Safeguarding, Data Protection (GDPR), and Equality Policy

Gifted Artists

1. Introduction

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.

2.2 Definitions

• 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.
    
    

2.5 Reporting Concerns

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.
  
  

2.7 Safe Recruitment

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
  
  

2.8 Training

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:

• UK General Data Protection Regulation (UK GDPR)
  
  

• Data Protection Act 2018
  
  

• Relevant ICO guidance
  
  

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:

1. Lawfulness, fairness, transparency
   
   

2. Purpose limitation
   
   

3. Data minimisation
   
   

4. Accuracy
   
   

5. Storage limitation
   
   

6. Integrity and confidentiality
   
   

7. 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.

3.6 Data Retention

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.

3.7 Data Security

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
  
  

3.8 Data Sharing

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.

3.9 Individual Rights

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:

• Age
  
  

• Disability
  
  

• Gender reassignment
  
  

• Marriage or civil partnership
  
  

• Pregnancy or maternity
  
  

• Race
  
  

• Religion or belief
  
  

• Sex
  
  

• Sexual orientation
  
  

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
  
  

4.3 Responsibilities

• 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.

5. Policy Review

This policy will be reviewed annually or sooner if:

• Legislation changes
  
  

• Operational practices evolve
  
  

• Significant safeguarding or data protection issues occur
  
  

Updates will be published on our website, and all stakeholders will be encouraged to familiarise themselves with the most recent version.