Safeguarding, Data Protection (GDPR), and Equality Policy
Gifted Artists
Gifted Artists is committed to providing a safe, respectful, and inclusive environment for all customers, clients, staff, volunteers, contractors, and members of the public who interact with our organisation. We recognise our legal and moral duties to safeguard vulnerable individuals, protect personal data in accordance with the UK GDPR and Data Protection Act 2018, and actively promote equality, diversity and inclusion in everything we do.
This combined policy outlines the principles, responsibilities, procedures and behaviours expected of everyone associated with Gifted Artists. It applies to all staff (permanent or temporary), freelancers, volunteers, partners, and anyone acting on behalf of the organisation.
2. Safeguarding Policy
2.1 Our Commitment to Safeguarding
Gifted Artists is committed to safeguarding the welfare of children, young people, and adults at risk. We aim to create an environment in which individuals feel safe, respected, and heard. Safeguarding is everyone’s responsibility, and concerns must always be taken seriously, acted upon promptly, and handled with sensitivity.
Child: Anyone under the age of 18.
Adult at Risk: An adult who has care and support needs, and who may be unable to protect themselves from harm, exploitation, or abuse.
Abuse may include physical, emotional, sexual, financial, organisational, neglect, self-neglect, discrimination and domestic abuse.
2.3 Safeguarding Principles
We are guided by the following core principles:
Prevention – taking proactive steps to minimise risks.
Protection – responding appropriately to concerns or allegations.
Empowerment – ensuring individuals feel valued and listened to.
Accountability – maintaining clear procedures and responsibility lines.
Partnership – working with appropriate agencies when necessary.
2.4 Roles and Responsibilities
Senior Leadership has overall responsibility for ensuring safeguarding arrangements are in place, up-to-date, and effective.
All personnel must familiarise themselves with this policy, follow procedures, and report concerns immediately.
Designated Safeguarding Lead (DSL) (or equivalent):
Receives and responds to safeguarding concerns.
Keeps written, confidential records of safeguarding matters.
Liaises with social services, police, and relevant agencies when needed.
Any safeguarding concern—whether observed, disclosed, or suspected—must be reported immediately to the DSL.
If an individual is at immediate risk of harm, emergency services (999) should be called first.
Concerns may relate to:
Observed signs of abuse or neglect
Disclosures made by a child or adult
Concerns regarding the behaviour of staff, volunteers, or contractors
Online or digital safeguarding risks
2.6 Responding to Disclosures
When someone shares a safeguarding concern:
Listen carefully and calmly.
Do not promise confidentiality; explain that you may need to share the information.
Avoid leading questions or assumptions.
Reassure them that they have done the right thing.
Record the information factually and promptly.
Report immediately to the DSL.
We are committed to safe recruitment, which may include:
Identity verification
Reference checks
Enhanced DBS checks where legally appropriate
Training on safeguarding, boundaries, and codes of conduct
All personnel must receive safeguarding awareness training appropriate to their role. Refresher training will be offered periodically to ensure awareness remains current.
3. Data Protection and GDPR Policy
3.1 Commitment to Data Privacy
Gifted Artists is committed to protecting the privacy and security of personal data. We comply with:
We only use data for legitimate business purposes and never retain more than necessary.
3.2 Principles of Data Protection
We follow the seven core GDPR principles:
Lawfulness, fairness, transparency
Purpose limitation
Data minimisation
Accuracy
Storage limitation
Integrity and confidentiality
Accountability
3.3 Types of Data We Collect
Depending on the service, this may include:
Contact details (name, email, phone number)
Billing or payment information
Booking or service-related information
Records required for safeguarding or legal obligations
We do not knowingly collect unnecessary or excessive personal data.
3.4 Legal Bases for Processing
We process personal data under one or more lawful bases:
Consent: freely given, specific, informed, unambiguous
Contractual necessity: to provide services you request
Legal obligation: e.g., safeguarding or accounting requirements
Legitimate interests: balanced with your rights and freedoms
3.5 How We Use Personal Data
Personal data may be used to:
Provide and manage services
Communicate with customers
Manage bookings, payments, or contracts
Improve website performance
Meet legal or safeguarding requirements
We never sell personal data to third parties.
We only retain personal data for as long as necessary for the purposes for which it was collected and to meet any legal obligations. After this period, data will be securely deleted or anonymised.
We use appropriate technical and organisational measures to keep personal data safe, including:
Secure storage and encryption where feasible
Restricted access to sensitive data
Regular updates, monitoring, and risk assessments
We may share data with trusted third parties only when:
Necessary for delivering services
Required by law or safeguarding duties
Explicit consent has been given
All third parties must adhere to GDPR-compliant safeguards.
Under GDPR, you have rights including:
The right to be informed
The right of access
The right to rectification
The right to erasure (“right to be forgotten”)
The right to restrict processing
The right to data portability
The right to object
Rights related to automated decision-making
Requests can be made by contacting [insert contact email]. We will respond within the statutory timeframe.
3.10 Cookies and Website Tracking
Our website may use cookies or analytics tools to improve user experience. You can manage cookie preferences through your browser settings. Full details are available in our Cookie Policy.
4. Equality, Diversity & Inclusion (EDI) Policy
4.1 Our Commitment to Equality
[Your Business Name] is committed to promoting equality of opportunity, eliminating unlawful discrimination, and creating an inclusive environment where people are valued, respected, and treated fairly.
We uphold the principles of the Equality Act 2010 and do not tolerate discrimination based on:
4.2 Creating an Inclusive Environment
We aim to:
Provide equal access to services for all individuals
Make reasonable adjustments for those with disabilities or accessibility needs
Ensure our communication is clear, respectful, and inclusive
Challenge discriminatory behaviour or language immediately
Support diversity in staffing, volunteers, and partnerships
Management ensures this policy is embedded in operations and decision-making.
All personnel must behave inclusively and respectfully at all times.
Contractors and partners are expected to uphold our equality principles.
4.4 Reasonable Adjustments
We will make reasonable adjustments to accommodate disabilities or individual needs, including adjustments to communication, environment, or service delivery.
4.5 Prevention of Harassment and Bullying
We have zero tolerance for:
Harassment
Bullying
Victimisation
Hate speech
Discriminatory behaviour
Incidents will be investigated promptly, professionally, and sensitively.
4.6 Training and Awareness
We support ongoing equality and diversity training to ensure staff understand their responsibilities and the importance of inclusive practices.
This policy will be reviewed annually or sooner if:
Updates will be published on our website, and all stakeholders will be encouraged to familiarise themselves with the most recent version.