Policies

Health and Safety Policy Statement

Health and Safety at Work etc Act 1974:

This is the Health and Safety Policy Statement of The Teign Shanty Festival

Our statement of general policy is:

    • to provide adequate control of the health and safety risks arising from our activities

    • to consult with all volunteers on matters affecting their health and safety

    • to provide and maintain safe plant and equipment

    • to ensure safe handling and use of substances

    • to provide information, instruction and supervision for volunteers;

    • to ensure all volunteers are competent to do their tasks, and give adequate training;

    • to prevent accidents and cases of work-related ill health;

    • to maintain safe and healthy working conditions; and

    • to review and revise this policy as necessary at regular intervals.

Responsibilities:

Overall and final responsibility for health and safety is that of the management committee of The Teign Shanty Festival

Day-to-day responsibility for ensuring this policy is put into practice is delegated to The Designated Health & Safety Officer.

To ensure health and safety standards are maintained/improved.

All volunteers are expected to:

    • co-operate with the person named above on health and safety matters;

    • not interfere with any equipment provided to safeguard their health and safety;

    • take reasonable care of their own health and safety; and

    • report all health and safety concerns to an appropriate person (as detailed in this policy statement).

 

Health and safety risks bring from our work activities:

Risk assessments will be undertaken by The Designated Health & Safety Officer.

The findings of the risk assessments will be reported to the Management Committee.

Action required to remove/control risks will be approved by the Management Committee.

Kevin Booker will be responsible for ensuring the action required is implemented.

The Management Committee will check that the implemented actions have removed/reduced the risks.

Assessments will be reviewed annually or when work activity changes, whichever is soonest.

 

Consultation with Staff and Volunteers:

The Teign Shanty Festival will consult with volunteers on the following:

    • any new measures which may substantially affect their health and safety at work, for example new equipment, new ways of working and new procedures

    • arrangements for getting competent people to help satisfy health and safety laws

    • the information we give to volunteers on the risks to health and safety arising from their work, measures to reduce or get rid of these risks and what they should do if they are exposed to a risk, including emergency procedures

    • planning and organising health and safety training

    • the health and safety consequences for them of any new technology we plan to introduce

The information provided to staff and volunteers will be in a form that can be easily understood.

The Teign Shanty Festival will consult direct with volunteers in the most efficient way possible.

The Teign Shanty Festival will allow enough time for volunteers to consider the issues and give informed responses. Staff and volunteers are encouraged to ask questions, raise concerns and make recommendations.

The Teign Shanty Festival will take volunteers’ views into account before a final decision is made, respond to any concerns and questions raised and explain the final decision and why it has been taken.

Safety equipment:

The management committee will be responsible for identifying all equipment needing maintenance, for ensuring effective maintenance procedures are drawn up and implemented. Any problems found with equipment should be reported to the Management Committee or volunteer coordinator immediately.

The Management Committee will check that new equipment meets health and safety standards before it is purchased.

Safe handling and uses of substances:

The Teign Shanty Festival does not currently use os store any substances which need a COSHH assessment and will check that new substances can be used safely before they are purchased.

Information,  instruction and supervision:

Health and safety advice is available from The Designated Health & Safety Officer or on the HSE website.

Supervision of young volunteers/trainees will be arranged/undertaken/monitored by The Designated Health & Safety Officer.

Competency for tasks and training:

Induction training will be provided for all staff and volunteers and training records are kept in a secure location and training will be identified, arranged and monitored by The Designated Health & Safety Officer.

Accidents, first aid and work-related ill health:

Health surveillance is not required in relation to any jobs at The Teign Shanty Festival.

All accidents, near misses and cases of work-related ill health are to be recorded in the accident book. The book is kept in a secure location by The Designated Health & Safety Officer, who is also responsible for reporting accidents, diseases and dangerous occurrences to the Management Committee.

Monitoring:

To check safe working conditions, and ensure safe working practices are being followed, the Management Committee will carry out site inspections as required and investigate any accidents and near misses that occur.

The Management Committee is responsible for investigating accidents,

The Management Committee will be made available to support The Designated Health & Safety Officer with all tasks due to the legal obligation of the organisation’s day to day running of The Teign Shanty Festival.

July 2018

Child protection policy statement

The Teign Shanty Festival acknowledges the duty of care to safeguard and promote the welfare of children and is committed to ensuring safeguarding practice and regulatory body requirements.

The policy recognises that the welfare and interests of children are paramount in all circumstances. It aims to ensure that regardless of age, ability or disability, gender reassignment, race, religion or belief, sex or sexual orientation, socio-economic background, all children

    • have a positive and enjoyable experience of singing at the Teign Shanty Festival in a safe and child centred environment.

    • are protected from abuse whilst participating in the Teign Shanty Festival or outside of the activity.

The Teign Shanty Festival acknowledges that some children, including disabled children and young people or those from ethnic minority communities, can be particularly vulnerable to abuse and we accept the responsibility to take reasonable and appropriate steps to ensure their welfare.

As part of our safeguarding policy the Teign Shanty Festival will:

    • promote and prioritise the safety and wellbeing of children and young people

    • ensure everyone understands their roles and responsibilities in respect of safeguarding and is provided with appropriate learning opportunities to recognise, identity and respond to signs of abuse, neglect and other safeguarding concerns relating to children and young people

    • ensure that confidential, detailed and accurate records of all safeguarding concerns are maintained and securely stored

    • prevent the employment/deployment of unsuitable individuals

    • ensure robust safeguarding arrangements and procedures are in operation.

The policy and procedures will be widely promoted and are mandatory for everyone involved in the Teign Shanty Festival. Failure to comply with the policy and procedures will be addressed without delay and may ultimately result in dismissal/exclusion from the organisation.

Monitoring

The policy will be reviewed a year after development and then every three years, or in the following circumstances:

    • changes in legislation and/or government guidance

    • as required by the Local Safeguarding Children Board

    • as a result of any other significant change or event.

(Last reviewed August 2018)

Data Protection Policy

Last Updated October 2018

Definitions

Organisation                Teign Shanty Festival, a “Not For Profit” Organisation

GDPR                             Means the General Data Protection Regulation.

Responsible Person    Means Ian Mitchell, Treasurer.

Register of Systems    Means a register of all systems or contexts in which personal data is processed by the Charity.

1. Data protection principals.

The Organisation is committed to processing data in accordance with it’s responsibilities under the GDPR.

Article 5 of the GDPR requires that personal data shall be:

    1. processed lawfully, fairly and in a transparent manner in relation to individuals;

    2. collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;

    3. adequate, relevant and limited to what is necessary in relation to he purposes for which they are processed;

    4. accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purpose for which they are processed, are erased or rectified without delay;

    5. kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal  data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and

    6. processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.

2. General provisions

    1.  This policy applies to all personal data processed by the Organisation.

    2.  The Responsible Person shall take responsibility for the Organisation’s ongoing compliance with this policy.

    3.  This policy shall be reviewed at least annually.

3. Lawful, fair and transparent processing

    1. To ensure it’s processing of data is lawful, fair and transparent, the Organisation shall maintain a Register of Systems.

    2. The Register of Systems shall be reviewed at least annually.

    3. Individuals have the right to access their personal data and any such requests made to the Organisation shall be dealt with in a timely manner.

4. Lawful purposes

    1. All data processed by the Organisation must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests.

    2. The Organisation shall note the appropriate lawful basis in the Register of Systems.

    3. Where consent is relied upon as a lawful basis for processing data, evidence of opt-in consent shall be kept with the personal data.

    4. Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent should be clearly available and the systems should be in place to ensure such revocation is reflected accurately in the Organisation’s systems.

 

5. Data minimisation

    1. The Organisation shall ensure that personal data are adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.

6. Accuracy

    1. The Organisation shall take responsible steps to ensure personal data is accurate.

    2. Where necessary for the lawful basis on which data is processed, steps all be put in place to ensure that personal data is kept up to date.

7. Archiving/Removal

    1. To ensure that personal data is kept for no longer than necessary, the Organisation shall put in place an archiving policy for each area in which personal data is processed and review this process annually.

    2. The archiving policy shall consider what data should/must be retained, for how long, and why.

 

8. Security

    1. The Organisation shall ensure that personal data is stored securely using modern software that is kept up to date.

    2. Access to personal data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing of information.

    3. When personal data is deleted this should be done safely such that the data is irrecoverable.

    4. Appropriate back-up and disaster recovery solutions shall be in place.

9. Breach

In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration. unauthorised disclosure of, or access to, personal data, the Organisation shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the appropriate body.

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