Policies

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Rag and Bone is an inclusive, encouraging and warm environment in which to learn to act, draw, dance and create whilst having lots of fun. We are dedicated in our approach and keen that everyone is given the opportunity to learn creative skills and get a taste of what it’s like to follow a profession in the creative industries, if this is what they want.

For those who don’t, we also require a level of professionalism and maturity in order to take part in our workshops, due to the nature of our sessions and our need to make sure that all participants get what they need from our groups.

We are also focused on keeping everyone safe and making sure that they are in an environment where they are open to learning and happy to take risks and make mistakes. Because of this, we will closely monitor the behaviour of all attendees and ask that they adhere to our code of conduct.

Our expectations from our participants are:

• Arrive on time, ready to work and with as positive an attitude as you can. We understand that this is a variable but ask that any out of the ordinary situations are brought to our attention prior to a session by a parent/guardian so that we are prepared for it and can potentially adapt accordingly.
• Treat the staff and all other members of the group with respect and courtesy. This involves language and behaviour, but also the attitude that you are bringing into the room. We are aware that life is complex but ask that you try your best to leave any problems at the door as much as possible and treat everyone present well.
• Put your mobile phones on silent and don’t use it unless specifically asked to.
• Let us know when your parent is there to collect you and only leave when you have told a member that you are being collected.
• Don’t talk over the workshop leader when they are giving instructions.
• Wear clothes that allow you to move freely without restriction and aren’t creating any problems for movement. For art – this will be clothes that you don’t mind getting dirty.
• Do your best to attend every session leading up to a project, and if you can’t for any reason, then try and catch up with any missed instructions and/or line learning.
• Leave water bottles, mobile phones and other pieces of equipment in your bag and don’t play with them during the session. This is because it can be very distracting to the rest of the group and the workshop leader and is necessary for a positive working environment.
• If you have an EHC plan, we must be given a copy before enrolling you on a course. This is so that we know how to support you during the sessions and can make a decision about staffing levels.

This is an essential part of our safeguarding policy, and it is vital that we have access to it so that we fully understand your needs and can assess whether we have the expertise and skills to support you, while making sure that the needs of the rest of the group are met and their experience isn’t compromised.

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Timekeeping:
Please do your best to arrive on time for all sessions. We understand that there are occasional times when this isn’t possible, but a consistent lateness won’t be possible to accommodate. If you have difficulty with the times of the sessions, then we will try to find a session that better suits your timetable.

Behaviour:
Please be courteous to all members of the group and accept the guidance of your tutor. You may not agree with everything but please accept their advice and ask for clarity outside of the session if you still need it. If they have time, they may be able to help you outside of the session. If you’re consistently not happy with the tutoring, then it may be that we’re not the right group for you.

Additional Needs:
If you have specific needs, please email the Director, Laura before you enrol on the course and we will discuss how we can best support you. We are keen to make sure that additional needs are accommodated where possible, but we sometimes only have one member of staff present in a session and won’t be able to provide bespoke delivery. It’s important that everyone in our sessions is comfortable and that one person’s adjustments don’t have a detrimental effect on the experience for the others.

Hygiene:
As there are lots of people in small spaces in sessions, please make sure that you have considered your personal hygiene and the potential effect on other members of the group. If there is reason to, one of our members of staff may talk to you if we feel that it’s necessary to keep everyone comfortable.

These guidelines are designed to highlight safety issues, prepare the company members for situations that may arise when working with children and enable them to feel confident and act professionally in the school environment.

All Rag and Bone Arts staff must:

• Make dance/drama/art sessions fun, enjoyable and promote fair play
• Plan sessions to ensure that all children, young people and adults are adequately supervised and engaged in suitable activities at all times.
• Treat all young people/disabled adults equally, and with respect and dignity, always putting the welfare of each young person first
• Be an excellent role model – this includes not smoking or drinking alcohol in the company of young people. Ensure that their relationships with pupils clearly take place within the boundaries of a respectful professional relationship - take care that their language, attitudes, demeanour or conduct does not give rise to comment or speculation.
• Remember that someone else might misinterpret your actions, no matter how well intentioned.
• Be aware that physical contact with a child or young person may be misinterpreted.
• All adults working with pupils have a responsibility to maintain public confidence in their ability to safeguard the welfare and best interests of pupils. It is therefore expected that they will adopt high standards of personal conduct in order to maintain the confidence and respect of their colleagues, pupils or students, public in general and all those with whom they work
• Always work in an open environment (e.g. avoid private or unobserved situations and encourage an open environment i.e. no secrets).
• Maintaining a safe and appropriate distance with pupils/members (e.g. it is not appropriate to have an intimate relationship with a child)
• Build balanced relationships based on mutual trust which empower children to share in the decision-making process
• Respect a young person’s right to personal privacy/encourage young people to feel comfortable and caring enough to point out attitudes or behaviour they do not like
• Give enthusiastic and constructive feedback rather than negative criticism
• Recognise the development/needs and capacity of young people and disabled adults – avoiding excessive training or competition and not pushing them against their will
• Know at all times where the children/young people under their duty of care are and what they are doing
• Not leave children unsupervised at any venue, indoors or out.
• Ensure that whenever possible there is more than one adult present during activities with children and young people, or at least that you are within sight or hearing of others Avoid being left alone with a single child.
• Any activity using potentially dangerous equipment should have constant adult supervision.
• Exercise authority and manage risk within workshop/performance
• Challenge unacceptable or dangerous behaviour and report all allegations/suspicions of abuse
• All staff, whether paid or voluntary, have a duty to keep young people safe and to protect them from sexual, physical and emotional harm.
• Recognise that special caution is required when you are discussing sensitive issues with children or young people.
• Members of staff may have access to confidential information about pupils in order to undertake their everyday responsibilities. In some circumstances staff may be given highly sensitive or private information. They should never use confidential or personal information about a pupil or her/his family for their own, or others’ advantage (including that of partners, friends, relatives or other schools/services). Information must never be used to intimidate, humiliate, or embarrass the pupil.
• Confidential information about a child or young person should never be used casually in conversation or shared with any person other than on a need-to-know basis.
• Wear clothing which is appropriate to their role - is not likely to be viewed as offensive, revealing, or sexually provocative, does not distract, cause embarrassment or give rise to misunderstanding - is absent of any political or otherwise contentious slogans
• Ensure that personal social networking sites are set at private, and pupils are never listed as approved contacts
• Never use or access social networking sites of pupils
• Not give personal contact details to pupils, including their mobile telephone number
• Only make contact with children for professional reasons and where possible using equipment e.g. mobile phone, provided by Rag and Bone Arts for communication
• Make sure that parents have given permission for this form of communication to be used
• Recognise that text messaging should only be used as part of an agreed protocol and when other forms of communication are not possible
• Not use internet or web-based communication channels to send personal messages to a child/young person
• Take responsibility for recording any incident, and passing on that information where they have concerns about any matter pertaining to the welfare of an individual in the workplace
• Be familiar with the Rag and Bone Arts system for recording concerns
• Keep a written record of any injury that occurs, along with the details of any treatment given.
• Employees should give guidance and support to inexperienced helpers, for example, volunteer assistants who may be working with them temporarily.
• Take responsibility for clearing up completely after classes/performances. Take any rubbish with you.

Staff must not:

• Have inappropriate physical or verbal contact with children, young people or vulnerable adults.
• Allow yourself to be drawn into inappropriate attention-seeking behaviour/make suggestive or derogatory remarks or gestures in front of children or young people.
• Jump to conclusions about others without checking facts.
• Either exaggerate or trivialise child abuse issues.
• Show favouritism to any individual.
• Rely on your good name or that of the organisation to protect you. Believe “it could never happen to me”.

Rag and Bone Arts are committed to ensuring we live up to our reputation as a respectful, honest and open arts organisation providing a high-quality service to all those we work with including participants, partnership organisations, volunteers and arts practitioners. When something goes wrong, we want to be told about it so that we can work towards putting it right. Improving our standards is important to us. 

If you are unhappy with your experience for any reason, we have the following procedure in place you can use to raise a concern or make a complaint: 

How to make a complaint 

If you have a concern or complaint, please contact us with the details so that we can begin to resolve the issue. In the first instance this should be with the person directly involved in the complaint. This can be face- to-face or via letter, telephone or email. If you do not wish to raise the concern with the person directly involved (we understand that not everyone feels able to do so), then you can report the matter to another member of our team or contact a Director of Rag and Bone Arts. We will always listen to what you have to say and treat you with respect. We will endeavour to discuss the matter with you and agree an acceptable solution. 

If the matter cannot be resolved at this stage, then we require that you put your complaint in writing including as much detail as possible and post or email this to us (our contact details appear at the end of this document). 

What will happen next? 

1. We will send you written acknowledgement of your complaint within 5 days of receiving it together with a copy of this complaints procedure. We will also include a written summary of your complaint and any action you have told us you would like us to take. This is to ensure that we have understood you correctly.
2. The matter will then be passed to one of the Directors of Rag and Bone Arts, who will then investigate your complaint. This will normally involve talking to any other parties who may have been involved in the circumstances of the complaint. If the complaint involves the one of the Directors, then the matter will be dealt with by one of our Governing board.
3. The Director will then write to you again with the outcome of their investigation, the details of any actions to be taken, and a summary of the reasons for any conclusions reached. This will normally be within 14 days of sending you the acknowledgement letter. We will ask you if you are satisfied with the outcome. If so, or if we do not hear from you within 7 days, no further action will be taken. However, the details of the complaint will remain on record and stored in accordance with our confidentiality and data protection policies (copies available via our website or on request to our office). 

4. If you are not satisfied with the outcome, and write to tell us so within 7 days, the matter will proceed to the next level and the complaint will be brought to the attention of the Director of Rag and Bone Arts, Tamsin Crook. It is likely that he will contact you directly to discuss the reasons for your dissatisfaction and possibly arrange a meeting in order to Tamsin Crook will consider all the available evidence and send you a detailed written reply to your complaint, detailing their final position on your complaint and explaining their reasons. If you still remain unhappy then you should write and let us know why, however this is the final stage of the complaint’s procedure and Rag and Bone Arts will take no further action in relation to the complaint. A record will be kept of the complaint and the final outcome, together with any further communications relating to it. 

Rag and Bone Arts promises to strive towards a timely and satisfactory resolution to all concerns or complaints raised. 

Contacts Office Address: 

ragandbonearts@gmail.com

Rag and Bone Arts recognises that we live in a society where discrimination still operates to the disadvantage of many groups in society. We believe that all persons should have equal rights to recognition of their human dignity, and to have equal opportunities to be educated, to work, receive services and to participate in society. 

Rag and Bone Arts is committed to equality and inclusion at all levels of the organisation. We value diversity and recognise the wealth of benefits this can bring to the organisation and in engendering a positive working environment. 

The objective of this policy is that no person should suffer or experience less favourable treatment, discrimination or lack of opportunities on the grounds of gender, race, colour, nationality, ethnic  origin, religious or philosophical beliefs, health status, HIV status, age, marital status, parental  status, sexual orientation, political beliefs or trade union membership, class, responsibility for  dependents, physical attributes, ex-offender status as defined by the Rehabilitation of Offenders  Act 1974, lack of formal qualifications where such qualifications are not formally required, or any  other grounds which cannot be shown to be justifiable within the context of this policy. 

This policy will influence and affect every aspect of activities carried out at Rag and Bone Arts i.e.  including promotional work. In the provision of services and the employment of staff, we are committed to promoting equal opportunities for everyone. Throughout its activities, Rag and Bone Arts will treat all people equally whether they are: 

• Seeking or using our services.
• Applying for a job or already employed by us.
• Trainee workers and students on work experience or placements, volunteer workers.

How the policy will be implemented and who is responsible?

The Directors of Rag and Bone Arts have specific responsibility for the effective implementation of this policy, and we expect all our employees and volunteers to abide by the policy and help create the equality environment, which is its objective. 

In order to implement this policy we shall: 

• Communicate the policy to employees, job applicants, volunteers and relevant others.
• Ensure that those who are involved in assessing candidates for recruitment or promotion use non-discriminatory selection techniques.

Recruitment and selection process  

The recruitment and selection process is crucially important to any equal opportunities policy. We will endeavour to ensure that employees making selection and recruitment decisions will not discriminate, whether consciously or unconsciously, in making these decisions. 

• Promotion and advancement will be made on merit and all decisions relating to this will be made within the overall framework and principles of this policy.
• Job descriptions, where used, will be revised to ensure that they are in line with our equal opportunities policy. Job requirements will be reflected accurately in any personnel specifications.
• We will adopt a consistent, non-discriminatory approach to the advertising of vacancies.
• All applicants who apply for jobs with us will receive fair treatment and will be considered solely on their ability to do their job.
• Short-listing and interviewing will be carried out by more than one person where possible.
• Interview questions will be related to the requirements of the job and will not be of a discriminatory nature.
• Selection decisions will not be influenced by any perceived prejudices of other staff.

Conduct and general standards of behaviour 

All staff and volunteers are expected to conduct themselves in a professional and considerate manner at all times. Rag and Bone Arts will not tolerate behaviour such as: 

• making threats
• physical violence
• shouting
• swearing at others
• persistent rudeness
• isolating, ignoring or refusing to work with certain people
• telling offensive jokes or name calling
• displaying offensive material or the distribution of such material via email / text message or any other format.
• any other forms of harassment or victimisation.

The items on the above list of unacceptable behaviours are considered to be disciplinary offences within Rag and Bone Arts and can lead to disciplinary action being taken. We do, however, encourage staff to resolve misunderstandings and problems informally wherever possible, depending on the circumstances. However, whether dealt with informally or formally, it is important for staff who may have caused offence to understand that it is no defence to say that they did not intend to do so, or to blame individuals for being oversensitive. It is the impact of the behaviour, rather than the intent, that counts, and that should shape the solution found both to the immediate problem and to preventing further similar problems in the future. 

Complaints of discrimination 

Rag and Bone Arts will treat seriously all complaints of unlawful discrimination on any forbidden grounds made by employees, trustees, clients or other third parties and will take action where appropriate. All complaints will be investigated in accordance with the organisation’s complaints procedure, as appropriate and the complainant will be informed of the outcome in line with these procedures. 

We will also monitor the number and outcomes of complaints of discrimination made by staff, volunteers, clients and other third parties. 

Legal Obligations 

Equal Opportunities and Discrimination (Equality Act 2010) 

The Equality Act 2010 (Amendment) Regulations 2023 came into force in January 2025 and replaces all previous equality legislation in England, Scotland and Wales – namely the Race Relations Act 1976, the Disability Discrimination Act 1995, the Sex Discrimination Act, the Equal Pay Act, the Employment Equality (Age) Regulations

2006, The Civil Partnership Act 2004, the Employment Equality Regulations 2003 (religions and belief and sexual orientation). 

The Equality Act 2010 protected characteristics are: 

Age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief sex and sexual orientation. 

The Equality Act 2010 harmonises and strengthens and replaces most previous equality legislation.  The following legislation is still relevant: 

• The Human Rights Act 1998.
• The Work and Families Act 2006.
• Employment Equal Treatment Framework Directive 2000 (as amended). Monitoring

We will maintain and review the employment records of all employees in order to monitor the progress of this policy. Monitoring may involve: - 

• The collection and classification of information regarding the race in terms of ethnic/national origin and sex of all applications and current employees;
• The examination by ethnic/national origin and sex of the distribution of employees and the success rate of the applicants; and
• Recording recruitment, training and promotional records of all employees, the decisions reached and the reason for those decisions.
• The results of any monitoring procedure will be reviewed at regular intervals to assess the effectiveness of the implementation of this policy. Consideration will be given, if necessary, to adjusting this policy to afford greater equality of opportunities to all applicants and staff.

Last reviewed: October 2025
Next review: October 2026

1. Introduction

Rag & Bone Arts CIC is committed to protecting the privacy and security of personal information. This policy outlines how we collect, use, store and share data in compliance with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
This policy applies to all employees, freelancers, volunteers, and partners who handle data on behalf of Rag & Bone Arts CIC.

2. Our Commitment

We will:
- Handle personal data lawfully, fairly and transparently.
- Collect data only for specific, explicit and legitimate purposes.
- Keep data accurate, relevant and limited to what is necessary.
- Store data securely and only for as long as necessary.
- Ensure that individuals can easily exercise their data protection rights.

3. What Data We Collect

We may collect and process the following types of personal data:
- Participant information: names, ages, contact details, school, emergency contacts, and medical/allergy information.
- Parent/guardian information: names, contact details, consent forms.
- Staff, artists and volunteers: contact details, references, DBS information, and emergency contacts.
- Images and media: photos, videos, and audio recordings, only with consent.
- Evaluation data: feedback forms, surveys and testimonials.
- Payment information: for bookings, workshops, or membership fees.

4. How We Use Personal Data

We use personal data to:
- Administer workshops, classes, and events.
- Communicate with participants, parents/guardians, and partners.
- Ensure the safety and wellbeing of participants.
- Process payments and manage bookings.
- Evaluate and improve our programmes.
- Promote our work (only with explicit consent).

5. Legal Basis for Processing

We process personal data under the following lawful bases:
- Contract: to deliver booked workshops or projects.
- Consent: for photography, marketing, and mailing lists.
- Legal obligation: safeguarding, health & safety, and financial record keeping.
- Legitimate interests: to run and develop our community arts activities.

6. Data Storage and Security

- Personal data is stored securely in password-protected digital systems and locked filing cabinets.
- Access is limited to authorised members of staff.
- Paper records are securely destroyed when no longer required.
- We use secure platforms for online communication and data storage.

7. Data Retention

We retain personal data only for as long as necessary:
- Participant data: up to 3 years after last contact.
- Financial records: 6 years (in line with HMRC requirements).
- Safeguarding or incident records: in line with statutory guidance.
- Photos and media: until consent is withdrawn or the material is no longer in use.

8. Sharing Data

We only share data when:
- Required by law or safeguarding duty.
- Necessary to deliver a project (with partner organisations under data sharing agreements).
- We have explicit consent from the data subject.
We never sell or trade personal data.

9. Individual Rights

Under GDPR, individuals have the right to:
- Access their personal data.
- Rectify inaccuracies.
- Request erasure (“right to be forgotten”).
- Restrict or object to processing.
- Withdraw consent at any time.
- Data portability (where applicable).
Requests should be made in writing to the Data Protection Lead. We will respond within one month.

10. Data Breaches

Any suspected or actual data breach must be reported immediately to the Data Protection Lead.
Where required, Rag & Bone Arts CIC will notify the Information Commissioner’s Office (ICO) within 72 hours and inform affected individuals as soon as possible.

11. Contact Information

Data Protection Lead: Laura Graham-May
Email: ragandbonearts@gmail.com

If you are unhappy with how we have handled your data, you can also contact the Information Commissioner’s Office (ICO): www.ico.org.uk

12. Review

This policy will be reviewed annually or sooner if legislation or practice changes.

Rag and Bone Arts takes seriously their responsibility to ensure the safety of their staff and pupils/members. 

• Rag and Bone Arts will as far as possibly remove hazards in our working environment and where such hazards cannot be removed, put in place procedures and processes that protect children and adults from potential harm caused by hazards. This is to ensure that we take a balanced and proportionate approach to accident prevention so that staff and volunteers can do their work effectively and children and young people can be adventurous and can learn to understand and deal with risks as they grow up
• We will undertake a full risk assessment check on our hired premises and activities every six months and will use this as an opportunity to make sure that points for action identified in the previous check have been followed up and acted upon. Health and safety are the responsibility of the whole company, but the workshop leader/teacher/director will carry out a simple risk assessment check before the children/young people or any vulnerable adults are admitted to the rehearsal/performance spaces.
• Health and safety are the responsibility of the whole company, but the workshop leader/teacher/director will carry out a simple risk assessment check weekly before the children/young people or any vulnerable adults are admitted to the rehearsal/performance spaces.
• We will inform staff, volunteers, parents, carers and young people of their responsibilities to keep themselves safe, making sure they understand these and all relevant accident prevention procedures (i.e. appropriate behaviour during workshops).
• We will make sure that any equipment used is safe and stored appropriately and that staff, volunteers and where appropriate young people are trained in how to use it safely.
• In case of a Fire emergency all staff and volunteers will have a clear understanding of responsibilities following the procedures of the relevant venue.
• All attendees must complete a Registration Form when joining the company with clear information regarding emergency contacts and any relevant medical or other history to make sure that we are aware of any health, allergies or developmental issues that could increase the vulnerability of individual children and adults.
• We will check and update our records on children’s and adults’ medical needs, allergies etc at least annually.
• A copy of emergency contact numbers will be kept on group registers.
• Parents understand that dance, theatre games and performances can be as active as engagement as any sport, and whilst every effort is made to avoid them, injuries can happen. Rag and Bone Arts accepts no responsibility for injuries sustained via any means other than a teacher's negligence.
• Students/parents or guardians should inform the teaching staff/workshop leaders of any special health considerations or existing injuries before participating in class.
• It is Rag and Bone Arts responsibility to keep a fully equipped First Aid Box at all hired premises. We will check every six months that our First Aid box is in full working order and adequately stocked.
• In case of an incident – an Accident/Incident report will be made into the Accident book.
• If required we will contact the emergency services first, then the parent/guardian of the student(s) involved by the telephone number on the class registers.
• We will check our records of contract details for parents, carers and emergency facilities at least annually.
• It is the parent's responsibility to notify the school of any changes to their emergency contact details.
• Pupils will be supervised during class time only and parents/carers must ensure the safety of their children in the waiting, changing and toilet areas.
• Parents must be responsible for ensuring your child's punctuality. Staff are not available to supervise late pickups. Students may be refused entry if they are continuously late for e.g. a dance class as they are missing out on warming up safely for class.
• Dress code must be observed at all times, especially for safe dance/practical work.
• Pupils should not wear any jewellery that may pose a risk to themselves or others.
• No food (or chewing gum) is allowed in the rehearsal/workshop/performance’s spaces. Water is permitted in cap bottles.
• Staff and children should use separate toilets wherever possible, or if this is not possible, they should not use them at the same time as one another.

Public Insurance Liability

The Director of Rag and Bone Arts have public liability insurance and the certificate is displayed in the information folder, which is available during class time. Any locum teacher or guest workshop leader who teaches classes will be either covered via this insurance or will have their own personal insurance.

Smoking Policy

Rag and Bone Arts has a non-smoking policy, and smoking is not permitted anywhere within the centres where sessions take place. This is due to the health hazards of smoking and passive smoking, and also because the centres regularly hold activities which involve young children.

Drugs & Alcohol Policy

Rag and Bones Arts has a strict no drugs & alcohol policy. Any pupil, teacher or volunteer found using drugs or alcohol whilst attending workshops/rehearsals or working for the company, will be presented with a verbal warning. Parents will be advised if the pupil is under the age of 18 years.

Guidelines for use of photographic filming at performance events

If any kind of photographic material or video of your child is required e.g. DVD of a performance or for advertisement material, then parental permission will be requested. Students/parents/carers are not allowed to record or take photos during classes or performances.

Rag and Bone Arts policy on unsupervised children

• Children in workshops/rehearsals/performances are under the care and supervision of the director/workshop leader
• Children who have breaks between classes or wait for classes to start are NOT under the supervision or responsibility of Rag and Bone Arts, the venue in which sessions take place are also NOT responsible for your child during these times.

Our Health and Safety Officer are Charlie Graham-May. He can be contacted on 07850 879177

Appendix 1 - Incident/Accident reporting

This should include:

• Name, address and age of the person involved in the incident
• Name, address and occupation of the person completing the report
• Date, time and place of incident
• How the incident happened, including cause (if known)
• Any resulting injuries.

Appendix 2: Risk Assessment reporting

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1. Purpose

This policy aims to protect staff, freelancers, and volunteers who may work alone while delivering activities for Rag & Bone Arts, and to reduce risks associated with lone working.

Lone working includes situations where a person is teaching or preparing for a session on their own, even if other people are present elsewhere in the building.

2. Scope

This policy applies to all staff, freelancers, and volunteers working on behalf of Rag & Bone Arts, including those delivering drama, dance, and art sessions.

3. What is Lone Working?

Lone working may include:

• Teaching a class on your own
• Setting up or clearing away alone
• Working in a building where others are present but not directly supporting you

4. Risks of Lone Working

Potential risks include:

• Accidents or sudden illness
• Challenging behaviour from participants
• Safeguarding concerns
• Fire or building emergencies

5. Control Measures

Planning and Communication

• All lone workers must know who else is in the building and how to contact them.
• Emergency contact details for the venue and Rag & Bone Arts must be accessible.
• Staff should inform a manager or colleague of session times and location.

During Sessions

• Where possible, ensure another responsible adult is on site.
• Keep doors unlocked (where appropriate) and ensure visibility into teaching spaces.
• Follow safeguarding procedures at all times.
• Avoid being alone with a child or vulnerable person behind closed doors unless unavoidable and agreed within safeguarding guidance.

Health and Safety

• Carry a mobile phone and keep it charged.
• Know the venue’s fire exits, first aid arrangements, and emergency procedures.
• Report hazards or incidents as soon as possible.

After Sessions

• Let a manager or nominated contact know when the session has finished.
• Avoid leaving venues late at night alone where possible.

6. Responsibilities

Rag & Bone Arts will:

• Assess risks related to lone working.
• Provide clear safeguarding and health and safety guidance.
• Ensure workers know who to contact in an emergency.

Lone Workers will:

• Follow this policy and all safeguarding procedures.
• Take reasonable steps to protect their own safety.
• Report concerns, incidents, or near misses promptly.

7. Emergencies

In an emergency:

• Call emergency services if needed.
• Contact venue staff and Rag & Bone Arts as soon as it is safe to do so.

Laura:07850 893283

Charlie:07850 879177

• Record the incident following Rag & Bone Arts procedures.

8. Review

This policy will be reviewed regularly and updated if working practices or risks change.

January 2026

This policy explains when refunds may be given for workshops, courses, events, and projects run by Rag & Bone Arts.

1. Cancellations by Participants

• If you cancel more than 7 days before the activity start date, you will receive a full refund.
• If you cancel within 7 days of the start date, a refund will not normally be given, unless your place can be filled from a waiting list.
• If you do not attend without giving notice, no refund will be issued.

2. Illness or Exceptional Circumstances

• If you cannot attend due to illness or an emergency, please contact us as soon as possible.
• We may offer a partial or full refund or a credit for a future activity, at our discretion.

3. Cancellations by Rag & Bone Arts

• If we have to cancel an activity, you will be offered either:
  • A full refund, or
  • A place on a rescheduled session or alternative activity.

4. Part-Completed Courses or Projects

• Refunds are not usually given for sessions already attended.
• If a course is stopped early for reasons beyond your control, we will assess refunds or credits on a case-by-case basis.

5. How to Request a Refund

• Requests must be made by email to ragandbonearts@gmail.com
• Please include your name, the activity booked, and the reason for cancellation.

6. Payments Made Through Partners

• If you booked through a school, funder, or partner organisation, their refund policy may apply instead.

Rag & Bone Arts aims to be fair, flexible, and supportive while ensuring we can cover the real costs of running creative activities.

January 2026

Rag and Bone Arts believe that protection from abuse should become an integral part of the policy and practice of all organisations working with, or coming into contact with, vulnerable adults. We have a commitment to protecting vulnerable adults with/for whom we work. 

The broad definition of a vulnerable adult is: 

‘A person who is 18 years of age or over, and who is or may be in need of community care services by reason of mental or other disability, age or illness and who is or may be unable to take care of him/herself, or unable to protect him/herself against significant harm or serious exploitation’ 

People with learning disabilities, mental health problems, older people and disabled people may fall within this definition. 

We must ensure that: 

• All vulnerable adults, whatever their age, culture, disability, gender, language, racial origin, religious belief and/or sexual identity have the right to protection from abuse.
• All staff and volunteers are aware of the issues of safeguarding and the risks to vulnerable groups.
• All staff and volunteers have a responsibility to report concerns regarding the safety of vulnerable people to the Safeguarding Lead.
• All suspicion and allegations of abuse will be taken seriously and responded to swiftly and appropriately ensuring that action is taken to support and protect vulnerable people.

Good Practice Guidelines 

All staff and volunteers should be actively encouraged to demonstrate exemplary behaviour in order to protect themselves from false allegations. The following are practical examples of how to create a positive, non-threatening culture and climate. 

Good practice in reality means: 

• Always working in an open environment e.g. avoiding private or unobserved situations.
• Being aware of personal space and keeping an appropriate distance.
• Treating all vulnerable people with respect and dignity.
• Always putting the welfare of vulnerable people first.
• Building balanced relationships based on mutual trust, which empowers vulnerable people to share in the decision-making process.
• Being an excellent role model
• Keeping a written record of any injury that occurs or any extraordinary situation.Staff and volunteers should:

Be aware of situations, which may present risks. 

• Plan and organise the work and the workplace so as to minimise risks.
• Ensure that a culture of openness exists to enable any issues of concern to be discussed.
• Ensure that a sense of accountability exists between staff so that poor practice or potentially abusive behaviour does not go unchallenged.
• Be alert and to feel confident about reporting abuse (underpinned by appropriate and ongoing training and support).
• It is not the responsibility of anyone working for or with Rag and Bone Arts, in a paid or unpaid capacity, to decide whether or not abuse has taken place. There is, however, a responsibility to act on any concerns and report them to the designated Safeguarding lead person who will then contact the appropriate authorities.

Staff and volunteers must never: 

• Hit or otherwise physically assault or abuse vulnerable people.
• Develop physical, sexual relationships with vulnerable people.
• Develop relationships with vulnerable people, which could in any way be deemed inappropriate or exploitative.
• Act in ways that may be abusive or place vulnerable people at risk of abuse.
• Use language, make suggestions or offer advice, which is inappropriate, offensive or abusive.
• Behave in an inappropriate or sexually provocative manner.
• Allow vulnerable people, with whom they are working, to stay overnight at their home unsupervised.
• Sleep in the same room as vulnerable people on residential experiences.
Do things of a personal nature that vulnerable people are able to do for themselves.
• Condone, or participate in the behaviour of vulnerable people, which is illegal, abusive or unsafe.
• Intentionally act in ways intended to shame, humiliate or degrade vulnerable people.
• Discriminate against, show differential treatment, or favour particular individuals to the exclusion of others.

Appendix 1 - Definition of a Vulnerable Adult 

A vulnerable adult is someone who is aged 18 years or over who ‘is or may be in need of community care services by reasons of mental health or other disability, age or illness’ and ‘is or may be unable to take care of him or herself, or unable to protect him or herself against significant harm or exploitation’. 

A vulnerable adult may be a person who is: 

• • elderly or frail
• • has learning disabilities
• • suffers from mental illness
• • has a physical disability
• • is a substance mis-user
• • is homeless
• • is in an abusive relationship

It should be noted that disability or age alone does not signify that an adult is vulnerable.  Appendix 2 – Definition and indicators of Adult abuse 

Abuse can consist of a single or repeated act of harm or exploitation. It may be perpetrated as a result of deliberate intent, negligence or ignorance. Abuse can be verbal, physical, emotional, psychological, or a result of neglect or an omission to act. Abuse can also occur when a

vulnerable adult is persuaded to enter into a financial arrangement or sexual relationship to which they have not, or could not, consent to or understand e.g. as a result of physical or mental incapacity. 

Physical Abuse – includes hitting, slapping, pushing, and misuse of medication, undue restraint or inappropriate sanctions. Possible indicators include multiple bruising, which is not consistent with the explanation given; cowering and flinching; unusually sleepy or docile. 

Sexual Abuse – includes rape and sexual assault or sexual acts to which the vulnerable adult has not, or could not, consent and/or was pressured into consenting. Possible indicators include unexplained and uncharacteristic changes in behaviour; excessive washing; deliberate self-harm. 

Psychological Abuse – includes threats of harm or abandonment, humiliation, verbal or racial abuse, isolation or withdrawal from services or supportive networks. Possible indicators include anxiety, confusion or general resignation; loss of confidence; excessive or inappropriate craving for attention. 

Financial Abuse – includes theft, fraud, pressure around wills, property or inheritance, misuse or misappropriation of benefits. Possible indicators include unexplained or sudden inability to pay bills; sudden withdrawal of money from accounts; personal possessions going missing. 

Neglect and/or Acts of Omission – includes failure to access medical care or services, failure to give prescribed medication, poor nutrition or lack of heating. Possible indicators include poor hygiene and cleanliness; repeated infections; reluctant contact with health and social care agencies. 

Whilst not classified as an individual category of abuse, racial and homophobia motivated abuse can take any of the above forms and needs to be noted. Domestic Abuse is a serious crime and must be treated as such. Victims of domestic abuse may also be vulnerable adults within the meaning of the Adult Protection procedures. 

Appendix 3 - What to do if abuse is suspected 

If abuse is suspected or reported, employees should act in line with local policies and procedures to: 

• Take reasonable steps to ensure the adult is in no immediate danger
• Contact the police if it is believed a crime may have been committed
• Obtain permission from the vulnerable adult before disclosing confidential information about them
• Where appropriate, discuss concerns with the Safeguarding Lead. If, after discussion, abuse or neglect is still considered to be a possibility, referral should be made to the Social Services Department. See Safeguarding Policy for reporting/referral detail.

Originally written by Katie Bradbury

Last Reviewed by Emily Malcolm October 2025 

Due for Review October 2026

Rag and Bone Arts believe that: 

• All organisations have a duty of care to children and young people who use their services or take part in their activities.
• All children and young people should be encouraged to fulfil their potential and inequalities should be challenged.
• Everybody has a responsibility to support the care and protection of children.

Rag and Bone Arts is fully committed to safeguarding the welfare of all children and young people up to the age of 18 years, those over 19 years who are receiving services as care leavers (young people who have been ‘looked after’ children), and those between 19 and 25 years with learning difficulties. 

We recognise our responsibility to take all reasonable steps to promote safe practice and to protect children from abuse of any kind. We aim to provide safe, participatory and creative opportunities for all the children and young people who join Rag and Bone Arts. All staff and volunteers will work together to encourage the development of an ethos, which embraces difference and diversity and respects the rights of children, young people and adults. 

The purpose of the policy is: 

• To provide protection for the children and young people who receive services from Rag and Bone Arts CIC.
• To provide staff and volunteers with guidance on procedures they should adopt in the event that they suspect a child, or young person may be experiencing, or be at risk of, harm.

Rag and Bone Arts will endeavour to safeguard children and young people by ensuring that: 

• The welfare of each child is paramount, promoting and prioritising the safety and wellbeing of children, young people and vulnerable adults.
• All children, whatever their age, culture, disability, gender, language, racial origin, religious beliefs and/or sexual identity have a positive and enjoyable experience of Theatre Arts in a safe and child centred environment with the right to protection from abuse
• Everyone will be treated with respect, dignity, feel valued and listened to
• Adopting child safeguarding guidelines through procedures and a code of Professional conduct for staff and volunteers
• Recruiting staff and volunteers safely ensuring all necessary checks are made
• Sharing information about child safeguarding and good practice with children, parents, staff and volunteers
• Sharing information about concerns with agencies who need to know, involving parents and children appropriately
• Providing effective management for staff and volunteers through supervision, support and training
• Enthusiastic and constructive criticism will be given to pupils rather than negative criticism
• Bullying will not be accepted or condoned
• Action will be taken to stop any inappropriate behaviour
• All adult staff and volunteers and members will provide a positive role model
• All suspicions and allegations of abuse will be taken seriously and responded to swiftly and appropriately
• It will comply with health & safety legislation
• It will keep informed of changes in legislation and policies for the protection of children
• Everyone understands their roles and responsibilities in respect of safeguarding and is provided with appropriate learning opportunities to recognise, identify and respond to signs of abuse, neglect and other safeguarding concerns relating to children and young people
• It will ensure all contact and medical details for every child is up to date and available at the place of teaching or performance.
• When working in a school or on school premises, all employees, contractors, and volunteers are required to adhere to the school’s safeguarding policy and procedures at all times.

Rag and Bone Arts has a designated Safeguarding lead who is in charge of ensuring that the child protection policy is adhered to. The Designated Safeguarding Lead (DSL) is Laura Graham May (Director), and she can be contacted on 07850 893283

There is also a Deputy DSL who is Charlie Graham-May and he can be contacted on 07850 879177 Inimplementing this policy Rag and Bone Arts will: 

• Ensure that all workers/members understand their legal and moral responsibility to protect children and young people from harm, abuse and exploitation.
• Children, young people and parents will be informed of who the Designated Safeguarding Lead and Deputy are and be able to raise any safeguarding concerns & know that these will be taken seriously and acted upon.
• Ensure that all workers/members and volunteers understand their duty to report concerns that arise about a child or young person, or a workers conduct towards a child or young person to the Designated Safeguarding Lead.
• The Designated Safeguarding Lead will refer any child protection concerns to the statutory child protection agencies (The Integrated Front Door service

or Police). https://www.wiltshire.gov.uk/article/1433/Contact-children-s-services

This policy will be regularly monitored by Laura Graham May and will be subject to an annual review and as a result of any significant event or change.

Appendix 1 – Definitions of safeguarding and child protection

Definition of safeguarding 

Safeguarding and promoting the welfare of children, defined for the purposes of this guidance as:  protecting children from maltreatment; preventing impairment of children's health or development; ensuring that children are growing up in circumstances consistent with the provision of safe and effective care; and taking action to enable all children to have the best life chances. 

Child Protection 

Child protection: Part of safeguarding and promoting welfare. This refers to the activity that is undertaken to protect specific children who are suffering, or are likely to suffer, significant harm. 

- Working together to safeguard children March 2015

-

Appendix 2 - Relevant supporting documents 

Keeping Children Safe in Education (updated September 2025)

https://www.gov.uk/government/publications/keeping-children-safe-in-education--2 What to do if you’re worried a child is being abused – March 2015 (non-statutory guidance)

https://assets.publishing.service.gov.uk/media/5a80597640f0b62302692fa1/What_to_do_if_you_re_worried_a_child_is_being_abused.pdf

Working Together to Safeguard Children March 2015 (statutory guidance)

https://workingtogetheronline.co.uk/

Appendix 3: Safer Recruitment  

All staff and volunteers must go through a recruitment process, which takes into account safeguarding issues as follows: 

• Posts are clearly defined and those necessitating an Enhanced DBS (Disclosure and Barring Service) check are clearly advertised as such.
• A copy of our Child Safeguarding Policy Statement will be sent with the recruitment literature for these posts.
• All applicants for these posts will be asked to sign a declaration stating that there is no reason why they would be considered unsuitable to work with children and MUST declare all previous convictions which are then subject to DBS checks, as well as any cases pending against them. All such information will be treated in confidence and will not be used against applicants unfairly.
• At interview for these posts, a question pertaining to good practice in Safeguarding and Child Protection will be asked.
• Two references, at least one of which must be a professional reference. If the second reference is personal it must not be from a family member. Referees should be asked specifically about the applicant’s suitability to work with children.
• Freelance staff must supply or obtain their own DBS check. In this instance, checks must be no more than 2 years unless they are signed up to the update service.

Appendix 4: - Photographs and images of children  

Rag and Bone Arts operates the following policy on its website and social media regarding the use of photographs, to ensure the privacy and safety of pupils at the group 

1. Where pupils are named, only their first names are given.
2. Where a pupil is named, no photograph of that pupil is displayed.
3. Where a photograph is used which shows a pupil, no name is displayed.

By observing these points, Rag and Bone Arts ensures that visitors to the website cannot link images of pupils to names of pupils. Rag and Bone Arts follows a policy of seeking parents’ permission before using images, which show pupils, on the website/social media. No other private information about pupils is ever published on the website such as surnames or contact details.

If the organisation permits the use of personal photograph taking, parents/carers must be advised that this is for personal use only and photos of other children must not be put on social media without the permission of the child’s parent(s). 

Appendix 5 - E-Safety 

• We acknowledge that most of our children will use mobile phones and computers. They are a source of fun, entertainment and education. However, we know that some men, women and young people use these technologies to harm children.
• All staff/ volunteers must not communicate directly with children via their phone or on social media.Communication should just be with the parent/carer.
• Staff should not be ‘friends’ on social media with any member.
• Cyber bullying by children via texts and e-mail will be treated as seriously as any other type of bullying.
• Mobile phones with cameras should not be permitted in the changing rooms except for emergency communication with the designated members of staff.
• No photos are to be taken by anyone on any device backstage.

Appendix 6: Parents 

Rag and Bone Arts believes it to be important that there is a partnership between parents and the organisation. Parents are encouraged to be involved in the activities of the organisation and to share responsibility for the care and safeguarding of the children. All parents have the responsibility to collect (or arrange collection of) their children after classes, rehearsals or performances. The organisation has a responsibility to ensure suitable arrangements are in place to take children home. 

Unsupervised Contact 

• The organisation will ensure that no unauthorised adult has contact with the children.
• If possible, there should be two adults in the room when working with children
• If unsupervised contact is unavoidable (i.e. only one member of staff present), steps will be taken to minimise risk. For example, work will be carried out in a public area or in a designated room with the door open.
• All children will be chaperoned at all times by their own parent or by a Rag and Bone designated chaperone.

Appendix 6: Behaviour 

• It is expected that all staff and students respect each other
• If there are incidents of unacceptable verbal or physical behaviour relating to pupils these will be challenged by staff and where appropriate brought to the attention of the parent.
• All prejudice incidents will be challenged
• Sanctions should be applied in agreement with parents where necessary
• Any incidents of unacceptable verbal or physical behaviour from staff must be brought to the attention of the Designated Safeguarding Lead.
• The relevant disciplinary process will be followed. If this has put a child at risk of significant harm the incident will be referred to the Local Authority Designated Officer (LADO)

Appendix 7: Staff Behaviour  

• All staff will abide by the Safer Working Practice guidance

https://www.gov.uk/government/publications/working-together-to-safeguard-children--2

• Adults will only touch children when it is absolutely necessary in relation to the particular activity
• Adults will seek the consent of the child prior to any physical contact, and the purpose of the contact shall be made clear

Allegations against staff 

Any report of concern about the behaviour of a member of staff or allegation of abuse against a member of staff must immediately be reported to the Laura Graham May / Tamsin Crook or who will refer to the Integrated Front Door Services, if this is an allegation that a member of staff may have caused harm to a child. 

https://www.wiltshire.gov.uk/article/1436/Child-protection

Appendix 8: Whistleblowing

Rag and Bone Arts wish to promote a culture in which staff may express any concerns they may have about a colleague’s behaviour in relation to child protection. In order to achieve this, staff are encouraged to share any such concerns with the designated Safeguarding Lead or the Deputy Safeguarding Lead without delay; concerns will be treated seriously and in the strictest confidence. 

Appendix 9: If a child discloses abuse or what may seem to be abuse

• Begin by believing the child
• Stay calm
• Listen carefully to what is said
• Find an appropriately early opportunity to explain that it is likely that the information will need to be shared with others – do not promise to keep secrets.
• Allow the child to continue at his/her own pace
• Ask questions for clarification only, and at all times avoid asking questions that suggest a particular answer.
• Reassure the child that they have done the right thing in telling you.
• Tell them what you will do next and with whom the information will be shared.

Record in writing what was said using the child’s own words as soon as possible – note date, time, any names mentioned, to whom the information was given and ensure that the record is signed and dated.   

Should a member of staff have any concerns outside a child disclosing information these should be passed onto the Safeguarding Lead with name, nature of the concern and any observations made that would support the concern. 

REMEMBER: It is important that everyone in the organisation is aware that the person who first encounters a case of alleged or suspected abuse is not responsible for deciding whether or not abuse has occurred.  That is a task for the professional child protection agencies following a referral to them of concern about a child. 

When putting on a production:

At the outset of the production Rag and Bone arts will: 

• Undertake a risk assessment and monitor risk throughout the production process
• Identify at the outset the person who will have designated responsibility for child protection
• Engage in effective recruitment of chaperones and other individuals with responsibility for children,

including appropriate vetting (if necessary, in consultation with the Local Authority) •Ensure that the children are supervised by a responsible adult at all times 

• Ensure that the Designated Safeguarding Lead knows how to contact Children’s Social Care if they need to report any concerns.

Additional things to remember when chaperoning at performances:  

• Where your Id badge at all times Maximum ratio is 1:12
• The names of children you are looking after
• Parent contact details / who is collecting
• Parent contact details should be in a place that is accessible to those who may need it
• Medical needs
• Fire exits
• First aid procedures
• Separate changing rooms/areas for boys and girls over 5
• Separate toilets
• Time in/out breaks and who is collecting
• Parents (not chaperoning) should remain outside of the changing area
• No child should perform if they are injured/unwell.

Helpful Hints: DO: 

• Make sure the children you are looking after are comfortable
• Know who you are working for the other chaperons and who to report any concerns to • Escort the children to and from the stage/performance area
• Complete daily time sheets
• Challenge people/behaviours
• Be alert to possible risks

DON’T: 

• Give your own child preferential treatment if you are also chaperoning other children • Let the child perform if unwell
• Leave the child alone with another adult (unless it is their parent or member of staff) • Take photos of the child/ren
• Use inappropriate language or smoke while on duty
• Consume or be under the influence of alcohol
• Wear inappropriate clothing.