Policies

Our children’s drop-in class is committed to creating a safe, welcoming, and inclusive environment for every child and family. To ensure this, we have put in place a set of policies that guide how we run our sessions responsibly and with care.

Health & Safety Policy – ensures the venue, activities, and equipment are safe, and that children’s wellbeing is protected at all times.
Child Protection Policy – sets out how we safeguard children from harm and respond appropriately to concerns.
Allergy Policy – explains how we manage allergies, reduce risks, and respond in an emergency.
Data Protection Policy – ensures that any personal information we collect is handled securely and used only for appropriate purposes.

These policies help us provide a secure environment where children can enjoy learning and play, and where parents/carers can feel confident that their children are well looked after.

Health and Safety

Purpose

The wellbeing of children, parents, carers, staff, and volunteers is our top priority. This policy outlines how we provide a safe, welcoming, and healthy environment during our sessions.

Responsibilities

The organiser/leader is responsible for ensuring the venue and activities are safe.
All staff/volunteers must follow health and safety procedures and report any concerns immediately.
Parents/carers remain responsible for their children’s supervision unless otherwise agreed.

Safety Procedures

Venue Safety
- Emergency exits are kept clear.
- Fire procedures are displayed and explained when necessary.
- Hazards (spillages, equipment, toys) are dealt with promptly.
Child Safety
- Children must remain within designated areas.
- Activities and equipment are age-appropriate and checked regularly.
- Ratios of adults to children are maintained at safe levels.
Health & Hygiene
- Handwashing encouraged before snacks and after toilet use.
- Toilets and facilities are checked for cleanliness.
- Any accidents are recorded in the accident book, and parents/carers are informed.
First Aid
- A first aid kit is available at all times.
- At least one trained first aider is present during sessions.
Illness & Medication
- Children who are unwell should not attend.
- Staff/volunteers cannot administer medication unless agreed in writing.
Safeguarding
- Any safeguarding concerns will be reported to the designated safeguarding lead.
- All staff/volunteers working with children are subject to appropriate checks.

Review

This policy will be reviewed annually and updated as needed.

Child Protection

Purpose

The safety and wellbeing of children are our highest priority. This policy sets out how we protect children from harm and ensure a safe environment.

Principles

All children have the right to feel safe, valued, and respected.
We have a duty of care to protect children from harm, abuse, or neglect.
Concerns will always be taken seriously and acted upon promptly.

Responsibilities

Organiser/Leader – overall responsibility for child protection.
Designated Safeguarding Lead (DSL) – named person to receive and act on any concerns.
All staff/volunteers – must follow this policy and report concerns immediately.
Parents/carers – remain responsible for their children unless otherwise agreed.

Procedures

Safe Environment
- Activities are planned to reduce risks and ensure appropriate supervision.
- Volunteers/staff working with children must undergo background checks.
Responding to Concerns
- If a child discloses abuse or a volunteer/staff notices signs of harm, the information must be passed to the DSL immediately.
- The child will be listened to carefully and taken seriously, but not promised secrecy.
- Concerns will be recorded factually (what was seen/heard) and kept securely.
Reporting
- The DSL will decide on the appropriate next steps, which may include contacting children’s social services or other safeguarding authorities.
- In an emergency where a child is at immediate risk, emergency services (999) will be contacted straight away.
Confidentiality
- Information will only be shared on a need-to-know basis to protect the child.
Code of Conduct
- Adults must act as positive role models.
- Physical contact should be appropriate and necessary.
- No adult should be left alone with a child where they cannot be observed.

Review

This policy will be reviewed annually and updated as necessary.

Allergies

Purpose

We are committed to providing a safe environment for all children. This policy explains how we manage allergies and reduce risks.

Responsibilities

Parents/Carers must inform the organiser of any allergies before a child attends.
Organisers/Leaders will keep an up-to-date record of children’s allergies and share essential information with staff/volunteers.
Staff/Volunteers are responsible for following allergy procedures and remaining vigilant.

Procedures

Information & Records
- Allergy details (including triggers and action required) are recorded on registration forms.
- Emergency contact numbers must be provided.
Food & Snacks
- Parents/carers are encouraged to provide their own snacks if their child has an allergy.
- Where shared snacks are provided, all packaging will be checked for common allergens.
- No food is given to a child without checking allergy information first.
Medication
- If a child requires an epi-pen or other medication, parents/carers must supply it and show staff how to use it.
- Medication is stored safely but quickly accessible in an emergency.
Environment
- Surfaces are cleaned before and after food.
- Handwashing is encouraged before and after eating.
- Children are discouraged from sharing food or drinks.
Emergency Procedure
- In case of a reaction:
  1. Follow the child’s care plan and administer medication if trained to do so.
  2. Call emergency services (999) immediately.
  3. Contact the child’s parent/carer as soon as possible.
  4. Record the incident in the accident/incident book.

Review

This policy will be reviewed annually or sooner if needed.

Data Protection

Purpose

We are committed to protecting the personal information of children, parents/carers, staff, and volunteers. This policy explains how we collect, use, store, and safeguard personal data in line with data protection laws (e.g. UK GDPR).

Principles

We follow these key principles when handling personal data:

Lawful & Fair – data is collected only for legitimate purposes.
Limited – we only collect information we genuinely need.
Accurate – records are kept up to date.
Secure – data is stored safely and only accessed by authorised people.
Time-Limited – data is not kept longer than necessary.

What Data We Collect

Child’s name, age, and contact details for parent/carer.
Medical, allergy, or additional needs information (if relevant for safety).
Emergency contact details.

How We Use Data

To keep children safe during sessions.
To contact parents/carers in case of emergency or for class information.
To meet legal or insurance requirements.

How Data is Stored

Paper records are stored securely (locked cabinet or folder).
Digital records are password-protected.
Only authorised staff/volunteers may access personal data.

Sharing Information

We do not share personal data with third parties unless required by law or safeguarding concerns.
Information may be shared with emergency services if a child’s health or safety is at risk.

Data Retention

Contact and attendance records are kept for [insert time period – e.g. 1 year].
Accident/incident records are kept for [insert required time – often 3–5 years depending on insurance].
After this, records are securely destroyed.

Rights of Parents/Carers

Parents/carers have the right to:

Request to see the personal data we hold about them/their child.
Ask for corrections if information is inaccurate.
Request deletion of personal data when it is no longer required.

Review

This policy will be reviewed annually and updated as required.