Policies
Safeguarding Policy Child Protection Policy for Cawdor Community Centre Association We believe that every child regardless of age has, at all times and in all situations, a right to feel safe and protected from any situation or practice that results in a child being physically or psychologically damaged. In our organisation, if we have suspicions about a child’s physical, sexual or emotional well-being, we will take action. We recognise that child protection should not be treated in isolation - we will take on board guidance given by Highland Child Protection Committee and will address recruitment and selection of volunteers and paid employees by doing the following: 1.We accept that it is our responsibility as an organisation to check that all adults in positions requiring disclosure checks are members of the appropriate Protection of Vulnerable Groups Scheme and have been appropriately vetted 2.We will ensure we have a record of personal details for each member of staff/volunteer 3.We will ensure we have carried out necessary checks in relation to anyone working with children and young people, including requesting references where appropriate 4.We will interview prospective volunteers and staff 5.We will notify Disclosure Scotland if anyone on the Disqualified from Working with Children List applies to work for or volunteer with our organisation 6.We will ensure that all staff are given Codes of Practice to work to 7.We will remove any member of staff or volunteer whom we know or suspect to have caused harm to a child or to have placed a child at risk of harm and we will notify Disclosure Scotland of our actions and the reasons for them, even if that person has left our organisation All members of staff and volunteers are encouraged to share concerns with the organisation’s Child Protection Lead. If the situation urgent, the child is too frightened to go home or we have very serious doubts about the child’s safety, we will contact Social Work or Police immediately. Child Protection Is Everyone’s Responsibility If our concerns are more general about a child’s welfare, then we will discuss these with our organisation’s Child Protection Lead/Designated Person, who would then make a referral to an appropriate professional for assessment of the child’s needs. It is important that all volunteers and staff communicate concerns accurately. If the situation is clearly an urgent case, the child is too frightened to go home or we have very serious doubts about the child’s safety, we will contact Social Work Services or Police immediately. To this end, volunteers and staff will follow the procedures below; 1.Upon the receipt of any information from a child or suspicions, it is necessary to make an accurate and detailed written record of what they have seen, heard or know, at the time the event occurs; 2.Share their concerns with the Child Protection Lead for the organisation and agree what action to take; 3.Avoid asking any more questions than are necessary to clarify whether there is a concern. Always REFER to statutory services to undertake in depth INVESTIGATION of any suspicions or allegations about abuse. If we have concerns we must act - it may be the final piece of the jigsaw that is needed to protect that child - or we may prevent, further children from being hurt. Contact numbers for Local Family Teams and the Police are available at www.hcpc.scot For ease of reference note them below: Local Family Team (Care and Protection) Police101 (non-urgent) 999 (urgent) Out of hours Social Work Emergency Service: 08457 697284 Policy Statement for Cawdor Community Centre Association We will: •Hold a register of every child/protected adult involved with the organisation including relevant medical details and have a contact name and number close to hand in case of emergencies; •Treat everyone with respect; •Remember that some issues are confidential; •Provide an example we would wish others to follow; •Where possible consider activities which involve more than one adult being present or at least within sight and hearing of others; •Be aware that someone else might misinterpret our actions even if they are well-intentioned; •Respect a child’s right to personal privacy; •Provide time for children to talk to us; •Encourage children and adults to respect and care for others; •Take action to stop any inappropriate verbal or physical behaviour; •Remember to REFER not INVESTIGATE any suspicions or allegations about abuse; •Only share concerns and seek support from those identified in the organisation’s child/adult protection policy; Contact numbers for Local Family Teams and the Police are available at www.hcpc.scot Designated Child Protection Lead Name: Mike Ogden Contact Details: mike@mikeogden.uk Policy on the Secure Handling, Use, Storage and Retention of Disclosure Information. In accordance with the Disclosure Scotland Code of Practice, for registered persons and other recipients of Disclosure Information, we will ensure the following practice. •Checks will only be requested when necessary and relevant to a particular post and the information provided on a disclosure certificate will only be used for recruitment purposes. •We will ensure that an individual’s consent is given before seeking a disclosure, and will seek their consent before using disclosure information for any purpose other than recruitment. •Information will only be shared with those authorised to see it in the course of their duties. •Where additional information is provided to our designated signatory and not to the applicant, our designated signatory will not disclose this information to the applicant, but will inform them of the fact that additional information has been provided, should this information affect the recruitment decision. •Information will be stored in a locked non-portable container, for a maximum of 6 months. Only those authorised to see this information in the course of their duties will have access to this container. •Information will be destroyed by shredding. •No image or photocopy of the disclosure information will be made, however the following details may be retained: oDate of issue of PVG check oName of subject oDisclosure type oPosition for which disclosure was requested oUnique reference number of disclosure oRecruitment decision taken •If the subject of the Disclosure check is found to be on the ‘Disqualified from Working with (Children/Adults) List’ we will notify the Police that an attempt has been made to acquire work with children/adults. •We will ensure that all staff with access to information are aware of this policy and have received relevant training and support. •We will make a copy of this policy available to any applicant for a post (paid or voluntary) with us that requires a PVG check. Further advice and information can be found here: https://www.mygov.scot/pvg-scheme/?via=https://www.disclosurescotland.co.uk/disclosureinformation/pvgscheme.htm
Booking Terms & Conditions CCCA = Cawdor Community Centre Association CCC = Cawdor Community Centre Section 1 – Conditions of Let 1.1A booking form must be completed for all lets and received by the CCCA a minimum of 10 working days before a let is required. It will not be possible to accept any bookings for use of school premises/facilities over Good Friday and Easter Monday, May Day, Christmas, and New Year. 1.2Applicants will be refused a let where: •The applicant is under 18 years of age. •Any accounts for payment by the Applicant remain outstanding. •The applicant does not otherwise meet the conditions of use. •Appropriate measures of Child Protection have not been taken (refer to Section 5). •There have been specific and proven breaches of the letting arrangements in the past. •The purpose of the let is illegal. •The let is for an activity that the Highland Council do not promote (if in doubt please check with the CCCA. 1.3Submitting a form does not constitute acceptance of the let as the applicant will be advised (by e-mail as standard) if the booking can be accommodated. 1.4Approved lets are not transferrable and are only valid for the named Applicant/Group/Organisation for accommodation, dates, times, and purposes stated on the booking form. Sub-lets are not permitted. 1.5All preparation and tidying up must take place within the booked times and only areas of the facility noted on the booking form can be used. Applicants who exceed the booked time or use un-booked areas will be subject to additional charges. 1.6Any damage to the premises, furniture, or equipment found prior to the start or during the let must be reported to the Highland Schools Help Desk on 08448 460 67 immediately. 1.7The Applicant is responsible for the good conduct of all present during the Let and the preservation of good order in and around the community centre, including the school. Noise should be kept within reasonable limits, and users must comply with the instructions of Highland Council Staff, MEARS staff or CCCA. Section 2 – Health & Safety Measures 2.1Indoor and outdoor lets are currently available, although additional Highland Council measures may be in place. Access to community centre facilities will remain under constant review and are subject to change. 2.2Early entry to facilities will not be permitted, please ensure all participants arrive on time for your booking as late arrival may result in entry being denied. Participants must leave the facility as soon as your let booking is finished following any designated routes that may be in operation. 2.3Let Applicants/Groups/Organisations will have full responsibility for recording name and contact details of all participants. 2.4Candles and indoor sparklers Inflatables; Please see 6.4 & 6.10. Section3 – Payments and Cancellation 3.1All lets are subject to the charges approved by the CCCA (prices are all subject to review). 3.2The Applicant must provide prior notice of cancellation a minimum of 5 full working days (i.e., Monday to Friday) before the time that a let is due to take place, otherwise the let will be charged in full. Please send notice of cancellation in writing to cawdorcommunity@gmail.com 3.3Any additional costs incurred in cleaning or restoring premises to original condition or bookings that exceed their time will be subsequently charged to the Applicant. 3.4Failure to make payment within 30 days of date of invoice will void any future booking forms. 3.5The CCCA reserves the right to allow or refuse a booking or terminate or cancel a let at any time without a reason being given. The CCCA will refund any charges paid and not due by reason of such cancellation or termination. 3.6Payments can be made by BACS: Sort code: 80-09-17 A/C: 06002125 Name: Cawdor Community Association Section 4 – Data Protection The information gathered on the application form is used to process your booking. Your personal information is held on a letting database and the following third parties will have access to your contact details only to enable them to operate their janitorial service in facilities which they are responsible for - Mears (Facilities Management Service). The condition for processing is contract (Article 6(1) (b) of the General Data Protection Regulation). If you don’t provide the information, we will not be able to process your booking or let the facility to you. The information is kept for a period of 5 years plus the current year for chargeable lets and for 1 year for free lets. You have the right to view, change, delete or restrict the processing of your personal data. To find out more about your rights, contact the Council’s data protection officer (see below). Your personal information is not subject to automated decision making or profiling. Contact the Council’s Data Protection Officer Data Protection Officer, Highland Council Headquarters, Glenurquhart Road, Inverness, IV3 5NX 01463 702029 dpo@highland.gov.uk Supervisory authority If you are unhappy with the way we have processed your personal information you can contact the Information Commissioner: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF Tel: 0303 123 1113 https://ico.org.uk/global/contact-us/ Section 5 – Applicant Responsibilities 5.1Where children, “protected adults” or adults who may be “a risk” are involved in activities during the period of a let – whether as committee members, staff, volunteers, or participants – the Applicant must have read and ensured that they comply with the document “Child & Adult Protection Guidance for Community Groups in Highland”. Please refer to the Child Protection Guidance for Community Groups as this guidance also applies to self-employed individuals providing for these groups. 5.2The Applicant is responsible for ensuring that a person/people with appropriate experience and qualifications for the safe delivery of the activities they are providing supervises and is in attendance during the duration of let. There also should be a person in attendance at the beginning and the end of the let to ensure that a correct hand over is conducted. 5.3The Applicant shall indemnify the CCCA against all costs, expenses, liabilities, injury, loss, or damage arising due to any act or omission of the Applicant, or any of his agents, volunteers or staff in connection with the hire of the premises or the activities carried out during the period of let. The Applicant must have in force a policy of public liability insurance to cover such indemnity; such insurance cover shall be for the minimum sum of £5 million in respect of any one incident. The Applicant must exhibit to the Council if requested, a certified copy of a valid insurance policy. 5.4The Applicant is responsible for ensuring that all appropriate licences and permits are in place prior to the start of a let. 5.5The Applicant is responsible for ensuring compliance with any emergency regulation or special or any other regulation in force. Hirers must familiarise themselves with the Emergency Evacuation Procedures for the premises bring these to the attention of their members/participants. All exits from the premises must be kept clear of obstruction at all times. Emergency exits should only be used in case of emergency and not for routine access/egress. 5.6Applicant must not display or affix materials such as posters, flyers, signboards, either within or out with the community centre unless with the prior written agreement of the CCCA. The CCCA reserves the right to levy an additional charge to make good any damage to Council property resulting from unauthorised use of such materials. 5.7The Applicant is responsible for ensuring that all individuals wear suitable or appropriate footwear. 5.8Although every care is taken in the preparation of pitches to ensure that the surface is free from glass and other debris, Applicants are strongly recommended to inspect pitches before play. Broken glass and other debris often appear on pitches for reasons that are beyond the control of the Facilities Service who will not be held responsible for any injury however caused. Section 6 – General Rules 6.1The CCCA operates a strict ‘No Smoking’ policy including use of e-cigarettes in all CCC and school grounds and premises. 6.2In line with The Highland Council policy, The consumption of alcoholic drinks on CCC or school premises is strictly forbidden except for approved cheese and wine (or similar) organised by Parent Councils, Parent Teacher or Teaching Staff Associations. No tickets may be sold for these events, or other consideration given, otherwise the event must be licensed under the Licensing (Scotland) Act 2005. 6.3The storage of any items in the venue either before or after a booking is not permitted unless with the prior agreement of the CCCA. The CCCA reserves the right to make charges for storage. 6.4If the Applicant wishes to use equipment which is the property of the CCC, this must be requested on the application form. An additional charge may be made for use of equipment. Organisations will only be allowed access to specialist equipment if there is a qualified person present to operate it. 6.5Authorised officials of the CCCA or MEARS shall be entitled, in course of their duty, to free access to the premises during the period of the Let. People using the premises must comply with all reasonable directions or instructions given to them by CCCA or MEARS staff in the course of their duties. 6.6For music and drama groups, the let does not provide for admission of an audience unless this is specified in the application. 6.7Fires and/or barbecues are not permitted except where permission is specifically granted and only in the area specified. 6.8The use of candles and indoor sparklers and helium balloons are not permitted in any part of CCC or the school premises. 6.9The use of smoke machines is not permitted. 6.10The use of inflatable equipment must have been included in your booking and approved by the CCCA. 6.11Portable electrical equipment may only be used in the premises if it has been PAT tested to ensure that it has no electrical defects which could constitute a safety hazard. It should be noted that this may be audited at any time during the let period. Information on PAT testing certification can be obtained from the British Standards Institute.
PRIVACY POLICY Cawdor Community Centre Association 1.Introduction Cawdor Community Centre Association (CCCA) is a volunteer-run, unincorporated association managing Cawdor Community Centre. We are committed to protecting your personal information and handling it responsibly. This Privacy Policy explains how we collect, use and store personal information when you make a booking enquiry or contact us. 2.What Information We Collect We may collect: • Name • Email address • Telephone number • Organisation or group name (if applicable) • Booking details (dates, times, room requested) • Any additional information provided in your enquiry We do not intentionally collect sensitive personal data unless it is voluntarily provided (for example, accessibility requirements). 3.How We Use Your Information We use your information to: • Process booking enquiries • Communicate about your booking • Maintain a record of centre use • Manage access to the building We do not use your information for marketing purposes unless you have explicitly opted in. 4.How Your Information Is Stored Booking forms submitted via our website (Wix) are sent to our designated Gmail account and may be stored securely within Google Workspace tools, including Google Calendar. Access to this information is restricted to authorised committee members only. 5.Lawful Basis for Processing We process personal data under the lawful basis of contract (to process and manage bookings) and legitimate interest (to manage the safe and effective operation of the centre). 6.How Long We Keep Information Booking records are retained only as long as necessary for administrative and financial purposes. We review stored data periodically and securely delete information that is no longer required. 7.Sharing Information We do not sell or share personal information with third parties except where required by law or necessary for the safe management of the building. 8.Your Rights Under UK GDPR, you have the right to: • Request access to your personal data • Request correction of inaccurate data • Request deletion where appropriate • Restrict processing in certain circumstances To make a request, please contact: cawdorcommunity@gmail.com 9.Updates This policy will be reviewed annually.
DATA PROTECTION POLICY (Internal Governance) Cawdor Community Centre Association Data Protection Policy 1.Purpose This policy sets out how CCCA manages personal data in line with UK GDPR and Data Protection Act 2018. 2.Data Held CCCA may hold personal data relating to: • Booking enquiries • Committee members • Volunteers • Hirers 3.Storage and Access • Booking data is received via Wix and stored in a designated Gmail account. • Relevant booking details may be recorded in Google Calendar. • Access to accounts is limited to authorised committee members. • Passwords are kept secure and not shared outside the committee. 4.Data Minimisation We only collect information necessary for the administration and safe management of the centre. 5.Retention • Booking records are reviewed periodically. • Disclosure/PVG information is handled in accordance with Disclosure Scotland requirements (as outlined in the Safeguarding Policy). • Data no longer required will be securely deleted. 6.Data Breaches In the event of a suspected data breach: • The committee will assess the risk immediately. • Access credentials will be secured or changed if necessary. • Where required, the Information Commissioner’s Office will be notified. 7.Responsibility The committee as a whole holds responsibility for data protection compliance. This policy will be reviewed annually.
Volunteer Policy Introduction Cawdor Community Centre is run entirely by volunteers. We value the skills, time and commitment of our volunteers, who play a vital role in creating a warm, inclusive and resilient village hub. This policy outlines how we support, involve and safeguard our volunteers. Purpose of Volunteering Our volunteers help deliver a range of activities that support wellbeing, learning, and connection across the community. This includes roles such as: Supporting children’s wellbeing sessions Helping with events and fundraising Providing admin or communications support Supporting parents and families at wraparound activities Recruitment and Induction Volunteers are recruited informally through the local community and will: Have an informal chat with a committee member Be given a clear role description Receive a short induction covering safeguarding, expectations, and support Safeguarding and PVG All volunteers working with children or protected adults will be asked to join the PVG Scheme. We are committed to child protection and will follow current guidance to ensure everyone’s safety. Support and Supervision Volunteers will be supported by a named committee member who can be contacted with any concerns. Regular informal check-ins will ensure everyone feels confident and valued in their role. Volunteer Conduct We expect volunteers to: Treat everyone with respect, kindness, and inclusivity Work collaboratively and responsibly Maintain confidentiality where appropriate Communicate any concerns or problems promptly Expenses Volunteers will be reimbursed for agreed expenses (e.g., travel or materials) with prior approval from the committee. Leaving or Taking a Break Volunteers can step back from their role at any time. We just ask for as much notice as possible so we can adjust support. Review This policy will be reviewed annually by the committee to ensure it reflects our values and practice.
EQUALITY, DIVERSITY AND INCLUSION POLICY Cawdor Community Centre Association Equality, Diversity and Inclusion Policy 1.Statement of Commitment Cawdor Community Centre Association is committed to creating a welcoming, inclusive and respectful environment for all members of the community. We aim to ensure that no individual is treated unfairly on the basis of: • Age • Disability • Gender reassignment • Marriage or civil partnership • Pregnancy or maternity • Race • Religion or belief • Sex • Sexual orientation 2.Our Approach We will: • Treat all individuals with dignity and respect • Promote inclusive language and behaviour • Challenge discrimination or harassment • Make reasonable adjustments to improve accessibility where possible • Encourage participation from all parts of the community 3.Volunteers and Hirers All volunteers and hirers are expected to uphold these values when using the centre. 4.Review This policy will be reviewed annually.
COMPLAINTS POLICY Cawdor Community Centre Association Complaints Policy 1.Purpose We are committed to providing a safe and welcoming community space. We take concerns seriously and aim to resolve issues fairly and promptly. 2.How to Raise a Complaint Complaints should be submitted in writing to: cawdorcommunity@gmail.com Please include: • Your name and contact details • Details of the concern • Any relevant dates or information 3.How We Will Respond • We will acknowledge receipt within a reasonable timeframe. • The committee will review the concern. • A written response will be provided outlining any action taken. 4.Escalation If a complainant remains dissatisfied, they may request that the matter be reviewed by the full committee. 5.Serious Concerns Concerns involving safeguarding, discrimination or safety will be prioritised and handled in line with relevant policies. 6.Review This policy will be reviewed annually.
Fair Work Policy Cawdor Community Centre Association (CCCA) is a volunteer-led organisation committed to the principles of Fair Work First. While we do not currently employ any staff, we recognise the importance of promoting fairness, inclusion, and respect in all our activities, and we fully support the spirit of the Fair Work First approach. We commit to the following: •Respect and inclusion: All volunteers and community users are treated with dignity and respect. We strive to create a safe, inclusive space for people of all backgrounds. •Effective voice: Our committee structure ensures that all volunteers have a say in decisions that affect them. Regular meetings provide opportunities for feedback and co-production. •Opportunities for development: We encourage volunteers to develop their skills and confidence by supporting training and learning opportunities where possible. •No inappropriate use of zero-hour contracts: As we do not employ staff, this does not apply; however, we commit to fair and transparent arrangements if this changes. •Real Living Wage: Should we employ staff in the future, we commit to paying at least the Real Living Wage as set by the Living Wage Foundation. •Support for equality and anti-discrimination: We have a zero-tolerance approach to discrimination and are committed to equal opportunities for all. This statement reflects our ongoing efforts to build a fair, respectful, and engaged volunteer-led organisation that models community wellbeing and inclusion.