GMYF anti-bullying policy sets out how we feel about bullying as an organisation, what we will do to tackle it and how we will support children and young people who experience or display bullying behaviour.
Bullying
- all forms of bullying will be acted upon
- everybody in the organisation has a responsibility to work together to stop bullying
- bullying can include online as well as offline behaviour
- bullying behaviour can include:
– physically pushing, kicking, hitting, pinching etc.
– name calling, spreading rumours, persistent teasing and humiliation or the continual ignoring of others
– posting derogatory or abusive comments, videos or images on social media
– racial, homophobic, transphobic or sexist comments, taunts or gestures
– sexual comments, suggestions or behaviour
– unwanted physical contact
Our organisation will:
- recognise its duty of care and responsibility to safeguard all our members from harm
- promote and implement this anti-bullying policy in addition to our safeguarding policy and procedures
- ensure that bullying behaviour is not tolerated or condoned
- require all its members to sign up to this policy
- take action to investigate and respond to any reports of bullying from children and young people
- encourage and facilitate children and young people to play an active part in development and adopting a code of conduct for behaviour
- ensure that staff and volunteers are given access to information, guidance and training on bullying
Each participant, volunteer or official will:
- encourage individuals to speak out about bullying behaviour
- respect every child’s need for, and right to, an environment where safety, security, praise,
- recognition and opportunity for taking responsibility are available
- respect the feelings and views of others
- recognise that everyone is important and equal, and that our differences make each of us special and worthy of being valued
- show appreciation of others by acknowledging individual qualities, contributions and progress
- ensure safety by having rules and practices carefully explained and displayed for all to see
- report incidents of bullying behaviour they see – by doing nothing you are condoning the behaviour
Supporting children
- we will let children know who will listen to and support them
- we will create an “open door” ethos where children feel confident to talk to an adult about
- bullying behaviour or any other issue that affects them
- potential barriers to taking (including those associated with a child’s disability or impairment) will be acknowledged and addressed at the outset to enable children to speak out
- we will make sure children are aware of helpline numbers
- anyone who reports an incident of bullying will be listened to carefully and reports will be taken seriously
- any reported experience of bullying behaviour will be investigated and will involve listening carefully to those involved
- children experiencing bullying behaviour will be supported and encouraged to develop better relationships
- those who display bullying behaviour will be supported and encouraged to develop better relationships
- we’ll make sure that sanctions are proportionate and fair
Support to the parents/guardians
- parents or guardians will be advised on the club or organisation’s bullying policy and practice
- any experience of bullying behaviour will be discussed with the child’s parents or guardians
- parents or guardians will be consulted on actions to be taken (for both victim and bully) and we will agree on these actions together
- information and advice on coping with bullying will be made available
- support will be offered to parents, including information from other agencies or support lines
Useful contacts
NSPCC Helpline 0808 800 5000
Childline 0800 1111 / www.childline.org.uk
Kidscape www.kidscape.org.uk
Anti-bullying Alliance www.antibullyingalliance.org
Privacy Notice for Children and Young People
Who are we?
Welcome to our privacy notice. We are The Greater Manchester Trust for Recreation. You probably know us better as Greater Manchester Youth Federation (GMYF). We are a charitable trust and a registered charity. We organise and run competitions, events, activities and courses for children and young people.
We are what is called ‘the controller’. This means we have control over your personal information and who it is shared with. This privacy notice is for the children/young people who take part in our activities and their parents/carers. It lets you know what personal information we collect and how and what we use it for. You can find a lot more information on data privacy in our full Privacy Notice on our web site at www.gmyouthfed.org.
What Personal Information do we collect about You?
We may collect and use personal information about you such as:
- your name, address, email address and phone number
- your date of birth/age
- your gender
- your club and what you do there
- your next of kin, family members and emergency contacts
- records of your taking part in competitions and activities including competition results and rankings
- for boxing competitions, your medical record card
- photos and videos of you
- your story for a case study
- records of when we were in contact with each other or when you asked us to do something
- information on how you use our web site and services
- other information you give us or which other people give us
Sometimes we may collect and use more sensitive types of personal information (called special category personal information) such as what part of the world you or your family are originally from and information about your health. We only do this when we have a good reason under the law.
How do we collect your personal information?
We collect personal information from:
You! such as when you enter a competition or register for an event or get in touch with us Other People such as
- your club e.g. when they tell us you want to take part in an event or competition
- other clubs that are affiliated to us
- the National Association of Boys and Girls Clubs (NABGC) and organisations affiliated toNABGC when you take part in NABGC competitions
- your family
When you visit our web site we place small text files on your computer (or other electronic device) which collect information. These are called cookies (not the biscuit!). There’s more information about what cookies are and why we use them in our Cookies policy on our web site.
How do we use your personal information?
We use your personal information so that we can run and promote our charity, provide our services and so that you can take part in GMYF and NABGC competitions and events.
We only use your personal information when the law allows us. This includes when you say it’s OK e.g. we may ask you (and/or your parent/guardian) to use a photo or video of you or to use your story for a case study. If you say it’s OK you can change your mind at any time and tell us to stop. Just get in touch with us
Who do we share your personal information with?
Sometimes we have to share information with others to help run our charity and to provide our services to children and young people. For example:
- our staff and volunteers including our trustees
- our affiliated clubs e.g. when you enter a competition
- NABGC and its affiliated organisations when you enter a NABGC competition
- organisations involved with hosting or running competitions and events or delivering training
- organisations that provide services to us such as computer services
- our professional advisors such as our lawyers and accountants
- organisations that give us money
- government authorities and our regulators, such as the Charity Commission and the police
sometimes we may need to share your information if you are at risk of harm to yourself or others
How long do we keep your personal information for?
We collect your personal information for different reasons and so keep it for different lengths of time. When deciding how long to keep it for we think about what sort of personal information it is, the harm that could be caused if it was used in a way it shouldn’t, why we are using it and what we have to do by law and to deal with money and tax.
Is your personal information safe?
We have put in place security measures to make sure your personal information doesn’t get lost or used in a way it shouldn’t. Outside Europe the laws to keep your personal information safe are different. We make sure your personal information is protected if we transfer and store it outside of Europe.
Your Rights
There are lots of things you can ask us to do with your personal information. You can ask us to:
- tell you what information we hold about you and to have a copy of this information
- correct information you think is wrong
- delete information when it’s not needed anymore
- stop using your information in a certain way
- stop sending you marketing material
- send your personal information to you or another organisation
Sometimes these rights do not apply or apply only in a limited way. You can find out more about your rights from the Information Commissioner’s Office (ICO) (www.ico.org.uk), the organisation in charge of how personal information is kept safe. If something goes wrong you can also complain to the ICO. However, we would really like the chance to sort it out first.
Contact
If you want to talk to us about your personal information or have any questions, please contact our data privacy manager at:
Greater Manchester Youth Federation Stockport Business & Innovation Centre Office 317 Broadstone Mill
Broadstone Road
Stockport SK5 7DL T: 0161 660 4091
The Greater Manchester Trust for Recreation working name Greater Manchester Youth Federation is a registered charity in England and Wales number 521234
THE GREATER MANCHESTER TRUST FOR RECREATION working name Greater Manchester Youth FederationCOMPLAINTS PROCEDURE
- ABOUT US
THE GREATER MANCHESTER TRUST FOR RECREATION working name Greater Manchester Youth Federation
COMPLAINTS PROCEDURE
The Greater Manchester Trust for Recreation operating as Greater Manchester Youth Federation (“GMYF”) is a registered charity in England and Wales number 521234. We are a charitable trust.
Our mission statement is:
“Our aim is to deliver a year-round programme of recreational and educational opportunities to young people, volunteers and leaders within our affiliated clubs that encourages them to reach their full potential.”
We are committed to providing high quality services to our affiliated clubs and to those who use our services. We welcome feedback, both positive and negative, to help us to improve our services.
We recognise that sometimes users of our services may feel that the services provided have fallen short of what they expect. If that happens we want to know about it.
We treat any complaint made seriously, will do everything we can to put things right, including apologising where appropriate and will take steps to stop the issue happening again.
- HOW TO COMPLAIN
Stage 1
Sometimes issues can be resolved informally by speaking directly to the person involved, letting them know what you are unhappy about and how you would like the matter to be resolved. However, if you wish to make a complaint or you are still unhappy after raising the matter informally, please contact:
Lisa Hall
T: 0161 660 4091
alternatively, if Lisa Hall is the subject of the complaint please contact:
Karen Wilson DL
T: 0161 660 4091
When contacting us please let us know the nature of your complaint and how you would like it to be resolved.
After you make a complaint we will respond as follows:
- we will acknowledge your complaint within 3 working days
- we will respond to your complaint within 14 working days
Stage 2
If you are unhappy with our response to your complaint you should let us know by writing to the chair of the Trustees at:
Chair of the Trustees
Greater Manchester Youth Federation Stockport Business & Innovation Centre Office 317 Broadstone Mill
Date of procedure 8 July 2019
FV1.2 080719
Broadstone Road Stockport SK5 7DL
You should let the Chair know why you are dissatisfied with our response and what you would like us to do.
Your complaint will be considered at the next meeting of the board of Trustees. We will let you know the date of that meeting and will provide you with the Trustees response to your complaint within 7 working days of the meeting taking place.
If we are unable to comply with any of the time scales set out above we will let you know and explain the reason for the delay.
- MAKING COMPLAINTS TO OTHER ORGANISATIONS
If you remain dissatisfied you can contact the Fundraising Regulator if your complaint is about fundraising (https://www.fundraisingregulator.org.uk) or the Charity Commission (www.gov.uk/government/organisations/charity-commission) for other areas of our work.
- RECORDS
We keep records of complaints made, including information relating to those making a complaint. For information about how we collect and use personal information and on your data protection rights please see our privacy notice at www.gmyouthfed.org.
THE GREATER MANCHESTER TRUST FOR RECREATION
working name Greater Manchester of Youth Federation
On-Line Safety Policy Statement
About us
THE GREATER MANCHESTER TRUST FOR RECREATION working name Greater Manchester of Youth Federation On-Line Safety Policy Statement
The Greater Manchester Trust for Recreation operating as Greater Manchester of Youth Federation (“GMYF”) is a registered charity in England and Wales number 521234. We are a charitable trust.
Our mission statement is:
“Our aim is to deliver a year-round programme of recreational and educational opportunities to young people, volunteers and leaders within our affiliated clubs that encourages them to reach their full potential.”
GMYF works with children and young adults as part of its activities.
The purpose and scope of this policy statement
This policy should be read alongside GMYF’s policies and procedures on child protection and safeguarding. The purpose of this policy statement is to:
- ensure the safety and wellbeing of children and young people is paramount when adults, young people or children are using the internet, social media or mobile devices
- provide staff and volunteers with the overarching principles that guide our approach to online safety
- ensure that, as an organisation, we operate in line with our values and within the law in terms of how we use online devices.
The policy statement applies to all staff, volunteers, children and young people and anyone involved in GMYF’s activities.
Legal framework
This policy has been drawn up on the basis of legislation, policy and guidance that seeks to protect children in England. A summary of the key legislation and guidance on online abuse, bullying and child protection is available from www.nspcc.org.uk.
We believe that:
- children and young people should never experience abuse of any kind
- children should be able to use the internet for education and personal development, but safeguards need to be in place to ensure they are kept safe at all time.
We recognise that:
- the online world provides everyone with many opportunities; however it can also present risks and challenges
- we have a duty to ensure that all children, young people and adults involved in our organisation are protected from potential harm online
- we have a responsibility to help keep children and young people safe online, whether or not they are using GMYF’s network and devices
- all children, regardless of age, disability, gender reassignment, race, religion or belief, sex or sexual orientation, have the right to equal protection from all types of harm or abuse
- working in partnership with children, young people, their parents, carers and other agencies is essential in promoting young people’s welfare and in helping young people to be responsible in their approach to online safety.
We will seek to keep children and young people safe by:
- appointing an online safety coordinator
- providing clear and specific directions to staff and volunteers on how to behave online through our code of conduct, our social media policy and our IT and Communications System policy
- supporting and encouraging the young people using our services to use the internet, social media and mobile phones in a way that keeps them safe and shows respect for others
- supporting and encouraging parents and carers to do what they can to keep their children safe online
- developing an online safety agreement for use with young people and their parents/carers
- developing clear and robust procedures to enable us to respond appropriately to any incidents of inappropriate online behaviour, whether by an adult or a child/young person
- reviewing and updating the security of our information systems regularly
- ensuring that user names, logins, email accounts and passwords are used effectively
- ensuring personal information about the adults and children who are involved in our organisation is held securely and shared only as appropriate
- ensuring that images of children, young people and families are used only after their written permission has been obtained, and only for the purpose for which consent has been given
- providing supervision, support and training for staff and volunteers about online safety
- examining and risk assessing any social media platforms and new technologies before they are used within the organisation.
If online abuse occurs, we will respond to it by:
- having clear and robust safeguarding procedures in place for responding to abuse (including online abuse)
- providing support and training for all staff and volunteers on dealing with all forms of abuse, including bullying/cyberbullying, emotional abuse, sexting, sexual abuse and sexual exploitation
- making sure our response takes the needs of the person experiencing abuse, any bystanders and our organisation as a whole into account
- reviewing the plan developed to address online abuse at regular intervals, in order to ensure that any problems have been resolved in the long term.
Privacy Notice
Welcome to our privacy notice.
- About us
The Greater Manchester Trust for Recreation operating as Greater Manchester Youth Federation (“GMYF”) is a registered charity in England and Wales number 521234. We are a charitable trust.
Our mission statement is:
“Our aim is to deliver a year-round programme of recreational and educational opportunities to young people, volunteers and leaders within our affiliated clubs that encourages them to reach their full potential.”
GMYF respects your privacy and is committed to protecting your personal data. This privacy notice lets you know how GMYF collects and processes your personal data as part of its activities and tells you about your privacy rights and how the law protects you. It is important that you read this privacy notice together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are aware of how and why we are using your data.
- Contact Details
GMYF is the controller and responsible for your personal data, except where we state otherwise. If you have any questions about this privacy notice or wish to exercise Your Rights (see Section 10) please contact our data privacy manager at:
Greater Manchester Youth Federation Stockport Business & Innovation Centre Office 317 Broadstone Mill
Broadstone Road
Stockport SK5 7DL
T: 0161 660 4091
- Personal Information we may collect about You
Personal data or personal information is any information about an individual from which that individual can be identified. It does not include data where the identity has been removed (anonymous data). We may collect, use, store and transfer the following information about you, whether you are an adult or a child:
- personal contact details such as your name, title, home address, email addresses and phone numbers
- date of birth/age
- gender
- your club or organisation address, email address, web site and phone number
- club or organisation membership information including your role
- coaching and any other qualifications
- details of any next of kin, family members and emergency contacts
- records of our contact with you or your contact with us such as telephone conversations, emails and other correspondence and of your instructions to us
- payment card details, bank account information and details of transactions with you
- details of your entry into and attendance at events and competitions including results, records and rankings relating to you
- for boxing competitions, your medical record card
- donation information
- images of children and individuals in video and/or photographic form
- your story for a case study
- your marketing preferences so that we know whether and how we should contact you
- technical data such as your IP address and other IT system identifying information
- identification documentation such as passports and driving licences
- details of your social media accounts
- usage data including information on how you use our web site, products and services.
- any other information you may provide to us or which is provided about you
We also collect, use and share aggregated data such as statistical or demographic data for any purpose. Aggregated data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate information about your use of our web site to calculate the percentage of users accessing a particular web site feature. However, if we combine or connect aggregated data with your personal data so that it can directly or indirectly identify you we treat the combined data as personal data which will be used in accordance with this privacy notice.
Special Category personal information: We may also collect, store and use the following more sensitive types of personal information:
– Information about your race, ethnicity and religion
– Information about your health and medical information
We may also collect, store and use information about criminal convictions and offences.
We don’t usually collect this type of information and will only do so when there is a clear and valid reason and when data protection laws allow it. Please see section 6 below.
It is important that the personal information we hold about you is accurate and current. Please let us know if your personal information changes for example if you change your email or phone number.
IF YOU FAIL TO PROVIDE PERSONAL INFORMATION: Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested we may not be able to perform the contract we have or are trying to enter (for example to provide you with goods or services). In this case, we may have to cancel a product or service you have with us, but we will notify you if this is the case at the time.
- How do we collect your personal information?
We collect information from:
You directly. For example when you fill out a form to attend one of our events or to enter a competition, receive training, make a donation, volunteer for us (including acting as a trustee) or by e-mail or phone.
Third Parties which might include:
- the club or organisation of which you are a member, for example when a club affiliation form or a form to hire one of our playing grounds is completed by someone else or when they provide competition or event participant information to us
- clubs that are affiliated to us
- the National Association of Boys and Girls Clubs (NABGC) and organisations affiliated to the NABGC
- those acting on your behalf such as your parent or guardian
- those providing technical, payment or delivery services to us; those providing fraud prevention services and criminal record checks such as DBS to us; analytics providers; advertising networks; search engine providers; and our charity partners
Where you give personal information to a third party you should check their privacy notice.
Publicly Available Sources such as the web sites of our affiliated clubs and those who use our facilities, Companies House and the Charity Commission web sites in order for us to better understand our affiliated clubs/organisations and those clubs/organisations that use our products/services.
Social Media The information we receive will depend on the privacy settings which you have set on social media such as Facebook and Twitter
When you visit our web site We use cookies to collect information on individuals who visit our web site. Cookies are small text files that are placed on your computer (or other electronic device). For more information about cookies and the reasons why we use them please see our Cookies policy https://www.gmyouthfed.org/cookies
- How we use your personal information
We use your personal data to:
- administer, manage and deal with your club’s affiliation and provide your club with the benefits of affiliation
- provide you with the services, products or information you ask for
- establish, manage and carry out a contract between us and you for example when you hire our football pitches
- administer, manage, run and enable your participation in our events, competitions, tournaments, training, coaching, recreational and educational opportunities administer, manage, run and enable your participation in NABGC competitions promote GMYF and its activities deliver awards such as the Young Volunteer Awards
- maintain our records
- carry out research and analysis to understand how we can improve our products or services including seeking your views or comments
- notify you of changes to our services
- process your donation
- comply with grant and funding requirements
- verify your identity
- investigate and handle any complaints or queries received from you or others investigate and handle legal, compliance and regulatory issues.
- equal opportunities monitoring
- carry out background and DBS checks for safeguarding purposes
- send you communications which you have requested and may be of interest to you prevent and detect fraud or error
Basis of Collecting and using your personal information
We will only use your personal information when the law allows us to. We will collect and use your personal information for one or more of the following reasons:
Consent Where you (or your parent/guardian) have provided specific consent to us to use your personal information in a certain way, such as to send you email or text direct marketing or to use your image.
Performance of a contract Where we are entering into a contract with you or performing our obligations under it, for example when you hire a football pitch from us or those under a contract with an affiliated club.
Legal obligation Where it is necessary so that we can comply with a legal obligation that we are subject to for example regarding people working with children to comply with our safeguarding requirements or where collection of the personal information is required or authorised by law.
Vital Interests Where it is necessary to protect life or health of you or another person for example to share your information with the emergency services if you become ill at one of our events
Legitimate Interests Where it is necessary to achieve ours or a third party’s legitimate interests. We consider our legitimate interests to be the running of GMYF as a charity in pursuit of its charitable aims, for example:
- to administer and manage our relationship with you or your club or organisation
- to provide member services, including advice and guidance
- to administer and manage events and competitions
- responding to solicited enquiries
- charity governance including delivery of our charitable objectives, audit and reporting requirements
- sending direct marketing by post or phone
- to recruit volunteers and record and administer any volunteering arrangement
- to carry out research and analysis to improve our products/services/events/competitions
- to manage access to our premises and for security purposes
- to invite you to participate in surveys including seeking your views or comments on our products, services, events and activities
- to protect the security of our communications and other systems
- fraud prevention and the prevention or detection of crime
- for insurance purposes
- to process any donation
- record keeping and dealing with complaints
- to apply for, administer and manage grants and funding
- maintain communication suppression lists
- to process financial transactions and maintain financial controls and records
- to fulfil legal, regulatory and risk management obligations
We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.
Special Category personal information: When we use sensitive personal information, such as information about your health, race, ethnicity or religion we require an additional legal basis to do so under data protection laws. We do so on the basis that the processing is necessary for the purposes of performing or exercising obligations or rights which are imposed or conferred by law in connection with employment, social security or social protection; reasons of substantial public interest, such as for equal opportunities monitoring or safeguarding of children and adults at risk; or based on your explicit consent. Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your vital interests (or someone else’s vital interests) and you are not capable of giving your consent, or where you have already made the information public.
For volunteers (including prospective trustees) we may also collect information about criminal convictions and offences, in which case this is processed on the basis that it is necessary for the purposes of performing or exercising obligations or rights which are imposed or conferred by law or based on your consent.
Withdrawal of Consent: Where you have given us consent to use your personal information in a certain way you have the right to withdraw that consent at any time. If you withdraw your consent we may not be able to provide certain products or services to you. We will tell you if that is the case. For more information on your rights see the Your Rights section below.
Marketing: We may send you marketing communications by email, telephone and by post where we are permitted to do so by law. You can ask us to stop sending you marketing communications or update your choices on how you receive marketing information at any time by contacting us.
- Disclosure of your Personal Information
We may share your personal data with third parties for the purposes set out in this notice, but we do not sell or rent your information to third parties. The third parties include:
- Our staff and volunteers, including our trustees
- Our affiliated clubs, for example when we run a competition or tournament
- NABGC and its affiliated organisations in connection with the running of NABGC competitions
- Third parties involved in hosting, organising or running competitions and events or delivering training
- Catering and venue providers to ensure dietary requirements are met and/or arranging accommodation
- Our suppliers, sub-contractors and service providers for example IT service providers and payment processors
- Our professional advisors including lawyers, bankers, accountants and insurers who provide us with their professional services
- government authorities and regulators (such as HMRC, the Charity Commission, police, Information Commissioner)
- Third parties who provide us with funding
- Third parties to whom we may choose to sell, transfer or merge parts of the Charity or its assets. Alternatively, we may seek to merge with another entity. If a change happens to GMYF then the new owners may use your personal data in the same way as set out in this privacy notice.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal information for their own purposes and permit them to process your personal information for specified purposes and in accordance with our instructions.
- International Transfers
Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
- We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission.
- Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe.
- Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between Europe and the US.Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.
- How long do we keep your personal information for?
We keep your personal data for as long as reasonably necessary to fulfil the purposes we collected it for including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may keep your personal information for a longer period in the event of a complaint orifwereasonablybelievethereisaprospectoflitigationinrespecttoourrelationshipwithyou. To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements. In some circumstances you can ask us to delete your data; see Your Rights below for further information.
10.Your Rights
Under certain circumstances, by law, you have the right to:
-Request access to your personal information. This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
-Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
-Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
-Object to processing of your personal information where we are relying on a legitimate interest(or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
-Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
-Request the transfer of your personal information to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
In some cases these rights may not apply or be limited. Further information on these rights can be obtained from the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). Please contact us if you wish to exercise any of these rights.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
You also have a right to make a complaint at any time to the ICO. We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
- Data Security
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
- Third Party Links
Our web site may include links to third party web sites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party web sites and are not responsible for their privacy statements. We encourage you to read the privacy notices of every web site that you visit.
- Changes to this Privacy Notice
This Privacy Notice may be updated from time to time. The date of the most recent version appears on the bottom of the page.
GREATER MANCHESTER TRUST FOR RECREATIONWorking name – Greater Manchester Youth Federation (GMYF)
Safeguarding Policy
For queries about this policy please contact:
Karen Wilson DL – Designated Safeguarding Lead T: 0161 660 4091
Last reviewed August 2021
- Policy Statement
The Greater Manchester Trust for Recreation known as Greater Manchester Youth Federation (“GMYF ”) is a registered charity in England and Wales number 521234. We are a charitable trust. GMYF works with children and young adults as part of its activities. Our mission statement is:
“Our aim is to deliver a year-round programme of recreational and educational opportunities to young people, volunteers and leaders within our affiliated clubs that encourages them to reach their full potential.”
This policy applies to anyone working on behalf of GMYF, whether paid or unpaid, including its trustees, staff and volunteers. It will be widely promoted and is mandatory for everyone involved in GMYF. Failure to comply with it will be addressed without delay and may ultimately result in dismissal/exclusion from the organisation.
1.1 The purpose of this policy is to:
protect children and young people who take part in our activities
make available to GMYF staff and volunteers, affiliated clubs and parents/carers the principles that guide our approach to safeguarding
We believe that children and young people should never experience abuse of any kind. We have a responsibility to promote the welfare of all children and young people, to keep them safe and to carry out our activities in a way that protects them.
1.2 We recognise that:
- the welfare of the child is paramount
- regardless of age, disability, gender reassignment, race, religion or belief, sex or sexual orientation all children have a right to equal protection from all types of harm or abuse whilst participating in our activities or outside of them
- some children, including disabled children and young people or those from ethnic minority backgrounds, can be particularly vulnerable to abuse and we accept the responsibility to take reasonable and appropriate steps to ensure their welfare
working in partnership with children, young people, their parents, carers and other agencies is essential in promoting young people’s welfare
1.3 We will seek to keep children and young people safe by:
- valuing, listening to and respecting them
- appointing a nominated safeguarding lead, a deputy safeguarding lead and a lead trustee for safeguarding
- ensuring everyone in the organisation 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
- ensuring robust child protection and safeguarding policies and procedures are in operation
- using our safeguarding procedures to share concerns and relevant information with agencies who need to know, and involving children, young people, parents and carers appropriately
- using our procedures to manage any allegations against staff and volunteers appropriately
- recruiting staff and volunteers safely, ensuring all necessary checks are made
- implementing a code of conduct for staff and volunteers
- ensuring that confidential, detailed and accurate records of all safeguarding concerns are maintained and securely stored
1.4 Related policies and procedures
This policy should be read alongside GMYF’s policies and procedures including:
Safer recruitment procedure
Safeguarding Information Sharing Guidance
Safer Activities Procedure
Anti-bullying Policy Statement
Online safety Policy Statement
Child protection records retention and storage policy Whistleblowing policy
1,5 Legislation and Government Guidance
There is a considerable body of legislation designed to ensure that children and young people are protected. The main acts include:
- Legislative Framework and Rationale Section 21 of the Counter-Terrorism and Security Act 2015
- Children Act 1989
- Working Together to Safeguard Children 2013
- Framework for the Assessment of Children in Need and their Families
- The Children (Protection from Offenders) (Miscellaneous Amendments) Regulations 1997
- The United Nations Convention on the Rights of the Child
- Rehabilitation of Offenders Act 1974
- The Legal Aid, Sentencing and Punishment of Offenders Act 2012
- Health and Safety at Work Act 1974
- Youth Justice and Criminal Evidence Act 1999
- Safeguarding Vulnerable Groups Act 2006
- The Sexual Offences (Amendments) Act 2000
- Children and Young Persons Act 2008
Other factors guiding the policy include:
NSPCC guidance, particularly ‘Safe sport events, activities and competitions’
- Safe Network guidelines
- The Charity Commission guidelines
- The National College for Teaching and Leadership Safer Recruitment Guidelines
- Designated Safeguarding Lead
The role of the DSL is to take the lead in ensuring that appropriate arrangements for keeping children and young people safe are in place and to promote the safety and welfare of children and young people involved in GMYF’s activities at all times.
Overall responsibility for safeguarding within the organisation lies with Karen Wilson. In their absence, Lisa Hall will fulfil the duties of the role. The Trustee with responsibility for safeguarding is Gavin Evans.
The role of the Designated Safeguarding Person includes:
- Ensuring that all staff are aware of what they should do and who they should go to if they have a concern about the safety and welfare of a child.
- Ensuring that any concerns are acted on, clearly recorded, referred on where necessary and, followed up to ensure the issues are addressed.
- Recording any reported incidents, concerns or breaches of Safeguarding policies and procedures. This will be kept in a secure place and its contents will be confidential.
Designated Safeguarding Lead Karen Wilson DL
T: 0161 660 4091
Deputy safeguarding officer Lisa Hall
T: 0161 660 4091
Trustee responsible for safeguarding Gavin Evans
T: 07901 822 089
A full description of the role of the Designated Safeguarding Lead is available.
- Definition of a Child
A child is anyone who has not yet reached their 18th birthday. The fact that a child has reached 16 years of age, is living independently or is in further education, is a member of the armed forces, is in hospital or in custody does not change their status as a child or entitlement to protection. In this procedure ‘children’ therefore means ‘children and young people’ throughout. If a concern arises about someone who is aged 18 or older it should be reported as per the procedures below, the DSL will act accordingly.
- Code of Conduct and Good Practice
4.1 The role of staff and volunteers
For the purposes of this policy the term ‘staff’ is used to encompass any adult working for or on behalf of GMYF be they paid staff, volunteers, trustees or other. When working with or for children staff are acting in a position of trust, are likely to be seen as a role model and must act appropriately. All staff should promote relationships that are based on openness, honesty, trust and respect.
4.2 Staff and volunteers are responsible for:
prioritising the welfare of children above all else including winning and or achieving goals providing a safe environment for children which includes ensuring equipment and venue is used safely and for its intended purpose
reading and following the safeguarding policies and procedures and undertaking safeguarding training
modelling good behaviour
challenging unacceptable behaviour and reporting any concerns about the behaviour of staff reporting all safeguarding concerns following the reporting procedures. This includes abusive behaviour being directed by an adult or child and directed at anybody of any age.
Children are individuals, within individual needs and rights. All staff should treat children fairly, with respect and without prejudice or discrimination regardless of gender, sexual orientation, culture, race, ethnicity, disability and religious beliefs. Everyone should be encouraged to speak out about attitudes or behaviour that makes them uncomfortable. Everyone should be listened to, and their contributions valued.
4.3 Promoting good practice means:
- avoiding favouritism
- being patient with others
- ensuring contact with children is appropriate and relevant to the project
- working in an open environment and avoiding unobserved or private situations with only one adult present
- personal care only being provided by staff for whom it is a part of their role and have received appropriate training.
All staff should respect other’s rights to privacy and their personal details etc. should not be shared. Should a safeguarding concern arise, the reporting of that concern overrides any concerns about breaking confidentiality and if appropriate and possible that should be explained to those concerned.
4.4 Unacceptable Behaviour
When working with children staff must not:
- allow concerns or allegations to go unreported
- take unnecessary risks
- smoke, consume alcohol or use illegal substances
- develop inappropriate relationships with children
- engage in behaviour that is in any way abusive which includes having any form of sexual contact with a child
- let children have your personal contact details (mobile number, email address) or have contact with them via a personal social media account
- act in a way that can be perceived as threatening or intrusive
- patronise or belittle anyone else.
5.1 Safeguarding Procedures
5.1 Aim
The purpose of the following is to offer guidance to staff on how to keep children safe and what to do should a safeguarding concern arise. Alongside these procedures GMYF encourages all staff to trust their instincts and contact the DSL should they have any concerns, questions or queries relating to safeguarding.
5.2 Disclosure
Disclosure is the process by which children and young people share their experiences with others. This can be a full description of abuse or just a small part of the picture, it can happen all at once or over a long period of time. Disclosures can be about recent events or something that happened many years ago. Regardless, all disclosures should be taken seriously. Further information on disclosure is available on the NSPCC web site.
It is important that staff create an environment where everyone feels comfortable speaking out if anything is worrying or concerning them. Staff and volunteers to whom a child chooses to make a disclosure need to listen and respond appropriately so the child gets the help, support and protection they need.
Children and young people may disclose abuse in a variety of ways including:
- directly – making specific verbal statements about what’s happened to them.
- indirectly – making ambiguous verbal statements which suggest something is wrong
- behaviourally – displaying behaviour that signals something is wrong (this may or may not be deliberate)
- non-verbally – writing letters, drawing pictures or trying to communicate in other ways.
When a disclosure is made:
- listen carefully to the child, give them your full attention and state that you will take them seriously
- keep your body language open and encouraging
- be compassionate and re-assuring, let them know they are doing the right thing and that
- what has happened to them is not their fault
- do not to show shock or judgement
- respect pauses and do not interrupt – let them go at their own pace
- NEVER confront the alleged abuser, doing so could make the situation a lot worse
- do not promise a child that you will keep the things they are telling you a secret – instead
- explain that you will not share it with lots of people, only those who will be able to help
- do not press a child for information, ask leading questions or cross-examine the child
If possible, make notes when talking to the child (including their exact words) which you should write up as soon as possible using the GMYF incident reporting form (see Appendix). The original notes along with the completed form should be given to the DSL as soon as possible.
When recording information you should be as factual as possible. If you need to give an opinion, make sure that it is clearly differentiated from fact and identify whose opinion is being given. Should further conversations occur, the same procedures should be followed.
5.3 Signs of abuse
Many of the signs that a child is being abused are the same regardless of the type of abuse and staff need to be able to spot the signs that a child might be at risk of harm. Waiting for a child to disclose their experiences could mean that abuse carries on and that they, or others, are put at risk of further physical or mental harm. Information on the different types of abuse can be found on the NSPCC website however staff are encouraged to trust their instincts and to report concerns regardless of the type of abuse that might be indicated.
Behaviours that may be a cause for concern include a child:
- being afraid of particular places or making excuses to avoid particular people
- knowing about or being involved in ‘adult issues’ which are inappropriate for their age or stage of development, for example alcohol, drugs and/or sexual behaviour
- having angry outbursts or behaving aggressively towards others
- becoming withdrawn or appearing anxious, clingy or depressed
- self-harming or having thoughts about suicide
- showing changes in eating habits or developing eating disorders
- regularly experiencing nightmares or sleep problems
- regularly wetting the bed or soiling their clothes
- running away or regularly going missing from home or care
- not receiving adequate medical attention after injuries.
It is important to note that this list is not exhaustive but also that these signs do not necessarily mean a child is being abused. There may well be other reasons for changes in a child’s behaviour however if you have any concerns about a child’s wellbeing, they should be reported.
5.4 Other concerns
Any concerns about the behaviour of a staff member, either by commission or omission, that has or has potential to put a child at risk of harm should be reported to the DSL immediately. The Incident Report Form is to be completed. If the person who is the subject of the concern is the DSL, the matter should be reported to the trustee responsible for safeguarding.
If it is inappropriate to report an incident within GMYF it can be reported to the police or the local child protection services.
If a child is in immediate danger the police should be called.
All information regarding any allegations made against staff will be taken seriously and treated confidentially in line with the relevant safeguarding, health and safety and HR policies.
5.4 Reporting
All safeguarding concerns and incidents should be reported to the DSL as a matter of urgency, the DSL may ask for an incident reporting form to be completed which should be done as soon as possible. Should the DSL or their deputy not be available and the concern is pressing, the relevant local authority safeguarding team should be contacted (see Appendix). Should a child be at immediate risk of harm staff should dial 999.
5.5 Confidentiality and information sharing
Every effort should be made to ensure that confidentiality is maintained for all concerned when discussing or reporting safeguarding concerns. Information should be handled and disseminated on a strict ‘need to know’ basis. However, concerns about privacy or data protection should not prevent staff from raising concerns with the DSL or contacting the relevant agency / police if an immediate risk of harm is apparent.
“Where there are concerns about the safety of a child, the sharing of information in a timely and effective manner between organisations can improve decision-making so that actions taken are in the best interests of the child. The GDPR and Data Protection Act 2018 place duties on organisations and individuals to process personal information fairly and lawfully; they are not a barrier to sharing information, where the failure to do so would cause the safety or well-being of a child to be compromised. Similarly, human rights concerns, such as respecting the right to a private and family life would not prevent sharing where there are real safeguarding concerns.” (Information Sharing advice from HM Government, 2018)
Decisions about information sharing outside of the organisation will be taken by the DSL in consultation with other safeguarding specialists within the organisation and the NSPCC helpline if necessary and in line with the Information Sharing Policy and Procedures.
- Photography and Filming
6.1 Aims
Children will be kept safe by:
- asking for written consent from a child and a parent/carer before taking and using images of an individual child or of smaller groups in which their child would easily be recognisable
- on occasion we may wish to take wide-angle, more general images (photographs and video) of an event or competition, the site and opening or closing ceremonies for use on our web site, in social media and in printed promotional material to report on the event/competition and to publicise our activities. These more general images will be taken and used even if consent has not been given. General images used will not include any identifying features (e.g., Faces) of the children.
- changing the names of children whose images are being used in our published material whenever possible (and only using first names if we do need to identify them)
- never publishing personal information about individual children
- making sure children and their parent/carer understand how images of children will be
- securely stored and for how long (including how we will control access to the images and their associated information)
The risk of images being copied and used inappropriately will be reduced by:
- only using images of children in appropriate clothing (including safety wear if necessary)
- avoiding full face and body shots of children taking part in activities such as swimming where there may be a heightened risk of images being misused
- using images that positively reflect young people’s involvement in the activity.
Should the abuse or misuse of images of children come to light, it should be reported to the DSL immediately.
6.2 Photography and/or filming for personal use
When children themselves, parents/carers or spectators are taking photographs or filming at our events and the images are for personal use, guidance about image sharing will be published in the event programmes and/or announce details of our photography policy before the start of the event.
This includes:
- reminding parents/carers and children that they need to give consent for GMYF to take and use images of children
asking people to gain permission from children and their parents/carers before sharing photographs and videos that include them - informing parents/carers and children of areas where photography is not permitted for example toilets, changing rooms and first aid areas
- recommending that people check the privacy settings of their social media to understand who else will be able to view any images they share
- reminding children, parents and carers who they can talk to if they have any concerns about images being shared.
6.3 Photography and/or filming for GMYF’s use
We recognise that organisations may use photography and/or filming as an aid in activities. Children and their parents/carers must be made aware that this is part of the programme and give written consent, if consent is not given this must be respected – see below.
If a photographer is hired for an event, children will be kept safe by:
- providing the photographer with a clear brief about appropriate content and behaviour and detailing the areas where all photography is prohibited (for example toilets, changing rooms, first aid areas)
- ensuring the photographer wears identification at all times
- informing children and parents/carers that a photographer will be at the event and ensuring
- they give written consent to images which feature their child being taken and shared informing the photographer about how to identify and avoid taking images without the required parental consent for photography
- not allowing the photographer to have unsupervised access to children
- not allowing the photographer to carry out sessions outside the event or at a child’s home
- reporting concerns regarding inappropriate or intrusive photography to the DSL.
6.4 Photography and/or filming for wider use
If people such as local journalists, professional photographers (not hired by GMYF) or students wish to record one of our events and share the images professionally or in the wider world, permission should be sought advance.
The photographer should provide:
- the name and address of the person using the camera
- the names of children they wish to take images of (if possible)
- the reason for taking the images and/or what the images will be used for
- a signed declaration that the information provided is valid and that the images will only be used for the reasons given.
GMYF will verify these details and decide whether to grant permission for photographs/films to be taken. Appropriate consents will be sought, and the photographer will be informed of anyone who has not given consent.
At the event, children and parents/carers will be informed that an external photographer is present. The photographer must be easily identifiable, for example by issuing them with a coloured identification badge.
If GMYF is concerned that someone unknown to the organisation is using sessions for photography or filming purposes, that person will be asked to leave and (depending on the nature of the concerns) reported to the DSL.
6.5 If consent to take photographs is not given
If children and/or parents/carers do not consent to photographs being taken, their wishes must be respected. It should be agreed in advance how they would like to be identified so any photographer knows not to take pictures of them and ensure this is done in a way that does not single out the child or make them feel isolated. A child should never be excluded from an activity because of a lack of consent to take their photograph.
6.6 Storing images
Photographs and videos of children will be stored securely, in accordance with the relevant policies and data protection law. Hard copies of images will be kept in a locked drawer and electronic images in a protected folder with restricted access. Images will be stored for a period of 3 years.
Images of children should never be stored on unencrypted portable equipment such as laptops, memory sticks and mobile phones. GMYF does not permit staff to use any personal equipment to take photos and recordings of children. Only cameras or devices belonging to GMYF should be used.
RG 201021
Appendix 1 – Useful Contacts
Designated Safeguarding Lead Karen Wilson DL
T: 0161 660 4091
Deputy Safeguarding Lead Lisa Hall
T: 0161 660 4091
Trustee responsible for safeguarding Gavin Evans
T: 07901 822 089
NSPCC Helpline
0808 800 5000 [email protected]
ChildLine
0800 1111 (textphone 0800 400 222) 0808 800 5000 or [email protected]
Safeguarding children in Stockport
T: 0161 217 6028 (out of hours 0161 718 2118)161 217 6028 (Out of Hours 0161 718 2118) www.safeguardingchildreninstockport.org.uk
Manchester Safeguarding Partnership
T: 0161 234 5001 (open 24 hours a day, 7 days a week)161 217 6028 (Out of Hours 0161 71) www.manchestersafeguardingpartnership.co.uk
Trafford Safeguarding Team – Children’s First Response
T: 0161 912 5125 (out of hours 0161 912 2020)161 217 6028 (Out of Hours 0161 71) www.trafford.gov.uk/firstresponse
Salford Safeguarding Children Partnership
T: 0161 603 4500 (out of hours 0161 794 8888)161 217 6028 (Out of Hours 0161 71) www.safeguardingchildren.salford.gov.uk
Tameside Safeguarding Children Partnership
T: 0161 342 4101 (out of hours 0161 342 2222) www.tamesidesafeguardingchildren.org.uk
Oldham Safeguarding Children
T: 0161 770 777728 (Out of Hours 0161 71) www.oldham.gov.uk/lscb
Rochdale Borough Safeguarding Children Partnership
T: 0300 3030440 0161 217 6028 (Out of Hours 0161 71) www.rbscp.org