OUR POLICIES

1. Principles

Power of Women CIC believes that a child or young person should never experience abuse of any kind. We are committed to preventing harm, abuse and exploitation and to responding promptly and appropriately to any concerns. We have a responsibility to promote the welfare of all children and young people, and to keep them safe. We are committed to carry out our work in a way that protects them.

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

• Advocating and upholding a zero tolerance of abuse, ensuring we do not ignore or condone harm of any kind.
• Valuing them, listening to and respecting them;
• Appointing a Designated Safeguarding Officer for children and young people, and a Director who will lead on safeguarding matters;
• Adopting child protection and safeguarding practices through procedures and guidance to staff and volunteers; protecting those who are most risk
• Developing and implementing an effective e-safety policy and related procedures;
• Providing effective and relevant management for staff and volunteers, through supervision, support, training and assurance measures;
• Provide regular training to the safeguarding lead of Power of Women CIC in line with the requirements of the role of safeguarding leaders;
• Ensuring all necessary checks are made including a DBS check prior to staff accessing any files. [It should be noted that educators are routinely informed that are Volunteers are NOT DBS-checked];
• Recording and storing personal information professionally and securely, and sharing information about safeguarding and good practice.
• Managing any allegations against staff and volunteers appropriately.
• Ensure that staff and volunteers understand that they should not be left unsupervised with children and/or young people whilst at the school’s premises;
• When volunteer business leaders visit schools, the school’s own safeguarding policies would take precedence for any visitors.
• Provide Safeguarding training to staff every two years and within one month of recruitment.
• Whenever Power of Women CIC passes details of, or directs a child, young person or vulnerable adult to a third-party organisation or agency Power of Women CIC will ensure (so far as is reasonably practicable) that such third party organisation or agency has a suitable safeguarding policy.

2. Photographs or Film Recordings

Whilst delivering any Power of Women CIC-related activity, no member of staff or volunteers should take photographs, film footage or audio recording of children or young people without prior written permission from the parent/carer or where delegated a teacher.

3. Reporting Concerns

If you have a concern about someone’s safety or welfare:

1. Report immediately to the designated safeguarding officer
2. If somebody is at immediate risk of harm, contact emergency services
3. The designated safeguarding officer will document the concern and decide on next steps, including notifying social services or police if needed. 

Concerns may include: 

• Something you have witnessed
• Something you have been told
• Something you suspect

Confidentiality will be respected, but we cannot keep information secret if someone is at risk.

4. Definitions

For the purposes of this policy:

• Safeguarding includes protecting a person’s right to live safely, free from harm, neglect or abuse.
• A child or young person is any person under the age of 18 (as defined in the United Nations convention on the Rights of a Child);
• A Vulnerable Adult is someone who, although not a child or young person, is or may be for any reason unable to take care of him or herself, or unable to protect him or herself against significant harm or exploitation;
• Abuse is any kind of selfish act of oppression and harm, exploitation and manipulation of power by those in a position of authority over an individual or group of individuals including (and this list is not exhaustive): sexual or physical abuse, bullying, or harassment;

5. Roles & Responsibilities

Board of Directors

• Ensure safeguarding is embedded in the culture of Power of Women
• Approve and review this policy annual
• Ensure appointment of a designated safeguarding officer

Designated Safeguarding Officer

• Main point of contact for safeguarding concerns.
• Ensure staff/volunteers are trained and act within the policy. 
• Liaise with any external statutory agencies where required. 

Staff & Volunteers

• Read, understand and comply with this policy
• Report concerns promptly to the designated safeguarding officer
• Treat all people with respect and dignity

6. Record Keeping

All safeguarding concerns will be recorded accurately and stored securely. Records will be kept in line with data protection regulations. 

7. Policy Review

This policy will be reviewed annually or after any significant safeguarding incident, whichever occurs first.

8. Contacts

If you need to discuss safeguarding matters concerning any activities facilitated by Power of Women CIC, the following people are the initial point of contact:

Designated Safeguarding Officer:
Sophie McKenna

Board of Trustees lead on Safeguarding:
Kendra Murray

Contact Email: hello@powerofwomen.org.uk

9. Actions that will arise, should this be adopted

• Update website
• Audit of Safeguarding Training (current staff)
• Plan and timeframe for training staff.

10. Document History

• V1.0 - 26/09/2025 - Lizzie Cummings
  Standardise template, proposed amends to policy owner prior to distribution to PoW Board.

Power of Women CIC is committed to encouraging equality, diversity and inclusion (ED&I) among our workforce, and eliminating unlawful discrimination. These responsibilities are enshrined in law (the Equality Act 2010) and are clearly important in the creation and maintenance of a harmonious society and working environment at Power of Women CIC. Power of Women CIC work within the spirit and the practice of the Equality Act 2010 by promoting a culture of respect and dignity and actively challenging discrimination, should it ever arise.

The aim is for our workforce to be truly representative of all sections of society and those accessing our services, and for each employee to feel respected and able to give their best. Power of Women CIC is committed to treating everyone fairly, we respect and value the diversity of our external partners, trusted advisors, educators, volunteers, employees, suppliers, and all other people we work with.

Why is it important?

Power of Women CIC has a positive outcome based view of equality, diversity and inclusion (ED&I). The legal and moral drivers for ED&I are clear. Yet, there are also very positive drivers and benefits for Power of Women CIC in relation to ED&I.

Application

This policy applies to:

• Internal members of Power of Women CIC (individuals who work for the company either on a permanent, temporary, contractual or voluntary basis)
• External bodies (individual or organisations who are in receipt of Power of Women CIC services).

How do we deliver ED&I at Power of Women CIC?

• Power of Women CIC sets representation goals and their own diversity and inclusion plan and working practices
• Review progress on ED&I annually
• Encourage uptake and involvement of ED&I working practices
• Incorporate diversity into training for new staff
• Focus on the recruitment of volunteers from diverse part of our communities
• Strong focus on providing support to students from all parts of our communities
• Engage with third sector/charities and organisations who are dedicated to these initiatives to best support those from all demographics

We will continue to

• Provide learning and working environments that respect difference and protects the diversity of those working within them
• Raise individual awareness of the importance of equality and diversity and good relations between people of different groups
• Ensure that everyone is enabled to achieve positive outcomes, whatever their background
• Not unlawfully discriminate because of the Equality Act 2010 protected characteristics of age, disability, gender reassignment, marriage and civil partnership, regnancy and maternity, race (including colour, nationality, and ethnic or national origin), religion or belief, sex and sexual orientation.

It is the policy of POWER OF WOMEN CAMPAIGN (the Employer), including all and any trading names connected with them, to pursue and promote at all levels of employment within the Employer measures which shall aim to ensure and protect the health and safety of all employees and any other persons connected with the operations of the Employer.

1. The implementation of this policy will fulfil all and any legislative requirements the Employer is subject to through ensuring:

A. That all reasonable and practical steps and measures are taken to safeguard the health, safety and welfare of all employees of the Employer while at work.

B. That the safety and health of any members of the public, or any other persons who may visit sites and locations where the Employer carries out its business operations, is protected so far as is reasonably practical at venues used by the Employer.

C. That sufficient measures are implemented by the Employer to prevent accidents and cases of work related ill health by managing the health and safety risks in the workplace.

D. Provision of clear and adequate information, instructions and training to all employees to ensure that they are competent to carry out their work in a responsible and safe manner.

E. Employer engagement with and consultation of employees on a regular and appropriate basis in relation to the health and safety conditions of their work for the Employer.

F. Implementation of emergency procedures in case of significant events, such as fires etc, which threaten the health and safety of employees and others.

G. That the Employer ensures venues used by it maintain safe and healthy working conditions, provides and maintains all necessary equipment and any other goods or tools which are necessary for employees to carry out the duties of their role with the Employer.

2. The relevant actions that will be taken in order to ensure compliance with health and safety are as follows:

A. Relevant risk assessments shall be completed and actions arising out of those assessments shall be implemented where necessary. Where working habits or conditions change risk assessments shall be reviewed.

B. Employees and subcontractors shall be given necessary health and safety inductions and provided with appropriate training and personal protective equipment where necessary. Training provided to employees includes but is not limited to:

• • Safeguarding Training
  • Working remotely
  • Working with children and vulnerable adults

The Employer will ensure that suitable arrangements are in place to cover employees engaged in work that is remote.

C. All relevant and necessary signage for the protection and safety of employees and any other persons entering and present on the Employer´s premises (if any) will be displayed clearly and updated as necessary. Escape routes shall be well signed and kept clear at all times. Evacuation plans and procedures will be tested from time to time and updated as necessary. The Employer will ensure that venues used by it as workspace for its employees comply with these provisions.

D. All relevant employee and public facilities such as toilets, washing facilities and drinking water shall be provided at all times. The Employer shall ensure that venue providers ensure these facilities are always safe to use through a system of routine inspection and cleaning and will take appropriate action where any defects are found.

E. Implementation of systematic inspections and testing of the Employer´s equipment and machinery and ensuring that any necessary action is carried out promptly and efficiently where problems or defects are uncovered.

F. The implementation of the health and safety actions details above shall be the responsibility of:  Campaign Manager.

3. All and any employees, or other persons working with the Employer, have a duty to cooperate in the implementation of this policy through:

A. Working and conducting themselves in a manner that promotes their own safety and the safety of others.

B. Following and obeying procedures and practices of the Employer that have been designed and implemented to ensure safe and healthy working conditions.

C. Reporting accidents and any other working conditions they may feel are unsafe and have led or may lead to injury or damage.

D. Assisting in any necessary investigations of accidents with the aim of introducing new measures to prevent reoccurrence.

E. Using any personal protective equipment that has been provided by the Employer for the personal safety of employees under the requirements of the law. Where any employee or any other persons do not follow the relevant training, signage or wearing of personal protective equipment, the Employer shall not be held to have acted in contravention to this policy.

4. All relevant Health and Safety information and equipment can be found in the following locations:

A. Health and Safety Law Poster is displayed at:

• • Each venue used.

B. First-aid box is located:

• • At individual venues used.

C. Accident Book (Reported under RIDDOR) is located:

• • With campaign manager.

This policy is made in fulfilment of the requirements of the Health and Safety at Work etc Act 1974 and any other relevant legislation and regulations.

Personal Information - the basics

“Personal Information" means any information that relates to a living individual who can be identified from that information. It does not include data where the identity has been removed (anonymous data).

We take your privacy seriously and are committed to protecting the privacy of any Personal Information you give us, or we collect from you. Except to the extent that we are permitted or required by law, any Personal Information we collect will be used, processed and shared only for the purposes and in ways set out in this Policy.

Personal Information we collect and process about you

We may collect, use, store and transfer different kinds of personal information about you which we have grouped together as follows:

• Identity Data includes first name, last name, username or similar identifier, title, business address and gender.
• Contact Data includes email address and telephone numbers.
• Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this Platform.
• Marketing and Communications Data includes your preferences in receiving marketing from us, and your communication preferences.
• Sensitive Personal information includes information on your racial or ethnic origin, sexual orientation, health and disability information, and biometric data such as photographs or videos of you.
• Cookies for further details on the cookies we use and the purposes for which we use them, please refer to our online Cookie Policy.

How we may use, process and share your Personal Information

We may process your Personal Information for the following purposes and have listed below the appropriate legal bases we rely on to do so:

Legitimate interests. We may use and process your personal information where it is necessary for us to pursue our legitimate interests as a charitable organisation. For example:

• for marketing activities (other than where we rely on your consent to contact you by email or text with information about our products and services, as explained below);
• to monitor usage of our site, record traffic flows, and to carry out research about its user demographics, interests and behaviour in order to better understand the users of our Platform;
• to correspond or communicate with you, including about our services and any changes or improvements to our Platform or services;
• to comply with a request from you in connection with the exercise of your rights (for example where you have asked us not to contact you for marketing purposes, we will keep a record of this on our suppression lists in order to be able to comply with your request);
• to assess and improve our services;
• for the management of queries, complaints, or claims; and
• for the establishment and defence of our legal rights.

We may also process your Sensitive Personal Information where we have obtained your explicit consent for us to do this (or where we have another lawful basis to process this information) for the following purposes:

• to monitor and promote diversity and inclusion;
• to protect your vital interests;
• for the establishment, exercise or defence of legal claims; and
• for reasons of substantial public interest.

You may withdraw your consent for us to use your information in any of these ways at any time.

Where we store your Personal Information

All information you provide to us is stored on our secure servers which are located within the UK and Ireland.

Security of your Personal Information

Whilst we take appropriate technical and organisational measures to safeguard your Personal Information, no transmission over the Internet can ever be guaranteed to be secure. Therefore, we cannot guarantee the security of any Personal Information that you transfer over the Internet to us and any such transmission is at your own risk.
You should avoid sharing any information on our system that you would not be comfortable sharing in public.

How long we keep your Personal information for

We will store your personal information for as long as is reasonably necessary for the purposes for which it was collected. Where your information is no longer needed, we will ensure that it is disposed of in a secure manner. In some circumstances we may store your personal information for longer periods of time, for instance where we are required to do so in accordance with legal, regulatory, tax, accounting requirements.

In specific circumstances we may store your personal information for longer periods of time so that we have an accurate record of your dealings with us in the event of any complaints or challenges, or if we reasonably believe there is a prospect of litigation relating to your personal information or dealings.

Your rights and access to Personal Information

You have the right to ask us to:

• provide you with copies of the Personal Information that we hold about you at any time by sending an email or writing to us at the relevant address set out below;
• update and correct any out-of-date or incorrect Personal Information that we hold about you free of charge by sending an email or writing to us at the relevant address set out below;
• by sending an email or writing to us at the relevant address set out below, erase your Personal Information in limited circumstances where:
  • it is no longer needed for the purposes for which it was collected;
  • you have withdrawn your consent (where the data processing was based on consent);
  • you have asked us not to process your Personal Information for marketing purposes or objected to the processing your Personal Information (see below);
  • it has been processed unlawfully; or
  • to comply with a legal obligation to which we are subject.

We are not required to comply with your request to erase Personal Information if the processing of your Personal Information is necessary for compliance with a legal obligation or for the establishment, exercise or defence of legal claims.

If you wish to exercise any of the above rights, please send us an email to: hello@powerofwomen.org.uk  or write to us at our registered office which is: Jacksons Law Firm 17 Falcon Court, Preston Farm Industrial Estate, Stockton on Tees TS18 3TU.