentiality, staff use the following statement:
• Kinda Communities CIC operates a policy of confidentiality and I can therefore neither confirm nor deny that this person is known to Kinda Communities CIC. However, I can take a message and, should this person contact the Centre I will pass this message on to them.”
• Details of support sessions are confidential to the staff team. Such information will not be passed on to any third party, without exception unless the participant concerned specifically requests this to be so.

The information discussed during meetings where third parties may be present should be treated with the same level of confidentiality, with the exception that the third party signs Kinda Communities CIC Policy on Confidentiality prior to the meeting and receives at the same time. Third parties may include other health professionals, workers or managers from other agencies with whom Kinda Communities CIC shares or is likely to share participants, students undertaking a work placement or visiting students in the course of their training, volunteers of Kinda Communities CIC, other legitimate visitors working with or connected professionally to participants of Kinda Communities CIC.

 

Confidentiality will only be breached in the following circumstances:

In certain circumstances Kinda Communities CIC is legally and ethically obliged to say whether or not a participant is known to Kinda Communities CIC or is at, or has recently visited the service. Example:

• Where police have reasonable suspicion that a person they believe has contacted the service is connected with a crime currently under investigation.
• Where a participant discloses a violent history partner agencies shall be notified.

Kinda Communities CIC works in accordance with Safeguarding Children and Vulnerable Adults and will share information according to these policies. Any concerns regarding child or vulnerable adult protection shall be bought to the attention of management committee for their immediate action.

Where a young person under 16 has been reported missing to the police, staff will disclose whether or not that participant has recently contacted the service to the police but not to a parent (in case this puts the child at risk).

The policy on confidentiality exists to protect the participant. In certain circumstances keeping confidentiality may result in harm to a participant (or another person). Staff must bring all concerns to management for the appropriate course of action to be agreed upon.

All concerns and action regarding the necessary breach of confidentiality shall be recorded in the logbook and participant file.

 

Partnership working 

Kinda Communities CIC is committed to partnership working for the benefit of its participants. Joint working protocols should be agreed upon and signed by appropriate people to allow the appropriate sharing of pertinent information to reduce the risk of potential harm to a person.

 

Equality and Diversity 

We aim to be an organisation that values, recognises and responds to the diverse needs of members and those we serve. We adhere to the Equality Act 2010 and will not discriminate against any person or other organisation with particular reference to the protected characteristics

 

Monitoring and Review

The management committee, with adequate consultation of the Board of Trustees, will regularly review the operation of this policy.

Data Protection Policy

Introduction 

Kinda Communities CIC is committed to being transparent about how it collects and uses personal data, and to meeting its data protection obligations. This policy sets out the organisation's commitment to data protection and individual rights and obligations in relation to personal data.

The organisation has appointed the Chair of Trustees as the person with responsibility for data protection compliance within the organisation. He can be contacted at info@kinda.org.uk Questions about this policy, or requests for further information, should be directed to him.

Definitions:

• "Personal data" is any information that relates to a living individual who can be identified from that information. Processing is any use that is made of data, including collecting, storing, amending, disclosing or destroying it.
• "Special categories of personal data" means information about an individual's racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, health, sex life or sexual orientation and biometric data.
• "Criminal records data" means information about an individual's criminal convictions and offences, and information relating to criminal allegations and proceedings.

 

Data protection principles

The organisation processes personal data in accordance with the following data protection principles:

• The organisation processes personal data lawfully, fairly and in a transparent manner.
• The organisation collects personal data only for specified, explicit and legitimate purposes.
• The organisation processes personal data only where it is adequate, relevant and limited to what is necessary for the purposes of the processing.
• The organisation keeps accurate personal data and takes all reasonable steps to ensure that inaccurate personal data is rectified or deleted without delay.
• The organisation keeps personal data only for the period necessary for processing.#
• The organisation adopts appropriate measures to make sure that personal data is secure, and protected against unauthorised or unlawful processing, and accidental loss, destruction or damage.

The organisation tells individuals the reasons for processing their personal data, how it uses such data and the legal basis for processing in its privacy notices. It will not process the personal data of individuals for other reasons. Where the organisation relies on its legitimate interests as the basis for processing data, it will carry out an assessment to ensure that those interests are not overridden by the rights and freedoms of individuals.

Where the organisation processes special categories of personal data or criminal records data to perform obligations or to exercise rights in employment law, this is done in accordance with a policy on special categories of data and criminal records data.

The organisation will update personal data promptly if an individual advises that his/her information has changed or is inaccurate.

The organisation keeps a record of its processing activities in respect of personal data in accordance with the requirements of the General Data Protection Regulation (GDPR).

 

Individual rights

As a data subject, individuals have a number of rights in relation to their personal data.

Individuals have the right to make a subject access request. If an individual makes a subject access request, the organisation will tell him/her:

•  whether or not his/her data is processed and if so why, the categories of personal data concerned and the source of the data if it is not collected from the individual
• for how long his/her personal data is stored (or how that period is decided);
• his/her rights to rectification or erasure of data, or to restrict or object to processing;
• his/her right to complain to the Information Commissioner if he/she thinks the organisation has failed to comply with his/her data protection rights; and
• whether or not the organisation carries out automated decision-making and the logic involved in any such decision-making.

The organisation will also provide the individual with a copy of the personal data undergoing processing. This will normally be in electronic form if the individual has made a request electronically unless he/she agrees otherwise.

In some cases, the organisation may need to ask for proof of identification before the request can be processed. The organisation will inform the individual if it needs to verify his/her identity and the documents it requires.

If a subject access request is manifestly unfounded or excessive, the organisation is not obliged to comply with it. Alternatively, the organisation can agree to respond but will charge a fee, which will be based on the administrative cost of responding to the request. A subject access request is likely to be manifestly unfounded or excessive where it repeats a request to which the organisation has already responded. If an individual submits a request that is unfounded or excessive, the organisation will notify him/her that this is the case and whether or not it will respond to it.

 

Other rights

Individuals have a number of other rights in relation to their personal data. They can require the organisation to:

• rectify inaccurate data;
• stop processing or erase data that is no longer necessary for the purposes of processing;
• stop processing or erase data if the individual's interests override the organisation's legitimate grounds for processing data (where the organisation relies on its legitimate interests as a reason for processing data);
• stop processing or erase data if processing is unlawful; and
• stop processing data for a period if data is inaccurate or if there is a dispute about whether or not the individual's interests override the organisation's legitimate grounds for processing data.

To ask the organisation to take any of these steps, the individual should send the request to info@kinda.org.uk

 

Data security 

The organisation takes the security of personal data seriously. The organisation has internal policies and controls in place to protect personal data against loss, accidental destruction, misuse or disclosure, and to ensure that data is not accessed, except by employees in the proper performance of their duties. Where the organisation engages third parties to process personal data on its behalf, such parties do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.

 

Impact assessments

Some of the processing that the organisation carries out may result in risks to privacy. Where processing would result in a high risk to an individual's rights and freedoms, the organisation will carry out a data protection impact assessment to determine the necessity and proportionality of processing. This will include considering the purposes for which the activity is carried out, the risks for individuals and the measures that can be put in place to mitigate those risks.

 

Data breaches

If the organisation discovers that there has been a breach of personal data that poses a risk to the rights and freedoms of individuals, it will report it to the Information commissioner within 72 hours of discovery. The organisation will record all data breaches regardless of their effect.

If the breach is likely to result in a high risk to the rights and freedoms of individuals, it will tell affected individuals that there has been a breach and provide them with information about its likely consequences and the mitigation measures it has taken.

 

International data transfers

The organisation will not transfer personal data to countries outside the EEA.

 

Individual Responsibilities

Individuals are responsible for helping the organisation keep their personal data up to date. Individuals should let the organisation know if data provided to the organisation changes, for example, if an individual moves house or changes his/her bank details.

Individuals who have access to personal data are required:

• to access only data that they have authority to access and only for authorised purposes;
• not to disclose data except to individuals (whether inside or outside the organisation) who have appropriate authorisation;
• to keep data secure (for example by complying with rules on access to premises, computer access, including password protection, and secure file storage and destruction);
• not to remove personal data, or devices containing or that can be used to access personal data, from the organisation's premises without adopting appropriate security measures (such as encryption or password protection) to secure the data and the device;
• not to store personal data on local drives or on personal devices that are used for work purposes; and
• to report data breaches of which they become aware to [name of individual/the data protection officer] immediately.

Failing to observe these requirements may amount to a disciplinary offence, which will be dealt with under the organisation's disciplinary procedure. Significant or deliberate breaches of this policy, such as accessing employee or customer data without authorisation or a legitimate reason to do so, may constitute gross misconduct and could lead to dismissal without notice.

 

Training

The organisation will provide training to all individuals about their data protection responsibilities as part of the induction process and at regular intervals thereafter.

 

Law relating to this document 

• General Data Protection Regulation (2016/679 EU)
• Data Protection Bill

Environmental Policy

Kinda Communities CIC recognises the importance of climate change and are committed to being an environmentally responsible organisation, understanding that this is an ongoing and continuous process.  We will seek to reduce the amount of energy and other resources we consume and will work with our staff, service users, landlord, other tenants to achieve this. We will promote environmentally responsible ways of working to our suppliers and in the local community. 

 

Our stated aims are to: 

• Aim to continuously improve our environmental performance particularly with regards to our recycling and re-use of paper. 
• Where possible we will use recycled or ecologically friendly paper. 
• We will use ‘waste’ paper for notepads unless confidentiality may be compromised. 
• Reduce our consumption of resources and improve the efficiency of those resources by printing double-sided where practicable 
• Manage waste generated from my business operations according to the principles of reduction, re-use and recycling 
• Recycle all paper products, ink or toner cartridges. 
• Comply as a minimum with all relevant environmental legislation as well as other environmental requirements. 

This Environmental Policy Statement will be regularly reviewed and updated as necessary. The management team endorses these policy statements and is fully committed to their implementation 

The Chair of Directors  will have overall responsibility for implementing this policy on behalf of the Trustees. All Trustees, staff and volunteers will have access to this policy.

This policy will form part of all staff and volunteer induction programmes and environmental matters will be a regular agenda item at meetings.

 

Kinda Communities CIC

Equality and Diversity Policy

Introduction

 

Kinda Communities CIC is committed to encouraging a supportive and inclusive culture amongst its community by creating a positive place where everyone can enjoy an environment which is safe, enjoyable and respectful.

 

This policy reinforces our commitment to providing equality and fairness to all in our hirers and volunteers and to avoid less favourable facilities or treatment on the grounds of age, disability, gender, marriage and civil partnership, pregnancy and maternity, race, ethnic origin, colour, nationality, national origin, religion or belief, or sex and sexual orientation. We are opposed to all forms of unlawful and unfair discrimination. 

 

Kinda Communities CIC’s Commitment

 

Our aim is to ensure that all hirers and volunteers are given equal opportunity and that our organisation is representative of all sections of society.

 

All hirers and volunteers will be treated fairly and with respect. We will provide help and encouragement to develop all our staff to their full potential and utilise their unique talents.  

 

When we select candidates for the Management Committee or other volunteer positions, it will be on the basis of their aptitude and ability. 

 

We are committed to:

 

Creating an environment in which individual differences and the contributions of everyone are recognised and valued. 

Creating an environment that promotes dignity and respect for everyone. 

Not tolerating any form of intimidation, bullying, or harassment, and to avoid hiring the facility to those that breach this policy. 

Making training available to all volunteers where appropriate 

Promoting an inclusive culture for all our community and the people that we serve.

Encouraging anyone who feels they have been subject to discrimination to raise their concerns so we can apply corrective measures. 

Encouraging everyone to be treated with dignity and respect. 

Regularly reviewing all our practices and procedures so that fairness is maintained at all times.

We seek to promote diversity and inclusion and to respond to the needs of all individuals in a fair and equitable manner, whilst observing our commitment and responsibility to current legislation. 

 

The community’s responsibilities 

 

All hirers, volunteers and  event attendees are required to assist us in meeting our commitments, to ensure equality, diversity and inclusion and avoid unlawful discrimination. 

 

We consider acts of discrimination, harassment, bullying or victimisation as unacceptable behaviour and hirers supporting this behaviour will result in the hall not be available to hire to those persons in the future.

 

Grievances 

 

If you consider that you may have been unlawfully discriminated against, you may contact the  Chair of directors or any member of staff to make a complaint. You may also do so by emailing info@kinda.org.uk

 

 

Kinda Communities CIC

VOLUNTEER POLICY

 

 

Introduction

Volunteering is the commitment of time and energy for the benefit of society and the community: the environment of individuals outside one’s immediate family. It is undertaken freely and by choice without concern for financial gain.

 

Kinda Communities CIC believes in the value of voluntary activity as an important expression of citizenship and an essential component of a free and democratic society.  It supports and promotes volunteering in public and third sector organisations. Kinda Communities CIC takes responsibility for ensuring that volunteers within its own organisation are appropriately involved, valued for their contribution and respected as colleagues.

 

In adopting this volunteer policy Kinda Communities CIC wishes to:

 

•     Formally acknowledge and support the role of volunteers in its work

 

•     Set out the principles governing the involvement of volunteers and provide a set of guidelines to ensure good practice in working with volunteers

 

•     Encourage and enable, rather than restrict, the involvement of volunteers.

 

This volunteer policy and accompanying guidelines are intended for use by (Kinda Communities CIC) paid staff and volunteers.

 

Volunteer Policy Statement

 

Kinda Communities CIC  Equal Opportunities

•       As an employer and engager of volunteers Kinda Communities CIC is committed to a policy of equal opportunities. This principle will apply to service delivery, recruitment, promotion, training, facilities, procedures and all terms and conditions.

 

•       Volunteers will be expected to adhere to Kinda Communities CIC Equal Opportunities Policy, a copy of which can be found within the Kinda Communities CIC Volunteer Handbook.

 

Recruitment & Selection

•       Recruitment of volunteers will be from all sections of the community, and will be in line with (Kinda Communities CIC) Equal Opportunities Policy. Appropriate targeting may be used.

 

Information & Training

•       Volunteers will receive full information about their chosen area of work and will be given a clear idea of their responsibilities to (Kinda Communities CIC).

 

•       Volunteers will be given induction and training in the specific tasks to be undertaken.

 

•       Volunteers will be consulted in decisions which affect them.

 

Support & Supervision

•       Volunteers will be assigned a named contact person for supervision and support.

 

Problem-Solving

•       (Kinda Communities CIC) recognises that problems do arise and we aim to identify and resolve these problems at the earliest stage. Volunteers who have a problem of any kind should discuss it in the first instance with their named contact person.

 

Confidentiality

•       Volunteers will be bound by the same confidentiality conditions as (Kinda Communities CIC) paid staff.

 

Expenses & Insurance

•       (Kinda Communities CIC) will ensure that there is a clear and accessible system to enable volunteers to claim out of pocket expenses.

 

•       Volunteers will be adequately covered by insurance while carrying out agreed duties.

 

Health and Safety

•       All volunteers are covered by the same health and safety policies and provisions as staff.

 

Relations with Paid Staff

•       (Kinda Communities CIC) is committed to ensuring that volunteers work complements the work of paid staff, and that it will not be used as a substitute for paid work.

 

•       Steps will be taken to ensure that staff at all levels are clear about the roles of volunteers and to foster good working relationships between staff and volunteers.

 

•       (Kinda Communities CIC) recognises the need for training for all those working alongside and managing volunteers.

 

Costs

•       (Kinda Communities CIC) will endeavour to identify and cover the costs of involving volunteers and recognises the value of designated responsibilities within specific posts for the management of volunteers.

 

References

•       On the basis of their voluntary work, volunteers will have the right to request a reference.

 

Monitoring & Evaluation

•       (Kinda Communities CIC) will systemically monitor and evaluate its involvement of volunteers with reference to this Volunteer Policy.

 

Review

•       This policy comes into force on (1/1/24) and (Kinda Communities CIC) commits itself to review the policy as and when changes in legislation or other factors make this necessary. The policy will be subject to a comprehensive review two years after its introduction.

 

 

Note

•       “Staff” refers to paid staff and those undertaking placements with (Kinda Communities CIC)
•       This document refers to other policies which are available in (Kinda Communities CIC) Volunteer Handbook.

 

 

Guidelines for Involving Volunteers

 

These guidelines are intended for use along with the policy statement. They give further detail on recommended good practice in the involvement of volunteers within (Kinda Communities CIC)

 

Preparation

Prior to recruiting volunteers, full consultation and discussion should take place with users of the service, paid staff and unions to satisfy that there is a genuine need for volunteers and to develop a clear description of their role. A contact person within the section proposing to involve volunteers should be identified and the staff time and expenses to train, support and reimburse volunteers determined.

 

Recruitment

•       (Kinda Communities CIC) has an Equal Opportunities Policy and will prevent discrimination particularly on the grounds of gender, marital status, disability, race, colour, religious belief, political belief, sexuality, nationality, ethnic origin, age, trade union activity, responsibility for dependents or employment status. (See statement and policy for details)

 

•       In order to reach a wide section of the community, recruitment should be by a variety of means.

 

•       Positive action in recruitment may be used for specific voluntary tasks.  For example, specific work with minority ethnic groups.

 

Initial Contact

•       People interested in becoming volunteers with (Kinda Communities CIC) should be invited for an informal talk with the appropriate contact person.  They should:

–   Be given written information to take away

–   Have their role explained  and how it fits in with (Kinda Communities CIC) ’s overall aims and ethos

–   Have the next stages of becoming a volunteer with (Kinda Communities CIC)  outlined

 

•       If the volunteer wishes to proceed with the application at this stage, the contact person should fill out the application form for the volunteer (getting referees’ details) and ask the volunteer to sign.

 

•       If the volunteer is undecided, agree the next step e.g. for the contact person to phone the potential volunteer in a week’s time.

 

Selection

•       All volunteers should complete an application form. Two written references will be required. If the volunteer is to carry out specialised work (e.g. IT support) at least one reference should relate directly to this.
•       If volunteers may be working with vulnerable people, or in positions of trust, they should be asked to provide information on their application form about any criminal convictions that they may have.

 

•       All information should be dealt with in the strictest confidence and should not necessarily prejudice the person being accepted for voluntary work.

 

Records

•       Minimum details should be kept on volunteers. This will include the application form, references, placement details, relevant information regarding the person’s health, correspondence and any other relevant information such as emergency contact details.

 

•       Record keeping must be secure but accessible to other members of staff if you are absent.

 

•       The Data Protection Act enables people to access information held about them.

 

Induction

•       Induction sessions should be provided for all new volunteers and should cover:

×         Role of volunteers

×         Responsibilities of volunteers

×         Arrangements for training, support and supervision

×         Contact person

×         Need for confidentiality

×         Ethos/values, etc

×         System for payment of expenses

×         Problem-solving procedures

×         Background to (Kinda Communities CIC)

×         Building orientation

×         Health and Safety

×         Meeting staff

 

•       During induction, volunteers should receive the (Kinda Communities CIC) Volunteer Handbook.

 

 

Expectations of Volunteers

•       (Kinda Communities CIC) should expect volunteers to:

×         Participate in induction sessions

×         Comply with existing policies and procedures

×         Undertake voluntary work at agreed times

×         Inform relevant staff if unable to attend

×         Give some notice if unable to continue volunteering

×         Raise any issues of concern relating to their voluntary work with the contact person

×         Agree with the aims and ethos of the organisation

 

Placement

•       Once a suitable voluntary placement has been identified, details about the frequency and length of commitment and nature of the voluntary activity should be determined and an established trial period agreed.

 

•       (Kinda Communities CIC) reserves the right to ask volunteers to leave and will give reasons in writing if requested.

 

Support, Supervision and Problem-Solving

•       Regular support/supervision should be available to each volunteer.  The type and level of support will depend on the needs of the volunteer and the nature of their role. Full information on this will be provided during induction.

 

•       Each volunteer should have a clearly identified supervisor who is responsible for the day to day management and guidance of the volunteer and who will be able to offer advice, support and feedback on a regular basis.

 

•       Support prompt questions can be used if desired. A pro forma has been prepared.

 

•       If a complaint about a volunteer arises, refer to the complaints flowchart.

 

Expenses

•       The procedures for claiming expenses should be clear and accessible.

 

•       All agreed out of pocket expenses should be reimbursed on production of receipts.

 

•       The pro forma should be used and the supervisor should liaise with admin staff.

 

Insurance

•       It should be ensured that volunteers have appropriate insurance cover in terms of employers and public liability.

 

Date 1/8/24

 

Kinda Communities CIC

Safeguarding Adults at Risk

Policy Statement

 

This policy will enable Kinda Communities CIC to demonstrate its commitment to keeping safe the adults at risk with whom it works alongside. Kinda Communities CIC acknowledges its duty to act appropriately to any allegations, reports or suspicions of abuse.

 

It is important to have the policy and procedures in place so that staff, volunteers, service users, and Directors can work to prevent abuse and know what to do in the event of the abuse. This policy applies to all staff, including, Directors members, paid staff, volunteers, sessional workers, agency staff, students and anyone working or volunteering on behalf of  Kinda Communities CIC

The policy and procedures have been drawn up in order to enable Kinda Communities CIC to promote good practice and work in a way that can prevent harm, abuse and coercion occurring. We will ensure that any allegations of abuse or suspicions are dealt with appropriately and the person experiencing abuse is supported

 

The characteristics of adult abuse can take a number of forms and cause adults at risk to suffer pain, fear and distress reaching well beyond the time of the actual incident(s). Adults at risk may be too afraid or embarrassed to raise any complaint. They may be reluctant to discuss their concerns with other people or unsure who to trust or approach with their worries. There may be some situations where the person is unaware that they are being abused or have difficulty in communicating this information to others.

 

An Adult at risk is defined as:-

 

An adult at risk, means adults who need community care services because of mental or other disability, age or illness, and who are, or may be unable to take care of themselves against harm exploitation. 

 

It is acknowledged that significant numbers of adults at risk are abused and it is important that  Kinda Communities CIC has this policy and a set of procedures to follow to prevent abuse.  

In order to implement the policy the  Kinda Communities CIC will work:

 

• to promote the freedom and dignity of the person who has or is experiencing abuse
• to promote the rights of all people to live free from abuse and coercion
• to ensure the safety and well being of people who do not have the capacity to decide how they want to respond to abuse that they are experiencing

• to manage services in a way which promotes safety and prevents abuse
• recruit staff and volunteers safely, ensuring all necessary checks are made
• provide effective management for staff and volunteers through supervision, support and training
• will ensure that all Directors members, staff, volunteers, service users, and carers/families are familiar with this policy and procedures
• will work with other agencies within the framework of the Calderdale Safeguarding Adults Board Policy and Procedures
• will act within its confidentiality policy and will usually gain permission from service users before sharing information about them with another agency, the person in danger could be the person making the disclosure or other adults at risk 
• will inform service users that where a person is in danger, a child is at risk or a crime has been committed then a decision may be taken to pass information to another agency without the service user’s consent
• will make a referral to the gateway to Care as appropriate 
• will endeavor to keep up to date with national developments relating to preventing abuse and welfare of adults
• will ensure that the Designated Named Person understands his/her responsibility to refer incidents of adult abuse to the relevant statutory agencies (Police/Adult Social care)

Kinda Communities CIC 

Procedures

 

Kinda Communities CIC promotes the benefit of the inhabitants of the community of the Elland and surrounding areas, by associating together the inhabitants and the local authorities, voluntary and other organisations to advance education, social welfare and leisure time occupations with the object of improving the conditions of life for the said inhabitants.

 

These procedures have been designed to ensure the welfare and protection of any adult who accesses our service. The procedures recognise that adult abuse can be a difficult subject for workers to deal with. Kinda Communities CIC is committed to the belief that the protection of adults at risk from harm and abuse is everybody’s responsibility and the aim of these procedures is to ensure that all managers, Directors members, staff and volunteers act appropriately in responding to any concerns.

• Preventing abuse

 

Kinda Communities CIC is committed to putting in place safeguards and measures to reduce the likelihood of abuse taking place within the services it offers and that all those involved within Kinda Communities CIC will be treated with respect. 

 

Kinda Communities CIC is committed to safer recruitment policies and practices for all paid staff, Directors and volunteers. This includes appropriate DBS (disclosure & barring) checks for all, ensuring references are taken up and adequate training on Safeguarding adults at risk is provided for staff and volunteers. 

 

Directors members will be required to provide two references and where appropriate have a Disclosure & Barring Check. 

• Recognising the signs and symptoms of abuse

 

Kinda Communities CIC is committed to ensuring that all staff, the Directors, senor staff and volunteers undertake training to gain a basic awareness of signs and symptoms of abuse. Kinda Communities CIC will ensure that the Designated Named Person and other members of staff, senor staff and volunteers have access to training around Safeguarding Adults.

 

‘Abuse’

Abuse is mistreatment by any other person or persons that violates a person's human and civil rights. The abuse can vary, from treating someone with disrespect in a way that significantly affects the person's quality of life, to causing actual physical suffering.

Forms of abuse can include:

• Physical abuse such as: hitting, pushing, pinching, shaking, misuse of medication, scalding, inappropriate restraint, hair-pulling.
• Sexual abuse such as: rape or sexual assault; sexual acts to which the adult at risk has not or could not have consented, or to which they were pressurised into consenting or encouraging people to watch inappropriate materials. 
• Psychological or emotional abuse such as: threats of harm or abandonment; deprivation of social or any other form of contact; humiliation, blaming, controlling, intimidation, coercion, or harassment; verbal abuse; prevention from receiving services or support.
• Financial or material abuse such as: theft; fraud or exploitation; pressure in connection with wills, property, or inheritance; misuse of property, possessions or benefits.
• Neglect or acts of omission such as: ignoring medical or physical care needs; preventing access to health, social care, or educational services; withholding the necessities of life, such as food, drink, or heating.
• Discriminatory abuse such as that based upon a person's race, sexuality, or disability; any other forms of harassment or slurs.
• Domestic violence - all forms of abuse can be experienced in a family setting by a partner, family member, or with someone with whom there is a relationship. 
• Institutional abuse and poor practice - disrespect and unethical practice, ill treatment and professional misconduct.

 

People who behave abusively come from all backgrounds and walks of life. They may be doctors, nurses, social workers, advocates, staff members, volunteers or others in a position of trust. They may also be relatives, friends, neighbours or people who use the same services as the person experiencing abuse.

• Designated Named Person for safeguarding adults

 

Kinda Communities CIC will appoint an individual who is responsible for dealing with any Safeguarding Adult concerns, this will be the designated safeguarding lead. In their absence, then Directors members, staff or volunteers should contact Gateway to care directly on 0845 11 11 103

The roles and responsibilities of the named person(s) are:

 

• to ensure that all staff including volunteers and senor staff are aware of what they should do and who they should go to if they have concerns that an adult at risk may be experiencing, or has experienced abuse or neglect.
• to ensure that concerns are acted on, clearly recorded and referred appropriately.  
• to follow up any referrals and ensure the issues have been addressed.
• to reinforce the utmost need for confidentiality and to ensure that staff and volunteers are adhering to good practice with regard to confidentiality and security. 
• to ensure that staff and volunteers working directly with service users who have experienced abuse, or who are experiencing abuse, are well supported and receive appropriate supervision.

• Responding to people who have experienced or are experiencing abuse

 

Kinda Communities CIC recognises that it has a duty to act on reports, or suspicions of abuse or neglect. It also acknowledges that taking action in cases of adult abuse is never easy. 

How to respond if you receive an allegation:

• Reassure the person concerned
• Listen to what they are saying
• Record what you have been told/witnessed as soon as possible
• Remain calm and do not show shock or disbelief
• Tell them that the information will be treated seriously
• Don’t start to investigate or ask detailed or probing questions
• Don’t promise to keep it a secret

If you witness abuse or abuse has just taken place the priorities will be:

• To call an ambulance if required
• To call the police if a crime has been committed
• To preserve evidence
• To keep yourself, staff, volunteers and service users safe
• To inform the Designated Named Person in your organisation
• To record what happened in our secure safeguarding file

 

All situations of abuse or alleged abuse will be discussed with the Designated Named Person. If a member of the Directors, staff member or volunteer feels unable to raise this concern with the Designated Named Person (or they are implicated in the abuse) then concerns can be raised directly with Gateway To Care Direct on 0845 11 11 103. The alleged victim will be told that this will happen. This stage is called the alert. 

 

If it is appropriate and there is consent from the individual, or there is a good reason to override consent, such as risk to others, a referral will be made to Gateway to Care.

 

If the individual experiencing abuse does not have capacity to consent a referral will be made without that person’s consent, in their best interests.

 

The Designated Named Person may take advice at the above stage from Gateway to Care and/or the Safeguarding Adults Team and/or other advice giving organisations such as Police.

• Raising a Safeguarding Adults Alert

 

All safeguarding adult concerns should be made by telephone to the Adult Social Care team via gate way to care Monday to Friday 9.00am till 5.00 pm

 

Gateway To Care

Phone: 0845 11 11 103

Available: Monday-Friday 9am-5pm

 

Safeguarding Adults Team

Phone: 01422 393804

Available: Monday – Friday 9am-5pm.

Please note that this is an advice service ONLY. All alerts should be raised with Gateway to Care Direct.

 

West Yorkshire Police

Safeguarding Unit 01422 337041

Hate & Mate crime and Domestic abuse are crimes, please seek advice from the Police Safeguarding team in the first instance then refer to Gateway to Care. 

 

In an emergency situation outside of these times please contact the Emergency Duty team on 0845 11 11 137

You should ask to make a safeguarding adults alert.

Gateway to Care will then decide if the safeguarding process should be instigated or if other support/services are appropriate. Feedback will be given to the person who raised the safeguarding adults alert.

 

1. Managing allegations made against member of staff or volunteer

 

Kinda Communities CIC will ensure that any allegations made against members or member of staff will be dealt with swiftly. Where a member of staff/volunteer is thought to have committed a criminal offence the police will be informed. If a crime has been witnessed the police should be contacted immediately.

 

The safety of the individual(s) concerned is paramount. A risk assessment must be undertaken immediately to assess the level of risk to all service users posed by the person alleged to have caused harm.  This will include whether it is safe for them to continue in their role or any other role within the service whilst the investigation is undertaken. 

 

The Designated Named Person will liaise with Gateway to Care Direct to discuss the best course of action and to ensure that the Kinda Communities CIC disciplinary procedures are coordinated with any other enquiries taking place as part of the ongoing management of the allegation. 

 

Kinda Communities CIC has a Whistle Blowing policy and staff are aware of this policy. Staff will be supported to use this policy. 

• Recording and managing confidential information

 

Kinda Communities CIC is committed to maintaining confidentiality wherever possible and information around Safeguarding Adults issues should be shared only with those who need to know. For further information, please see Kinda Communities CIC confidentiality policy.

 

All allegations/concerns should be recorded in secure safeguarding file. The information should be factual and not based on opinions, record what the person tells you, what you have seen and witnessed. 

 

The information that is recorded will be kept secure and will comply with the data protection act. This information will be secured in a locked filing cabinet within the organisation. Access to this information will be restricted to the Designated Named Person and Chief Executive

• Disseminating/Reviewing policy and procedures

 

This Safeguarding Adults Policy and Procedure will be clearly communicated to staff, senor staff, volunteers& service users.  The Designated Named Person will be responsible for ensuring that this is done.

The Safeguarding Adults Policy and Procedures will be reviewed annually by Kinda Communities CIC Directors. The Designated Named Person for Safeguarding Adults will be involved in this process and can recommend any changes. The Designated Named Person will also ensure that any changes are clearly communicated to staff, Directors and volunteers. It may be appropriate to involve service users in the review and service users and parents/carers need to be informed of any significant changes