Policies

By enrolling in the Crafty Club provided by Beading Brilliant, you agree to these Terms and Conditions. Please read them carefully.

1. Business Details

Business Name: Beading Brilliant
Owner: Alyson Faulkner (Sole Trader)
Contact Email: info@beadingbrilliant.co.uk

2. Crafty Club Services

Beading Brilliant offers a Crafty Club for children at The Woodside, Bolnore Village. The club will run every Saturday for a half term (approximately 5-7 weeks), focusing on creative arts and crafts activities designed to engage children in fun and educational craft experiences. Additional ad hoc sessions will be available as advertised on our website. 

3. Payments and Refunds

Payments:

• Payment for the Crafty Club is required in full upfront for the entire half-term (approximately 5-7 weeks).
• Payments must be made before the first Saturday of the term. Failure to pay by this date may result in your child’s place being passed on to another participant.
• Payments should be made via the ClassForKids booking system, but can also be made via bank transfer or cash. Please contact me if you would like an alternative method of payment.
• If you are struggling to pay, please contact me.

Refunds and Cancellations:

• No refunds for missed sessions: If your child misses a session, there will be no refund or credit given.
• Full refund available if Beading Brilliant cancels the entire half term before it begins.
• If your child cannot attend the Crafty Club after it has started, no refunds will be given for the remaining sessions, except in exceptional circumstances. In such cases, we will offer a make-up session or credit toward the next term (subject to availability).
• Cancellation by You: If you wish to withdraw your child from the club, please notify us in advance. No refund will be given for the remainder of the half-term once payment has been made.

4. Health, Safety, and Liability

• Health and Safety: We take every precaution to ensure the safety and well-being of all children participating in the Crafty Club. However, Beading Brilliant cannot be held responsible for any injuries or health issues that occur unless they are a result of our negligence.
• Medical Conditions and Allergies: Parents/guardians are required to inform us of any medical conditions, allergies, or special needs on the registration form. Beading Brilliant will not be responsible for any incidents arising from undisclosed conditions.
• Public Liability Insurance: Beading Brilliant holds public liability insurance to cover all activities provided during the club.
• Behaviour Expectations: All children are expected to behave respectfully and follow instructions from the crafty club leaders. Any disruptive behaviour may result in removal from the session, and no refund will be given in this case.

5. Privacy and Data Protection

• Data Collection: Beading Brilliant collects personal information for the purpose of enrolling your child in the Crafty Club. This includes names, emergency contact details, medical information, and consent for photography.
• Data Storage: Personal data will be stored securely and used only for the purpose of administering the club. We will not share your data with any third parties without your consent, unless required by law.
• Photography Consent: We may take photographs during the club for promotional purposes. Parental consent is required. Parental consent is requested during initial registration. You can update your preferences via the ClassForKids booking system or you can opt-out of photography by notifying us in writing at any time.

6. Code of Conduct

• Respectful Behaviour: We expect all children to behave respectfully towards other participants and staff. Children must follow the instructions of the club leaders to ensure a safe and positive experience for all.
• Parental Responsibility: Parents/guardians are responsible for ensuring their child’s appropriate behaviour and ensuring their attendance. We also ask that parents provide up-to-date emergency contact details and medical information.

7. Amendments to Terms

Beading Brilliant reserves the right to update or modify these Terms and Conditions at any time. Any changes will be communicated to parents/guardians, and updated terms will be available on our website (if applicable).

8. Governing Law

These Terms and Conditions are governed by the laws of the United Kingdom.

At Beading Brilliant we respect the privacy of the children attending the Club and the privacy of their parents or carers, as well as the privacy of our staff. Our aim is to ensure that all those using and working at Beading Brilliant can do so with confidence that their personal data is being kept secure.

Our lead person for data protection is Alyson Faulkner. The lead person ensures that the Club meets the requirements of the GDPR, liaises with statutory bodies when necessary, and responds to any subject access requests.

Confidentiality

Within the Club we respect confidentiality in the following ways:

• We will only ever share information with a parent about their own child.
• Information given by parents to Club staff about their child will not be passed on to third parties without permission unless there is a safeguarding issue (as covered in our Safeguarding Policy).
• Concerns or evidence relating to a child’s safety, will be kept in a confidential file and will not be shared within the Club, except with the designated safeguarding lead and the manager.
• Staff only discuss individual children for purposes of planning and group management.
• Staff are made aware of the importance of confidentiality during their induction process.
• Issues relating to the employment of staff, whether paid or voluntary, will remain confidential to those making personnel decisions.
• All personal data is stored securely on a password protected computer. 
• Students on work placements and volunteers are informed of our Data Protection policy and are required to respect it.

Information that we keep

Children and parents: We hold only the information necessary to provide a childcare service for each child. This includes child registration information, medical information, parent contact information, attendance records, incident and accident records and so forth. Our lawful basis for processing this data is fulfilment of our contract with the child’s parents. Our legal condition for processing any health-related information about a child, is so that we can provide appropriate care to the child. Once a child leaves our care we retain only the data required by statutory legislation, insurance requirements and industry best practice, and for the prescribed periods of time. Electronic data that is no longer required is deleted and paper records are disposed of securely.

Staff: We keep information about employees in order to meet HMRC requirements, and to comply with all other areas of employment legislation. Our lawful basis for processing this data is to meet our legal obligations. Our legal condition for processing data relating to an employee’s health is to meet the obligations of employment law. We retain the data after a member of staff has left our employment for the periods required by statutory legislation and industry best practice, then it is deleted or destroyed as necessary.

Sharing information with third parties

We will only share child information with outside agencies on a need-to-know basis and with consent from parents, except in cases relating to safeguarding children, criminal activity, or if required by legally authorised bodies (eg Police, HMRC, etc). If we decide to share information without parental consent, we will record this in the child’s file, clearly stating our reasons. 

We will only share relevant information that is accurate and up to date. Our primary commitment is to the safety and well-being of the children in our care.  

Some limited personal information is disclosed to authorised third parties we have engaged to process it, as part of the normal running of our business, for example in order to take online bookings, and to manage our payroll and accounts. Any such third parties comply with the strict data protection regulations of the GDPR. Our current booking system is ClassForKids. 

Subject access requests

• Parents/carers can ask to see the information and records relating to their child, and/or any information that we keep about themselves. 
• Staff and volunteers can ask to see any information that we keep about them. 
• We will make the requested information available as soon as practicable, and will respond to the request within one month at the latest.
• If our information is found to be incorrect or out of date, we will update it promptly.
• Parents /carers can ask us to delete data, but this may mean that we can no longer provide care to the child as we have a legal obligation to keep certain data. In addition, even after a child has left our care we have to keep some data for specific periods so won’t be able to delete all data immediately.
• Staff and volunteers can ask us to delete their data, but this may mean that we can no longer employ them as we have a legal obligation to keep certain data. In addition, even after a staff member has left our employment we have to keep some data for specific periods so won’t be able to delete all data immediately.
• If any individual about whom we hold data has a complaint about how we have kept their information secure, or how we have responded to a subject access request, they may complain to the Information Commissioner’s Office (ICO).

To exercise any of these rights or to withdraw your consent, please contact info@beadingbrilliant.co.uk.

GDPR

We comply with the requirements of the General Data Protection Regulation (GDPR), regarding obtaining, storing and using personal data.

Beading Brilliant considers health and safety to be of utmost importance. We comply with The Health and Safety at Work Act 1974 and the Workplace (Health, Safety and Welfare) Regulations 1992 at all times.

The Club has appropriate insurance cover, including employer’s liability insurance and public liability insurance.

Club staff follow the Club’s Health and Safety policy and commit to: 

• Maintaining a safe environment
• Taking reasonable care for the health and safety of themselves and others attending the Club
• Reporting all accidents and incidents which have caused injury or damage or may do so in the future
• Undertaking relevant health and safety training when necessary. 

Responsibilities of the owner

The Club owner holds ultimate responsibility and liability for the safe operation of the Club. They will ensure that: 

• All staff and volunteers receive information on health and safety matters, and receive training where necessary
• The Health and Safety policy and procedures are reviewed regularly
• Staff and volunteers understand and follow health and safety procedures
• Resources are provided to meet the Club’s health and safety responsibilities
• All accidents, incidents and dangerous occurrences are properly reported and recorded. This includes child protection agencies and the Health and Safety Executive under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995) where appropriate.
• All reported accidents, incidents and dangerous occurrences are reviewed, so that preventative measures can be taken.

Responsibilities of the Club Leader

The Club’s Leader is responsible for ensuring that at each session:

• Grounds/Premises are clean, well lit, adequately ventilated and maintained at an appropriate temperature
• The space is used solely be the club, when children are present
• All the Club’s equipment is safely and securely stored
• A working telephone is available on the premises at all times 
• Any chemicals and cleaning materials are stored appropriately, and in accordance with COSHH data sheets. 
• Daily environment checks are carried out 

Security

Children are not allowed to leave the Club premises during the session unless prior permission has been given by the parents.

During Beading Brilliant sessions all doors to the hall are kept closed, with the exception of fire doors which are alarmed. Staff monitor the entrances and exits to the premises throughout the session.

All visitors to the venue must sign in and give the reason for their visit. Visitors will never be left alone with the children. If a visitor has no reason to be on the premises we will escort them from the premises. If the visitor refuses to leave, we will call the police. In such an event an Incident Record will be completed and the manager will be immediately notified.

Security procedures will be regularly reviewed by the manager, in consultation with staff and

parents.

Equipment

All equipment will be kept clean, well maintained and in good repair. We select equipment and resources with care, and assess their suitability before the children are allowed to use them. Broken equipment is disposed of promptly. 

We ensure that any flammable equipment is stored safely.

Food and personal hygiene 

We maintain high standards of personal hygiene, and take all practicable steps to prevent and control the spread of infection.

• A generally clean environment is maintained at all times. 
• Toilets are cleaned daily and soap and hand drying facilities are always available. 
• Waste is disposed of safely.
• Staff ensure that children wash their hands before handling food or drink and after using the toilet.
• Cuts and abrasions (whether on children or staff) are kept covered.

Dealing with body fluids

Spillages of blood, vomit, urine and faeces will be cleaned up immediately.

Staffing levels

Levels of supervision are always appropriate to the number, ages and abilities of the children present, and to the risks associated with the activities being undertaken. 

Beading Brilliant is committed to building a ‘culture of safety’ in which the children in our care are protected from abuse, harm and radicalisation. 

The Club will respond promptly and appropriately to all incidents or concerns regarding the safety of a child that may occur. The Club’s child protection procedures comply with all relevant legislation and with guidance issued by West Sussex Safeguarding Partnership

There is a Designated Safeguarding Lead (DSL) available at all times while the Club is in session. The DSL coordinates safeguarding and child protection issues and liaises with external agencies (eg Social Care).

The Club’s DSL is Alyson Faulkner.

Child abuse and neglect

Child abuse is any form of physical, emotional or sexual mistreatment or lack of care that leads to injury or harm. An individual may abuse or neglect a child directly, or by failing to protect them from harm. Some forms of child abuse and neglect are listed below. 

• Emotional abuse is the persistent emotional maltreatment of a child so as to cause severe and persistent adverse effects on the child’s emotional development. It may involve making the child feel that they are worthless, unloved, or inadequate. Some level of emotional abuse is involved in all types of maltreatment of a child, though it may occur alone.
• Physical abuse can involve hitting, shaking, throwing, poisoning, burning, drowning, suffocating or otherwise causing physical harm to a child. Physical harm may be also caused when a parent or carer feigns the symptoms of, or deliberately causes, ill health to a child.
• Sexual abuse involves forcing or enticing a child to take part in sexual activities, whether or not the child is aware of what is happening. This can involve physical contact, or non-contact activities such as showing children sexual activities or encouraging them to behave in sexually inappropriate ways.
• Neglect is the persistent failure to meet a child’s basic physical and emotional needs. It can involve a failure to provide adequate food, clothing and shelter, to protect a child from physical and emotional harm, to ensure adequate supervision or to allow access to medical treatment.

Signs of child abuse and neglect

Signs of possible abuse and neglect may include: 

• significant changes in a child’s behaviour 
• deterioration in a child’s general well-being
• unexplained bruising or marks
• comments made by a child which give cause for concern
• reasons to suspect neglect or abuse outside the setting, eg in the child’s home, or that a girl may have been subjected to (or is at risk of) female genital mutilation (FGM), or that the child may have witnessed domestic abuse
• inappropriate behaviour displayed by a member of staff, or any other person. For example, inappropriate sexual comments, excessive one-to-one attention beyond the requirements of their role, or inappropriate sharing of images. 

If abuse is suspected or disclosed

When a child makes a disclosure to a member of staff, that member of staff will:

• reassure the child that they were not to blame and were right to speak out 
• listen to the child but not question them
• give reassurance that the staff member will take action
• record the incident as soon as possible (see Logging an incident below).

If a member of staff witnesses or suspects abuse, they will record the matter straightaway using the Logging a concern form. If a third party expresses concern that a child is being abused, we will encourage them to contact Social Care directly. If they will not do so, we will explain that the Club is obliged to and the incident will be logged accordingly.

Peer-on-peer abuse

Children are vulnerable to abuse by their peers. Peer-on-peer abuse is taken seriously by staff and will be subject to the same child protection procedures as other forms of abuse. Staff are aware of the potential uses of information technology for bullying and abusive behaviour between young people. 

Staff will not dismiss abusive behaviour as normal between young people. The presence of one or more of the following in relationships between children should always trigger concern about the possibility of peer-on-peer abuse: 

• Sexual activity (in primary school-aged children) of any kind, including sexting
• One of the children is significantly more dominant than the other (eg much older)
• One of the children is significantly more vulnerable than the other (eg in terms of disability, confidence, physical strength) 
• There has been some use of threats, bribes or coercion to ensure compliance or secrecy. 

If peer-on-peer abuse is suspected or disclosed

We will follow the same procedures as set out above for responding to child abuse.

Extremism and radicalisation

All children activity clubs have a legal duty to protect children from the risk of radicalisation and being drawn into extremism. There are many reasons why a child might be vulnerable to radicalisation, eg:

• feeling alienated or alone
• seeking a sense of identity or individuality
• suffering from mental health issues such as depression
• desire for adventure or wanting to be part of a larger cause
• associating with others who hold extremist beliefs

Signs of radicalisation

Signs that a child might be at risk of radicalisation include:

• changes in behaviour, for example becoming withdrawn or aggressive
• claiming that terrorist attacks and violence are justified
• viewing violent extremist material online
• possessing or sharing violent extremist material

If a member of staff suspects that a child is at risk of becoming radicalised, they will record any relevant information or observations on a Logging a concern form, and refer the matter to the DSL.

Logging a concern

All information about the suspected abuse or disclosure, or concern about radicalisation, will be recorded on the Logging a concern form as soon as possible after the event. The record should include:

• date of the disclosure, or the incident, or the observation causing concern
• date and time at which the record was made
• name and date of birth of the child involved
• a factual report of what happened. If recording a disclosure, you must use the child’s own words
• name, signature and job title of the person making the record.

The record will be given to the Club’s DSL who will decide on the appropriate course of action. 

For concerns about child abuse, the DSL will contact Social Care. The DSL will follow up all referrals to Social Care in writing within 48 hours. If a member of staff thinks that the incident has not been dealt with properly, they may contact Social Care directly.

For minor concerns regarding radicalisation, the DSL will contact West Sussex Safeguarding Partnership. For more serious concerns the DSL will contact the Police on the non-emergency number (101), or the anti-terrorist hotline on 0800 789 321. For urgent concerns the DSL will contact the Police using 999.

Allegations against staff 

If anyone makes an allegation of child abuse against a member of staff:

• The allegation will be recorded on an Incident record form. Any witnesses to the incident should sign and date the entry to confirm it.
• The allegation must be reported to the Local Authority Designated Officer (LADO) and to Ofsted. The LADO will advise if other agencies (eg police) should be informed, and the Club will act upon their advice. Any telephone reports to the LADO will be followed up in writing within 48 hours.
• Following advice from the LADO, it may be necessary to suspend the member of staff pending full investigation of the allegation.
• If appropriate, the Club will make a referral to the Disclosure and Barring Service.

Use of mobile phones and cameras

Photographs will only be taken of children with their parents’ permission. Only the club camera will be used to take photographs of children at the Club, except with the express permission of the manager. 

Beading Brilliant endeavours to ensure that all children are collected by a parent or carer at the end of each session. If a child is not collected, and the parent or carer has not notified us that they will be delayed, we will follow the procedure set out below: 

Up to 15 minutes late

• When the parent or carer arrives they will be reminded that they must call the Club to notify us if they are delayed.

Over 15 minutes late

• If a parent or carer is more than 15 minutes late in collecting their child, the manager will try to contact them using the contact details on file. 
• If there is no response from the parent or carer, messages will be left requesting that they contact the Club immediately. The manager will then try to contact the emergency contacts listed on the child’s registration form.
• While waiting to be collected, staff will continue to supervise the child.
• When the parent or carer arrives they will be reminded that they must call the Club to notify us if they are delayed, and that the child’s place at the club will be reconsidered if they fail to collect the child at the appropriate time

Over 30 minutes late

• If the manager has been unable to contact the child’s parents or carers after 30 minutes, the manager will contact the local Social Care team for advice.
• The child will remain in the care of the Club’s staff, on the Club’s premises if possible, until collected by the parent or carer, or until placed in the care of the Social Care team.
• If it is not possible for the child to remain at the Club’s premises, a note will be left on the door of the Club informing the child’s parent or carer where the child has been taken (eg to the home of a staff member or into the care of a safeguarding agency) and leaving a contact number. A further message will be left on the parent or carer’s telephone explaining events. 

Managing persistent lateness

The manager will record incidents of late collection and will discuss them with the child’s parents or carers. Parents and carers will be reminded that if they persistently collect their child late they may lose their place at the Club. 

Beading Brilliant uses effective behaviour management strategies to promote the welfare and

enjoyment of children attending the Club. Working in partnership with parents, we aim to

manage behaviour using clear, consistent and positive strategies. The Club rules are clearly

displayed at every session, and are discussed regularly.

The Club’s designated member of staff responsible for behaviour management is Alyson Faulkner.

Whilst at Beading Brilliant we expect children to:

• Use socially acceptable behaviour
• Comply with the Club rules, which are compiled by the children attending the club
• Respect one another, accepting differences of race, gender, ability, age and religion
• Develop their independence by maintaining self-discipline
• Choose and participate in a variety of activities
• Ask for help if needed
• Enjoy their time at the Club

Encouraging positive behaviour

At Beading Brilliant positive behaviour is encouraged by:

• Staff acting as positive role models
• Praising appropriate behaviour
• Informing parents about individual achievements
• Offering a variety of play opportunities to meet the needs of the children attending the Club

It is inevitable that as children develop and learn, there are times when they need support and guidance to understand that their behaviour is not acceptable. Staff at the Club will try to determine the cause or triggers of the inappropriate behaviour to prevent the situation from recurring.

Dealing with inappropriate behaviour

• Challenging behaviour will be addressed in a calm, firm and positive manner.
• In the first instance, the child will be temporarily removed from the activity.
• Staff will discuss why the behaviour displayed is deemed inappropriate.
• Staff will give the child an opportunity to explain their behaviour, to help prevent a recurrence.
• Staff will encourage and facilitate mediation between children to try to resolve conflicts through discussion and negotiation.
• If the inappropriate behaviour appears to be as a result of boredom, staff will consult with the child to find activities that more fully engage them.
• Staff will consult with parents to formulate clear strategies for dealing with persistent inappropriate behaviour.
• We will not threaten any punishment that could adversely affect a child’s well-being (eg withdrawal of food or drink).If after consultation with parents and the implementation of behaviour management strategies, a child continues to display inappropriate behaviour, the Club may decide to suspend or exclude the child. The reasons and processes involved will be clearly explained to the child.

Physical intervention

Physical intervention will only be used as a last resort, when staff believe that action is necessary to prevent injury to the child or others, or to prevent significant damage to equipment or property. If a member of staff has to physically restrain a child, the manager will be notified and an Incident record will be completed. The incident will be discussed with the parent or carer as soon as possible.

If staff are not confident about their ability to contain a situation, they should call the manager

or, in extreme cases, the police. All serious incidents will be recorded on an Incident record and kept in the child’s file. This may be used to build a pattern of behaviour, which may indicate an underlying cause. If a pattern of incidents indicates possible abuse, we will implement child protection procedures in accordance with our Safeguarding policy.

Corporal punishment

Corporal punishment or the threat of corporal punishment will never be used at the Club. We will take all reasonable steps to ensure that no child who attends our Club receives corporal punishment from any person who cares for or is in regular contact with the child, or from any other person on our premises.

This policy explains how:

• you, the customers, can raise a complaint with me about my services; and
• how I deal with complaints.

I will always aim to provide high-quality services and ti provide a high standard of customer care. I recognise however that sometimes I may not get things right and as such, it is important that you can raise any issues or complaints with me.

How to make a complaint

If you would like to make a complaint, you can do so via email to: info@beadingbrilliant.co.uk

Information

Please include the following information in your complaint:

• your full name
• Your contact details (telephone and email)
• The fact that you are raising a complaint
• Any relevant dates and times which are relevant to your complaint
• The type of services I have provided you
• Any order or reference numbers I have provided you
• A key summary of the problem or problems you have experienced and why the services were not satisfactory.

What to expect

Complaints will be received and progressed during my business working hours which are:

Monday to Saturday 9:00 til 17:30

Acknowledgment

I will acknowledge your complaint with 5business days

Investigation

I will then conduct a thorough investigation into your complaint. I may need to contact you in order to obtain further details during my investigation.

Response

I will ordinarily provide a full response to you complaint via email.

Ince I gave acknowledged your complaint, I will ordinarily provide a full response within 14 business days. Sometimes, my investigation may take longer. If this is the case I will contact you to tell you, and I will provide you with a revised timeframe within which you should expect a response, I will proved regular updates to you thereafter. 

I may agree with all or some of your grounds of complaint. If this is the case, I will time to ffer a satisfactory solution to you, which may include:

• a full refund
• A partial refund
• Credit or vouchers
• A discount code for future services
• Provision of the services again

I will offer the solution I judge is most appropriate in the circumstances. The above examples are rhetorical usual solutions I may offer, although there may be occasions where I offer. Different solution where this is appropriate. 

If I do not agree with with your complaint, I will provide you with full details to explain why this is the case. If you are unhappy with this, you may wish to progress matters externally (see below).

Other options

I hope the I will be able to help in resolving your complaint. However, if you are not happy with the outcome of your complaint, you may wish to raise a formal dispute externally via other avenues.

I would always hope that disputes can be resolved at the lowest possible level. However, if the complaint cannot be resolved in this manner, you may wish to obtain legal advice and/or explore other legal remedies which may be available to you.

Please contact us if you wish to invite us to engage in any method of Alternative Dispute Resolution.

Information about your legal rights as a consumer can be found on the Citizens Advice Bureau website.