Safeguarding information for parents/carers regarding the use of FaceTime and Zoom for online education.

 

 Depending on the requirements and individual circumstances we shall be using either FaceTime or Zoom to deliver online lessons.

 

We believe this will be a method of communication that will enable education to continue in the most effective way.

 

Parents are advised to monitor their child’s online activity and to adjust any home filters appropriately. Please do keep an eye on online teaching activity; teachers know to expect that parents will often be in sight or hearing distance of the sessions.

 

Staff from Dursley Music Centre should be initiating the online meetings not students. If students have questions they should email alanswain@hotmail.com in the first instance.

 

Where there are others in your household, you need to alert them when your child is working online to avoid anyone else walking in/calling out in a way you would not want other students, their parents, or staff to see/hear.

 

Staff/student 'dress code' is an extremely important point.  Everyone is likely to be more relaxed in their own home (despite all the stresses of the current situation) but please ensure your child has consideration for dress code especially if the weather warms up. As ever, please do not allow your child to be dressed inappropriately when online.

 

Under no circumstances should any of your personal details, phone numbers and address etc be shared with staff.  Please do keep this in mind especially regarding info which could be gleaned from the background when your child is online. Please enable a space for online work which can have a ‘neutral background’. Teaching is the focus of this activity rather than home décor.

 

Sessions will be kept as short as possible. We are used to 60min lessons but this may be too long for most sessions.

 

If your child is not engaging or you do not have facilities, at home, to allow them to join us online please do let us know.  We may be able to find a way to help.

 

Please do your best to monitor conversations. These should be the same as if your child is at school.  In these uncertain times when we don’t ‘get out very much’ it would be easy to become overly familiar in conversation. We shall all need to guard against this. Everyone has a level of anxiety about the current situation. Staff will be as reassuring as possible when speaking with students.  We have a responsibility to be that steadying influence in an uncertain world.

 

As ever if you have any questions Alan’s contact details are 

 

07980 294038

 

alanswain@dursleymusic.com

Safeguarding Policy

Key details

​​​

Commitment to safeguarding.

Dursley Music Centre believes that a child, young person or vulnerable adult should never experience abuse of any kind. We recognise that we have a responsibility to promote the welfare of all children, young people and vulnerable adults. We are committed to safeguarding the well-being of all children, young people and vulnerable adults we come into contact with and to protecting them from harm.

 

Why is this policy important?

This policy provides players (and their parents) and volunteers with the overarching principles that guide our approach to the protection of vulnerable people.

This policy ensures that Dursley Music Centre:

protects children, young people and vulnerable adults who use our service or volunteer with us.

takes care when recruiting volunteers and committee members to ensure they understand and accept responsibility for the safeguarding of those individuals they are interacting with.

keeps the safeguarding of the children, young people and vulnerable adults as a primary consideration when it undertakes any activity, event or project.

 

Who does this policy apply to?

This applies to all those working on behalf of Dursley Music Centre, e.g.:

Committee members

Volunteers

Participants

Contractors/3rd party suppliers

 

How Dursley Music Centre might work with vulnerable people.

Our groups are open to children and adults of all ages. We run regular rehearsals, events and workshops for musicians in the area. As such, our involvement with vulnerable people may include, but is not limited to:

Participants attending our groups & events

Relatives and friends of participants who attend rehearsals and concerts in a volunteering capacity

Audience members at public concerts

 

Designated Safeguarding Officer

The Designated Safeguarding Officer for Dursley Music Centre is Mrs Debra Swain. Debbie, together with the committee, are responsible for Safeguarding within the organisation. All queries and concerns relating to safeguarding should be referred to Debbie in the first instance via email to debraswain@hotmail.co.uk. Any projects, events or other activities that will involve vulnerable people must be planned with Debbie's involvement and in line with established procedures and ground rules (see below).

 

Important Contact Details for Safguarding

Gloucestershire Safeguarding Board

Children's Help Desk (Mon-Fri, 9am-5pm) 01452 426565

Out of Hours Emergency Duty Team 01452 614194

Children's Practitioner's Advice Line 01452 426565 (option 3)

If you have concerns about the immediate safety of the child or you believe a serious criminal offence has been committed please contact the Police at any time on 101.

Visit their website: ;http://www.gscb.org.uk/contact-gscb-and-sign-up-for-gscb-alerts/

 

Ground rules, ways of working and procedures

 

 

This document forms part of the Dursley Music Centre Safeguarding Policy.

 

Who does this policy apply to?

This applies to all those working on behalf of Dursley Music Centrel, e.g.:

Committee members

Volunteers

Participants

Contractors/3rd party suppliers

 

What is the purpose of the policy?

The purpose of this policy is to provide participants and their parents, volunteers, with the overarching principles that guide our approach to the protection of vulnerable people.

 

This policy recognises vulnerable people as:

Children up the age of 16

Young people aged 16-18 years

Adults over the age of 18 defined as vulnerable by the Safeguarding Vulnerable Adults Group Act 2006; this might include adults with learning or physical difficulties, a physical or mental illness, chronic or otherwise, including an addition to alcohol or drugs, or reduce physical or mental capacity.

 

What does this document include?

This document includes:

Recruitment practices around safeguarding

Ground rules and ways of working regarding safeguarding or vulnerable people

Procedures for raising safeguarding concerns and incidents of abuse

Procedures for dealing with concerns and incident of abuse

1. ​Recruitment practises around safeguarding

 

If an existing or potential new volunteer will be working with vulnerable people as part of the Dursley Music Centre activities the appropriate level of DBS will be requested before that work is undertaken.

 

The level of DBS check required will be decided by the committee and in line with DBS rules regarding regulated activity. The results of any check to inform a decision on the potential volunteers suitability for the role will be used confidentially and in line with the Dursley Music Centre Data Protection Policy.

 

If a DBS returns a positive disclosure then a risk assessment will be carried out to determine whether the potential volunteer is suitable for the role.

 

Dursley Music Centre accepts original DBS certificates from other organisations provided that it is not more than 3 years since the DBS was carried out and that the relevant checks have been requested on an enhanced certificate.

 

A record of DBS Certificates is kept by the Data Controller and DBS certificates are renewed every 3 years.

 

2. Ground rules and ways of working regarding safeguarding or vulnerable people.

 

When Dursley Music Centre organises an event or activity where they will be responsible for vulnerable people they will ensure:

Planning is carried out in line with policy and procedures.

The event is attended by an appropriate number of DBS checked volunteers.

At least one adult (not necessarily DBS checked) will be in attendance for every eight children (or part thereof).

There is a main contact for safeguarding on the day – this will be an adult volunteer who is DBS checked and has undergone basic safeguarding training.

The main contact for safeguarding has access to emergency contact details and other relevant details (eg information about collection arrangements for children).

At least one male and one female DBS checked volunteer will be working during an event or activity

A vulnerable person is not left alone with an adult, unless that adult is DBS checked and carrying out regulated activity.

Two adults (at least one DBS checked) should be the last to leave the venue once the activity is finished

 

Working with parents/carers:

If a vulnerable person wishes to take part in a Music Centre activity or event, written permission should be obtained (email and website applications are fine) from the parent/carer where appropriate and before the activity takes place. Written permission should include: emergency contact details and details on who will be collecting the vulnerable person at the end of the activity.

 

3. Procedures for raising safeguarding concerns and incidents of abuse

 

If any volunteer or participant witnesses, suspects or is informed of a witnessed or suspected case of abuse they should immediately report it to the Designated Safeguarding Officer, Debra Swain. If the Designated Safeguarding Officer is not available or is involved in or connected to the disclosure it should be reported to a committee volunteer or a DBS checked volunteer. If an individual wishes to report an incident against themselves they should report this to the Designated Safeguarding Officer or an individual they trust.

 

4. Procedures for dealing with concerns and incident of abuse

 

The Designated Safeguarding Officer (or person reported in their absence) will first make a decision based on the urgency of the concern and the following two factors:

If the vulnerable person is in immediate danger or needs emergency medical attention then the Designated Safeguarding Officer will call the Police and/or Ambulance service.

If the person at the centre of the allegation is working with vulnerable people at the current time then the Designated Safeguarding Officer will remove them, in a sensitive manner, from direct contact with vulnerable people and follow the procedure below.

 

If none of the above applies the Designated Safeguarding Officer will:

Make a written record of the concern/allegation reported to them and sign and date the record.

Speak to the committee to decide how to handle the disclosure (excluding any committee members who are involved in the incident). For additional, confidential advice the committee may choose to ring the Gloucestershire Safeguarding Board's Children's Practitioner Advice Line on 01452 426565 (option 3). This service allows the caller to give the scenario without having to give any names and the service will offer advice on the next step.

The next step will be one of the following:

An internal investigation – for less serious incidents where the committee feel internal mediation will be successful.

Reporting the disclosure to the Gloucestershire Safeguarding Board's Children's Help Desk on 01452 426565

Raising the concern with the police – for serious or possibly criminal offences.

 

Where cases are escalated, the committee will cooperate with the Police or Local Authority in dealing with the reported incident.

 

Where an internal investigation takes place the committee will:

Inform all parties involved of the reported incident as soon as possible.

Inform the parent/carer of the vulnerable person(s) at the centre of the reported incident.

Arrange separate meetings with all parties within 10 days of the reported incident. A joint meeting may be arranged if appropriate.

All parties should be given the chance to bring a friend or representative to the meeting.

Meetings will be attended by the Designated Safeguarding Officer and at least one other committee member.

An independent note taker will also be asked to attend with the sole purpose of recording the meeting.

All parties will be invited to submit a written statement in advance of the meeting if they wish.

Once meetings have taken place, the committee will decide on the next steps and communicate them with all parties in writing within 10 days. They will be either:

Escalate the incident to the Local Authority (as above).

Further investigation – with established procedures and timelines to work towards a resolution.

A decision or resolution.

 

Resolution and disciplinary actions

If abuse is found to have taken place any final resolution or decision will be taken in the best interest of the person who has suffered the abuse and the best interests of the Music Centre.

Any disciplinary action will be taken in line with the Music Centre Constitution.

Data protection policy

 

Data Protection Policy

Key details​

 

Introduction

In order to operate, Dursley Music Centre needs to gather, store and use certain forms of information about individuals. 

These can include participants, parents of participants, volunteers, audiences and potential audiences and other people the group has a relationship with or regularly needs to contact.

This policy explains how this data should be collected, stored and used in order to meet Dursley Music Centre's data protection standards and comply with the law.

 

Why is this policy important?

This policy ensures that Dursley Music Centre:

Protects the rights of our members, volunteers and supporters

Complies with data protection law and follows good practice

Protect the group from the risks of a data breach

 

Who and what does this policy apply to?

This applies to all those handling data on behalf of Dursley Music Centre, e.g.:

Committee members

Volunteers

Members

Contractors/3rd party suppliers

 

It applies to all data that Dursley Music Centre holds relating to individuals, including:

Names

Email addresses

Postal addresses

Phone numbers

Any other personal information held (e.g. financial)

 

Roles and responsibilities

Everyone who has access to data as part of Dursley Music Centre has a responsibility to ensure that they adhere to this policy.

 

Data controller

The Data Controller for Dursley Music Centre is Alan Swain. They, together with the committee, are responsible for why data is collected and how it will be used. Any questions relating to the collection or use of data should be directed to the Data Controller.

1. We fairly and lawfully process personal data

​Dursley Music Centrel will only collect data where lawful and where it is necessary for the legitimate purposes of the group.

A participant’s name and address (as well as that of a parent/guardian if the participant is under the age of 18 years) will be collected when they first sign up for one of our workshops or first attend our learner band and will be used to contact the participant (or their parent/guardian) regarding the activity/activities they have signed up for. Other data may also subsequently be collected in relation to their participation in the activity/activities.

 

The name and contact details of volunteers and committee members will be collected when they take up a position, and will be used to contact them regarding group administration related to their role.

 

Further information, including personal financial information and criminal records information may also be collected in specific circumstances where lawful and necessary (in order to process payment to the person or in order to carry out a DBS check).

 

An individual’s name and contact details will be collected when they make a booking for a ticketed event. This will be used to contact them about their booking and to allow them entry to the event.

 

An individual’s name, contact details and other details may be collected at any time (including when booking tickets or at an event), with their consent, in order for Dursley Music Centre to communicate with them about group activities, and/or for Direct Marketing. See ‘Direct Marketing’ below.

 

2. We only collect and use personal data for specified and lawful purposes.

 

When collecting data, Dursley Music Centre will always explain to the subject why the data is required and what it will be used for.

 

We will never use data for any purpose other than that stated or that can be considered reasonably to be related to it. For example, we will never pass on personal data to 3rd parties without the explicit consent of the subject.

 

3. We ensure any data collected is relevant and not excessive

 

Dursley Music Centrel will not collect or store more data that the minimum information required for its intended purpose.

 

For example, we need to collect telephone numbers from individuals in order to be able to contact them about the activity/activities they have signed up for, but data on their marital status or sexuality will not be collected, since it is unnecessary and excessive for the purposes of event organisation.

 

4. We ensure data is accurate and up-to-date

 

Dursley Music Centre will ask individuals to check and update their data on an annual basis. 

Any individual will be able to update their data at any point by contacting the Data Controller at alanswain@hotmail.com

 

5. We ensure data is not kept longer than necessary

 

Dursley Music Centre will keep data on individuals for no longer than 12 months after our involvement with the individual has stopped, unless there is a legal requirement to keep records or unless the individual has specified that they would like to continue to receive eNewsletters, in which case just their name and email address will be retained for this purpose (see Direct Marketing). 

 

6. We process data in accordance with individuals’ rights

 

The following requests can be made in writing to the Data Controller via email to alanswain@hotmail.com:

Individuals can request to see any data stored about them. Any such request will be actioned within 30 days of the request being made.

 

Individuals can request that any inaccurate data held on them is updated. Any such request will be actioned within 14 days of the request being made.

 

Individuals can request to stop receiving any marketing communications. Any such request will be actioned within 14 days of the request being made.

 

 

Individuals can object to any storage or use of their data that might cause them substantial distress of damage or any automated decisions made based on their data. Any such objection will be considered by the committee, and a decision communicated within 30 days of the request being made 

7. We keep personal data secure

 

Dursley Music Centre will ensure that data held by us is kept secure.

Electronically-held data will be held within a password-protected and secure environment

 

Passwords for electronic data files will be re-set each time an individual with data access leaves their role/position

 

Physically-held data (e.g. personal details forms or email sign-up sheets) will be stored in a locked cupboard

 

Keys for locks securing physical data files should be collected by the Data Controller from any individual with access if they leave their role/position. The codes on combination locks should be changed each time an individual with data access leaves their role/position

 

Access to data will only be given to relevant committee members/volunteers where it is clearly necessary for the running of the group. The Data Controller will decide in what situations this is applicable and will keep a master list of who has access to data

 

8. Transfer to countries outside the EEA

 

Dursley Music Centre will not transfer data to countries outside the European Economic Area (EEA), unless the country has adequate protection for the individual (e.g. USA). 

 

Direct Marketing

Dursley Music Centre will regularly collect data from consenting supporters for marketing purposes. This includes contacting them to promote workshops, events & activities, updating them about group news, fundraising and other group activities.

 

 

Any time data is collected for this purpose, we will provide:

A clear and specific explanation of what the data will be used for (e.g. ‘Tick this box if you would like Dursley Music Centre to send you email updates with details about our forthcoming events, fundraising activities and opportunities to get involved’)

 

A method for users to show their active consent to receive these communications (e.g. a ‘tick box’)

 

 

Data collected will only ever be used in the way described and consented to (e.g. we will not use email data in order to market 3rd party products unless this has been explicitly consented to).

Every marketing communication will contain a method through which a recipient can withdraw their consent (e.g. an ‘unsubscribe’ link in an email). Opt-out requests such as this will be processed within 14 days.

 

 

Cookies

A cookie is a small text file that is downloaded onto ‘terminal equipment’ (e.g. a computer or smartphone) when the user accesses a website. It allows the website to recognise that user’s device and store some information about the user’s preferences or past actions.

 

 

Dursley Music Centre use cookies on our website www.dursleymusic.com in order to monitor and record activity. This allows us to improve users’ experience of our website by, for example, allowing for a ‘logged in’ state, and by giving us useful insight into how users as a whole are engaging with the website.

 

 

 

Direct Marketing

Dursley Music Centre will regularly collect data from consenting supporters for marketing purposes. This includes contacting them to promote workshops, events & activities, updating them about group news, fundraising and other group activities.

 

Any time data is collected for this purpose, we will provide:

A clear and specific explanation of what the data will be used for (e.g. ‘Tick this box if you would likeDursley Music Centre to send you email updates with details about our forthcoming events, fundraising activities and opportunities to get involved’)

A method for users to show their active consent to receive these communications (e.g. a ‘tick box’)

 

​Data collected will only ever be used in the way described and consented to (e.g. we will not use email data in order to market 3rd party products unless this has been explicitly consented to).

 

Every marketing communication will contain a method through which a recipient can withdraw their consent (e.g. an ‘unsubscribe’ link in an email). Opt-out requests such as this will be processed within 14 days.

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