Our Commitment

A child or young person should never experience abuse of any kind – they should be supported to feel comfortable and confident when participating in our activities and wider society.

Woodcraft Folk has a responsibility to promote the welfare of all children and young people and to keep them safe. Woodcraft Folk will not tolerate abuse, bullying or discrimination, which can harm children or young people emotionally, physically or psychologically.

We have listened to what children and young people say they need, and commit ourselves to:

• putting children and young people’s needs first when we plan our activities
• communicating openly with young members and volunteers
• making sure people know they will be listened to when they speak out about things that make them uncomfortable
• identifying a named person to lead on safeguarding for each group, event, project or centre
• ensuring at least two adult volunteers supervise groups of young people
• considering young people’s needs and gaining their consent if adults make physical contact
• screening our volunteers who work with children
• asking all volunteers to complete appropriate safeguarding training
• risk assessing all our activities
• keeping people’s personal information and other data safely
• making sure children, young people and their parents/carers know who they can speak to about any concerns
• taking concerns and allegations seriously and responding in the right way

Our Responsibilities

All volunteers and staff share responsibility to work together to keep children and young people safe at Woodcraft Folk by:

• being familiar with our policy and and procedures
• helping young members, parents and carers to understand how we keep young people safe
• sharing any concerns promptly to their Local Safeguarding Lead. 

The staff who make up our Safeguarding Team will support Local Safeguarding Leads to take the right action in response to any issues or concerns. The Safeguarding Team will also work with Woodcraft Folk’s Board of Trustees, will make sure that we keep reviewing our policy and procedures, and learning the lessons from things that happen. 

Getting In Touch

The Local Safeguarding Lead for your group, district or centre should be the first point of contact for queries, issues or concerns. 

Woodcraft Folk’s Safeguarding Team can be contacted by emailing safeguarding@woodcraft.org.uk or by calling 020 7703 4173 and selecting option #4. 

Woodcraft Folk’s Lead Safeguarding Officer is Owen Sedgwick-Jell. He is supported by Lauren Karstadt and Leanne Powell, Membership & Groups Manager.

What Next?

Visit the Safeguarding pages of our website to find:

• Online training on Safeguarding for groups and volunteers
• Advice and good practice resources
• Guidance for responding to concerns
• Templates for Local Safeguarding Plans

The post Safeguarding Policy appeared first on Woodcraft Folk.

The post Complaints Policy appeared first on Woodcraft Folk.

It is designed to protect vulnerable individuals and to ensure Woodcraft Folk follows the Institute of Fundraising guidance around Treating Donors Fairly (2021).

The guidance in this policy should be used when discussing significant contributions (in excess of £5,000, or regular giving that would equal £5,000 over a 12 month period), and not regular membership contributions.

What is a vulnerable person?

Woodcraft Folk recognises that some of the people we engage with through our fundraising activities will not always have the capacity to fully understand the nature of the donation they are being asked to make, or the consequences of making that donation.

An individual who finds it difficult to immediately make an informed decision about the choices offered to them is called a ‘vulnerable person’. A vulnerable person may:

• Have a diagnosed condition such as dementia 
• Be experiencing temporary medical conditions
• Have experienced a recent bereavement
• Be inebriated or under the influence of intoxicating substances 
• Have undiagnosed or temporary mental health conditions
• Have learning difficulties
• Be on medication
• Experience language or communication difficulties

This list is not exhaustive.

Age as an indicator of vulnerability

Age does not indicate whether a person is vulnerable or not. When communicating and fundraising with older people we will be mindful of the above indicators that may raise concerns that an individual could need additional support or be in a vulnerable circumstance. However, if a supporter is identified as being under the age of 16, then we will seek to communicate with them and their parent/guardian.

Protecting Vulnerable People

Woodcraft Folk has an obligation to protect vulnerable people and those in vulnerable circumstances. Whenever it is suspected that someone we engage with is lacking capacity or is in vulnerable circumstances, we call them a ‘vulnerable supporter’. For new supporters we will take steps to terminate the contact in a way which seeks to:

• protect that person
• protect their dignity
• note any desire they have expressed to support Woodcraft Folk

In the case of long-standing supporters who become vulnerable we may:

• put donation processing on hold
• discuss their ongoing support and agree review dates with them or a representative, this will help ensure they can recall their donation and still wish to be a supporter 
• suggest they discuss their ongoing support with family and friends
• write asking the individual to confirm their ongoing contribution 

Fundraising & Vulnerable Supporters

If a fundraiser suspects that a person they are talking to may be vulnerable, they must end the conversation immediately. They should do this politely, without: 

• making a request for a donation 
• asking about the individual’s capacity to make a decision or the existence of vulnerable circumstances

We know that it may be difficult in some situations for fundraisers to decide whether or not someone is in a vulnerable circumstance or lacks capacity, fundraisers should err on the side of caution. This applies to all fundraising, by our direct employees and volunteers or through a third party or agency.

We believe everyone has the right to donate if they wish to and are able to do so. That’s why we offer further support for people in vulnerable circumstances who want to make a decision about whether to make a donation.

Our policy is informed by the Institute of Fundraising’s (IoF) code of fundraising practice and their guidance, Treating Donors Fairly, which states:

Fundraisers OUGHT to take all reasonable steps to treat a donor fairly, enabling them to make an informed decision about any donation. This OUGHT to include taking into account the needs of any potential donor who may be in a vulnerable circumstance or require additional care and support to make an informed decision.

Fundraisers OUGHT NOT to exploit the credulity, lack of knowledge, apparent need for care and support or vulnerable circumstance of any donor at any point in time.

Key Principles

1. Giving to charity should be a positive experience, whether someone is an existing or a new supporter
2. Woodcraft Folk is compassionate towards its supporters and will never exploit vulnerability
3. Woodcraft Folk will always do everything we can to assist supporters to make informed decisions about the support they choose to give. Additional support may include delaying acceptance of the gift to give the supporter further time to consider their donation, including a ‘cooling off’ period if the supporter changes their mind, or suggesting the supporter gets advice from family/friends Woodcraft Folk fully comply with the Fundraising Regulator’s Code of Fundraising Practice
4. Woodcraft Folk allows supporters or those acting on their behalf to declare vulnerability
5. Woodcraft Folk will not contact supporters with the aim of asking for an increase in their giving where the supporters’ records indicate a declaration of vulnerability 
6. Regardless of whether a declaration has been made or not, Woodcraft Folk does not accept donations where it has reason to believe that a supporter may be experiencing vulnerable circumstances and that accepting the donation would be ethically wrong and/or harmful to the supporter
7. Should a situation arise where Woodcraft Folk becomes aware that it has unknowingly accepted donations from an individual during a time that they were experiencing vulnerable circumstances, it will endeavour to return all donations accepted during this period 
8. Should Woodcraft Folk receive information regarding a supporter’s vulnerability from a third party, it will not act on any request to alter the supporters’ preferences unless the third party can provide evidence that they have the authority to act on behalf of the supporter 
9. Woodcraft Folk recognises that it may sometimes be difficult for fundraisers to assess the vulnerability of a supporter; in cases where a fundraiser is unsure, they must ask their manager for a second opinion and approval to accept any donation
10. If you believe you have interacted with a vulnerable supporter and you are concerned about their welfare, you must follow the Woodcraft Folk’s Vulnerable Adults Policy

Woodcraft Folk will respond to an individual who needs additional care and support or who is in a vulnerable situation:

• Be patient and don’t rush the conversation – it’s better to have a longer conversation than cut this short and leave the person confused or agitated in any way
• Ask if the person would prefer another method of communication e.g. offer to send information in the post or via email, so they have time to take in the information
• Ask the person if they need to speak with anyone else before making a decision
• Check their understanding of what they have agreed to – for example, ask them to repeat this information back to us
• Agreeing a review date

Contact Debs McCahon, Chief Executive, for more information or to discuss any concerns related to vulnerable supporters.

The post Supporting Vulnerable Persons appeared first on Woodcraft Folk.

This behaviour code outlines the conduct Woodcraft Folk expects from all its volunteers and staff. This includes trustees, sessional staff, students on work placement and anyone who is undertaking duties for the organisation, whether paid or unpaid. Adhering to the code will:

• help protect children and young people from abuse 
• avoid misunderstandings between volunteers
• support effective dispute resolution
• reduce the risk of unfounded allegations being made

Group, district and activity co-ordinators, are responsible for making sure volunteers have read and agreed to follow the Code of Behaviour before supporting Woodcraft Folk activities, and are aware of behaviour expectations, and that they understand the consequences of inappropriate behaviour.

The role of volunteers and staff

In your role at Woodcraft Folk, adults, whether staff or volunteers, are acting in a position of trust and have a duty of care towards the children and young people we work with. You are a role model to young people and are expected to act appropriately.

Responsibilities

You are responsible for:

• Prioritising the welfare of children and young people. You should at all times take responsibility for the care, welfare and safety needs of all children and young people in your care. Every adult has this responsibility for all children at all times.
• Including and engaging all children and young people. You must be aware of the vulnerability of some groups of children to being isolated and hurt.
• Providing a safe environment for children and young people, e.g. ensuring equipment is used safely and for its intended purpose
• Responding sensitively to children who seem anxious about participating in certain activities.
• Following Woodcraft Folk principles, policies and procedures, including our policies and procedures for child protection/safeguarding, whistleblowing and online safety
• Staying within the law at all times
• Modelling good behaviour for children and young people to follow
• Listening attentively to any ideas and views a child wants to share with you. You must never dismiss what a child tells you as lies or exaggeration
• Being aware of safeguarding and child protection issues, and taking action when appropriate. If you know, believe or suspect a child to be at risk of harm, injury or abuse you should share this with your Local Safeguarding Lead immediately. 
• Challenging unacceptable behaviour, and reporting behaviour that appears abusive or is otherwise concerning to the Local Safeguarding Lead. This includes behaviour being displayed by an adult or child and directed at anybody of any age

Rights

You should champion the rights of children and young people and:

• Treat them fairly and without prejudice or discrimination, recognising that all participants bring something valuable and different to the group/organisation
• Understand that they are individuals with individual needs
• Respect differences in gender, sexual orientation, culture, race, ethnicity, disability, faith and religious belief
• Challenge discrimination and prejudice
• Encourage young people and adults to speak out about attitudes or behaviour that makes them uncomfortable

Relationships

You should promote relationships that are based on openness, honesty, trust and respect, and:

• Avoid favouritism
• Be patient with others
• Exercise caution when you are discussing sensitive issues with children or young people
• Ensure your contact with children and young people is appropriate and relevant to the work of the group or project you are involved in
• Ensure that there at least two adults are present during activities with children and young people
• If a situation arises where you are alone with a child or young person, ensure that you are within sight or hearing of other adults.
• If a child specifically asks for or needs some individual time with you, ensure other staff or volunteers know where you and the child are.
• Only provide personal care in an emergency or by prior agreement

Respect

You should listen to and respect children and young people, and:

• Take their contributions seriously, actively involving them in planning activities wherever possible
• Respect their right to be involved in making choices and decisions which directly affect them.
• Respect their personal privacy as far as possible – if you need to share something they have told you to protect a child or young person, explain this at the earliest opportunity

Unacceptable behaviour

When working with children and young people, you must not:

• Allow concerns or allegations to go unreported
• Take unnecessary risks
• Smoke, consume alcohol or use illegal substances in contravention of Woodcraft Folk’s Drug, Alcohol, Tobacco & Intoxicating Substances Policy
• Develop inappropriate relationships with children and young people
• Make inappropriate promises to children and young people
• Engage in behaviour that is in any way abusive, including having any form of sexual contact with a child or young person.
• Make contact with young members of Woodcraft Folk outside of the group, including by phone, email or via social media, other than in accordance with Woodcraft Folk’s Online Communication Guidance
• Act in a way that can be perceived as threatening, intimidating, bullying or intrusive
• Patronise or belittle children and young people
• Make sarcastic, insensitive, derogatory or sexually suggestive comments or gestures to or in front of children and young people
• Trivialise another member’s concerns about a child
• Ignore an allegation or suspicion of abuse in the hope that it will go away or in the expectation that someone else will deal with it

Working with Other Volunteers and Staff

Woodcraft Folk promotes co-operative value and ways of working, and benefits from the input of a diverse range of volunteers. Our work is best when responsibilities are shared equitably – no one person can do everything on their own, and everyone’s input should be encouraged, supported and valued. In order to work effectively together, adults should:

• Respect each other’s workloads and personal circumstances, allowing appropriate time to respond and respecting their need for time off
• Carry out agreed roles or tasks, and communicate clearly if they are unable to complete something they have agreed to do or if deadlines can’t be met
• Respect confidentiality, sharing information on a need-to-know basis only
• Avoid engaging in gossip or moaning, and raise concerns or issues through the proper channels
• Respect and accept differences of opinion, and abide by democratic decisions
• Use financial resources responsibly
• Declare conflicts of interest where they might exist
• Participate in training relevant to their role
• Consider the tone and content of both oral and written communication
• Seek to resolve conflicts, via discussion or mediation, rather than ignoring them

Upholding this code of behaviour

You should always follow this code of behaviour and never rely on your reputation or that of our organisation to protect you.

Inappropriate behaviour will be addressed via Woodcraft Folk’s disciplinary procedures. Depending on the circumstances, you may be asked to undertake additional training, withdraw from a particular role, be asked to leave Woodcraft Folk, or have your right to work with children and young people within the movement removed. In serious cases we may also make a report to statutory agencies such as the police and/or the local authority child protection services.

If you become aware of any breaches of this code, you must report them to your Local Safeguarding Lead. If necessary you should refer to our whistleblowing, safeguarding and child protection procedures for guidance.

The post Code of Behaviour appeared first on Woodcraft Folk.

As part of its activities Woodcraft Folk makes use of personal information about its members, employees, volunteers, donors, customers and others. You can access Woodcraft Folk’s Privacy Policy here.

Woodcraft Folk recognises the importance of using personal and sensitive data in an appropriate way and protecting the personal information which it holds, and complying with data protection law in doing so.

This policy sets out what data we collect about different categories of individual engaging with Woodcraft Folk and how we use it, as well as Woodcraft Folk’s approach to protecting data, and provides guidance to members, staff and volunteers on how to deal with any personal or sensitive information they handle as part of their roles.

Group Contacts should also read the Data Protection Guidance for Groups and Woodcraft Folk’s Child Protection Reporting and Record Keeping Guidelines

Who We Are

Woodcraft Folk is a registered charity in England & Wales (1148195) and in Scotland (SC039791), and a limited company registered in England & Wales Company No. 8133727.

Woodcraft Folk is registered with the Information Commissioner’s Office
(reference: ZA160120). https://ico.org.uk/ESDWebPages/Entry/ZA160120

Our registered office is:

Woodcraft Folk

Holyoake House

Hanover Street

Manchester

M60 0AS

Woodcraft Folk’s main contact details include:
info@woodcraft.org.uk
020 7703 4173
www.woodcraft.org.uk

Woodcraft Folk’s Data Controller is the Chief Executive. You can contact our Data Controller by emailing data@woodcraft.org.uk.

The Data We Hold

Woodcraft Folk holds personal data on individuals in the following categories:

1. Beneficiaries under the age of 13
2. Beneficiaries aged 13-15
3. Beneficiaries aged 16 or over
4. Parents / Guardians of Beneficiaries
5. Enquirers (potential, volunteers, beneficiaries, etc.)
6. Volunteers working with children and young people
7. Donors & supporters
8. Trustees
9. Staff
10. Contractors
11. Job applicants
12. Centre Guests
13. Visitors at our events, including international delegations
14. Reference providers
    

In all cases Woodcraft Folk may hold information about people currently in one of these categories or people who have previously been in one of these groups. The basis for holding this data is set out in the Privacy Notice for each category below.

Privacy Notices

Beneficiaries under the age of 13 (Woodchips, Elfins and Pioneers)

Data about beneficiaries under the age of 13 can only be provided by a parent/guardian or appropriate adult with legal responsibility e.g. teacher. The personal information provided about a child is used to administer their active and safe participation in Woodcraft Folk activities. Where provided demographic data will also be used to monitor equal opportunities. Data about regular beneficiaries under the age of 13 is stored electronically.

Woodcraft Folk contracts a third party service provider to provide an online registration, group and event management system. Data will also, at times, be held in paper copy and managed by local volunteers in
line with Woodcraft Folk’s Data Protection Policy. Data will only be shared with those volunteers and staff directly involved in delivering activities to your child. In response to an accident, safeguarding or child protection issue Woodcraft Folk may also share a child’s information with medical or Child Protection teams in

Beneficiaries aged 13 to 15 (Venturers)

Parental consent will be sought when actively engaging beneficiaries aged 13 to 15 years in face to face events. It is possible for beneficiaries aged 13+ to register for online activities and communication without parental consent. Personal information provided about Venturers is used to administer their active and safe participation in Woodcraft Folk activities.

Where provided demographic data will also be used to monitor equal opportunities. Data about Venturers (beneficiaries aged 13 to 15) is stored electronically. Woodcraft Folk contracts a third party service provider to provide an online registration, group and event management system.
Data will also, at times, be held in paper copy and managed by local volunteers in line with Woodcraft Folk’s Data Protection Policy.

If Venturers have opted in to receive updates about national activities, it will also be stored by a third party mailing system provider and managed by staff and relevant volunteers in line with Woodcraft Folk’s Data Protection Policy. All recipients can unsubscribe at any time by activating the unsubscribe service.
Data will only be shared with those volunteers and staff directly involved in delivering activities to your child.

In response to an accident, safeguarding or child protection issue Woodcraft Folk may also share a child’s information with medical or Child Protection teams in order to safeguard a child. Where possible the young person will be engaged in discussions about information sharing. When information is shared
parents/guardians will be informed if doing so does not put the child at greater
risk.

Beneficiaries aged 16 or over (DFs)

Parental consent will be sought when actively engaging beneficiaries aged 16 to 18 years in face to face events. However, it is possible for beneficiaries aged 16+ to register themselves for face to face events, online activities and communication without parental consent. Personal information provided about DFs is used to administer their active and safe participation in Woodcraft Folk activities.

Where provided demographic data will also be used to monitor equal opportunities. Data about DFs (beneficiaries aged 16 or over) is stored electronically. Woodcraft Folk contracts a third party service provider to provide an online registration, group and event management system.

Data will also, at times, be held in paper copy and managed by local volunteers in line with Woodcraft Folk’s Data Protection Policy. If DFs have opted in to receive updates about national activities, it will also be stored by a third party mailing system provider and managed by staff and relevant volunteers in line with Woodcraft Folk’s Data Protection Policy. All recipients can unsubscribe at any time by activating the unsubscribe service. Data will only be shared with those volunteers and staff directly involved in delivering activities to your child.

In response to an accident, safeguarding or child protection issue Woodcraft Folk may also share a child’s information with medical or Child Protection teams in order to safeguard a child. Where possible the young person will be engaged in discussions about information sharing. When information is shared
parents/guardians may be informed if doing so reduces further risk to the child

Parents / Guardians of Beneficiaries

Local groups and branches will use the personal information you provide about yourself and your child in order to administer your child’s active and safe participation in Woodcraft Folk activities. Your data will be stored electronically. Woodcraft Folk contracts a third party service provider to provide an online registration, group and event management system. Data will also, at times, be held in paper copy and managed by local volunteers in line with Woodcraft Folk’s Data Protection Policy.

If you have opted in to receive updates about national activities, it will also be stored by a third party mailing system provider and managed by staff and relevant volunteers in line with Woodcraft Folk’s Data Protection Policy. All recipients can unsubscribe at any time by activating the unsubscribe service.

If you have opted in to receive fundraising communications we may contact you about making a donation or about Gift Aid preferences to enable you to support our work. We may at times share carefully selected relevant opportunities from partner organisations.

In response to an accident, safeguarding or child protection issue Woodcraft Folk may also share a child’s information with medical or Child Protection teams in order to safeguard a child. When information is shared parents/guardians will be informed if doing so does not put the child at greater risk.

Enquirers (potential volunteers, beneficiaries, donors, etc.)

Woodcraft Folk and its branches will use the personal information you provide in order to respond to your enquiry. If you send your child to one of our groups, become a volunteer or donor, please see the appropriate section about how we will use your data in that instance. Your data will be stored electronically and accessed by the staff or volunteer dealing with your enquiry..

If you have opted in to receive updates about national activities, it will also be stored by a third party mailing system provider and managed by staff and relevant volunteers in line with Woodcraft Folk’s Data Protection Policy. All recipients can unsubscribe at any time by activating the unsubscribe service.
If you do not send your child, become a volunteer or donor, we will delete the details of your enquiry six months after our last communication with you.

Volunteers working with children and young people

Woodcraft Folk and its branches will use the personal information you provide in order to manage your volunteering, check that you are permitted to work with children, and communicate with you regarding your volunteering and updates to Woodcraft Folk policies. As part of our screening procedures we will use your data to administer sustainability references, DBS checks and PVG membership. Woodcraft Folk
contracts a third party service provider to process DBS applications who will securely share information with the DBS and local Police authorities.

Where provided demographic data will also be used to monitor equal opportunities. Your data will be stored electronically. Woodcraft Folk contracts a third party service provider to provide an online registration, group and event management system. Data will also, at times, be held in paper copy and managed by local volunteers in line with Woodcraft Folk’s Data Protection Policy.

If you have opted in to receive updates about national activities, it will also be stored by a third party mailing system provider and managed by staff and relevant volunteers in line with Woodcraft Folk’s Data Protection Policy. All recipients can unsubscribe at any time by activating the unsubscribe service.

If you have opted in to receive fundraising communications we may contact you about making a donation or about Gift Aid preferences to enable you to support our work. We may at times share carefully selected relevant opportunities from partner organisations.

In response to an accident, safeguarding or child protection issue Woodcraft Folk may also share information with insurers, medical or Child Protection teams in order to safeguard a child.

Donors & supporters

Woodcraft Folk will use the personal information you provide to process any donations you make to us and to keep in touch with you about how we have used your donation. If you opt in to fundraising communications, we may contact you about making further donations. Where provided demographic data will also be used to monitor equal opportunities.

Your data will be stored electronically.

It will also be used and analysed by our Fundraiser to better understand your fundraising preferences.

Woodcraft Folk uses third party providers to process card payments, standing orders and direct debit payments. Woodcraft Folk does not hold personal
financial information about donors beyond their name, donation history and Gift Aid status.
If you have opted in to receive updates about national activities, it will also be stored by a third party mailing system provider and managed by staff and relevant volunteers in line with Woodcraft Folk’s Data Protection Policy. All recipients can unsubscribe at any time by activating the unsubscribe service.

If you have opted in to receive fundraising communications we may contact you about making a donation or about Gift Aid preferences to enable you to support our work. We may at times share carefully selected relevant opportunities from partner organisations.

Trustees

Woodcraft Folk will use the personal information you provide to manage your membership of General Council (Woodcraft Folk’s Board of Trustees). In addition to the uses set out above for volunteers, we will share relevant information with regulatory bodies including the Charity Commission, the Office
of the Scottish Charity Register and Companies House, and with providers, e.g. our bankers and other financial institutions to meet other legal requirements, including anti-money-laundering regulations.

If we have not already shared your information with the Disclosure & Barring Service (England & Wales) and the Protection of Vulnerable Groups service (Scotland) due to your volunteering, we will do so because Trustees are ultimately responsible for the safeguarding of children and young people engaging with Woodcraft Folk. Woodcraft Folk Trustee names and organisational contact details will be
displayed on our website and in our Annual Report.

Staff

Woodcraft Folk will use the personal information you provide for the purposes of administering and managing the employee/employer relationship, monitoring equal opportunities, and complying with our legal and regulatory obligations. Your data will be stored electronically. Woodcraft Folk contracts a third party service provider to host employee information, process leave and issue payslips. Woodcraft Folk will only share your personal information with those third parties we contract to provide payroll, pension and related HR services. Please see Data Protection Policy for more information.

Your data will be stored for 6 years following the end of your employment period to support reference requests after which time we will destroy all records retaining only your name, role, period of employment and any child protection or safeguarding concerns. In response to an accident, safeguarding or child protection issue Woodcraft Folk may also share information with insurers, medical or Child Protection teams in order to safeguard a child.

Contractors

Woodcraft Folk will use the personal information you provide in order to administer your engagement with us, including communicating with you and arranging payment for services contracted. Your data will be stored for 6 years following the end of your engagement period to support reference requests after which time we will destroy all records retaining only your name, role, period of engagement and any child protection or safeguarding concerns.

In response to an accident, safeguarding or child protection issue Woodcraft Folk may also share information with insurers, medical or Child Protection teams in order to safeguard a child.

Job Applicants

Woodcraft Folk will use the personal information you provide for the purposes of administering and managing your application, monitoring equal opportunities, and complying with our legal and regulatory obligations. Your data will be stored electronically. Woodcraft Folk contracts a third party service provider to manage application data. Information about shortlisted candidates will be held securely within Woodcraft Folk’s data infrastructure. Document access will be restricted to the shortlisting panel and HR administration team. If your application is unsuccessful all data will be destroyed securely within 6 months of the closing date or until any complaint or conflict has been resolved.

Customers

Woodcraft Folk will use the personal information you provide for the purposes of fulfilling our contract to provide the goods or services you have purchased and dealing with any issues arising from your purchase.

If you opt in to marketing communications, we may use the personal information you provide to send you information about other Woodcraft Folk products or services we think you may be interested in. We will not sell your data or share it with third parties except where necessary to fulfil our contract with you or where required to do so by law.

Centre Guests

Woodcraft Folk will use the personal information you provide for the purpose of ensuring you have a safe and enjoyable visit to one of our centres. Your data will be stored electronically. Woodcraft Folk contracts a third party to provide a secure online booking and payment system. Your data will not be used
for any other purpose without your consent.

If you opt in to marketing communications, we may use the personal information you provide to send you information about other Woodcraft Folk products or services we think you may be interested in.

If you have opted in to receive fundraising communications we may contact you about making a donation or about Gift Aid preferences to enable you to support our work. We may at times share carefully selected relevant opportunities from partner organisations.

We will not sell your data or share it with third parties except where necessary to fulfil our contract with you (caterers or activity providers) or where required to do so by law.

In response to an accident, safeguarding or child protection issue Woodcraft Folk may also share information with insurers, medical or Child Protection teams in order to safeguard a child.

Visitors at our events, including international delegations

Woodcraft Folk will use the personal information you provide for the purpose of ensuring you have a safe and enjoyable visit to one of our events. Your data will be stored electronically. Woodcraft Folk contracts a third party service provider to provide an online registration, group and event management system. If you opt in to marketing communications, we may use the personal information you provide to send you information about other Woodcraft Folk products or services we think you may be interested in.

If you have opted in to receive fundraising communications we may contact you about making a donation or about Gift Aid preferences to enable you to support our work. We may at times share carefully selected relevant opportunities from partner organisations.

We will not sell your data or share it with third parties except where necessary to fulfil our contract with you (caterers or activity providers) or where required to do so by law.

In response to an accident, safeguarding or child protection issue Woodcraft Folk may also share information with insurers, medical or Child Protection teams in order to safeguard a child.

Reference providers

Woodcraft Folk will use your personal information only to receive suitability references for staff and volunteers who have given your contact details as a suitable referee. The reference provided together with your name, role and date provided will be stored electronically in the staff or volunteer records for the individual it was given. We will not sell your data or share it with third parties. We will not contact you for any other purpose.

Third Party Service Providers working on our behalf

If you make a donation online or purchase a product from Woodcraft Folk, your card information is not held by the organisation, it is collected by a third party payment processor, who specialise in the secure online capture and processing of credit/debit card transactions.

Woodcraft Folk works with a number of third party service providers to deliver its
activities, including:

● Groop: Group registration and event management system
● Constant Contact: Email and communications management system
● NetGuides: Online booking system
● WorldPay: Online payment system
● QuickBooks: Online HR system
● Talos360: Online recruitment system
● First Advantage: Online DBS processing system
● Tee-Mill: Online print on demand shop
● Stripe: Online payment system
● JustGiving: Online donation system

As described above, Woodcraft Folk may pass your information to a third party service provider, agent subcontractor and/or other associated organisation for the purposes of completing tasks and providing services to you. However, when Woodcraft Folk uses a third party service provider, only the personal information that is necessary to deliver the service is disclosed. Woodcraft Folk will also only work with third party service providers when there is a contract in place that requires them to keep your information secure.

Woodcraft Folk will not contact you for marketing purposes by email, phone or text message unless you have given your prior consent. You can change your preferences at any time by contacting data@woodcraft.org.uk

Woodcraft Folk will not sell or rent your information to third parties. Woodcraft Folk will not share your information with third parties for marketing purposes.

Media content (photo, video and audio content)

To help promote the value of our work, Woodcraft Folk takes a range of photos, video and audio content. Photos, videos and audio content may be used by Woodcraft Folk, or by our event partner(s) (including funders) on websites, social media, promotional materials, publications, press releases or other illustrations of our work.

Woodcraft Folk will ask for consent from individuals that will be used in photos where they may be identifiable. Where the individual is under the age of 16 or a vulnerable young adult we will seek consent of the parent/guardian. Consent can be withdrawn at any time and will be notified on all paperwork. If consent is withdrawn we will stop using the photos/videos/audio content for future purposes but may not be able to retract publications already in the public domain.

Who has access to your information?

Woodcraft Folk does not sell any personal data.

Woodcraft Folk shares appropriate personal data with the following parties:

● Organisations and partners delivering Woodcraft Folk activities. For example a residential centre may be given names, access needs and dietary requirements to support the participation of individuals.
● Funders will receive aggregated and anonymised statistics only. These are shared with funders to demonstrate the impact of our programmes.
● HMRC and other organisations for the performance of employee contracts.
● Social Services, emergency services, the Health and Safety executive, local authorities and the police in the event of an emergency or in the event of a safeguarding issue (e.g. there is a risk to the safety of a young person or any other party) or to law enforcement agencies for the prevention and detection of crime.
● Where we have a legal or regulatory obligation we will share data/information with the police, law enforcement agencies, the Government and statutory agencies or any other necessary parties.
● The Disclosure and Barring Service (DBS) for the purposes of verifying suitability of those working with children and young people.
● Third party suppliers: We may need to share your information with data hosting providers or service providers who help us to deliver our services, projects, or fundraising activities and appeals. These providers will only act under our instruction and are subject to pre-contract scrutiny and contractual obligations containing strict data protection clauses. We also may need to share your names with partners and venues hosting events for the purpose of registration.

Your data protection rights

Under data protection law, you have rights including:

● Your right of access – You have the right to ask Woodcraft Folk for copies of your personal information.
● Your right to rectification – You have the right to ask Woodcraft Folk to rectify information you think is inaccurate. You also have the right to ask Woodcraft Folk to complete information you think is incomplete.
● Your right to erasure – You have the right to ask Woodcraft Folk to erase your personal information in certain circumstances.
● Your right to restriction of processing – You have the right to ask Woodcraft Folk to restrict the processing of your information in certain circumstances.
● Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.
● Your right to data portability – You have the right to ask that Woodcraft Folk transfer the information you gave to another organisation, or to you, in certain circumstances.

Accessing your data

You are not required to pay any charge for exercising your rights. If you make a request, Woodcraft Folk have one month to respond to you. Please contact data@woodcraft.org.uk if you wish to make a request.

The right to be forgotten

If you no longer wish Woodcraft Folk to store and process your data, you have the Right to request that it be deleted. Your request will need to be emailed to data@woodcraft.org.uk

Under the GDPR Woodcraft Folk must respond to a request to have your data erased, however there are circumstances where Woodcraft Folk will be unable to erase data due to other obligations. For example:
● Where there are financial transactions on your record (where part of the data must be kept for a set period of time). In this instance, we will keep the data that must be held for financial and audit purposes and will erase all data not required for this purpose
● Where there has been a complaint, disciplinary, safeguarding issue, child protection concern or accident. In these instances we will keep the data until the issue has been resolved or the time limits set out in our reporting and record keeping guidance have been reached.

Full details and an explanation of Woodcraft Folk’s decision will be communicated to you.

How to complain

If you have questions about how Woodcraft Folk uses your data that are not answered by this document please email data@woodcraft.org.uk.

If you have a complaint about how Woodcraft Folk has used your data, please contact data@woodcraft.org.uk. You can also complain to the Information Commissioner’s Office if you are unhappy with how Woodcraft Folk have used your data.

The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113

Policy History

This policy was agreed by General Council in June 2022. It includes updated
information on:

● Definition and legal framework
● Woodcraft Folk’s lawful base to collect and use data
● How Woodcraft Folk use data to undertake activities
● Third party service providers
● Media content
● Individual’s data protection rights

Individual privacy statements have not significantly changed.

This policy is an updated policy previously approved February 2020 and May 2018.

This policy replaces the previous Data Protection Policy approved February 2020.

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Having a criminal record will not automatically bar someone from working or volunteering with Woodcraft Folk. Any individual with a criminal record will have their application assessed for risk to children and young people and will depend on the nature of the position applied for and the circumstances and background of their offences.

As an organisation using the DBS and Disclosure Scotland service to assess applicants’ suitability for positions of trust including membership, Woodcraft Folk complies fully with the DBS/PVG Codes of Practice and undertakes to treat all applicants for paid positions or voluntary membership fairly. It undertakes not to discriminate unfairly against any individual subject to a Disclosure on the basis of conviction or other information revealed.

Policy Principles

• Woodcraft Folk has a written policy on the recruitment of ex-offenders, which is made available to all DBS/PVG applicants at the outset of the recruitment process.
• Woodcraft Folk is committed to the fair treatment of its staff, members, volunteers, potential staff and volunteers or users of its services, regardless of race, gender, religion, sexual orientation, maternity status, responsibilities for dependants, age, disability or mental health.
• Woodcraft Folk undertakes not to discriminate unfairly against any subject of a criminal record check on the basis of a conviction or other information revealed
• Woodcraft Folk actively promotes equality of opportunity for all with the right mix of talent, skills and potential and welcomes applications from a wide range of candidates, including those with criminal records. We select all candidates for interview based on their skills, qualifications and experience.
• Woodcraft Folk can only ask an individual to provide details of convictions and cautions that Woodcraft Folk are legally entitled to know about.
• Where a DBS certificate/PVG membership at either standard or enhanced level can legally be requested (where the position is one that is included in the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975, as amended, and where appropriate, Police Act Regulations as amended), Woodcraft Folk can only ask an individual about convictions and cautions that are not protected.
• Unless the nature of the position allows Woodcraft Folk to ask questions about your entire criminal record, applicants will only be asked about ‘unspent’ convictions, as defined in the Rehabilitation of Offenders Act 1974.
• An Enhanced DBS check/PVG membership is only requested after a thorough risk assessment has indicated that one is both proportionate and relevant to the position concerned. For those positions where an Enhanced DBS check/PVG membership is required, all application forms, job adverts and recruitment briefs will contain a statement that an Enhanced DBS check/PVG membership will be requested in the event of the individual being offered the position.
• Where an Enhanced DBS check/PVG membership is to form part of the recruitment process, we require all applicants called for interview to provide details of their criminal record at an early stage in the application process. We request that this information is sent under separate, confidential cover, to the Lead Safeguarding Officer, and we guarantee that this information will only be seen by those who need to see it as part of the recruitment process.
• We ensure that all those in Woodcraft Folk who are involved in the recruitment process have been suitably trained to identify and assess the relevance and circumstances of offences.
• At interview, or in a separate discussion, we ensure that an open and measured discussion takes place on the subject of any offences or other matters that might be relevant to the position. Failure to reveal information that is directly relevant to the position sought could lead to withdrawal of an offer of employment or volunteer engagement.
• We make every individual completing a DBS check/PVG membership application aware of the existence of the DBS/PVG Code of Practice and make a copy available on request.
• We undertake to discuss any matter revealed in a DBS check/PVG membership application with the person seeking the position before withdrawing a conditional offer of employment or volunteering.

Example Positions requiring a DBS/PVG Check

All volunteer and paid positions that require individuals to work with children and young people are subject to Enhanced DBS check/PVG membership e.g. Mentor, Group leader, Camp Chief, Group helper, Youth Participation Officer, Centre staff, Development Officer, Centre Warden, Clan leader

Other positions of trust, not working directly with children and young people, also require DBS/PVG Disclosures e.g. Finance Manager, Treasurer, Membership Administrator, Membership Secretary, Safeguarding Officer, Trustee

DBS/PVG are not age specific, and as such are sought for the role an individual is

undertaking. It is not an automatic requirement for everyone over 16 or 18 within the organisation, but is for those taking responsibility for children and young people.

The above roles are for illustrative purposes only and are not exhaustive. Each role should be individually assessed to ascertain whether or not it meets the requirements of the DBS or PVG schemes.

Guidance for Applicants

If you have any criminal cautions, convictions or reprimands and are applying to work or volunteer for a position that requires a DBS check or PVG membership it is important that you appropriately share information about your offending background. This open disclosure will help you understand any potential restrictions that might exist about certain convictions and roles. If you are applying for a paid position you will automatically be asked to complete a criminal record disclosure form. If you are applying for a volunteer post, you can share your criminal record by:

• Discussing it with your local Membership Secretary when you complete your DBS or PVG Disclosure form, or
• Sending a letter to the Lead Safeguarding Officer describing the nature of the offence, date of offence and any other information you feel is relevant to share

Please note a criminal record will not automatically bar you from working or volunteering with Woodcraft Folk. Any recruitment decision will be based on risk to children and young people and will take into account:

• The role applied for
• The nature of the offending background e.g. offence, your age at the time of the offence, repeat offending and the time period since the offending activity

Guidance for Existing Staff & Volunteers

If whilst working or volunteering for Woodcraft Folk you are subject to a conviction, caution or reprimand you should discuss this with your line manager or local Membership Secretary in all cases in which the offence involves violence or children. A criminal record will not automatically bar you from working or volunteering with Woodcraft Folk. Any decision around your future role will be based on risk to children and young people and will take into account:

• The role undertaken
• The nature of the offence e.g. offence, your age at the time of the offence and repeat offending behaviour

Guidance for Membership Secretaries

As a Membership Secretary you should ensure that all new and existing members are informed of Woodcraft Folk’s Safeguarding, Recruitment of Ex-Offenders, and Equal Opportunities policies.

You may also find yourself in the position where a new member, or an existing member, may wish to disclose information about their criminal record. Following the Disclosure Code of Practice, you should:

• Make all members aware of our policy on recruiting ex-offenders
• Discuss and record any disclosures revealed with the individual member and inform them of any action you must take e.g. refer it to Lead Disclosure Signatory (Lead Safeguarding Officer)
• Not unfairly discriminate based on information disclosed
• Not discuss the matter with other members

Complaints

Any applicant wishing to raise a complaint should do so, in writing, to the Chief Executive within 15 working days, at the latest, of the alleged incident. An investigation will then be conducted by a representative of the Members Safety & Well-Being Review Group or Staffing Committee who has not been previously involved in the selection procedure. The individual will receive written notification as to the outcome.

Approval Date: March 2020

Review Date: March 2023

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• To protect anyone attending or participating in any Woodcraft Folk groups and events or who may be affected by Woodcraft Folk events or activities
• To provide volunteers and staff with not only a safe working environment, but with overarching principles that guide Woodcraft Folk’s approach to preventing harm and promoting wellbeing
• To ensure that the buildings for which Woodcraft Folk is responsible are safely managed

What is Health & Safety?

Health and safety means designing, planning, undertaking activities and organising events to minimise the risk of participants, volunteers, staff or anyone else having an accident or harming their health. This applies to physical injury risk but also extends to mental health. It also covers the safety of buildings for which Woodcraft Folk is responsible.

Health and safety is not a set of rules imposed by one group on another. It is the outcome of cooperation and participation that leads everyone to think through the potential risks of any Woodcraft Folk activity, and ensure that in a proportionate way those risks are addressed. The fundamental principle of health and safety law is that those who create risks are best placed to control them. It is also not about the avoidance of risk, because we understand that only by participating in the active management of risk will all participants learn to manage these risks throughout their lives.

Health and safety is underpinned by a series of legal requirements, regulations and procedures intended to prevent accident or injury in workplaces or public environments, further information about which is available at www.hse.gov.uk.

What is Wellbeing?

Health and safety addresses the potential for harm, but our aim is to enhance the physical and mental wellbeing of everyone participating in Woodcraft Folk activities and attending events – many of our activities are explicitly focused on physical health and mental wellbeing.

For Woodcraft Folk there is a continuum. At one end there are the harms: accidents and ill health, that we prevent through designing and undertaking activities in the right way. At the other end of the spectrum are the wellbeing outcomes of physical and mental activity: camps, the experience of participating in groups and teams, co-operating and living the values of Woodcraft Folk which results in everyone looking after each other.

Health & Safety Principles

Woodcraft Folk recognises that:

1. The health, safety and wellbeing of everyone participating in our activities and/or attending our events is one of our main objectives
2. Its staff and volunteers have a duty to take reasonable steps to protect from harm everyone participating in, or who may be affected by, Woodcraft Folk activities
3. Some children, young people and adults are additionally vulnerable to harm because of their inexperience, level of dependency, communication needs or other issues and this will be taken into account when planning and running all activities
4. Working in partnership with children, young people and volunteers is essential to identify and manage risks, and to encourage everyone to learn and become effective risk managers.
5. Health and safety does not end with preventing harm – participation in Woodcraft Folk activities should enhance the wellbeing of all involved, and activities will be planned and undertaken with this aim in mind
6. Safe management of buildings which are the responsibility of Woodcraft Folk and which are used by Woodcraft Folk staff, members and groups, and also by outsiders, is an important responsibility

To deliver on these principles:

• Every activity, event and venue shall be subject to rigorous risk assessment, to define the potential harms that could arise and ensure that suitable preventative and protective measures are in place
• Risk assessments shall be undertaken with the involvement of children, young people and adult volunteers
• Once a risk assessment has identified the preventative and protective measures to be relied upon to prevent harm, everyone responsible for organising the activity or event shall ensure that they are properly implemented
• Every Group, Centre, Project and Event organiser must nominate a named volunteer (or, where appropriate, member of staff) to take the lead on health, safety and wellbeing issues (who may also be the lead on safeguarding) and to develop a tailored health, safety and wellbeing plan based on the guidance provided
• Named Health & Safety leads should undertake specific training relevant to their role, as outlined in Woodcraft Folk’s Training Policy
• Periodic reviews shall be undertaken to consider the arrangements for health, safety and wellbeing and update them as required; as a minimum these should be done following a major event, the first running of a new activity or use of a new venue, or in the event of any significant incident

Incident reporting

Please report all serious incidents, accidents and near misses here.

Further Information

Woodcraft Folk’s safeguarding team lead on health, safety & wellbeing across the organisation. Email safeguarding@woodcraft.org.uk or telephone 020 7703 4173 and selection option #4 to obatin advice and guidance.

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Policy principles

• All children, young people and adults should be aware of the behaviour expected of them, and who they should speak to if they are uncomfortable. Groups, Districts, Regions and Nations shall agree guidelines prior to any formally organised activity, event, residential or camp. Organisers of camps and other residential events, particularly where there are members from more than one group participating, shall take special note of the need to produce guidelines, which apply to every member of the camp or event.
• Guidelines must not permit, condone or tolerate any illegal behaviour by any person attending the activity, event, residential or camp. Woodcraft Folk activities should operate within the law, see section below on legislation
• At any one time there should be the appropriate ratio of responsible adults who must not consume alcohol or intoxicating substances (a minimum of two).
• All adult leaders, helpers and staff are role models for the children and young people who attend Woodcraft Folk activities. Young people are impressionable and will inevitably be influenced by adult’s behaviour, as such adults should be mindful to demonstrate healthy choices.
• Exploring health issues around drugs, alcohol and other intoxicating substances is a valuable group night activity, and could even be delivered peer to peer (see Drug & Alcohol Education Policy)
• Every member has the right to speak out if they are concerned. If you are concerned about an adult’s or young person’s use of alcohol, drugs or intoxicating substances speak to your Local Safeguarding Lead

These principles and the recommended practice below covers usual Woodcraft Folk activities (group nights, camps, meetings and residentials). During fundraising and other social events, when adult leaders are not responsible for individual children and young people, this policy does not apply, however group leaders should still be mindful that they are role models to our young members.

Recommended practice

• Agree a code of conduct/group agreement for your group and away trips. This agreement should be developed with adult leaders and young people and may include bedtimes, smoking areas, drinking alcohol, who to speak to if there are concerns
• Adults must not offer illegal or over the counter drugs, alcohol, tobacco products or other intoxicating substances to children and young people.
• Prescription medicine should only be given to the individual to which it is prescribed, and should be kept in a safe and secure location, separate from the First Aid box. Prescription medicine should be kept by a designated adult and monitored. 

Drugs and other intoxicating substances

• Woodcraft Folk does not tolerate, permit or condone the use of illegal substances at any of its events
• Any members found using illegal substances or ‘legal highs’ at a Woodcraft Folk event can expect to face sanctions

Tobacco

• No tobacco or tobacco derivative will be purchased for or supplied to any person or persons under the age of 18
• Smoking may only take place in designated smoking areas, which must be away from event areas and away from areas where children are likely to be present
• All Woodcraft Folk events/activities must comply with relevant legislation, including that around enclosed public spaces including marquees
• No person shall drive a Woodcraft Folk vehicle or transport Woodcraft Folk members while smoking tobacco products

Alcohol

• No alcohol will be purchased for or supplied to any person or persons under the age of 18
• All events must have an adequate number of adults abstaining completely from alcohol at all times sufficient to ensure supervision levels are maintained in the event of an emergency. Due consideration must also be given to the need for transport on and off site in the event of any emergency occurring.
• When away on camp, a risk assessment is required to identify how many adults are required to take responsibility for the children and young people at the event. If there are additional adults they can drink alcohol once the children have gone to bed, but should not drink to the point that they cannot carry out their leadership responsibilities.
• No person shall drive a Woodcraft Folk vehicle or transport Woodcraft Folk members if they believe or anyone else believes that they have alcohol in their system

Raising a concern

Concerns about a young person or about an adult volunteer should be shared with the Local Safeguarding Lead for the group, camp, event or project. Young people should be supported to share their concerns with any trusted adult, but these should be communicated to the Local Safeguarding Lead as soon as possible.

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Relationships and sex education (RSE) is about the emotional, social and cultural development of children and young people and involves learning about relationships, sexual health, sexuality, healthy lifestyles, diversity and personal identity. Delivery of education around positive relationships is consistent with Woodcraft Folk’s aims & principles, specifically the commitment to:

• Inclusion
• Education for Social Change
• Rights of the Child

Principles

All RSE activity delivered will:

• Be age and developmentally appropriate and led by the group’s needs (see suggestions below about themes/topics broadly linked to Woodcraft Folk’s core age groups)
• Be open and inclusive of all children and young people, recognising young people of different gender identities, sexual orientations, faiths, cultural and family backgrounds and those with physical or learning disabilities
• Celebrate diversity and explore international and cultural differences
• Actively seek to challenge discrimination, bullying, stigma and stereotypes

In a Woodcraft Folk setting, RSE will typically involve workshops/discussions on:

• Relationships, families, gender identify & sexuality
• Exploring consent, self and mutual respect
• Personal safety
• Personal and sexual health
• Sharing concerns and seeking help

Principles

All relationship and sex education activity will be delivered within the following principles:

• Will be age and developmentally appropriate and led by the group’s needs
• Open and inclusive of all children and young people, recognising young people of different gender identities, sexual orientations, faiths, cultural and family backgrounds and those with physical or learning disabilities
• Should celebrate diversity and explore international and cultural differences
• Challenge bullying, stigma and stereotypes

Communication with Parents/Carers

As with any activity, it is good practice to ensure parents are informed about the group’s programme so that any queries or concerns can be addressed before the activity takes place.

Conversations about relationships, gender identity, sexuality and related themes may occur organically within a group setting, with leaders/volunteers responding to the needs or questions of group members. When this occurs outside of planned relationship and sex education sessions group leaders it is good practice to inform parents/carers that such discussions have taken place. This is particularly relevant if conversations involved the whole group and took up a substantial amount of group time.

At large camps (e.g Venturer Camp, International Camps) it will not be practical to inform parents of the details of every planned activity and workshop. Woodcraft Folk will therefore seek to obtain parent/carer consent for RSE activities participants aged 13-17 as part of the booking process. 

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Woodcraft Folk’s provision for children & young people is made possible by a wide range of volunteers who support its projects, centres, events and local groups across the UK. To deliver safe, successful activities, and ensure that volunteering with Woodcraft Folk is a mutually rewarding experience, Woodcraft Folk will screen and induct its volunteers, and provide appropriate ongoing support and training to develop their skills.

The purpose of this policy is to:

• Set out how Woodcraft Folk engages volunteers
• Clarify what volunteers can expect from Woodcraft Folk and in return what is expected of them
• Confirm volunteer selection and screening requirements
• Signpost volunteers and volunteer co-ordinators to a range of policies and resources that have been designed to support their engagement within Woodcraft Folk on a local and national level

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Woodcraft Folk is committed to the highest standards of openness, honesty and accountability.

An important aspect of accountability and transparency is a mechanism to enable members and staff of Woodcraft Folk to voice concerns in a responsible and effective manner.

The Public Interest Disclosure Act (1999) gives legal protection to employees against being dismissed or penalised by their employers as a result of publicly disclosing certain serious concerns. Woodcraft Folk has endorsed the provisions set out below so as to ensure that no volunteer, beneficiary or staff member should feel at a disadvantage in raising legitimate concerns.

It should be emphasised that this policy is intended to assist individuals who believe they have discovered malpractice or misconduct. It is not designed to question financial or business decisions taken by the Woodcraft Folk, nor should it be used to reconsider any matters which have already been addressed under harassment, complaint, disciplinary or other procedures.

Once the whistle-blowing procedures are in place, it is reasonable to expect volunteers and staff to use them rather than air their complaints outside Woodcraft Folk.

Scope of Policy

This policy is designed to enable volunteers, beneficiaries and staff of Woodcraft Folk to raise concerns internally and at a high level, and to disclose information which the individual believes shows malpractice or misconduct. This policy is intended to cover concerns which are in the public interest and may at least initially be investigated separately but might then lead to other procedures e.g. disciplinary. These concerns could include:

• Financial malpractice or misconduct or fraud
• Failure to comply with a legal obligation or Statutes
• Dangers to Health & Safety or the environment
• Risks to the safety of children and young people
• Criminal activity
• Improper conduct or unethical behaviour
• Attempts to conceal any of these

Safeguards

Protection

This policy is designed to offer protection to those volunteers, beneficiaries and employees of Woodcraft Folk who disclose such concerns provided the disclosure is made:

• In good faith
• In the reasonable belief of the individual making the disclosure that it tends to show malpractice or misconduct
• To an appropriate person (see below).

It is important to note that no protection from internal disciplinary procedures is offered to those who choose not to use the procedure. In an extreme case malicious or wild allegations could give rise to legal action by the person(s) complained about.

Confidentiality

Woodcraft Folk will treat all such disclosures in a confidential and sensitive manner. The identity of the individual making the allegation may be kept confidential so long as it does not hinder or frustrate any investigation. However, the investigation process may reveal the source of the information and the individual making the disclosure may need to provide a statement as part of the evidence required.

Anonymous Allegations

This policy encourages individuals to put their name to any disclosures they make. Concerns expressed anonymously are more challenging to investigate and could be seen as less credible. However, in the case of anonymous allegations being received, Woodcraft Folk will:

• Record the concern, investigate and take any action necessary on the basis of the information shared
• Encourage all individuals with concerns to work closely with investigating panels to share as much information as possible
• Do our utmost to identify any individuals about whose conduct we have received a complaint

Untrue Allegations

If an individual makes an allegation in good faith, which is not confirmed by subsequent investigation, no action will be taken against that individual. In making a disclosure the individual should exercise due care to ensure the accuracy of the information. If, however, an individual makes malicious or allegations with no sufficient grounds, and particularly if they persist with making them, disciplinary action may be taken against that individual.

Procedures for Making a Disclosure

On receipt of a complaint of malpractice, the member of staff who receives and takes note of the complaint must pass this information, as soon as is reasonably possible, to the appropriate designated investigating officer as follows:

• Complaints of malpractice will be investigated by the Chief Executive unless the complaint is against the Chief Executive or is in any way related to the actions of the Chief Executive. In such cases, the complaint should be passed to the Chair of the Board of Trustees for referral.
• In the case of a complaint which is any way connected with but not against the Chief Executive, the Chair will nominate a senior person to act as the alternative investigating officer.
• Complaints against the Chair should be passed to the Chief Executive, who will nominate an appropriate investigating officer.
• The complainant has the right to bypass the line management structure and take their complaint directly to the Chair. The Chair has the right to refer the complaint back to management if they feel that the management without any conflict of interest can more appropriately investigate the complaint.

Should none of the above routes be suitable or acceptable to the complainant, then the complainant may approach one of the following individuals who have been designated and trained as independent points of contact under this procedure. They can advise the complainant on the implications of the legislation and the possible internal and external avenues of complaint open to them:

• Chair of Staffing Committee
• Trade Union representative(s)
• Vice-Chairs of the Board of Trustees

Woodcraft Folk will ensure that any internal investigation does not hinder any formal police investigation.

Timescales

Due to the varied nature of these sorts of complaints, which may involve internal investigators and/or the police, it is not possible to lay down precise timescales for such investigations, however every effort should made to proceed promptly and in line with the timescales outlined in Woodcraft Folk’s Dispute Resolution and Complaints Procedures.

The investigating officer should ensure that the investigations are undertaken as quickly as possible without affecting the quality and depth of those investigations.

The investigating officer, should as soon as practically possible, send a written acknowledgement of the concern to the complainant and thereafter report back to them in writing the outcome of the investigation and on the action that is proposed. If the investigation is a prolonged one, the investigating officer should keep the complainant informed, in writing, as to the progress of the investigation and as to when it is likely to be concluded.

All responses to the complainant should be in writing and sent to their home address.

Investigating Procedure

The investigating officer should follow these steps:

• Full details and clarifications of the complaint should be obtained.
• The investigating officer should inform the individual against whom the complaint is made as soon as is practically possible. The individual will be informed of their right to be accompanied by a trade union or other representative at any future interview or hearing held under the provision of these procedures.
• The investigating officer should consider the involvement of the Police at this stage and should consult with the Chair
• The allegations should be fully investigated by the investigating officer with the assistance, where appropriate, of other individuals/bodies
• A judgement concerning the complaint and validity of the complaint will be made by the investigating officer. This judgement will be detailed in a written report containing the findings of the investigations and reasons for the judgement. The report will be passed to the Chair as appropriate.
• The Chair will decide what action to take. If the complaint is shown to be justified, then they will invoke the disciplinary or other appropriate Woodcraft Folk procedures.
• The complainant should be kept informed of the progress of the investigations and, if appropriate, of the final outcome.
• If appropriate, a copy of the outcomes will be passed to the Board to enable a review of the procedures.

If the complainant is not satisfied that their concern is being properly dealt with by the investigating officer, they have the right to raise it in confidence with the Chair, or one of the designated persons described above.

If the investigation finds the allegations unsubstantiated and all internal procedures have been exhausted, but the complainant is not satisfied with the outcome, Woodcraft Folk recognises the lawful rights of beneficiaries, volunteers, employees and ex-employees to make disclosures to prescribed persons (such as the Health and Safety Executive or the Charity Commission), or, where justified, elsewhere.

November 2020

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