Policies and Codes of Conduct
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The aim of this policy is to establish guidelines for acceptable behaviour for learners attending in-person or online sessions with Inspire Enrichment. When this policy is effectively implemented, participants will demonstrate appropriate behaviour standards. Communication with parents and carers promotes healthy social and emotional development and positive attitudes towards learning. All individuals in our setting will be aware of our values and methods and will know where to find this information or a suitable version if needed.
This Acceptable Behaviour Policy applies to all the Inspire Enrichment community, including participants and staff (alongside the staff Code of Conduct). It is based on the belief that:
• People thrive in a non-judgmental, in an environment where individuality is celebrated. We work on the understanding that respect, acceptance, and appreciation of contributions are practiced
• We create a safe and supportive environment, where forming relationships for effective involvement contributes to happy participants.
Any form of verbal, physical, or emotional abuse, including behaviours perceived as bullying or teasing among peers, is unacceptable and will not be tolerated.
Expectations and Responsibilities:
Participants are expected to:
• Be open to listening to others, trying new experiences, and developing independence.
• Understand their boundaries and consider compromises with suitable support.
The Leadership Team and Directors of Art and Enrichment will:
• Promote and support the implementation of this policy among staff, participants, and supporting adults.
• Actively listen to concerns raised by the children and young people we work with, in addition to staff and parents.
• Identify and address patterns of negative behaviour in students.
• Communicate effectively with parents and carers about challenging behaviours that may arise within sessions with the children and young people we work with
The whole team at Inspire Enrichment will:
• Model and encourage equal treatment of all individuals, regardless of gender, race, disability, cultural background, or religion.
• Be vigilant against discrimination or harassment based on protected characteristics and respond appropriately.
• Promote shared values and a sense of community among learners and families.
• Maintain consistent communication and responses to behaviours.
• Support effective session management to ensure a safe learning environment.
• Celebrate successes and acknowledge that progress may not always be linear.
• Provide sensitive support to participants in distress, offering comfort, re-regulation, and protection if needed.
Parents and Carers will:
• Reinforce communication from our team about participants’ behaviours.
• Communicate effectively with Inspire Enrichment about factors influencing a participant’s behaviour.
• Inform Inspire Enrichment if a child cannot attend a session/s.
Responses to Behaviour:
In-the-moment responses to dysregulation will follow the '3R' approach (Regulate, Relate, Reason):
• Regulate: Engage in calming activities until the learner is regulated.
• Relate: Connect with the learner positively.
• Reason: Engage the learner in a cognitive activity.
Participants will be supported to discuss triggers and verbalise needs calmly. Participants will remain in their environment to regulate, while others will be guided to move away if needed. Parents will be informed of any incidents or times of dysregulation, and any issues will be discussed with the relevant leader. If necessary, interventions will prioritise behaviour support; if the setting cannot safely support a participant, conversations will be held between Inspire Enrichment and the parents/carers, with any relevant safeguarding policies being followed.
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1. Aims
Inspire Enrichment aims to meet its statutory obligations when responding to complaints from parents/carers of participants, and others. We have a commitment to Complaint Handling:Impartiality and Fairness: We ensure a non-adversarial, unbiased process.
Independent Investigation: We will facilitate a full and fair investigation, reaching out to an independent person where necessary.
Effective Response: We address all issues promptly and provide clear, lawful, and reasonable decisions.
Confidentiality and Respect: We respect complainants’ desire for confidentiality and will treat these with the utmost courtesy and respect.
Communication: We will keep complainants informed throughout the process.
Improvement: We consider how complaints can inform our improvement efforts.
Informal Resolution: We aim to resolve complaints informally, but formal procedures will be followed in the instance that initial informal routes were not possible.
Accessibility: Inspire Enrichment will aim to give the complainant the opportunity to complete the complaints procedure in full. To support this, we will make sure we publicise the existence of this policy and make it available on Inspire Enrichment’s website.
Throughout the process, we will be sensitive to the needs of all parties involved, and make any reasonable adjustments needed to accommodate individuals.
2. Legislation
This document meets the requirements of section 29 of the Education Act 2002, which states that settings must have and make available a procedure to deal with all complaints relating to their setting and to any community facilities or services that the setting provides.It is also based on guidance for settings on complaints procedures from the Department for Education (DfE), including the model procedure, and model procedure for dealing with serial and unreasonable complaints.
This document meets the requirements set out in part 7 of the schedule to the Education (Independent Setting Standards) Regulations 2014, which states that we must have and make available a written procedure to deal with complaints from parents of pupils at the setting.
It is also based on guidance published by the Education and Skills Funding Agency (ESFA) on creating a complaints procedure that complies with the above regulations, and refers to good practice guidance on setting up complaints procedures from the Department for Education (DfE).
This document meets the requirements of section 35 of the schedule to the Education (Non-Maintained Special Settings) (England) Regulations 2011, which states that non-maintained special settings must have and make available a written procedure to deal with complaints relating to their setting.
It also refers to good practice guidance on setting up complaints procedures from the Department for Education (DfE).
3. Scope and Definitions
Definitions
The Department for Education (DfE) guidance, outline a difference is identified between a concern and a complaint as:> A concern: “an expression of worry or doubt over an issue considered to be important for which reassurances are sought”
> A complaint: “an expression of dissatisfaction however made, about actions taken or a lack of action”
Scope
At Inspire Enrichment, we strive to resolve complaints informally and at the earliest possible stage. However, we understand that there may be occasions when a formal process is necessary. This policy outlines our procedures for handling formal complaints.Please note that this policy does not cover complaints regarding:
• Admissions
• Statutory assessments of special educational needs (SEN)
• Safeguarding matters
• Suspension and permanent exclusion
• Whistle-blowing
• Staff grievances
• Staff discipline
For complaints about services provided by other providers using our premises or facilities, please contact the provider directly.
4. Roles and Responsibilities
The Complainant
The complainant will get a more effective and timely response to their complaint if they:• Follow these procedures
• Co-operate with us at Inspire Enrichment throughout the process, and respond to communications promptly
• Ask for assistance as needed
• Treat all those involved with respect
• Do not publish details about the complaint on social media
The Investigator
An individual will be appointed to investigate the complaint and establish the facts. They will:• Discuss with all relevant parties, keeping notes
• Consider records and any written evidence and keep these securely.
• Prepare a comprehensive report to Ellie Hunt and/or Jade Carroll, or the complaints committee, which includes the facts and potential solutions
The Complaints Co-ordinator
The complaints co-ordinator can be:The Compliance Officer - Ellis Wade
The Director of Enrichment – Ellie Hunt
The Director of Arts – Jade Carroll
Any other staff member providing administrative support
5. Principles for Investigation
When investigating a complaint, we will try to clarify:• What has happened
• Who was involved
• What the complainant feels would put things right
Timeline
• The complainant must raise the complaint within 3 months of the incident. For a series of related incidents, the complaint should be raised within 3 months of the last incident.
• Exceptions to this timeframe will be considered if there were valid reasons for not raising the complaint sooner, and if it can still be fairly investigated for all parties involved.
• Complaints made out of term time will be considered as received on the first day of the new term following the holiday period.
• If at any point we cannot meet the timescales set out in this policy, we will:
o Establish new time limits with the complainant
o Inform the complainant of the new deadline and explain the reason for the delay
• Parents and carers will be notified if we become aware that the setting is to be inspected by Ofsted, and we will provide a copy of the inspection report to parents and carers of children attending the setting on a regular basis.
6. Stages of Complaint
Stage 1:
Inspire Enrichment will take informal concerns seriously and make every effort to resolve the matter quickly. It may be the case that we at Inspire Enrichment can clarify the information which will resolve the issue.The complainant should raise the complaint as soon as possible with the relevant member of staff; this can be the leader of the session, The Director of Arts, or The Director of Enrichment, either in person, over the phone, or by email. If the complainant is unsure who to contact, they can call 07436132679 or email contact@inspire-enrichment.org.uk.
We will acknowledge informal complaints within 2 working days, where we will investigate and provide a response within 5 working days from acknowledgement.
The informal stage will involve a meeting between the complainant and the involved parties, as appropriate.
If the complaint is not resolved informally, it will be escalated to a formal complaint.
Stage 2:
Formal complaints can be raised:By emailing contact@inspire-enrichment.org.uk
By calling 07436132679
In person to the session leader, or to Ellie Hunt / Jade Carroll.
By a third party acting on behalf of the complainant
The complainant should provide details such as relevant dates, times, and the names of witnesses of events, alongside copies of any relevant documents, and what they feel would resolve the complaint.
The Compliance Officer will record the date the complaint is received and will acknowledge receipt of the complaint in writing (either by letter or email) within 5 working days.
In certain circumstances, Inspire Enrichment may need to refuse a request for a particular individual to attend any such meeting – for example, if there is a conflict of interest. If this is the case, Inspire Enrichment will notify the complainant as soon as they are aware, so that the complainant has the opportunity to arrange alternative accompaniment.
The Compliance Officer (or other person appointed by The Compliance Officer) will then conduct their own investigation. The written conclusion of this investigation will be sent to the complainant within 14 working days.
If the complainant wishes to proceed to the next stage of the procedure, they should inform The Compliance Officer within 5 working days of the written conclusion.
How to escalate a complaint
Complaints can be escalated by contacting The Compliance Officer:
By email (safeguarding@inspire-enrichment.org.uk)
Over the phone (07436132679)
If the complainant wishes to proceed to the next stage of the procedure, they should inform The Compliance Officer 5 working days of the initial outcome. Requests received outside of this timeframe will be considered in exceptional circumstances.
The Compliance Officer will establish a panel of 3 people who are were not directly involved in the original complaint investigation. They will notify parents/carers at least 5 working days before the panel is due to take place.
Stage 3:
Convening the Panel• The review panel will comprise 3 independent individuals with access to the existing records of the complaint's progress.
• The complainant will receive reasonable notice of the review panel date, aiming for a date within 15 working days of the request, where possible.
• If the complainant rejects the offer of 3 proposed dates without valid reason, Inspire Enrichment will set a date, and the hearing will proceed with written submissions from all parties.
• All written material will be circulated to all involved parties at least 5 working days before the meeting date.
At the Meeting
• The meeting will be private. Electronic recordings of meetings or conversations are generally not allowed unless required due to a complainant’s disability or special needs. Prior consent from all parties will be sought before recording, and consent will be documented in the minutes.
• At the review panel meeting, both the complainant and Inspire Enrichment representatives will be present. Each party will have the chance to present written or oral submissions before the meeting.
• The complainant is allowed to attend the panel hearing and may bring a suitable companion if desired. Legal representation is generally discouraged but may be considered on a case-by-case basis.
• Representatives from the media are not permitted to attend.
• During the meeting, each participant can give statements and present evidence, with witnesses called as necessary.
• The panel, the complainant, and an Inspire Enrichment representative will have the opportunity to ask and respond to questions. After presenting their cases, the complainant and Inspire Enrichment representatives will leave, and the panel will consider the evidence.
• The panel will gather its findings and recommendations. Copies of the hearing minutes, along with the findings and recommendations, will be given to the complainant and the subject of the complaint. Additionally, a copy will be available for inspection by the Director of Education and Compliance Officer.
The Outcome
The committee can:• Uphold the complaint, either fully or partially
• Dismiss the complaint, either fully or partially
If the complaint is upheld, the committee will:
• Decide on actions to resolve the complaint
• Recommend changes to Inspire Enrichment’s systems or processes, to prevent reoccurrence.
The provision will communicate the decision to all involved parties in writing within 5 working days.
7. Unreasonably persistent complaints
Whilst we take complaints seriously, a complaint may be deemed unreasonable if the complainant:• Repeats the same complaint that has already been discussed with Inspire Enrichment, and a resolution has been agreed.
• Submits a complaint that is obsessive, persistent, harassing, prolific, defamatory, or repetitive
• Insists on pursuing an unfounded complaint or one that falls outside the scope of the complaints procedure, beyond all reason
• Pursues a valid complaint in an unreasonable manner, such as refusing to articulate the complaint, refusing to cooperate with the complaints procedure, or demanding it be handled in ways incompatible with this procedure and its timeframes
• Makes a complaint intended to cause disruption, annoyance, or excessive demands of Inspire Enrichment’s time.
• Seeks unrealistic outcomes or a solution lacking serious purpose or value
Steps we will take
We will take every reasonable step to address concerns and give a complainant a clear statement of our position and their options. We will maintain our role as an unbiased mediator throughout the process, including when we meet with individuals. We will follow our complaints procedure as outlined above, wherever possible.If the complainant continues to contact Inspire Enrichment in a disruptive way, we may put communications strategies in place. They can include:
Provide the complainant with a dedicated contact through an email address.
Restrict the complainant's contact frequency, such as setting a specific number of contacts per term.
Encourage the complainant to involve a third party to represent them, such as Citizens Advice.
Implement any other necessary strategies.
Stopping responding
We may stop responding to the complainant when:We believe we have taken all reasonable steps to help address their concerns
We have provided a clear statement of our position and their options
The complainant contacts us repeatedly, and we believe their intention is to cause disruption or inconvenience.
Before we stop responding, we will inform the individual that we intend to do so. We will also explain that we will still consider any new complaints they make.
In response to any serious incident of aggression or violence, we will immediately inform the police and communicate our actions in writing. This may include barring an individual from the Revolutionary Tuition Centre, and any other premises or settings we hold sessions at.
Duplicate Complaints
If we have resolved a complaint through this procedure and thereafter receive a duplicate complaint on the same subject from a partner, family member, or another individual, we will assess whether there are any new aspects or information that need consideration.If we find no new aspects to consider, we will:
• Inform the new complainant that the issue has already been investigated and addressed, and therefore, no further action needs to be taken
• Direct them to the DfE if they are dissatisfied with our original handling of the complaint
If there are new aspects, we will follow this procedure again.
If we have resolved a complaint under this procedure and receive a duplicate complaint on the same subject from a partner, family member or other individual, we will assess whether there are aspects that we hadn’t previously considered, or any new information we need to take into account.
If we are satisfied that there are no new aspects, we will:
Tell the new complainant that we have already investigated and responded to this issue, and that the local process is complete
Direct them to the DfE if they are dissatisfied with our original handling of the complaint
If there are new aspects, we will follow our complaint process.
8. Record keeping and confidentiality
Inspire Enrichment will document the progress of all complaints, including details of actions taken at each stage, the point at which the complaint was resolved, and the final outcome. The records will also include copies of letters and emails, and notes relating to meetings and phone calls. This material will be treated as confidential and stored securely. It will only be accessible to individuals involved in investigating the complaint or on the review panel. Records of complaints will be kept securely, and only for as long as necessary in line with data protection law, our privacy notices and GDPR/Data Protection Policy. -
Aims
Our setting aims to ensure that all personal data collected about staff, participants, parents and carers, volunteers, visitors and other individuals is collected, stored and processed in accordance with UK data protection law.
This policy applies to all personal data, regardless of whether it is in paper or electronic format.
Legislation and Guidance
This policy meets the requirements of the:
Data Protection Act 2018 (DPA 2018)
It is based on guidance published by the Information Commissioner’s Office (ICO) on the UK GDPR and guidance from the Department for Education (DfE) on Generative artificial intelligence in education.
Definitions
Personal Data
Special Categories of Personal Data
Processing
Data Subject
Data controller
Data processor
Personal data breach
Any information relating to an identified, or identifiable, living individual.
This may include the individual’s:
Name (including initials)
Identification number
Location data
Online identifier, such as a username
It may also include factors specific to the individual’s physical, physiological, genetic, mental, economic, cultural or social identity.
Personal data which is more sensitive and so needs more protection, including information about an individual’s:
Racial or ethnic origin
Political opinions
Religious or philosophical beliefs
Trade union membership
Genetics
Biometrics (such as fingerprints, retina and iris patterns), where used for identification purposes
Health – physical or mental
Sex life or sexual orientation
Anything done to personal data, such as collecting, recording, organising, structuring, storing, adapting, altering, retrieving, using, disseminating, erasing or destroying.
Processing can be automated or manual.
The identified or identifiable individual whose personal data is held or processed.
A person or organisation that determines the purposes and the means of processing personal data.
A person or other body, other than an employee of the data controller, who processes personal data on behalf of the data controller.
A breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data.
The Date Controller
Our setting processes personal data relating to parents and carers, participants, staff, volunteers, visitors and others, and therefore is a data controller.
The setting is registered with the ICO and has paid its data protection fee to the ICO, as legally required.
Roles and Responsibilities
This policy applies to all staff employed by our setting, and to external organisations or individuals working on our behalf. Staff who do not comply with this policy may face disciplinary action.
Data Protection Officer (DPO)
The data protection officer (DPO) is responsible for overseeing the implementation of this policy, monitoring our compliance with data protection law, and developing related policies and guidelines where applicable.
They will provide an annual report of their activities directly to the governing board and, where relevant, report to the board their advice and recommendations on setting data protection issues.
The DPO is also the first point of contact for individuals whose data the processes, and for the ICO.
Full details of the DPO’s responsibilities are set out in their job description.
Our DPO is Ellis Wade and is contactable via team@huntscholars.co.uk
Director of Enrichment and Director of Arts
The Director of Enrichment and Director of Arts acts as the representative of the data controller on a day-to-day basis.
All staff
Staff are responsible for:
Collecting, storing and processing any personal data in accordance with this policy
Informing the setting of any changes to their personal data, such as a change of address
Contacting the DPO in the following circumstances:
• With any questions about the operation of this policy, data protection law, retaining personal data or keeping personal data secure
• If they have any concerns that this policy is not being followed
• If they are unsure whether or not they have a lawful basis to use personal data in a particular way
• If they need to rely on or capture consent, draft a privacy notice, deal with data protection rights invoked by an individual, or transfer personal data outside the UK
• If there has been a data breach
• Whenever they are engaging in a new activity that may affect the privacy rights of individuals
• If they need help with any contracts or sharing personal data with third parties
Data Protection Principles
The UK GDPR is based on data protection principles that Inspire Enrichment must comply with.
The principles say that personal data must be:
Processed lawfully, fairly and in a transparent manner
Collected for specified, explicit and legitimate purposes
Adequate, relevant and limited to what is necessary to fulfil the purposes for which it is processed
Accurate and, where necessary, kept up to date
Kept for no longer than is necessary for the purposes for which it is processed
Processed in a way that ensures it is appropriately secure
This policy sets out how the setting aims to comply with these principles.
Collecting Personal Data
Lawfulness, fairness and transparency
We will only process personal data where we have 1 of 6 ‘lawful bases’ (legal reasons) to do so under data protection law:
The data needs to be processed so that the setting can fulfil a contract with the individual, or the individual has asked the setting to take specific steps before entering into a contract
The data needs to be processed so that the setting can comply with a legal obligation
The data needs to be processed to ensure the vital interests of the individual or another person i.e. to protect someone’s life
The data needs to be processed so that the setting, as a public authority, can perform a task in the public interest or exercise its official authority
The data needs to be processed for the legitimate interests of the setting (where the processing is not for any tasks the setting performs as a public authority) or a third party, provided the individual’s rights and freedoms are not overridden
The individual (or their parent/carer when appropriate in the case of a participant) has freely given clear consent
For special categories of personal data, we will also meet 1 of the special category conditions for processing under data protection law:
The individual (or their parent/carer when appropriate in the case of a participant) has given explicit consent
The data needs to be processed to perform or exercise obligations or rights in relation to employment, social security or social protection law
The data needs to be processed to ensure the vital interests of the individual or another person, where the individual is physically or legally incapable of giving consent
The data has already been made manifestly public by the individual
The data needs to be processed for the establishment, exercise or defence of legal claims
The data needs to be processed for reasons of substantial public interest as defined in legislation
The data needs to be processed for health or social care purposes, and the processing is done by, or under the direction of, a health or social work professional or by any other person obliged to confidentiality under law
The data needs to be processed for public health reasons, and the processing is done by, or under the direction of, a health professional or by any other person obliged to confidentiality under law
The data needs to be processed for archiving purposes, scientific or historical research purposes, or statistical purposes, and the processing is in the public interest
For criminal offence data, we will meet both a lawful basis and a condition set out under data protection law. Conditions include:
The individual (or their parent/carer when appropriate in the case of a participant) has given consent
The data needs to be processed to ensure the vital interests of the individual or another person, where the individual is physically or legally incapable of giving consent
The data has already been made manifestly public by the individual
The data needs to be processed for or in connection with legal proceedings, to obtain legal advice, or for the establishment, exercise or defence of legal rights
The data needs to be processed for reasons of substantial public interest as defined in legislation
Whenever we first collect personal data directly from individuals, we will provide them with the relevant information required by data protection law.
We will always consider the fairness of our data processing. We will ensure we do not handle personal data in ways that individuals would not reasonably expect, or use personal data in ways which have unjustified adverse effects on them.
Limitation, minimisation and accuracy
We will only collect personal data for specified, explicit and legitimate reasons. We will explain these reasons to the individuals when we first collect their data.
If we want to use personal data for reasons other than those given when we first obtained it, we will inform the individuals concerned before we do so, and seek consent where necessary.
Staff must only process personal data where it is necessary in order to do their jobs.
We will keep data accurate and, where necessary, up to date. Inaccurate data will be rectified or erased when appropriate.
In addition, when staff no longer need the personal data they hold, they must ensure it is deleted or anonymised. This will be done in accordance with the setting’s record retention schedule.
Sharing Personal Data
We will not normally share personal data with anyone else without consent, but there are certain circumstances where we may be required to do so. These include, but are not limited to, situations where:
There is an issue with a participant or parent/carer that puts the safety of our staff at risk
We need to liaise with other agencies – we will seek consent as necessary before doing this
Our suppliers or contractors need data to enable us to provide services to our staff and participants – for example, IT companies. When doing this, we will:
• Only appoint suppliers or contractors that can provide sufficient guarantees that they comply with UK data protection law
• Establish a contract with the supplier or contractor to ensure the fair and lawful processing of any personal data we share
• Only share data that the supplier or contractor needs to carry out their service
We will also share personal data with law enforcement and government bodies where we are legally required to do so.
We may also share personal data with emergency services and local authorities to help them to respond to an emergency situation that affects any of our participants or staff.
Where we transfer personal data internationally, we will do so in accordance with UK data protection law.
Subject Access Requests and other Rights of Individuals
Subject access requests
Individuals have a right to make a ‘subject access request’ to gain access to personal information that the setting holds about them. This includes:
Confirmation that their personal data is being processed
Access to a copy of the data
The purposes of the data processing
The categories of personal data concerned
Who the data has been, or will be, shared with
How long the data will be stored for, or if this isn’t possible, the criteria used to determine this period
Where relevant, the existence of the right to request rectification, erasure or restriction, or to object to such processing
The right to lodge a complaint with the ICO or another supervisory authority
The source of the data, if not the individual
Whether any automated decision-making is being applied to their data, and what the significance and consequences of this might be for the individual
The safeguards provided if the data is being transferred internationally
Subject access requests can be submitted in any form, but we may be able to respond to requests more quickly if they are made in writing and include:
Name of individual
Correspondence address
Contact number and email address
Details of the information requested
If staff receive a subject access request in any form they must immediately forward it to the DPO.
Children and subject access requests
Personal data about a child belongs to that child, and not the child's parents or carers. For a parent or carer to make a subject access request with respect to their child, the child must either be unable to understand their rights and the implications of a subject access request, or have given their consent.
Children below the age of 12 are generally not regarded to be mature enough to understand their rights and the implications of a subject access request. Therefore, most subject access requests from parents or carers of participants at our setting may be granted without the express permission of the participant. This is not a rule and a participant’s ability to understand their rights will always be judged on a case-by-case basis.
Children aged 12 and above are generally regarded to be mature enough to understand their rights and the implications of a subject access request. Therefore, most subject access requests from parents or carers of participants at our setting may not be granted without the express permission of the participant. This is not a rule and a participant’s ability to understand their rights will always be judged on a case-by-case basis.
Responding to subject access request
When responding to requests, we:
May ask the individual to provide 2 forms of identification
May contact the individual via phone to confirm the request was made
Will respond without delay and within 1 month of receipt of the request (or receipt of the additional information needed to confirm identity, where relevant)
Will provide the information free of charge
May tell the individual we will comply within 3 months of receipt of the request, where a request is complex or numerous. We will inform the individual of this within 1 month, and explain why the extension is necessary
We may not disclose information for a variety of reasons, such as if it:
Might cause serious harm to the physical or mental health of the participant or another individual
Would reveal that the child is being or has been abused, or is at risk of abuse, where the disclosure of that information would not be in the child’s best interests
Would include another person’s personal data that we can’t reasonably anonymise, and we don’t have the other person’s consent and it would be unreasonable to proceed without it
Is part of certain sensitive documents, such as those related to crime, immigration, legal proceedings or legal professional privilege, management forecasts, negotiations, confidential references, or exam scripts
If the request is unfounded or excessive, we may refuse to act on it, or charge a reasonable fee to cover administrative costs. We will take into account whether the request is repetitive in nature when making this decision.
When we refuse a request, we will tell the individual why, and tell them they have the right to complain to the ICO or they can seek to enforce their subject access right through the courts.
Other data protection rights of the individual
In addition to the right to make a subject access request (see above), and to receive information when we are collecting their data about how we use and process it (see section 7), individuals also have the right to:
Withdraw their consent to processing at any time
Ask us to rectify, erase or restrict processing of their personal data (in certain circumstances)
Prevent use of their personal data for direct marketing
Object to processing that has been justified on the basis of public interest, official authority or legitimate interests
Challenge decisions based solely on automated decision making or profiling (i.e. making decisions or evaluating certain things about an individual based on their personal data with no human involvement)
Be notified of a data breach (in certain circumstances)
Make a complaint to the ICO
Ask for their personal data to be transferred to a third party in a structured, commonly used and machine-readable format (in certain circumstances)
Individuals should submit any request to exercise these rights to the DPO. If staff receive such a request, they must immediately forward it to the DPO.
Parental requests to see the Education and Enrichment Record
Parents, or those with parental responsibility, have a legal right to free access to their child’s educational record (which includes most information about a participant) within 15 working days (Monday – Friday) of receipt of a written request.
If the request is for a copy of the educational record, Inspire Enrichment may charge a fee to cover the cost of supplying it.
This right applies as long as the participant concerned is aged under 18.
There are certain circumstances in which this right can be denied, such as if releasing the information might cause serious harm to the physical or mental health of the participant or another individual, or if it would mean releasing exam marks before they are officially announced.
Photographs and Videos
As part of Inspire Enrichment’s activities, we may take photographs and record images of individuals within our setting.
We will obtain written consent from parents/carers for photographs and videos to be taken of their child for communication, marketing and promotional materials. We will clearly explain how the photograph and/or video will be used to both the parent/carer and the participant.
Any photographs and videos taken by parents/carers at settings events for their own personal use within session times is not permitted, unless confirmed with Ellie or Jade beforehand; in this instance, these are not covered by data protection legislation. We will ask that photos or videos with other participants included are not shared publicly on social media for safeguarding reasons, unless all the relevant parents/carers have agreed to this.
We will obtain written consent from parents/carers, or participants aged 18 and over, for photographs and videos to be taken of participants for communication, marketing and promotional materials.
Where we need parental consent, we will clearly explain how the photograph and/or video will be used to both the parent/carer and the participant. Where we don’t need parental consent, we will clearly explain to the participant how the photograph and/or video will be used.
Where the setting takes photographs and videos, uses may include:
On notice boards and in any magazines, brochures, newsletters, etc for Inspire Enrichment.
Outside of our setting by external agencies such as the newspapers, campaigns
Online on our setting website or social media pages
Consent can be refused or withdrawn at any time. If consent is withdrawn, we will delete the photograph or video and not distribute it further.
When using photographs and videos in this way we will not accompany them with any other personal information about the child, to ensure they cannot be identified.
Artificial Intelligence (AI)
Artificial intelligence (AI) tools are now widespread and easy to access. Staff, participants and parents/carers may be familiar with generative chatbots such as ChatGPT and Google Bard. Hunt Scholars Tuition Ltd recognises that AI has many uses to help participants learn, but also poses risks to sensitive and personal data.
To ensure that personal and sensitive data remains secure, no one will be permitted to enter such data into unauthorised generative AI tools or chatbots.
If personal and/or sensitive data is entered into an unauthorised generative AI tool, Hunt Scholars Tuition Ltd will treat this as a data breach, and will follow the personal data breach procedure outlined in appendix 1.
Data Protection by design and default
We will put measures in place to show that we have integrated data protection into all of our data processing activities, including:
Appointing a suitably qualified DPO, and ensuring they have the necessary resources to fulfil their duties and maintain their expert knowledge
Only processing personal data that is necessary for each specific purpose of processing, and always in line with the data protection principles set out in relevant data protection law (see section 6)
Completing data protection impact assessments where the setting’s processing of personal data presents a high risk to rights and freedoms of individuals, and when introducing new technologies (the DPO will advise on this process)
Integrating data protection into internal documents including this policy, any related policies and privacy notices
Regularly training members of staff on data protection law, this policy, any related policies and any other data protection matters; we will also keep a record of attendance
Regularly conducting reviews and audits to test our privacy measures and make sure we are compliant
Appropriate safeguards being put in place if we transfer any personal data outside of the UK, where different data protection laws may apply
Maintaining records of our processing activities, including:
• For the benefit of data subjects, making available the name and contact details of our setting and DPO, and all information we are required to share about how we use and process their personal data (via our privacy notices)
• For all personal data that we hold, maintaining an internal record of the type of data, type of data subject, how and why we are using the data, any third-party recipients, any transfers outside of the UK and the safeguards for those, retention periods and how we are keeping the data secure.
Data Security and Storage of Records
We will protect personal data and keep it safe from unauthorised or unlawful access, alteration, processing or disclosure, and against accidental or unlawful loss, destruction or damage.
In particular:
Paper-based records and portable electronic devices, such as laptops and hard drives that contain personal data, are kept under lock and key when not in use
Papers containing confidential personal data must not be left on office and classroom desks, on staffroom tables, or left anywhere else where there is general access
Encryption software is used to protect all portable devices and removable media, such as laptops and USB devices
Staff, participants or volunteers who store personal information on their personal devices are expected to follow the same security procedures as for setting-owned equipment
Where we need to share personal data with a third party, we carry out due diligence and take reasonable steps to ensure it is stored securely and adequately protected.
Disposal of records
Personal data that is no longer needed will be disposed of securely. Personal data that has become inaccurate or out of date will also be disposed of securely, where we cannot or do not need to rectify or update it.
For example, we will shred or incinerate paper-based records, and overwrite or delete electronic files. We may also use a third party to safely dispose of records on the setting’s behalf. If we do so, we will require the third party to provide sufficient guarantees that it complies with data protection law.
Personal Data Breaches
The setting will make all reasonable endeavours to ensure that there are no personal data breaches.
In the unlikely event of a suspected data breach, we will follow the procedure set out in appendix 1.
When appropriate, we will report the data breach to the ICO within 72 hours after becoming aware of it. Such breaches in a setting context may include, but are not limited to:
A non-anonymised dataset being published on the setting website, which shows the exam results of participants eligible for the participant premium
Safeguarding information being made available to an unauthorised person
The theft of a setting laptop containing non-encrypted personal data about participants.
Retention of Data
We will retain data for the entirety of a young person’s time with us, and then securely dispose of all data 6 months after notice is given to the ending of a young person’s commission with us.
This is with the exception of sensitive data for example:
Any data which relates to Safeguarding
Any data which relates to SEND
These types of data will be stored securely in line with data protection law.
Training
All staff and volunteers are provided with data protection training as part of their induction process.
Data protection will also form part of continuing professional development, where changes to legislation, guidance or the setting’s processes make it necessary.
Monitoring Arrangements
The DPO is responsible for monitoring and reviewing this policy.
This policy will be reviewed annually and approved by the full governing board.
Links with other Policies
This data protection policy is linked to our:
Privacy notices
Complaints Policy
Access Statement
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The aim of this policy is to ensure the health and safety of all learners and Inspire Enrichment team and provide a framework for responding to incidents. It outlines the difference between first aid and medical needs with clarification over any overlap. It outlines the team responsibilities for administering medication (if necessary) provided by parent/carer for their child during the time at our setting.
All members of the team are encouraged to undertake Paediatric First Aid training. Depending who is on site, first aiders include Jade Carroll, Elizabeth Hunt, and leaders of sessions.
First Aiders are trained, qualified and responsible to:
• Take the role of first responder when someone is injured or becomes ill, assess the situation where there is an injured or ill person, and provide immediate and appropriate treatment.
• Ensure that an ambulance or other professional medical help is summoned when appropriate.
• Filling in an accident report on the same day, or as soon as is reasonably practicable, after an incident and providing feedback to Jade Carroll or Ellie Hunt.
• Providing appropriate feedback to parents/carers or passing on appropriate feedback to Jade Carroll or Ellie Hunt to allow them to liaise with parents/carers around treatment given.
• Ensuring there is an adequate supply of medical materials in first aid kits, and informing Jade Carroll or Ellie Hunt of any replenishment needed for the contents of these kits. There will always be a qualified first aider on site when sessions are taking place.
First aid procedures:
In-setting procedures in the event of an accident resulting in injury:
• The closest member of staff present will assess the seriousness of the injury and seek the assistance of a qualified first aider, if appropriate, who will provide the required first aid treatment.
• The first aider, if called, will assess the injury and decide if further assistance is needed from a colleague or the emergency services. They will remain on scene until help arrives.
• The first aider will also decide whether the injured person should be moved or placed in a recovery position.
• If the first aider judges that a participant is too unwell to remain in their session, parents/carers will be contacted and asked to collect their child. Upon their arrival, the first aider will recommend next steps to the parents/carers (if appropriate).
• If emergency services are called, a member of the team not acting as first aider or in charge of other participants will contact parents/carers immediately.
• The first aider will complete an accident report form as soon as is reasonably practical after an incident resulting in an injury, with as much detail as possible. This will be shared with Jade Carroll and Ellie Hunt.
Off-site procedures
When taking participants out of the Revolutionary Tuition Centre for enrichment activities (such as for the Duke of Edinburgh Award), staff will ensure they always have the following:
• A mobile phone.
• A portable first aid kit.
• Appropriate details of individual allergies/medical needs and permission slips for the participants involved.
• Risk assessment detailing what the first aid access points are for the location of the visit
Medical Needs
While First Aid is given in response to an incident, many of the participants attending our sessions may have medical needs relating to diagnosed conditions. These include but are not limited to epilepsy, FND and asthma. We encourage all parents/carers to share relevant medical information with us.
If a risk assessment highlights a participant’s medical needs as increasing risk, this will be highlighted to and discussed with both the parents/carers and any other relevant parties (such as those for visits outside of the regular session setting).
The Inspire Enrichment Team have no legal duty to administer medication, they must agree to do so on a voluntary basis. This includes routine support included in a care plan around self-care or similar tasks. However, in an emergency, the Inspire Enrichment Team act in loco parentis, having a duty to do their best, in the best interest of the child.
Any medication, prescription or otherwise, that a parent/carer request’s is administered during setting hours is subject to day-by-day assessment and agreement by staff. A medicines form detailing the medication to be administered is included in the appendix to this document, however it does not guarantee agreement from staff to administer the medication, and a parent/carer may be asked to come to setting to support with the medication or treatment. The form also contains a log of when medication has been administered and having been brought to the setting this will be copied at the end of each day and kept for our records whilst a second copy is sent home.
Medication supplied must be in-date, labelled with the participant’s name and provided in the original container containing the additional information sheet, as dispensed by a pharmacist if by prescription. Medicines requiring refrigeration should be placed in a suitable additional container e.g., a plastic box and clearly marked medicines. Access to a fridge containing medicines should be restricted. Medical needs requiring ongoing support should be included in the information provided to us upon registration to sessions with Inspire Enrichment. If there are any changes to medication or medical needs, these needs communicating to Inspire Enrichment in writing, so we can update the information we hold.
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This policy sets out how we use and protect any information that you give us and the services we provide.
Our commitment to you
Inspire Enrichment is committed to ensuring that your privacy is protected. When we ask you to provide certain information by which you, your child and other members of your family can be identified, then you can be assured that it will only be used in accordance with this privacy policy.
We’re registered as a data controller with the Information Commissioner’s Office (registration number –ZB873929) and process and store your personal information in accordance with current data protection legislation.
If your child or young person has an EHCP and it is relevant to our us at Inspire Enrichment, we may also require the following information to help us deliver the best possible service for your child.
• Professional reports or visit notes from medical professionals, for example, speech and language practitioners, occupational therapists and professionals involved in relevant diagnosis such as paediatricians.
• Professional reports or visit notes from education professionals, for example, teachers, TAC notes and Educational Psychology reports.
• Professional reports or visit notes from social care professionals which may include TAC notes, CIN notes and social care assessments We may also make and hold notes from attendance at meetings regarding your child, at your invitation or at the invitation of a professional from within your team you have consented to us contacting. This may include LA representatives and solicitors and members of staff at schools you are wishing to consult.
Why we need it
We need to know your basic personal data to effectively support your application and to contact you regarding ongoing services we are providing for your family. We also use this data to ensure we can safeguard your child and keep them safe.
What we do with it
All the personal data we process is processed by Hunt Scholars team members. No third parties have access to your personal data unless the law legally allows them to do so, e.g. HMRC or safeguarding services. We have a data protection regime in place to oversee the effective and secure processing of your personal data. We NEVER sell your information to third parties. If you wish to cease using our services, please contact us via email.
How long we keep it for
For suppliers – we are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed. For Hunt Scholars’ children and young persons – the information we use will be kept with us until you have confirmed your child no longer requires Hunt Scholars services. If you would like us to retain information in our system – for example, for use at annual reviews in the future, which we will have discussed and affirmed this positively after 6 months of no contact.
Safeguarding – we will keep this information until your child turns 18.
Is there any reason we would not give you information under this privacy policy?
We would not provide you with information regarding any child where a child would be at risk of harm or abuse. This is held in line with the LCSB safeguarding policy and the Hunt Scholars child protection policy.
What are your rights?
If at any point you believe the information that we process is incorrect, you can request to see this information and even have it corrected or deleted.
Requesting a copy of your information
You can request a copy of your personal information by emailing office@huntscholars.co.uk We will complete a security check to ensure that you are the account holder. We will process your request within 28 days.
Requesting deletion or correction of your information
You can request deletion or correction of your personal information by emailing office@huntscholars.co.uk We will complete a security check to ensure that you are the account holder. We will process your request within 28 days.
Complaints
If you wish to raise a complaint on how we have handled your personal data, you can contact our Data Protection Coordinator who will investigate the matter. Our Data Protection coordinator is Ellie Hunt. She can be contacted via email at office@huntscholars.co.uk
If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law, you can complain to the Information Commissioner’s Office
(ICO):
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
SK9 5AF
Tel: 0303 123 1113 Or visit:Ico.org.uk or email: casework@ico.org.uk
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This policy and set of procedures should be read alongside the following documents which also contain safeguarding information: Staff code of conduct – ‘Safer Working Practice Guidance For Adults Working With Children And Young people’.
Below are the important contacts and details for whom to contact for any safeguarding or child protection concerns.
For our full Safeguarding and Child Protection Policy, please click here, where the document will open and download into a read-only version.
Designated Safeguarding Lead:
Ellie Hunt and Jade Carroll
Deputy Safeguarding Lead:
Ellis Wade
Contact details:
safeguarding@inspire-enrichment.org.uk
07426132679
Children’s Social Care Contact Numbers
Swindon
01793 466903
Emergency duty team: 01793 436699
After 4.40pm (Mon to Thurs)
After 4pm (Fridays)
Wiltshire
0300 456 0108
http://www.wiltshire.gov.uk/children-young-people-contact
Emergency duty team: 0300 456 0100
Local Authority Designated Officer (for reporting concerns/allegations about adults working/volunteering with children)
Swindon LADO
John Goddard 07392 103019 (Mon to Weds)
Rachel Hull 07824 081177 (Thurs and Fri)
Wiltshire Designated Officer For Allegations 01225 718079 or 01225 713945
Police 101/999
NSPCC Whistle- blowing Helpline 0800 028 0285
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im and Objectives
Our aim is to provide a learning environment free from any threat or fear which will enable us to support the aspirations, achievement and welfare of everyone in the setting. To achieve this, Inspire Enrichment work to:
• Reduce and eliminate wherever possible instances in which children are subjected to bullying in any form, including racist bullying, homophobic or gender variant bullying, of children who may be vulnerable (for example Autistic, SEND, EAL) and cyber bullying
• Determine appropriate ways of dealing with bullying and provide after-care should an incident occur
• Ensure support with social communication conflict for the young people we work with to assist in building their knowledge around this where necessary.
Bullying – A Definition
While young people at Inspire Enrichment may not encounter bullying in the same way as in mainstream settings, we recognise that social communication cues can sometimes be misinterpreted, given our inclusive sessions. It's important to note that many young people might perceive others' social communication errors as bullying behaviour, even if this was not the intent.
At Inspire Enrichment, we believe it is crucial to address this issue positively. The behaviour of some young people we work with, and the vulnerability of others, make it essential to maintain sensitivity to this topic in our sessions. We should also be aware that, although not intentional, some young people might be distressed by others' noises in a cause-and-effect manner that lacks deliberate intent or empathy.
In this context, we define bullying as deliberate behaviour or aggression by one or more individuals towards others, resulting in physical or emotional harm – either directly or indirectly – through means such as online gaming and social media. It is often repetitive over time and usually leaves those being bullied unable to defend themselves.
Values and Beliefs
Underpinning this policy, Inspire Enrichment demonstrates an understanding that:
• It's essential for everyone participating in sessions with Inspire Enrichment to understand that targeted bullying is unacceptable
• We are recognising the harmful impact bullying can have on children and young people and will take active measures to minimise the risks
• Both those who are bullied and those who bully will be provided with supportive assistance.
• A “next steps” strategy will be created to help children and young people feel safe following any instances.
• We are acknowledging that bullying can negatively impact a participant’s behaviours and performance within sessions, and we are therefore committed to addressing all bullying behaviour.
Persons Covered by the Policy
All children / young people registered with Inspire Enrichment will be covered by this policy, along with all contractors and team members of Inspire Enrichment.
Preventative work undertaken at Inspire Enrichment.
Inspire Enrichment is committed to addressing bullying behaviours implementing and continually reviewing the Social Communication Conflict Policy, which includes:
• Assigning specific roles and responsibilities to detect incidents, monitor behaviour, and provide appropriate support after an incident
• Recording and collating all incidents, with regular reviews.
• Communicating the policy to staff, parents/carers, and young people to ensure they are aware of the policy and individual responsibilities.
• Providing staff training to ensure all aspects of the policy are delivered competently, caringly, and efficiently.
• Conducting onboarding discussions with each young person as part of their tailored induction into our setting.
Managing Social Communication Conflict at Inspire Enrichment
• Children and young people are encouraged to inform staff about any instances of bullying, whether it relates to themselves or others.
• Staff will remain vigilant, watching and listening carefully for any signs of bullying, and are prepared to take firm action against it.
• When a case of alleged bullying is reported or observed, it will be thoroughly investigated. Serious incidents, especially those involving bodily harm, will be referred directly to the Director of Enrichment and Director of Arts.
• During the investigation, staff members will listen attentively and take accurate notes on the incident. Both parties, and if needed, any third parties, will be heard. Staff will handle the investigation sensitively to avoid worsening the situation for the victim.
• If bullying is confirmed, staff will address the bullies appropriately, focusing on helping them understand why their behaviour is wrong and how they can adjust it.
• Inspire Enrichment will contact the parents/carers of children or young people who repeatedly exhibit bullying behaviours, inviting them to discuss how Inspire Enrichment can support the young person through a behaviour management plan.
• Inspire Enrichment will make every effort to ensure each young person feels safe following a bullying incident, employing an individualised approach.
Involvement of Parents
We believe that parents should be involved will all aspects of their children’s enrichment. This also applies to behaviour. Early identification of any problem helps us to solve them more quickly. Parents/carers should be aware that Inspire Enrichment need to be informed if there are problems or worries at home that might affect a child/young person’s behaviour within their sessions with us. Parents/carers can help the Inspire Enrichment team by;
• Stressing to their children the importance of sociable behaviour where they have the emotional energy to allow this
• Reporting to us any misgivings they have concerning behaviour
• Actively endorsing and supporting the Social Communication Conflict Policy
• Noting that it is never appropriate to use physical violence against, or in any other way seek to bully, a bully.
Linked policies:
Safeguarding and Child Protection Policy
Complaints Policy
Acceptable Behaviour Policy
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1. Objective, Scope and Principles
This Code of Conduct provides clear guidance on the standards of behaviour expected of all Inspire Enrichment employees, contracted staff, and subcontractors. The terms "contractor" or "Inspire Enrichment Team" are used to collectively refer to all these roles. Those identified as part of the Inspire Enrichment team serve as role models and hold a unique position of influence. Therefore, they are expected to demonstrate behaviour that sets a positive example for all session participants.
Each contractor has an individual responsibility to consider their own reputation and the reputation of Inspire Enrichment, both inside and outside working hours. This policy does not form part of any contractor’s employment contract and may be amended at any time.
This Code helps all staff understand acceptable and unacceptable behaviour. Employees should be aware that failure to comply with the Code of Conduct could result in disciplinary action, including, but not limited to, dismissal.
2. Setting an Example
Staff should be conscious that their behaviour and conduct will be emulated by participants in the sessions they lead. Therefore, they must avoid using language or exhibiting behaviours that would be inappropriate for children to mimic. Additionally, staff must avoid putting themselves in situations that could lead to allegations of abusive or unprofessional conduct. It is expected that all staff familiarise themselves with and adhere to all policies and procedures of the setting.
3. Safeguarding Pupils
The Inspire Enrichment Team have a duty to remain vigilant about Keeping Children Safe in Education throughout their employment, adhering to the responsibilities placed upon them to safeguard pupils from physical, sexual, emotional abuse, and neglect. This duty includes reporting concerns about a young person or colleague to Ellie Hunt, Jade Carroll, or Ellis Wade, who will handle it according to the Safeguarding Policy, which all employees must read. It's recognised that each person may have different internal experiences influenced by factors such as neurodiversity, sensory sensitivity, past traumas, or negative experiences—these may not be known to the leader at Inspire Enrichment or apparent in day-to-day interactions.
Staff should treat pupils, parents/carers, and colleagues with respect and dignity, ensuring their experiences are not devalued, challenged, or criticised. When referring to other staff members and participants, it is important to use their chosen name and pronouns, prioritising correct pronunciation. All communication should honour personal and social values. Considering the social communication challenges young people often face, staff should strive to be clear and compassionate in their verbal interactions. Additionally, staff should be aware of potential ableism in their communication. They must take reasonable care of participants under their supervision to ensure their safety and welfare.
4. Relationships
Staff must disclose any relationships they have with pupils, parents, or carers outside of the work setting. This may include mutual membership in social groups, tutoring, babysitting, or family connections. Staff should not assume that Inspire Enrichment is aware of these connections. Staff at Inspire Enrichment should not be connecting with parents/carers via social media unless that connection was present beforehand, in which case, Ellie Hunt or Jade Carroll should be made aware. This includes adding parents/carers on platforms such as Facebook or Instagram, or meeting up to socialise with a new friendship.
Relationships with pupils must always remain professional. Physical relationships with pupils are strictly prohibited and can result in criminal charges. Encouraging any relationship that may lead to a sexual or other inappropriate relationship will be considered a severe breach of trust.
All communication with participants must occur through authorised methods and relate solely to work connected with Inspire Enrichment. If contacted by a participant through an inappropriate channel, staff should report the contact to Ellie Hunt and Jade Carroll immediately, in accordance with the Safeguarding Policy. If Inspire Enrichment needs to communicate with a young person under 18, the email (from an Inspire Enrichment email address) or WhatsApp message (from the Inspire Enrichment WhatsApp) must be sent to the parent/carer, not the young person directly.
If there are concerns about a participant's ability to understand message content, a chaperone must always be included in the communication, regardless of the participant's age. Staff should never use personal phone numbers, text messages, email addresses, or social media platforms to communicate with participants, parents, or carers. If initial contact is made via personal communication channels, the client or potential client should be redirected to the central Inspire Enrichment email or WhatsApp to continue the conversation.
Existing or new personal relationships at work should be disclosed to Ellie Hunt and/or Jade Carroll, who will treat these declarations confidentially. Staff should inform Ellie Hunt and/or Jade Carroll of any relationships that may pose an enhanced risk to children so that appropriate steps can be taken, such as cohabitation with a person convicted of a serious offense.
5. Pupil Development
Staff must adhere to the policies, procedures, and professional advice of Inspire Enrichment and the Revolutionary Tuition Centre (where most sessions will take place), which support the wellbeing and development of participants. This adherence facilitates collaboration with colleagues and external groups as needed to benefit participants' growth.
As key adult supporters, staff should help children and young people follow instructions and establish clear, calmly communicated boundaries. It's essential to adopt a positive humanistic approach, always maintaining 'unconditional positive regard.' This entails providing non-judgemental support in all situations, regardless of what the young person feels, does, or experiences. Everyone must be accepted as they are, allowing them to express both positive and negative emotions without fear of judgement or reproach. Communication should align with the acceptable behaviour policy.
6. Honesty and Integrity
The Inspire Enrichment team is expected to uphold high standards of honesty and integrity in their work, including the use of Inspire Enrichment and Hunt Scholars' property and facilities. Gifts beyond one-off token gifts from participants or parents/carers must be declared to Ellie Hunt and/or Jade Carroll. Personal gifts from individual staff members to participants are inappropriate, may be misinterpreted, and can lead to disciplinary action.
Staff should not act on behalf of Inspire Enrichment unless they have the proper authority to do so. Professional references from Inspire Enrichment will be provided by Ellie Hunt or Jade Carroll. Any references given by other staff members must clearly state that they are provided in a personal capacity.
7. Conduct Outside of Work
The conduct of individuals who work with children, young people, and vulnerable persons is subject to scrutiny both in and out of work. Any behaviour that would deem someone unsuitable to work with children, as reported by the DBS service, will result in dismissal. Employees may be asked to stay away from work while any reported incidents are investigated.
Staff are allowed to engage in outside work, whether paid or voluntary, as long as it does not conflict with the interests of Inspire Enrichment or contravene working time regulations, nor affect their work performance.
• Staff must disclose any outside work or business interests where there is a potential conflict of interest.
• If a staff member faces any allegations of wrongdoing in their outside work that may impact their work with Inspire Enrichment, they must report this immediately to Ellie Hunt and Jade Carroll, regardless of whether they deny the allegations.
• Forming inappropriate relationships or friendships with children or young people under the age of 18, or with those they have previously worked with, is deemed inappropriate. A work-related social event is considered an extension of the workplace, and the behaviour expected at such events must align with this policy.
8. E-Safety and Internet Use
Staff must exercise caution when using technology and be aware of the risks to themselves and others. Inappropriate use of social media that could bring themselves, Inspire Enrichment, and its community into disregard is strictly prohibited. Staff should ensure their personal profiles have high security settings. Adding or confirming an add from a young person on Social Media you teach and/or their parents is not permitted.
Care must be taken in using all social media or web-based presence, including written content, videos, photographs, and expressed views, whether direct or by 'liking' certain pages or posts by others. This extends to dating websites where staff could encounter pupils, whether openly or covertly. If a young person or parent/carer contacts you via any personal social media or sites, this should be reported to Ellie Hunt and/or Jade Carroll.
Contact with participants should only be made via Inspire Enrichment email account or Whatsapp/text from the Inspire Enrichment phone, and strictly for work-related purposes. Photos or video footage of participants should only be taken using Inspire Enrichment phones and for authorised purposes, ensuring anyone without media consent is excluded from the content. All such usage must be transparent and occur only with parent/carer consent, with resulting files stored securely.
If a staff member breaches any of the Inspire Enrichment policies, including the Staff Code of Conduct, Online Safety (including acceptable usage), and the Safeguarding Policy, they will undergo a disciplinary process. Sanctions may include a Verbal Warning, Written Warning, and as a last resort, dismissal or early release from the signed contract.
9. Confidentiality
When staff have access to confidential information about participants or their parents/carers, they must not disclose such information except to colleagues who have a professional role related to the participant. Staff are likely to witness actions that need to remain confidential. For instance, if a young person is bullied by another or by a staff member, it must be reported and handled according to the appropriate procedure. This matter should not be discussed outside of the Inspire Enrichment setting, including with the participant's parent/carer, nor with colleagues, except with a senior staff member authorised to address the issue.
Nevertheless, staff are required to share any information that raises concerns about a participant's safety or welfare with Ellie Hunt and Jade Carroll. Staff must not promise a participant that they will not act on information shared with them. Furthermore, staff are prohibited from making any comments to the media about Inspire Enrichment, its performance, governance, participants, or parents/carers without written approval. Any media inquiries should be directed to Ellie Hunt and Jade Carroll.
10. Dress and Appearance
It's essential for everyone to feel comfortable while working with and for Inspire Enrichment. Clothing should be appropriate for the specific session being led – for example, leading a Dance or Drama session might require different attire than a less active session. Staff should consider their movement needs and wear appropriate necklines to ensure that clothing does not become revealing when kneeling or moving. Staff should dress in a manner that is respectful, not offensive, revealing, or sexually provocative. Attire should not feature political or contentious slogans. When suitable, clothing with logos may be provided for staff to wear during working hours.
If you have a concern over a young person’s attire, discussing this with Ellie Hunt or Jade Carroll is suggested, so we can discuss what may need to be communicated; for example, if a young person attends a class where they are moving about a lot, and would therefore need to avoid jeans, skirts or dress; or, if we are working outside, and the young person doesn’t attend with enough layers.
11. Compliance
All staff must complete the form below to confirm they have read, understood and agreed to comply with the Code of Conduct. This form should then be signed and dated and to Ellie Hunt or Jade Carroll.
12. Use of Phones (work and personal)
Staff must not use personal mobiles for personal reasons – such as calling or texting unless it has been previously agreed with Ellie Hunt or Jade Carroll or the contact is in the case of an emergency. These should only be used for aspects such as streaming music for a session. Staff are not to share social media posts on their phones with colleagues which might upset, offend or worry them.