Our Policies

Dorchester Family Church Privacy Notice

How Dorchester Family Church (“we”) use your information

Your privacy is important to us. We are committed to safeguarding the privacy of your information.

Why do we collect and use your information?
We collect and use your information to contact you to send you weekly notices and other communications regarding our activities, to provide appropriate pastoral care, to monitor and assess the quality of our services, to fulfil our purposes as a church and to comply with the law regarding data sharing. We will also produce a membership directory with names and contact details. We do not share your information with others except as described in this notice.
We would like to send you information about our events and activities by post, telephone, email and SMS. If you agree to being contacted in this way please tick the relevant boxes
☐ Post
☐ Email
☐ Phone
☐ SMS

The categories of information that we may collect, hold and share include:

• Personal information (such as name, telephone number, address and email address)
• Characteristics (such as gender, ethnicity, language, nationality, country of birth)

Storing your data
We hold your data for varying lengths of time depending on the type of information in question but in doing so we always comply with Data Protection legislation. We will contact you annually to check that the information we are holding is accurate and that you agree to us holding it.

Who do we share your information with?

We will not share your information with third parties without your consent unless the law requires us to do so.

Requesting access to your personal data
Under Data Protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information contact Chris Osborne (trustee)

You also have the right to:
• object to processing of personal data that is likely to cause, or is causing, damage or distress
• prevent processing for the purpose of direct marketing
• object to decisions being taken by automated means
• in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
• claim compensation for damages caused by a breach of the Data Protection regulations.

For further information on how your information is used, how we maintain the security of your information and your rights to access information we hold on you please contact Chris Osborne (trustee).

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at https://ico.org.uk/concerns/

Contact:
Chris Osborne, Dorchester Family Church, Unit 2 Red Cow Business Park, Long Bridge Way, Dorchester DT1 1YD.

Your Name …………………………………………..

DATA PROTECTION POLICY

“Data Protection Legislation” means the Data Protection Act 1998, the Privacy and Electronic Communications Regulations (EC Directive) Regulations 2003 (SI 2426/2003 as amended), and all applicable laws and regulations, including any replacement UK or EU data protection legislation relating to the Processing of Personal Data, including, where applicable, the guidance and codes of practice issued by the Information Commissioner’s Office.

The Data Protection Legislation (“the Legislation”) is concerned with the protection of human rights in relation to personal data. The aim of the Legislation is to ensure that personal data is used fairly and lawfully and that where necessary the privacy of individuals is respected. During the course of the activities of Dorchester Family Church (“the Church”), the Church Trustees (“we”) will collect, store and process personal data about our members, people who attend our services and activities, suppliers and other third parties and we recognise that the correct and lawful treatment of this data will maintain confidence in the Church. This policy sets out the basis on which we will process any personal data we collect from data subjects, or that is provided to us by data subjects or other sources.

The Data Protection Compliance Manager is responsible for ensuring compliance with the Legislation and with this policy. The post is held by Chris Osborne, Unit 2 Red Cow Business Park, Dorchester, DT1 1YD.

Any questions about the operation of this policy or any concerns that the policy has not been followed should be referred in the first instance to the Data Protection Compliance Manager.

Processing personal data

All personal data should be processed in accordance with the Legislation and this policy. Any breach of this policy may result in disciplinary action.

Processing includes obtaining, holding, maintaining, storing, erasing, blocking and destroying data.

Personal data is data relating to a living individual. It includes employee data. It will not include data relating to a company or organisation, although any data relating to individuals within companies or organisations may be covered. Personal data can be factual (for example a name, address or date of birth) or it can be an opinion about that person, their actions and behaviour.

Examples of personal data are employee details, including employment records, names and addresses and other information relating to individuals, including supplier details, any third party data and any recorded information including any recorded telephone conversations, emails or CCTV images.

Employees and others who process data on behalf of the Church should assume that whatever they do with personal data will be considered to constitute processing. Individuals should only process data:
• If they have consent to do so; or
• If it is necessary to fulfil a contractual obligation or as part of the employer/employee relationship; for example, processing the payroll
• If neither of these conditions are satisfied, individuals should contact the Data Protection Compliance Manager before processing personal data.

Compliance with the Legislation

Employees and others who process data on our behalf have a responsibility for processing personal data in accordance with the Legislation. Anyone who has responsibility for processing personal data must ensure that they comply with the data protection principles in the Legislation. These state that personal data must:

• be obtained and used fairly and lawfully
• be obtained for specified lawful purposes and used only for those purposes
• be adequate, relevant and not excessive for those purposes
• be accurate and kept up to date
• not be kept for any longer than required for those purposes
• be used in a way which complies with the individual’s rights (this includes rights to prevent the use of personal data which will cause them damage or distress, to prevent use of personal data for direct marketing, and to have inaccurate information deleted or corrected)
• be protected by appropriate technical or organisational measures against unauthorised access, processing or accidental loss or destruction
• not be transferred outside the European Economic Area unless with the consent of the data subject or where the country is determined to have adequate systems in place to protect personal data.

Monitoring the use of personal data

We are committed to ensuring that this data protection policy is put into practice and that appropriate working practices are being followed. To this end the following steps will be taken:
• any employees who deal with personal data are expected to be aware of data protection issues and to work towards continuous improvement of the proper processing of personal data;
• employees who handle personal data on a regular basis or who process sensitive or other confidential personal data will be more closely monitored;
• All employees must evaluate whether the personal data they hold is being processed in accordance with this policy. Particular regard should be had to ensure inaccurate, excessive or out of date data is disposed of in accordance with this policy;
• Spot checks may be carried out;
• An annual report on the level of compliance with or variance from good data protection practices will be produced by Nick Power. Data breaches will be recorded and investigated to see what improvements can be made to prevent recurrences.

Handling personal data and data security

We will take appropriate technical and organisational steps to guard against unauthorised or unlawful processing. Manual records relating to church members or staff will be kept secure in locked cabinets. Access to such records will be restricted. Computer files should be password protected.

We will ensure that staff and members who handle personal data are adequately trained and monitored.

We will ensure that passwords and physical security measures are in place to guard against unauthorised disclosure.

We will take particular care of sensitive data and security measures will reflect the importance of keeping sensitive data secure (definition of sensitive data is set out below).

Security policies and procedures will be regularly monitored and reviewed to ensure data is being kept secure.

Where personal data needs to be deleted or destroyed adequate measures will be taken to ensure data is properly and securely disposed of. This will include destruction of files and back up files and physical destruction of manual files. Particular care should be taken over the destruction of manual sensitive data (written records) including shredding or disposing via specialist contractors.

All data will be stored in a secure location and precautions will be taken to avoid data being accidentally disclosed. Any agent employed to process data on our behalf will be bound to comply with this data protection policy by a written contract. Personal data stored on a laptop should be password protected.

The rights of individuals

The Legislation gives individuals certain rights to know what data is held about them and what it is used for. In principle everyone has the right to see copies of all personal data held about them. There is also a right to have any inaccuracies in data corrected or erased. Data subjects also have the right to prevent the processing of their data for direct marketing purposes.

Any request for access to data under the Legislation should be made to Chris Osborne in writing. In accordance with the Legislation we will ensure that written requests for access to personal data are complied with within 30 days of receipt of a valid request.

When a written data subject access request is received the data subject will be given a description of a) the personal data, b) the purposes for which it is being processed, c) those people and organisations to whom the data may be disclosed, d) be provided with a copy of the information in an intelligible form.

Sensitive data

We will strive to ensure that sensitive data is accurately identified on collection so that proper safeguards can be put in place. Sensitive data means data consisting of information relating to an individual’s
• Racial or ethnic origin
• Political opinions
• Religious beliefs
• Trade union membership
• Physical or mental health
• Sexual life
• Criminal offences

Sickness records are likely to include sensitive data and as such should only be held if the explicit consent of each employee is obtained or if one of the other conditions for processing sensitive data is satisfied.

Changes to this policy

We reserve the right to change this policy at any time. Where appropriate we will notify data subjects of those changes by mail or email.

Policy adopted on …………………………………..
(Date of Church Trustees/Leaders meeting)

Reviewed on…………………………………………

Retention Policy

Storage of Data and Records Statement

1. All data and records will be stored in accordance with the security requirements of the Data Protection Legislation and in the most convenient and appropriate location having regard to the period of retention required and the frequency with which access will be made to the record.

2. Data and records which are active should be stored in the most appropriate place for their purpose commensurate with security requirements.

3. Data and records which are no longer active, due to their age or subject, should be stored in the most appropriate place for their purpose.

4. The degree of security required for file storage will reflect the sensitivity and confidential nature of any material recorded.

5. Any data file or record which contains personal data of any form can be considered as confidential in nature.

6. Data and records should not be kept for longer than is necessary. This principle finds statutory form in the Data Protection Legislation, which requires that personal data processed for any purpose "shall not be kept for longer than is necessary for that purpose". All groups are required to have regard to the Guidelines for Retention of Personal Data attached hereto.

7. Any data that is to be disposed must be safely disposed of for example by shredding. Any group which does not have access to a shredder should pass material to the Church Administrator who will undertake secure shredding.

8. Special care must be given to disposing of data stored in electronic media. Guidance will be given by the Church Leadership team to any group which has stored personal data relating to its members on for example personal computers which are to be disposed of.

Policy adopted on …………………………………..
(Date of Church Trustees/Leaders meeting)

Reviewed on…………………………………………

Guidelines for Retention of Personal Data

(This is not an exhaustive list)

If you have any queries regarding retaining or disposing of data please contact Chris Osborne

Types of Data Suggested Retention Period

Personnel files
including training records
and notes of disciplinary
and grievance hearings. • 6 years from the end of employment
Application forms / interview notes • Maximum of one year from the date of the interviews for those not subsequently employed. If employed, retain in personnel file.
Information relating to children • Check for accuracy once a year
• Record that child was a member of the group – permanent
• Secure destruction of personal data other than name and fact of membership – three years after cease to be a member
Church member information • Check for accuracy once a year
• Record that adult was a member – permanent
• Secure destruction of personal data other than name and fact of membership – three years after cease to be a member
Church group member information • Check for accuracy once a year
• Record that adult was a member of group – permanent
• Secure destruction of personal data other than name and fact of membership – three years after cease to be a member
Income Tax and NI returns, including correspondence with tax office • At least 6 years after the end of the financial year to which the records relate

Statutory Maternity Pay records and calculations • As Above
• (Statutory Maternity Pay (General) Regulations 1986)
Statutory Sick Pay records and calculations • As Above
• Statutory Sick Pay (General) Regulations 1982

Wages and salary records • 6 years from the tax year in which generated
Accident books, and records and reports of accidents • (for Adults) 3 years after the date of the last entry
• (for children) three years after the child attains 18 years (RIDDOR 1985)
Health records • 6 months from date of leaving employment
• (Management of Health and Safety at Work Regulations)
Health records where reason for termination of employment is connected with health, including stress related illness • 3 years from date of leaving employment
• (Limitation period for personal injury) claims)
Student records, including academic achievements, and conduct
• At least 6 years from the date the student leaves in case of litigation for negligence

Information security policy
Information security involves preserving confidentiality, preventing unauthorised access and disclosure, maintaining the integrity of information, safeguarding accuracy and ensuring access to information when required by authorised users.
In addition to complying with this policy, all users must comply with the Data Protection Legislation and the Data Protection Policy.
‘Church data’ means any personal data processed by or on behalf of the church.
Information security is the responsibility of every member of staff, church member and volunteer using Church data on but not limited to the Church information systems. This policy is the responsibility of Chris Osborne who will undertake supervision of the policy. Our IT systems may only be used for authorised purposes. We will monitor the use of our systems from time to time. Any person using the IT systems for unauthorised purposes may be subject to disciplinary and/or legal proceedings.
We will ensure information security by:
Ensuring appropriate software security measures are implemented and kept up to date;
Making sure that only those who need access have that access;
Not storing information where it can be accidentally exposed or lost;
Making sure that if information has to be transported it is done so safely using encrypted devices or services.
Access to systems on which information is stored must be password protected. Passwords must not be disclosed to others. If you have a suspicion that your password has been compromised you must change it.
You must ensure that any personally owned equipment which has been used to store or process Church data is disposed of securely. Software on personally owned devices must be kept up to date. Do not use unsecured wifi to process Church data.
All breaches of this policy must be reported to Chris Osborne.
This policy will be regularly reviewed and audited.

Policy adopted on …………………………………..
(Date of Church Trustees/Leaders meeting)

Reviewed on…………………………………………

Dorchester Family Church Data Protection Complaints Process
Dorchester Family Church (“we”) take your privacy concerns seriously. If you have any concerns about the way your information is being handled, please contact Chris Osborne without delay. Chris can be contacted as follows:
Phone number 01305 602857
Email address
We will carefully investigate and review all complaints and take appropriate action in accordance with Data Protection Legislation. We will keep you informed of the progress of our investigation and the outcome. If you are not satisfied with the outcome, you may wish to contact the Information Commissioner’s Office at https://ico.org.uk/concerns/
Any complaint received by us must be referred to Chris Osborne who will arrange for an investigation as follows:

A record will be made of the details of the complaint.
2. Consideration will be given as to whether the circumstances amount to a breach of Data Protection Legislation and action taken in accordance with the Data Breach Procedure.
3. The complainant will be kept informed of the progress of the complaint and of the outcome of the investigation.
1. 1. 4. At the conclusion of the investigation Chris Osborne will reflect on the circumstances and recommend any improvements to systems or procedures.

Dorchester Family Church Safeguarding Policy

Section 1. Place of worship / organisation details Page
Safe and Secure – Standard 1 2

Section 2. Recognising and responding appropriately to an allegation or suspicion of abuse
Safe and Secure – Standards 2 and 7 5

Section 3. Prevention
Safe and Secure – Standards 3 and 4 14

Section 4. Pastoral care
Safe and Secure – Standards 8 and 9 16

Section 5. Practice guidelines
Safe and Secure – Standards 5, 6 and 10 17

Appendix 1. Leadership safeguarding statement 19
Appendix 2. Safeguarding Poster 22
Appendix 3. Covenant of care 23

SECTION 1

Details of the organisation

Name of Organisation:
Dorchester Family Church

Address:
DFC Office
Unit 2 Red Cow Business Park

Long Bridge Way

Dorchester

DT1 1YD

Tel No: 01305 602857

Email address:

Membership of Denomination/Organisation: New Frontiers Commission Churches

Charity Number: 1163899

Insurance Company:

Ansvar Insurance Company reference CHF 6134226

The following is a brief description of our place of worship, organisation and the type of work and activities we undertake with children:

Dorchester Family Church holds a regular meeting on Sunday mornings between 10000hrs and 1130hrs at the Thomas Hardye School theatre, Queens Road, Dorchester.

The main meeting is open to the public. The theatre has step free access and adjacent parking.

Between 1030hrs and 1200hrs we run a range of concurrent activity groups for children and young people, up to the age of 18. These activities are delivered in four age based groups;

Live Wires, aged up to 4 years
Bright Sparks, school years R to 4
Fusion, school years 5 to 8
Ignite, school year 9 upwards to age 18.

These groups are accessible to children and young people of all abilities.

The Fusion & Ignite groups also meets occasionally at other times.

Our commitment

As a Leadership we recognise the need to provide a safe and caring environment for children, young people and vulnerable adults. We acknowledge that children, young people and vulnerable adults can be the victims of physical, sexual and emotional abuse, and neglect. We accept the UN Universal Declaration of Human Rights and the International Covenant of Human Rights, which states that everyone is entitled to “all the rights and freedoms set forth therein, without distinction of any kind, such as race, colour, sex, language, religion, political or other opinion, national or social origin, property, birth or other status”. We also concur with the Convention on the Rights of the Child which states that children should be able to develop their full potential, free from hunger and want, neglect and abuse. They have a right to be protected from “all forms of physical or mental violence, injury or abuse, neglect or negligent treatment or exploitation, including sexual abuse, while in the care of parent(s), legal guardian(s), or any other person who has care of the child.” As a Leadership we have therefore adopted the procedures set out in this safeguarding policy in accordance with statutory
guidance. We are committed to build constructive links with statutory and voluntary agencies involved in safeguarding.

The policy and attached practice guidelines are based on the ten Safe and Secure safeguarding standards published by 31:8 (previously the Churches' Child Protection Advisory Service (CCPAS).)

The Leadership undertakes to:

• endorse and follow all national and local safeguarding legislation and procedures, in addition to the international conventions outlined above.
• provide on-going safeguarding training for all its workers and will regularly review the operational guidelines attached.
• ensure that the premises meet the requirements of the Disability Discrimination Act 1995 and all other relevant legislation, and that it is welcoming and inclusive.
• support the Safeguarding Coordinator(s) in their work and in any action they may need to take in order to protect children and vulnerable adults.
• file a copy of the policy and practice guidelines with 31:8 and the local authority and any amendments subsequently published. The Leadership agrees not to allow the document to be copied by other organisations.

SECTION 2

Recognising and responding appropriately to an allegation or suspicion of abuse

Understanding abuse and neglect

Defining child abuse or abuse against a vulnerable adult is a difficult and complex issue. A person may abuse by inflicting harm, or failing to prevent harm. Children and adults in need of protection may be abused within a family, an institution or a community setting. Very often the abuser is known or in a trusted relationship with the child or vulnerable adult.

In order to safeguard those in our places of worship and activities we adhere to the UN Convention on the Rights of the Child and have as our starting point as a definition of abuse, Article 19 which states:

1. Parties shall take all appropriate legislative, administrative, social and educational measures to protect the child from all forms of physical or mental violence, injury or abuse, neglect or negligent treatment, maltreatment or exploitation, including sexual abuse, while in the care of parent(s), legal guardian(s) or any other person who has the care of the child.

2. Such protective measures should, as appropriate, include effective procedures for the establishment of social programmes to provide necessary support for the child and for those who have the care of the child, as well as for other forms of prevention and for identification, reporting, referral, investigation, treatment and follow-up of instances of child maltreatment described heretofore, and, as appropriate, for judicial involvement.

Also for adults the UN Universal Declaration of Human Rights with particular reference to Article 5 which states:
No one shall be subjected to torture or to cruel, inhuman or degrading treatment or punishment.

Detailed definitions, and signs and symptoms of abuse, as well as how to respond to a disclosure of abuse, are included here in our policy.

Definition of abuse and neglect:
Abuse and neglect are forms of maltreatment of a child. Somebody may abuse or neglect a child by inflicting harm, or by failing to act to prevent harm. Children may be abused in a family or in an institutional or community setting; by those known to them or, more rarely, by a stranger. They may be abused by an adult or adults or another child or children.

Physical abuse
Physical abuse may involve hitting, shaking, throwing, poisoning, burning or scalding, drowning, suffocating, or otherwise causing physical harm to a child. Physical harm may also be caused when a parent or carer fabricates the symptoms of, or deliberately induces illness in a child.

Emotional Abuse
Emotional abuse is the persistent emotional maltreatment of a child such as to cause severe and persistent adverse effects on the child’s emotional development. It may involve conveying to children that they are worthless or unloved, inadequate, or valued only insofar as they meet the needs of another person. It may feature age or developmentally inappropriate expectations being imposed on children. These may include interactions that are beyond the child’s developmental capability, as well as overprotection and limitation of exploration and learning, or preventing the child participating in normal social interaction. It may involve seeing or hearing the ill-treatment of another. It may involve serious bullying causing children frequently to feel frightened or in danger, or the exploitation or corruption of children. Some level of emotional abuse is involved in all types of maltreatment of a child, though it may occur alone.

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

Complex (organised or multiple) abuse
Complex (organised or multiple) abuse may be defined as abuse involving one or more abusers and a number of children. The abusers concerned may be acting in concert to abuse children, sometimes acting in isolation, or may be using an institutional framework or position of authority to recruit children for abuse.

Neglect
Neglect is the persistent failure to meet a child’s basic physical and/or psychological needs, likely to result in the serious impairment of the child’s health or development. Neglect may occur during pregnancy as a result of maternal substance abuse. Once a child is born, neglect may involve a parent or carer failing to provide adequate food and clothing, shelter including exclusion from home or abandonment, failing to protect a child from physical and emotional harm or danger, failure to ensure adequate supervision including the use of inadequate care-takers, or the failure to ensure access to appropriate medical care or treatment. It may also include neglect of, or unresponsiveness to, a child’s basic emotional needs.

Possible signs and symptoms of abuse:

Indicators of possible Physical Abuse
• Any injuries not consistent with the explanation given for them.
• Injuries which occur to the body in places which are not normally exposed to falls, rough games, etc.
• Injuries which have not received medical attention.
• Neglect - under nourishment, failure to grow, constant hunger, stealing or gorging food, untreated illness, inadequate care, etc.
• Reluctance to change for, or participate in, games or swimming.
• Repeated urinary infections or unexplained tummy pains.
• Bruises, bites, burns, fracture etc., which do not have an accidental explanation.
• Cuts/scratches/substance abuse.

Indicators of possible Sexual Abuse
• Any allegations made by a child concerning sexual abuse.
• Child with excessive preoccupation with sexual matters and detailed knowledge of adult sexual behaviour, or who regularly engages in age inappropriate sexual play.
• Child who is sexually provocative or seductive with adults.
• Inappropriate bed sharing arrangements at home.
• Severe sleep disturbances with fears, phobias, vivid dreams or nightmares, sometimes with overt or veiled sexual connotations.

Indicators of possible Emotional Abuse
• Changes or regression in mood or behaviour, particularly where a child withdraws or becomes clinging. Also depression/aggression, extreme anxiety.
• Nervousness, frozen watchfulness.
• Obsessions or phobias.
• Sudden under-achievement or lack of concentration.
• Inappropriate relationships with peers and/or adults.
• Attention seeking behaviour.
• Persistent tiredness.
• Running away/stealing/lying.

How to respond to a child wishing to disclose abuse:

General Points
• Show acceptance of what the child says (however unlikely the story may sound).
• Keep Calm.
• Look at the child directly, maintaining eye contact as best you can.
• Be honest.
• Tell the child you will need to let someone else know- don’t promise confidentiality. Often the child will try to make you promise not to tell anyone else, before they will divulge anything. A sensible thing to say if this should happen is:
“I’ll try not to tell anyone but if it is serious I may have to tell another person.”
• Even when a child has broken a rule, they are not to blame for the abuse.
• Be aware that the child may have been threatened or bribed not to tell.
• Never push for information. If the child decides not to tell you after all, then accept that and let them know you are always ready to listen.

Helpful things you may say or show
• I believe you (or show acceptance of what the child says).
• Thank you for telling me.
• It’s not your fault.
• I will help you.

Don’t Say
• Why didn’t you tell anyone before?
• I can’t believe it!
• Are you sure this is true?
• Why? How? When? Who? Where?
• Never make false promises.

Never make statements such as “I am shocked, don’t tell anyone else”.

Concluding
• Again reassure that they were right to tell you and show acceptance.
• Let the child know what you are going to do next and that you will let them know what happens.
• Consider your own feelings and seek pastoral support if needed.

Safeguarding awareness

The Leadership is committed to on-going safeguarding training and development opportunities for all workers, developing a culture of awareness of safeguarding issues to help protect everyone. All our workers will receive induction training and undertake recognised safeguarding training on a regular basis through CCPAS or another similar provider approved by the Church Elders and Trustees, for example workers will attend a Facing the Unthinkable seminar run by CCPAS as part of their induction (or follow the distance learning course) and workers will attend any inter agency training provided by the Local Safeguarding Children’s Board.

The Leadership will also ensure that children are provided with information on where to get help and advice in relation to abuse, discrimination, bullying or any other matter where they have a concern.

RESPONDING TO ALLEGATIONS OF ABUSE

The role of the safeguarding co-ordinator/ deputy is to collate and clarify the precise details of the allegation or suspicion and pass this information on to statutory agencies who have a legal duty to investigate.

Under no circumstances should a worker carry out their own investigation into an allegation or suspicion of abuse. Follow procedures as below:

The person in receipt of allegations or suspicions of abuse should report concerns as soon as possible to the Safeguarding Coordinator, Martin Doe (07557008599)

This post holder has been nominated by the Church Elders to act on their behalf in dealing with any allegation or suspicion of neglect or abuse, including referring the matter on to the statutory authorities.

In the absence of the Safeguarding Co-ordinator or, if the suspicions in any way involve the Safeguarding Co-ordinator, then the report should be made to the Deputy Safeguarding Coordinator, Adrian Whiting (07919628719).

If the suspicions implicate both the Safeguarding Co-ordinator and the Deputy, then the report should be made in the first instance to 31:8 PO Box 133, Swanley, Kent, BR8 7UQ. Telephone 0845 120 4550. Alternatively contact Social Services or the police.

Where the concern is about a child the Safeguarding Co-ordinator should contact Children’s Social Services. Where the concern is regarding an adult in need of protection then contact Adult Social Services or take advice from 31:8 as above.

The Dorset Children’s Social Services office telephone number (office hours) is 01305 221196 .

The Dorset Adult Social Services office telephone number (office hours) is 01305 221016

The out of hours number is 01202 657279

The Police Safeguarding Referrals Team telephone number is 01202/01305 222229. This unit operates Mon-Fri 0800-1800hrs.

Out of hours use 101 (non-urgent) or 999 (urgent).

Where required the Safeguarding Co-ordinator should then immediately inform the insurance company and other strategic personnel within the denomination.

Suspicions must not be discussed with anyone other than those nominated above. A written record of the concerns should be made in accordance with these procedures and kept in a secure place.

Whilst allegations or suspicions of abuse will normally be reported to the Safeguarding Co-ordinator, the absence of the Safeguarding Co-ordinator or Deputy should not delay referral to Social Services, the Police or taking advice from 31:8.

The Leadership will support the Safeguarding Co-ordinator/Deputy in their role, and accept that any information they may have in their possession will be shared in a strictly limited way on a need to know basis.

It is, of course, the right of any individual as a citizen to make a direct referral to the safeguarding agencies or seek advice from 31:8, although the Leadership hope that members of the place of worship / organisation will use this procedure. If, however, the individual with the concern feels that the Safeguarding Co-ordinator/Deputy has not responded appropriately, or where they have a disagreement with the Safeguarding Co- ordinator(s) as to the appropriateness of a referral they are free to contact an outside agency direct. We hope by making this statement that the Leadership demonstrate its commitment to effective safeguarding and the protection of all those who are vulnerable.

Detailed procedures where there is a concern about a child:

ALLEGATIONS OF PHYSICAL INJURY, NEGLECT OR EMOTIONAL ABUSE

If a child has a physical injury, a symptom of neglect or where there are concerns about emotional abuse, the Safeguarding Co-ordinator/Deputy will:

• Contact 31:8 for advice in cases of deliberate injury, if concerned about a child's safety or if a child is afraid to return home.

• Not tell the parents or carers unless advised to do so, having contacted Children’s Social Services.

• Seek medical help if needed urgently, informing the doctor of any suspicions. • For lesser concerns, (e.g. poor parenting), encourage parent/carer to seek help, but not if this places the child at risk of significant harm.

• Where the parent/carer is unwilling to seek help, offer to accompany them. In cases of real concern, if they still fail to act, contact Children’s Social Services direct for advice.

• Seek and follow advice given by 31:8 (who will confirm their advice in writing) if unsure whether or not to refer a case to Children’s Social Services.

ALLEGATIONS OF SEXUAL ABUSE

In the event of allegations or suspicions of sexual abuse, the Safeguarding Co-ordinator/Deputy will:

• Contact the Children’s Social Services Department Duty Social Worker for children and families or Police Child Protection Team direct. They will NOT speak to the parent/carer or anyone else.

• Seek and follow the advice given by 31:8 if, for any reason they are unsure whether or not to contact Children’s Social Services/Police. 31:8 will confirm its advice in writing for future reference.

ALLEGATIONS OF ABUSE AGAINST A PERSON WHO WORKS WITH CHILDREN
If an accusation is made against a worker (whether a volunteer or paid member of staff) whilst following the procedure outlined above, the Safeguarding Co-ordinator, in accordance with Local Safeguarding Children Board (LSCB) procedures will need to liaise with Children’s Social Services in regards to the suspension of the worker, also making a referral to a Safeguarding Adviser (SA) / Local Authority Designated Officer (LADO).

Note - Allegations of abuse made against a person who works with children.
Working Together 2006 states that local authorities should have a designated officer to manage cases where an accusation is made against someone working with children (whether working in a paid or voluntary capacity). These individuals are often known as Safeguarding Advisers or Local Authority Designated Officers. Where accusations involve a worker then speak to social services and the police and ask whether the individual needs to be referred.

In addition to this, whether or not there are such mechanisms in operation, consideration should be given to whether a referral should be made to the Disclosure and Barring Service which manages the list of those people deemed unsuitable for working with children or vulnerable adults. Where you are liaising with a SA / LADO discuss with them about the need to refer to the DBS.

SECTION 3

Prevention

Safe recruitment

The Leadership will ensure all workers will be appointed, trained, supported and supervised in accordance with government guidance on safe recruitment. This includes ensuring that:

• There is a written job description / person specification for the post
• Those applying are aged 18years or older and have completed an application form and a self-declaration form
• Those short listed have been interviewed
• Safeguarding has been discussed at interview
• Written references have been obtained, and followed up where appropriate
• A disclosure and barring check has been completed (we will comply with Code of Practice requirements concerning the fair treatment of applicants and the handling of information)
• Qualifications where relevant have been verified
• A suitable training programme is provided for the successful applicant
• The applicant has completed a probationary period
• The applicant has been given a copy of the organisation’s safeguarding policy and knows how to report concerns.
• DFC will retain the name of a DBS applicant, the check type and outcome, DBS reference number and issue date together with the purpose of the check whilst a person serves on our Children’s Ministry. This information will be retained electronically.
• Where a person cannot fulfil the DBS qualification criteria for a check, for example insufficient UK residency period or aged under 18, then DFC may utilize their willingness to serve as a helper rather than a worker. In such cases the helper will not be working with children unless a DBS checked adult is present, will take no part in toilet duties and will not drive children as part of a children’s activity (other than their own children, or where another adult, DBS checked, is present in the vehicle).

Management of Workers – Codes of Conduct

As a Leadership we are committed to supporting all workers and ensuring they receive support and supervision. All workers have been issued with a code of conduct towards children, young people and vulnerable adults. The Leadership undertakes to follow the principles found within the ‘Abuse of Trust ‘guidance issued by the Home Office and it is therefore unacceptable for those in a position of trust to engage in any behaviour which might allow a sexual relationship to develop for as long as the relationship of trust continues.

Note - The Home Office issued guidance in ‘Abuse of Trust Caring for young people and the vulnerable. Guidance for preventing abuse of trust’. This guidance is intended to apply to those caring for young people or vulnerable adults in both paid and unpaid work, including volunteers, regardless of whether they are in the public, private, voluntary or volunteering sectors. It is important that places of worship and organisations have clear boundaries in regards to the personal relationships which can develop.

SECTION 4

Pastoral Care

Supporting those affected by abuse

The Leadership is committed to offering pastoral care, working with statutory agencies as appropriate, and support to all those who have been affected by abuse who have contact with or are part of the place of worship / organisation.

Working with offenders

When someone attending the place of worship / organisation is known to have abused children, or is known to be a risk to vulnerable adults the Leadership will supervise the individual concerned and offer pastoral care, but in its safeguarding commitment to the protection of children and vulnerable adults, set boundaries for that person which they will be expected to keep. A template for the necessary covenant of care is at Appendix 3.

SECTION 5

Practice Guidelines

As an organisation / place of worship working with children, young people and vulnerable adults we wish to operate and promote good working practice. This will enable workers to run activities safely, develop good relationships and minimise the risk of false accusation.

As well as a general code of conduct for workers we also have specific good practice guidelines for every activity we are involved in and these are retained for each activity or event. They comprise a risk assessment and relevant guidance and briefing details.

Each activity or event utilises a bespoke consent form. Consent forms are developed by the event arrangers and the safeguarding team.

Working in Partnership

The diversity of organisations and settings means there can be great variation in practice when it comes to safeguarding children, young people and vulnerable adults. This can be because of cultural tradition, belief and religious practice or understanding, for example, of what constitutes abuse.

We therefore have clear guidelines in regards to our expectations of those with whom we work in partnership, whether in the UK or not. We will discuss with all partners our safeguarding expectations and have a partnership agreement for safeguarding. It is also our expectation that any organisation using our premises, as part of the letting agreement will have their own policy that meets 31:8 safeguarding standards.

Good communication is essential in promoting safeguarding, both to those we wish to protect, to everyone involved in working with children and vulnerable adults and to all those with whom we work in partnership. This safeguarding policy is just one means of promoting safeguarding.

Signed by:
Ben Martin
Adrian Whiting

Date:
25/11/2018
APPENDIX 1

Leadership Safeguarding Statement

Ben Martin & Gary Fry – the Leadership Team

The leadership team of DFC recognises the importance of its ministry /work with children and young people and adults in need of protection and its responsibility to protect everyone entrusted to our care.

The following statement was agreed by the leadership/organisation on:

This place of worship/organisation is committed to the safeguarding of children and vulnerable adults and ensuring their well-being.
Specifically:
• We recognise that we all have a responsibility to help prevent the physical, sexual, emotional abuse and neglect of children and young people (those under 18 years of age) and to report any such abuse that we discover or suspect.
• We believe every child should be valued, safe and happy. We want to make sure that children we have contact with know this and are empowered to tell us if they are suffering harm.
• All children and young people have the right to be treated with respect, to be listened to and to be protected from all forms of abuse.
• We recognise that we all have a responsibility to help prevent the physical, sexual, psychological, financial and discriminatory abuse and neglect of vulnerable adults and to report any such abuse that we discover or suspect.
• We recognise the personal dignity and rights of vulnerable adults and will ensure all our policies and procedures reflect this.
• We believe all adults should enjoy and have access to every aspect of the life of the place of worship/organisation unless they pose a risk to the safety of those we serve.
• We undertake to exercise proper care in the appointment and selection of all those who will work with children and vulnerable adults.

We are committed to:

• Following the requirements for UK legislation in relation to safeguarding children and vulnerable adults and good practice recommendations.
• Respecting the rights of children as described in the UN Convention on the Rights of the Child.
• Implementing the requirements of legislation in regard to people with disabilities.
• Ensuring that workers adhere to the agreed procedures of our safeguarding policy.
• Keeping up to date with national and local developments relating to safeguarding.
• Following any denominational or organisational guidelines in relation to safeguarding children and adults in need of protection.

• Supporting the safeguarding co-ordinator/s in their work and in any action they may need to take in order to protect children/vulnerable adults.
• Ensuring that everyone agrees to abide by these recommendations and the guidelines established by this place of worship/organisation.
• Supporting parents and families
• Nurturing, protecting and safeguarding of children and young people
• Supporting, resourcing, training, monitoring and providing supervision to all those who undertake this work.
• Supporting all in the place of worship/organisation affected by abuse.
• Adopting and following the ‘Safe and Secure’ safeguarding standards developed by 31:8

We recognise:

• Children’s Social Services (or equivalent) has lead responsibility for investigating all allegations or suspicions of abuse where there are concerns about a child. Adult Social Care (or equivalent) has lead responsibility for investigating all allegations or suspicions of abuse where there are concerns about a vulnerable adult.
• Where an allegation suggests that a criminal offence may have been committed then the police should be contacted as a matter of urgency.
• Where working outside of the UK, concerns will be reported to the appropriate agencies in the country in which we operate, and their procedures followed, and in addition we will report concerns to our agency’s headquarters.
• Safeguarding is everyone’s responsibility.

We will review this statement and our policy and procedures annually.

If you have any concerns for a child or vulnerable adult then speak to one of the following who have been approved as safeguarding coordinators for this place of worship/organisation.

Martin Doe
Safeguarding Coordinator

Adrian Whiting
Deputy Child Safeguarding Coordinator

A copy of the full policy and procedures is available from the DFC Office Administrator at the address above.

APPENDIX 2

Appendix 3
COVENANT OF CARE

INTRODUCTION

This is a written agreement regarding the involvement in church activities of:

………..…

With:

…………..…

To facilitate him/her to worship, celebrate and to receive support whilst safeguarding vulnerable people.

We respect an individual’s right to their faith and seek to appropriately facilitate that. For those who have offended against children or who are viewed as a potential risk to vulnerable people, that place will be only in areas unconnected with vulnerable people

The purpose of this agreement is to:

• Minimize any potential risk to vulnerable people

• To facilitate involvement in the church community

• To promote an abuse/offence-free life

The agreement will be reviewed regularly and will remain for an indefinite period.

It is expected that the agreement is entered into in an honest manner and the support available is utilised in an active way.

Any issues, concerns or behaviour which places a vulnerable person at risk will be passed on immediately to the Statutory agencies. At this time this information would be shared with ………..

SAFE BEHAVIOUR

………………... agrees to:

• Attend the following services:

• Make a choice to sit away from children/vulnerable people in the place of worship and take responsibility to remove him/herself where a child sits next to him/her

• Choose to engage in activities where children/vulnerable people are not involved i.e. adult only activity as opposed to children’s activities and seek the guidance of ………. In this.

• Discuss any invitation to parish activities or social functions as part of the church community or which are occurring on property linked to your place of worship with …………..and attend only with the written agreement of ……………..

• Avoid being alone with children/young people/vulnerable people and take responsibility as the adult for behaving appropriately and removing him/herself immediately from any such unforeseen situations.

• Not to bring any photographic equipment into the church activity.

In order to comply with his/her licence agreements
also agrees that he will:

• Not engage in any work, whether paid or voluntary, with children under the age of 18 years.

• Not to reside in any household, even for one night, where there are children

• Not to attend within any exclusion zone as stated in your licence

SUPPORT

In order to enable ……………...
to safely participate in church life and to promote his/her commitment
to live an abuse/offence free life the church will:

• Make available a person to discuss any issues relevant to this agreement

………………………………………………………………………………
(details of support person and nature of support to be offered)

• To facilitate the protection of children/vulnerable people as well as to remove the possibility of
……………..….
being wrongly suspected of abuse, the support
person will share the details of any child/vulnerable people protection concerns with:

the ………………………………..and probation.

To allow ……………
to safely participate in church, s/he undertakes to:

• Use the support in an active, honest manner and attend any meetings arranged with the support person named above;

• Seek support at potentially risky times e.g. illegal fantasy, periods of loneliness, so as to address these issues in a positive and non abusive manner;

• Obtain the written agreement of the local religious representative to attend other religious services so that the information can be shared and the potential risk managed;

• Inform the support person of any plans to move to a different location

MONITORING AND REVIEW

• The church will review this agreement regularly, and will amend it so as to promote the welfare of children/vulnerable people and to ensure adequate support is available

• The date of the first review is:……………………………(date)

• At any time during this period ……………. , …………….. or ………….can request a meeting with the relevant partnership members to address any perceived or actual breach of the agreement by either party.

• In the event of child/vulnerable people protection concerns being identified……………... may be barred from attending a particular location, and in such circumstances will follow the church’s agreement regarding informing the statutory authorities and any other relevant organisation.

• ………………….must inform the ………… and partnership members if s/he wishes to attend any other religious location or group. S/He must obtain written agreement before doing so.

CONFIDENTIALITY

• The sensitive information contained in this agreement will be managed in an appropriate manner

• ……………….. accepts that contact will be made with his/her Probation Officer, who will meet with religious representatives as and when necessary.

• ………………..understands that the church will not keep “secrets” and will inform the Statutory Agencies of any concerns or risk that arises.

SIGNATURES

Signed

………………………………. Date ………………………………..

Signed

……………………………… Date………………………………..
Priest

Signed

………………………………. Date……………………………….
Probation officer

DFC Photography and Filming Policy Statement

The purpose and scope of this policy statement

Dorchester Family Church works with children and families as part of its activities. These include: Youth group and meeting work, online services, overnight stays & activities

The purpose of this policy statement is to:

• protect children and young people who take part in DFC’s services, events and activities, specifically those where photographs and videos may be taken

• set out the overarching principles that guide our approach to photographs/videos being taken of children and young people during our events and activities

• to ensure that we operate in line with our values and within the law when creating, using and sharing images of children and young people
This policy statement applies to all staff, volunteers and other adults associated with
Dorchester Family Church

Legal framework

This policy has been drawn up on the basis of legislation, policy and guidance that seeks to protect children in England. Summaries of key legislation and guidance is available on:

• online abuse learning.nspcc.org.uk/child-abuse-and-neglect/online-abuse

• child protection learning.nspcc.org.uk/child-protection-system

We believe that:

• children and young people should never experience abuse of any kind

• we have a responsibility to promote the welfare of all children and young people and to take, share and use images of children safely.

We recognise that:

• sharing photographs and films of our activities can help us celebrate the successes and achievements of our children and young people, provide a record of our activities and raise awareness of our organisation

• the welfare of the children and young people taking part in our activities is paramount

• children, their parents and carers have a right to decide whether their images are taken and how these may be used, regardless of age, disability, gender reassignment, race, religion or belief, sex or sexual orientation

• consent to take images of children is only meaningful when children, their parents and carers understand how the images will be used and stored, and are fully aware of the potential risks associated with the use and distribution of these images

• there are potential risks associated with sharing images of children online.
More information about this is available from learning.nspcc.org.uk/research- resources/briefings/photography-sharing-images-guidance.

We will seek to keep children and young people safe by:

• always asking for written consent from a child and their parents or carers before taking and using a child’s image

• always explaining what images will be used for, how they will be stored and what potential risks are associated with sharing images of children

• making it clear that if a child or their family withdraw consent for an image to be shared, it may not be possible to delete images that have already been shared or published

• changing the names of children whose images are being used in our published material whenever possible (and only using first names if we do need to identify them)

• never publishing personal information about individual children and disguising any identifying information (for example the name of their school or a school uniform with a logo)

• making sure children, their parents and carers understand how images of children will be securely stored and for how long (including how we will control access to the images and their associated information)

• reducing the risk of images being copied and used inappropriately by:
only using images of children in appropriate clothing (including safety wear if necessary), and avoiding full face and body shots of children taking part in activities such as swimming where there may be a heightened risk of images being misused

• using images that positively reflect young people’s involvement in the activity.

We will also develop a procedure for reporting the abuse or misuse of images of children as part of our child protection procedures. We will ensure everyone involved in our organisation knows the procedures to follow to keep children safe.

Photography and/or filming for personal use

When children themselves, parents, carers or spectators are taking photographs or filming at our events and the images are for personal use, we will publish guidance about image sharing in the event programmes and/or announce details of our photography policy before the start of the event. This includes:

• reminding parents, carers and children that they need to give consent for DFC to take and use their images

• asking people to gain permission from children, their parents and carers before sharing photographs and videos that include them

• recommending that people check the privacy settings of their social media account to understand who else will be able to view any images they share

• reminding children, parents and carers who they can talk to if they have any concerns about images being shared.

Photography and/or filming for Dorchester Family Church’s use

We recognise that our group leaders may use photography and filming as an aid in activities such as music or drama. However, this should only be done with Dorchester Family Church’s permission and using our equipment.

Children, young people, parents and carers must also be made aware that photography and filming is part of the programme and give written consent.

If we hire a photographer for one of our events, we will seek to keep children and young people safe by:

• providing the photographer with a clear brief about appropriate content and behaviour

• ensuring the photographer wears identification at all times

• informing children, their parents and carers that a photographer will be at the event and ensuring they give written consent to images which feature their child being taken and shared

• not allowing the photographer to have unsupervised access to children

• not allowing the photographer to carry out sessions outside the event or at a child’s home

• reporting concerns regarding inappropriate or intrusive photography following our child protection procedures.

Photography and/or filming for wider use

If people such as local journalists, professional photographers (not hired by Dorchester Family Church ) or students wish to record one of our events and share the images professionally or in the wider world, they should seek permission in advance.
They should provide:

• the name and address of the person using the camera

• the names of children they wish to take images of (if possible)

• the reason for taking the images and/or what the images will be used for

• a signed declaration that the information provided is valid and that the images will only be used for the reasons given.

Dorchester Family Church will verify these details and decide whether to grant permission for photographs/films to be taken. We will seek consent from the children who are the intended subjects of the images and their parents and inform the photographer of anyone who does not give consent.
At the event we will inform children, parents and carers that an external photographer is present and ensure they are easily identifiable, for example by using them with a coloured identification badge.
If Dorchester Family Church is concerned that someone unknown to us is using their sessions for photography or filming purposes, we will ask them to leave and (depending on the nature of the concerns) follow our child protection procedures.

Storing image

We will store photographs and videos of children securely, in accordance with our safeguarding policy and data protection law. We will keep hard copies of images in a locked drawer and electronic images in a protected folder with restricted access. Images will be stored for a period of six months

We will never store images of children on unencrypted portable equipment such as laptops, memory sticks and mobile phones.

Dorchester Family Church does not permit staff and volunteers to use any personal equipment to take photos and recordings of children. Only cameras or devices belonging to Dorchester Family Church, or being used for DFC purposes with the authority of an Elder or the Safeguarding Coordinator should be used.

Related policies and procedures

This policy statement should be read alongside our organisational policies and procedures, including:

• Child protection/Safeguarding

• Procedures for responding to concerns about a child or young person’s wellbeing.

• Code of conduct for staff and volunteers.

• Online safety policy and procedures for responding to concerns about online abuse.
Contact details: Senior lead for Safeguarding and Child Protection
Name: Adrian Whiting Phone/email:
NSPCC Helpline 0808 800 5000

We are committed to reviewing our policy and good practice annually.

In partnership with

Supported by

nspcc.org.uk/learning 0116 234 7246 @NSPCCLearning

DFC photography and filming consent form

Information for parents and carers

Dorchester Family Church aims to provide a safe and enjoyable experience for every child or young person. To help us do this, please note the following important information:

• We recognise the need to ensure the welfare and safety of all children.

• We have written a policy statement which sets out how photographs and videos of children involved in our activities should be taken and shared. A copy of this is available from Lois Hanscomb.

• We will take all steps to ensure images of children are used solely for the purposes they are intended. If you become aware that these images are being used inappropriately you should inform Adrian Whiting immediately.

• We will not take or share photographs, video or other images of children and young people without the consent of the children involved and their parents or carers. This agreement fits with our overarching online safety policy. If you would like to know more about this, please speak to Ben Martin, Lead Elder & Pastor

Young person: please read the following consent form and discuss it with your parents, carers and group leader, then fill in the form.

Parents and carers: please read and discuss this consent form with your child and then fill it in, ask your child to fill it in, and return it to the group leader. If you have any questions or concerns, please speak to Ben Martin, Lead Elder and Pastor.

Parents/Carers: Consent Form

I confirm that I have read Dorchester Family Church (DFC)’s photography and filming policy [please tick]

I agree to [please tick]:

my child’s photograph being used within the DFC for display purposes

my child’s photograph being used within other printed publications

my child’s photograph being used within DFC email via Mailchimp

my child’s photograph being used on the DFC’s website

my child being videoed for use on DFC's website and YouTube Channel

my child’s photograph being used on DFC ’s social media pages

my child being videoed for use on DFC's social media pages.

I understand [please tick]:

the potential risks associated with the use and distribution of these images

how these images or videos will be stored within the organisation and how long for

that if I withdraw consent for my child’s image to be used or shared in the future, it may not be possible to remove images that have already been published or distributed

that at many events, DFC and others will reasonably wish to take wide angle, general photos during or at specific points in the event.

that I must gain permission before sharing photographs/videos of other people’s children on social media

that if I share images of my child with friends and family, I should check the privacy settings of my social media account first to understand who else will be able to view these images.

Print name ____________________________________

Signature

Date _________________________