All policies and governance are listed on this page please click the relevant policy name to skip to the one required
Privacy Policy – Cookie Policy – Safeguarding Policy – Booking Agreement – Complaints Policy – Data Protection Policy – Equality & Recruitment Policy – Shipping and Returns Policy
When you use our website, you’re trusting us with your information. We understand this is a big responsibility and work hard to protect your information and put you in control.
Sherwood Park Hall CIO is committed to ensuring that everyone who entrusts their personal information to us can have confidence that it will be collected, used, and stored lawfully, responsibly, and transparently.
The Data Protection Act 2018 (referred to here as GDPR) requires organisations like ours to make it as easy as possible for you and everyone who interacts with Sherwood Park Hall CIO in some way to understand how and why we collect and use your personal data, the lawful basis for doing so, and to know what your rights are.
Who We Are
This privacy policy is written by Sherwood Park Hall CIO, referred to as “we” and “us” throughout this document. We are a registered charity whose main focus is to provide support through various programmes and workshops to help our community thrive.
If you have any questions about your data, please contact us via info@sherwoodparkhall.com
What Information We Collect
We currently collect and process the following information:
The information we collect depends on how you are engaging with us. For example:
How We Get the Personal Information and Why We Have It
Most of the personal information we process is provided to us directly by you for one of the following reasons:
We also hold information about your engagement with us, including ways you have supported us in the past, such as donating, participating in campaigns, or using our services.
We also receive personal information indirectly from sources such as JustGiving, Charities Aid Foundation (CAF), Give As You Live, Big Give. If you choose to donate anonymously, we will not have any of your personal details.
How We Store Your Personal Information
Our data management takes all appropriate measures to keep your data safe electronically and (where relevant) to keep your data accurate and up to date.
How Long We Store Your Personal Information
We have specific criteria that determine how long we retain your information. This varies according to the legal bases under which we process it. For example, we are required to keep some personal information for tax purposes or to maintain a record of your interactions with us.
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
If you wish to exercise any of your rights, please contact us at info@sherwoodparkhall.com with your request.
We will never sell your data or share it with other organisations for marketing purposes. Sherwood Park Hall CIO is committed to protecting your privacy and ensuring that your personal information is handled responsibly.
We are registered with the Information Commissioner’s Office (ICO). If you have concerns about how we are handling your data, you can also contact the ICO directly to request any of your data or file a complaint at www.ico.org.uk.
This Cookies Policy explains what Cookies are and how Sherwood Park Hall CIO (“the Charity”, “We”, “Us”, or “Our”) uses them. You should read this policy so you can understand what type of cookies We use, the information We collect using Cookies, and how that information is used. Our Cookies Policy is maintained by the Cookies Policy Generator.
Cookies do not typically contain any information that personally identifies a user, but personal information that we store about You may be linked to the information stored in and obtained from Cookies. For further information on how We use, store, and keep your personal data secure, see our Privacy Policy.
We do not store sensitive personal information, such as mailing addresses, account passwords, etc., in the Cookies We use.
Interpretation and Definitions
Interpretation
The words of which the initial letter is capitalised have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.
Definitions
For the purposes of this Cookies Policy:
The Use of the Cookies
Type of Cookies We Use
Cookies can be “Persistent” or “Session” Cookies. Persistent Cookies remain on your personal computer or mobile device when You go offline, while Session Cookies are deleted as soon as You close your web browser. We use both session and persistent Cookies for the purposes set out below:
Necessary / Essential Cookies
Type: Session Cookies
Administered by: Us
Purpose: These Cookies are essential to provide You with services available through the Website and to enable You to use some of its features. They help to authenticate users and prevent fraudulent use of user accounts. Without these Cookies, the services that You have asked for cannot be provided, and We only use these Cookies to provide You with those services.
Functionality Cookies
Type: Persistent Cookies
Administered by: Us
Purpose: These Cookies allow us to remember choices You make when You use the Website, such as remembering your login details or language preference. The purpose of these Cookies is to provide You with a more personal experience and to avoid You having to re-enter your preferences every time You use the Website.
Your Choices Regarding Cookies
If you prefer to avoid the use of Cookies on the Website, first You must disable the use of Cookies in your browser and then delete the Cookies saved in your browser associated with this website. You may use this option for preventing the use of Cookies at any time.
If you do not accept Our Cookies, You may experience some inconvenience in your use of
the Website and some features may not function properly.
If you’d like to delete Cookies or instruct your web browser to delete or refuse Cookies, please visit the help pages of your web browser.
Contact Us
If you have any questions about this Cookies Policy, You can contact us:
info@sherwoodparkhall.com
www.sherwoodparkhall.org.uk/contact
+ 44 020 8 187 0456
This Cookies Policy is designed to comply with UK regulations and to clearly inform users about how Sherwood Park Hall CIO uses Cookies on its website. It ensures transparency and provides users with the necessary information to make informed decisions about their data.
If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
At Sherwood Park Hall CIO, the safety and well-being of the families and children we support are our highest priorities. We are committed to creating a secure and inclusive environment where everyone – children, parents, volunteers, and staff can engage with confidence and mutual respect.
We recognise our duty of care to protect the people who use our services, as well as our staff and volunteers. Our safeguarding policy and procedures ensure that we uphold the highest standards of child protection and well-being.
Our Safeguarding leads
info@sherwoodparkhall.com
This policy is a condensed version and applies to everyone working with or for Sherwood Park Hall CIO, whether in a paid or voluntary capacity.
For any safeguarding concerns, please reach out to our designated leads.
1.0 Introduction
Sherwood Park Hall CIO is committed to safeguarding and promoting the welfare of children and young people from all background, ensuring that they are protected from harm and that their rights and well-being are prioritised. This safeguarding policy outlines the procedures and responsibilities to safeguard children and young people within our organisation.
2. Definitions
3. Principles
The welfare and safety of children and young people are paramount in all activities and services provided by Sherwood Park Hall CIO.
4. Safeguarding Procedures
4.1. Recruitment and Selection: All staff and volunteers working with children and young people will undergo appropriate background checks, including Disclosure and Barring Service (DBS) checks, to ensure their suitability for roles involving contact with children.
4.2. Training and Awareness: All staff and volunteers will receive safeguarding training to recognise signs of abuse, understand reporting procedures, and promote safe practices when working with children and young people.
4.3. Code of Conduct: A clear code of conduct will be established for staff and volunteers outlining expected behaviours, boundaries, and professional standards when working with children and young people.
4.4. Risk Assessment: Regular risk assessments will be conducted to identify and mitigate potential risks to the safety and well-being of children and young people within our programs and activities.
4.5. Reporting and Responding: Any safeguarding concerns, allegations, or disclosures of abuse will be taken seriously, reported promptly, and responded to in accordance with our reporting procedures and statutory obligations.
4.6. Confidentiality: Information relating to safeguarding concerns will be handled confidentially and shared only with relevant individuals on a need-to-know basis, in line with data protection regulations.
4.7. Support and Referral: Children, young people, and their families will be provided with access to appropriate support services and referrals to external agencies when necessary to address their safeguarding needs.
5. Monitoring and Review
This safeguarding policy will be regularly reviewed and updated to ensure compliance with legal requirements, best practices, and changes in organizational circumstances.
Feedback from children, young people, families, staff, and stakeholders will be sought to inform the ongoing development and improvement of our safeguarding practices.
6. Implementation
This safeguarding policy will be disseminated to all staff, volunteers, trustees, and stakeholders involved in our organisation’s activities, and their commitment to its principles and procedures will be sought.
7. Contact Information
For any safeguarding concerns, queries, or clarifications related to this policy, or for a full copy of the policy please contact Designated Safeguarding Officer (Serena Nalty-Coombs) at 07534 507397.
By proceeding with your booking you are deemed to have accepted the following terms and conditions for the hire of the hall.
Agreements with the Trustees of Sherwood Park Hall CIC for the hire of Sherwood Park Hall or any part thereof (“the Premises”) are subject to these Terms and Conditions of Hire (“the Hire Conditions”).
Undertaking of the Hirer
The Hirer undertakes to ensure that they have an understanding of the Hire Conditions for the time being in force.
Supervision by the Hirer
The Hirer undertakes to be present, or arrange for sufficient adult representatives to be present, throughout the hiring to ensure compliance with the provisions and stipulations contained or referred to in these Hire Conditions and any relevant licenses.
Responsibility of the Hirer
The Hirer shall be responsible during the period of hire for:-
• Being familiar with, and complying with, the guides provided for the use of Sherwood Park Hall CIO
• Ensuring that the Premises are kept secure for the duration of the hire
• Supervision of the use of the Premises and the care of its fabric and contents
• Ensuring that the purpose and conduct of the hire does not disrupt the use of any other room hired by other persons
• Ensuring that the Premises (including foyer, kitchen, kitchen appliances and toilets as appropriate) are left clean and tidy with rubbish put in the bins provided in the appropriate bags at the end of the hire
• Ensuring that all equipment, chairs piled on top of each other and tables folded up for our caretaker to bring them to the storage positions safely, the Premises are cleared of people, all lights switched off, and the building secured, except for any facilities or room or public area in use by another continuing hire
• Ensuring the floor is mopped and or swept after an event, all disposable plates and cups are in bin bags and not discarded on the grounds
• Ensuring that any temporary fittings and fixtures comply with Health and Safety guidance, and in particular ensuring that any decorations used are not a fire hazard or leave any marks on the walls or floor
• Ensuring that any equipment or electrical appliances brought onto the Premises and used there shall be certified safe and in good working order, and used in a safe manner• Ensuring that no animals (including birds), except assist dogs are brought into the building, without written permission of the Sherwood Park Hall CIO Trustees on the occasion of a special event or hire agreed to by the Hall
• Ensuring that NO animals whatsoever enter the kitchen at any time
• Ensuring that no LPG appliances or highly flammable substances are brought onto the premises
• Ensuring that they and their attendees recognise the fact that the Premises are situated in a residential neighbourhood and conduct themselves accordingly by, for example, taking care not to slam car doors, especially late at night, and not playing music or making other sounds at inappropriate levels
• Conforming with the Sherwood Park Hall Bouncy Castle policy and confirming to Sherwood Park Hall that they have appropriate public liability insurance.
Bookings that may be refused
Sherwood Park Hall booking administrator, on behalf of the trustees, has the right to refuse any booking for whatever reason, including concern over potential noise levels and other nuisances especially to neighbours. With this in mind, the hall is unlikely to accept bookings for unsupervised teenage and young adult parties; bookings of this nature are at the discretion of the directors.
Cancellation
• 100% Refunded if cancelled 4 weeks or 28 days or more before a booking
• 50% of booking charge is due if cancellation is between 22 – 27 days before a booking
• 100% of booking charged and not refunded if cancellation is 3 week or 21 days before a booking
• Your booking can be deferred for another date within 1 year of your original booking
Payment terms
• For a single booking, payment is due before the event, no exceptions or we will refuse entry
• For any single booking open to the public, which covers its costs by ticket sales or other fund-raising activities at the event, payment is due 30 days after the event.
• When an event, open to the public and covering its costs by ticket sales, requires additional bookings for rehearsal or setup time, then payment for those additional bookings is not due until 30 days after the final fund-raising event.
• For a series of bookings, payment is due 30 days after each event, except…• When a discount for payment in advance (currently 10%) has been applied to a series of bookings, payment is due before the first event in the series.
Deposit
A deposit is required for all your hall hire which should be refunded within 5 working days of your hall booking. Please be aware that your deposit will be lost for any of the following reasons.
• If the hall is not left in an acceptable state as detailed above,
• You leave after your agreement hours,
• Broken any of the rules in this booking agreement
• Any hire items used without our consent or that have not been pre-arranged with us
• Hall not cleaned as detailed above
Fire Regulations
The Hirer shall:
• Ensure that the “Emergency Exit” signs are kept illuminated
• Ensure that the Fire Brigade is called to any outbreak of fire, however slight, and details given to Sherwood Park Hall
• Prior to the start of an event indicate the fire exits and Evacuation Meeting Place to the persons attending the event
• Ensure that all fire exits in the hall they have booked are kept clear at all times, however. if any equipment, is positioned close to an exit, the user of the equipment is made responsible for moving it rapidly out of the way of the exits in the event of an emergency
• Ensure that the relevant hall lobby and foyer entrances are not blocked with items such as buggies, wheelchairs or mobile scooters
• The Evacuation Meeting Place is at the corner of the Car Park next to the Hall and opposite to the Entrance. No person may re-enter the Hall without the permission of the Fire Brigade.
Use of Premises
The Hirer shall not:-
• Sub-let or use the Premises for any purpose other than that described in their Booking Application
• Use the premises or allow the Premises to be used for any unlawful purpose or in any unlawful way
• Do anything or bring onto the Premises anything which may endanger the Premises or render invalid any insurance policies in respect thereof
• Allow the use of drugs on the Premises
• Allow smoking in the Premises, in the patio area or in the vicinity of the entrances.
Rubbish Bags
Rubbish bags provided by the hall but not our obligation, please bring rubbish bags if you are expecting alot of people or disposing of rubbish, do not leave any big items to throw away behind. Big items to dispose of are not accepted at Sherwood Park Hall. Please put all rubbish in bin bags if food or rubbish is not disposed off in the right way you will lose your refundable deposit.
Car Parking
Vehicles are parked at the owner’s risk and may be parked in the area provided by us. DO NOT PARK ON THE GRASS, The space at the side of the hall is reserved for emergency vehicle use, do not block this road, but may be used temporarily for unloading only not adhering to these your refund deposit is at risk.
No Speakers outside
Due to regulations speakers are not allowed outside, breaking this rule could affect your deposit. Please leave the premises quietly at the end of your hire with no loitering to disturb neighbours or prevent other hall hirers from entering.
Premises Licence and other relevant legislation The Hirer is responsible for:
• Notifying Sherwood Park Hall that they are running a bar and selling alcohol, The charge for any fee or licence required for this is not included in the hire charge.
• Conforming to the terms of the Temporary Events Notice Agreement from the Government for such use at Sherwood Park Hall, including, but not limited to, permitted hours for licensable activities (serving alcohol, playing live or recorded music).
• Ensuring that Alcohol is not served to any person under the age of 18 years.
• Ensuring no excessive noise occurs, particularly late at night or early morning, with a minimum of noise being made by any person on arrival or departure
The Hirer shall ensure that the users:
• Do not contravene the law relating to gaming, betting, and lotteries
• Comply with all conditions and regulations required by the Licensing Act, particularly in connection with events which include public dancing or music, or stage plays, or films, or similar entertainment taking place at the premises.
• A breach of this condition may lead to prosecution by the local authority. Compliance with legislation relating to children or vulnerable adults The Hirer shall ensure that any activities at the Premises for children or vulnerable adults comply with current legislation in that regard and that only fit and proper personshave access to children or vulnerable adults. Child Protection Policies are the responsibility of the Hirer.
Indemnity
The Hirer shall indemnify and keep indemnified each of the Trustees of Sherwood Park Hall and their employees, volunteers, agents and invitees against:
• The cost of repair of any damage done to any part of the Premises including the curtilage thereof or the contents of the Premises
• Against all actions, claims, and costs of proceedings arising from any breach of the Hall Conditions
• All claims in respect of damages, including damage for loss of property or injury to persons, arising as a result of the use of the Premises (including the storage of equipment) by the Hirer
• As directed by the Sherwood Park Hall, the Hirer shall make good or pay for all damage (including accidental damage) to the Premises or to the fixtures, fittings or contents and for loss of contents
Insurance
The Hirer is responsible for ensuring that any catering company or operator hired to bring equipment such as bouncy castles onto the Premises has relevant and appropriate insurance, which shall include public liability insurance. Commercial hirers must provide Public Liability insurance (£5,000,000 minimum indemnity).
Accidents and Dangerous Occurrences
The Hirer must report all accidents involving injury to the public to an authorised representative of Sherwood Park Hall as soon as possible and complete the relevant section in Sherwood Park Hall’s Accident Book. The hirer shall ensure the appropriate medical assistance is sought, or an ambulance is called.
Any failure of equipment, either that belonging to Sherwood Park Hall, or brought in by the Hirer must also be reported as soon as possible.
Sherwood Park Hall Hire Items
Only items pre-ordered and paid for will be available to you on the day of hire, we cannot offer you any items on the day that has not been pre-arranged even if the item is on the premises.
Any item brought specifically for your event is considered hire items and is owned by us. Tables and chairs come as part of your hire, we are a community hub and have heavy use during the week, we advise tablecloths are used for the tables due to wear and tear Stored equipment
Sherwood Park Hall may provide storage space, including lockers, for regular users, and may charge a deposit for the use of a key to these storage spaces. These keys remain the property of Sherwood Park Hall, and, on request, must be returned to Sherwood Park Hall.
Sherwood Park Hall accepts no responsibility for any stored equipment or other property brought onto or left at the premises and all liability for loss or damage is hereby excluded. All equipment and other property, other than that stored on the premises by agreement must be removed at the end of each hiring or storage period.
Sherwood Park Hall may dispose of any such items 7 days thereafter at its discretion, by sale or otherwise on such terms and conditions as it thinks fit, and charge the Hirer daily storage fees and costs incurred in storing and selling or otherwise disposing of the same.
Lost / Left Behind or Stolen Items
Sherwood Park Hall bears no responsibility for items that are lost left behind or stolen, this is the sole responsibility of the hall hirers and we will not be held responsible for any of these items so please be responsible.
No alterations
Decorations may be hung from the ornamental bosses/hooks provided on the sidewalls of the Halls but not elsewhere. On request, Hirers must produce a certificate that the decorations are not a fire hazard. No Blu-tack, drawing pins, adhesive tape or similar may be used.
No other alterations or additions may be made to the Premises, and no fixtures may be installed, or placards, or other articles be attached in any way to any part of the
Premises without the prior written approval of Sherwood Park Hall.
Any alteration, fixture or fitting, or attachment, so approved, shall, at the discretion of Sherwood Park Hall, remain in the Premises at the end of the hiring and become the property of Sherwood Park Hall or be removed by the Hirer. The Hirer must make good to the satisfaction of Sherwood Park Hall any damage caused to the Premises by such removal.
Interruption of Regular Bookings
If a Hirer is a regular weekly user, the Sherwood Park Hall reserves the right to cancel all, or part of, certain bookings in favour of one-off bookings. Such cancellations shall not occur more than once a month, and at least six weeks’ notice shall be given of such cancellation.
Sherwood Park Hall reserves the right to nominate a specified weekday evening as not being available for regular weekly bookings, so that priority can be given to monthly, or less frequent, bookings.
Cancellation by the Hirer
If the Hirer cancels the booking before the date of the event and Sherwood Park Hall is unable to conclude a replacement booking, Sherwood Park Hall may, at their discretion, require a further payment of hire fees or withhold part of the deposit and hire charge already paid.
Cancellation by Sherwood Park Hall
Sherwood Park Hall reserves the right to cancel a hiring by written notice to the Hirer in the event of a national emergency, or similar force of nature situation that requires thePremises to be closed, or of the Premises being required for use as a Polling Station for a Parliamentary or Local Government election or bye-election or referendum or if Sherwood Park Hall reasonably consider that: Such hiring may lead to a breach of the licensing conditions, or other legal or statutory requirements, or unlawful or unsuitable activities may take place at the Premises as a result of the hiring, or the Premises have become unfit for the use intended by the Hirer In any such case the Hirer shall be entitled to a refund of any deposit or hire fees already paid, but the Sherwood Park Hall shall not be liable for any resulting direct or indirect loss or damages whatsoever.
Acceptance
These Terms and Conditions will have been made available to the Hirer at the time of making the booking.
By proceeding with the booking the Hirer is deemed to have accepted these terms and conditions.
Policy Statement
Sherwood Park Hall CIO is committed to delivering high-quality services and maintaining transparent communication with all stakeholders, including beneficiaries, donors, staff, volunteers, and the public. We value feedback and take all complaints seriously, addressing them promptly, fairly, and respectfully.
This policy outlines our approach to handling complaints, ensuring that any issues raised are resolved effectively while maintaining trust and accountability.
Purpose
The purpose of this policy is to:
Scope
This policy applies to all individuals interacting with Sherwood Park Hall CIO, including:
Definitions
Complaint: An expression of dissatisfaction about the charity’s services, actions, or lack of action, where a response or resolution is explicitly or implicitly expected.
Complainant: The person or organisation making the complaint.
Policy principles
Procedures
1. Submitting a complaint
Complaints can be submitted in the following ways:
Complainants should provide:
2. Acknowledging Complaints
All complaints will be acknowledged within 5 working days of receipt.
The acknowledgment will include:
3. Investigating Complaints
A designated officer will lead the investigation, ensuring impartiality and confidentiality.
The investigation will involve:
4. Responding to Complaints
The outcome of the investigation will be communicated in writing, including:
If the complainant is not satisfied with the response, they can appeal the decision.
5. Appeals Process
6. Escalating Complaints
If the complaint cannot be resolved internally, it may be escalated to an external body, such as:
Confidentiality
All complaints will be handled with strict confidentiality. Information will only be shared with individuals directly involved in the investigation or resolution process.
Record Keeping
A complaints log will be maintained, recording:
The date of the complaint.
Records will be retained for 5 years and reviewed periodically to identify trends and improvements.
Training and Awareness
Monitoring and Review
Contact Us
If you have any questions about this Complaints Policy, You can contact us:
www.sherwoodparkhall.org.uk/contact
+ 44 020 8 187 0456
The General Data Protection Regulation (GDPR) came into force on the 25th of May 2018 and regulates the processing of personal data while protecting the rights and privacy of all individuals (including children). It describes how organisations must collect, handle, and store personal information. These rules apply regardless of whether data is stored electronically, on paper, or on other materials.
The GDPR places responsibility on organisations to process any personal data in accordance with the following eight principles:
This regulatory environment demands higher transparency and accountability in how organisations manage and use personal data. It also accords new and stronger rights for individuals to understand and control that use. To comply with the law, organisations must ensure that personal information is collected and used fairly, stored safely and securely, and not disclosed to any third party unlawfully.
Given the work that it undertakes, it is necessary for Sherwood Park Hall CIO to gather and use certain information about individuals. This includes personal information about the young people who use the services of Sherwood Park Hall CIO and the supporters of the organisation, as well as Sherwood Park Hall CIO’s employees. Sherwood Park Hall CIO is committed to a policy of protecting the rights and privacy of individuals, in accordance with GDPR.
This policy describes how personal data must be collected, handled, and stored to meetSherwood Park Hall CIO’s data protection standards and to comply with the law.
Purpose of Policy
This data protection policy ensures that Sherwood Park Hall CIO:
Types of Data
As a data controller, Sherwood Park Hall CIO will process personal data, including special category data, for its ‘employees’ (which refers to both paid staff and volunteers), its young people, and its supporters. The following outlines the types of data thatSherwood Park Hall CIO may obtain from each group of data subjects.
Employees
Sherwood Park Hall CIO collects a range of information about employees, including:
This data may be collected through application forms, CVs, resumes, identity documents, interviews, and assessments. Sherwood Park Hall CIO may also collect personal data from third parties such as former employer references, background check providers, and criminal records checks.
Young People
Sherwood Park Hall CIO provides support to young people, many of whom may be classified as vulnerable. It is essential that their personal data is handled appropriately. Data about young people may be processed to provide targeted support services. This data may include:
Supporters
Data about supporters, including funders, may be processed to keep them updated on the organisation’s progress and for fundraising purposes. Supporters will be given a choice to opt out of communications from Sherwood Park Hall CIO.
Policy Statement
Sherwood Park Hall CIO is committed to:
Responsibilities
Everyone working with or for Sherwood Park Hall CIO has a responsibility to ensure that personal data is collected, stored, and handled in compliance with this policy.
Board of Trustees
Data Protection Officer
Security Measures
Sherwood Park Hall CIO ensures that:
Right to Access
Individuals can request access to their personal data by submitting a formal Subject Access Request in writing to the Data Protection Officer. A £10 fee may be charged, and a response will be provided within 30 working days.
Data Retention
Sherwood Park Hall CIO retains personal data only as long as necessary. Retention periods include:
Policy Review
This policy will be reviewed every two years by the Data Protection Officer, with approval from the Board of Trustees. Employees will be notified of any changes within one month of approval.
By implementing this policy, Sherwood Park Hall CIO demonstrates its commitment to protecting personal data and complying with GDPR.
1. Equal opportunities statement
1.1 Sherwood Park hall CIO is committed to promoting equal opportunities in employment. You and any job applicants will receive equal treatment regardless of age, disability, gender reassignment, marital or civil partner status, pregnancy or maternity, race, colour, nationality, ethnic or national origin, religion or belief, sex or sexual orientation (Protected Characteristics).
ABOUT THIS POLICY
1.2 This policy sets out our approach to equal opportunities and the avoidance of discrimination at work. It applies to all aspects of employment with us, including recruitment, pay and conditions, training, appraisals, promotion, conduct at work, disciplinary and grievance procedures, and termination of employment.
1.3 This policy covers all employees, officers, consultants, contractors, volunteers, interns, casual workers and agency workers.
1.4 Regarding our participants, this policy applies to aspects of our delivery, our open access programmes, employment programmes, training programmes, and our one to one work. We will recruit young people on to our leadership and youth voice programmes based on interest and merit and will not discriminate against any participant.
DISCRIMINATION
1.5 You must not unlawfully discriminate against or harass other people including current and former employees, job applicants, clients, customers, suppliers and visitors. This applies in the workplace, outside the workplace (when dealing with customers, suppliers or other work-related contacts or when wearing a work uniform), and on work-related trips or events including social events.
1.6 The following forms of discrimination are prohibited under this policy and are unlawful:
a) Direct discrimination: treating someone less favourably because of a Protected Characteristic. For example, rejecting a job applicant because of their religious views or because they might be gay.
b) Indirect discrimination: a provision, criterion or practice that applies to everyone but adversely affects people with a particular Protected Characteristic more than others and is not justified. For example, requiring a job to be done full-time rather than part-time would adversely affect women because they generally have greater childcare commitments than men. Such a requirement would be discriminatory unless it can be justified.
c) Harassment: this includes sexual harassment and other unwanted conduct related to a Protected Characteristic, which has the purpose or effect of violating someone’s dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment for them. Harassment is dealt with further in our Anti-harassment and Bullying Policy.
d) Victimisation: retaliation against someone who has complained or has supported someone else’s complaint about discrimination or harassment.
e) Disability discrimination: this includes direct and indirect discrimination, any unjustified less favourable treatment because of the effects of a disability, and failure to make reasonable adjustments to alleviate disadvantages caused by a disability.
RECRUITMENT AND SELECTION
1.7 Recruitment, promotion, and other selection exercises such as redundancy selection will be conducted on the basis of merit, against objective criteria that avoid discrimination. Shortlisting should be done by more than one person and with the involvement of the Human Resources Department, where possible. Our recruitment procedures should be reviewed regularly to ensure that individuals are treated on the basis of their relevant merits and abilities.
1.8 Vacancies should generally be advertised to a diverse section of the labour market. Advertisements should avoid stereotyping or using wording that may discourage particular groups from applying. They should include a short policy statement on equal opportunities and a copy of this policy will be made available on request.
1.9 We take steps to ensure that our vacancies are advertised to a diverse labour market and, where relevant, to particular groups that have been identified as disadvantaged or underrepresented in our Charity. Where appropriate, the Human Resources Department may approve the use of lawful exemptions to recruit someone with a particular Protected Characteristic, for example, where the job can only be done by a woman. The advertisement should specify the exemption that applies.
1.10 Job applicants should not be asked questions which might suggest an intention to discriminate on grounds of a Protected Characteristic. For example, applicants should not be asked whether they are pregnant or planning to have children.
1.11 Job applicants should not be asked about health or disability before a job offer is made. There are limited exceptions which should only be used with the approval of the Human Resources Department. For example:
a) Questions necessary to establish if an applicant can perform an intrinsic part of the job (subject to any reasonable adjustments).
b) Questions to establish if an applicant is fit to attend an assessment or any reasonable adjustments that may be needed at interview or assessment.
c) Positive action to recruit disabled persons.
d) Equal opportunities monitoring (which will not form part of the selection or decision-making process).
Where necessary, job offers can be made conditional on a satisfactory medical check.
1.12 We are required by law to ensure that all employees are entitled to work in the UK. Assumptions about immigration status should not be made based on appearance or apparent nationality. All prospective employees, regardless of nationality, must be able to produce original documents (such as a passport) before employment starts, to satisfy current immigration legislation. The list of acceptable documents is available from the Human Resources Department or UK Visas and Immigration.
1.13 To ensure that this policy is operating effectively, and to identify groups that may be underrepresented or disadvantaged in our Charity, we monitor applicants’ ethnic group, gender, disability, sexual orientation, religion and age as part of the recruitment procedure. Provision of this information is voluntary, and it will not adversely affect an individual’s chances of recruitment or any other decision related to their employment. The information is removed from applications before shortlisting and kept in an anonymised format solely for the purposes stated in this policy. Analysing this data helps us take appropriate steps to avoid discrimination and improve equality and diversity.
1.14 All participants are encouraged to join our open access provision, staff must actively ensure that we provide opening welcoming environments that make clear discrimination will not be tolerated. Any forms discriminatory language will be actively challenged by staff and inclusion and tolerance will be encouraged at all times.
TRAINING AND PROMOTION AND CONDITIONS OF SERVICE
1.15 Training needs will be identified through regular appraisals. You will be given appropriate access to training to enable you to progress within the Charity and all promotion decisions will be made on the basis of merit.
1.16 Workforce composition and promotions will be regularly monitored to ensure equality of opportunity at all levels of the Charity. Where appropriate, steps will be taken to identify and remove unjustified barriers and to meet the special needs of disadvantaged or underrepresented groups.
1.17 Our conditions of service, benefits and facilities are reviewed regularly to ensure that they are available to all of you who should have access to them and that there are no unlawful obstacles to accessing them.
1.18 Our participants are referred from a variety of sources and we will never discriminate on the grounds, our selection criteria if any is used is based purely on our ability as a Charity to meet the needs of the individual referred to us.
1.19 Participants often self-select to join specific programmes or training we offer, we ensure that wherever possible the promotion of these programmes is in accessible language, personally explained and translated where needed, and tailored to meet need.
1.20 If we are actively encouraging participants to try new programmes with us this will always be done on the basis of need and targeted to young people based on where they are on our theory of change and not on “fit in” or other discriminatory criteria.
TERMINATION OF EMPLOYMENT
1.21 We will ensure that redundancy criteria and procedures are fair and objective and are not directly or indirectly discriminatory.
1.22 We will also ensure that disciplinary procedures and penalties are applied without discrimination, whether they result in disciplinary warnings, dismissal or other disciplinary action.
DISABILITIES
1.23 If you are disabled or become disabled, we encourage you to tell us about your condition so that we can support you as appropriate.
1.24 If you experience difficulties at work because of your disability, you may wish to contact your Manager to discuss any reasonable adjustments that would help overcome or minimise the difficulty. Your Manager or the CEO may wish to consult with you and your medical adviser about possible adjustments. We will consider the matter carefully and try to accommodate your needs within reason. If we consider a particular adjustment would not be reasonable, we will explain our reasons and try to find an alternative solution where possible.
1.25 We will monitor the physical features of our premises to consider whether they might place anyone with a disability at a substantial disadvantage. Where necessary, we will take reasonable steps to improve access.
PART-TIME AND FIXED-TERM WORK
1.26 Part-time and fixed-term staff should be treated the same as comparable full-time or permanent staff and enjoy no less favourable terms and conditions (on a pro-rata basis where appropriate), unless different treatment is justified.
BREACHES OF THIS POLICY
1.27 We take a strict approach to breaches of this policy, which will be dealt with in accordance with our Disciplinary Procedure. Serious cases of deliberate discrimination may amount to gross misconduct resulting in dismissal.
1.28 If you believe that you have suffered discrimination you can raise the matter through our Grievance Procedure or through our Anti- harassment and Bullying Policy as appropriate. Complaints will be treated in confidence and investigated as appropriate.
1.29 There must be no victimisation or retaliation against staff who complain about discrimination. However, making a false allegation deliberately and in bad faith will be treated as misconduct and dealt with under our Disciplinary Procedure.
BREACHES OF POLICY FOR PARTICIPANTS
1.30 If participants feel they have been discriminated against, they should in the first instance talk to the lead worker for the project. This will then be reported to the Head of Programmes within that region, who will arrange to meet the participant and discuss their concerns. If this does not resolve the matter, it must be reported to the Director of Programmes who will conduct an investigation and take appropriate action.
Thank you for supporting Sherwood Park Hall CIO. Every purchase of our handmade craft kits directly funds our community programs in Mitcham and Pollards Hill.
Dispatch Times: We move with integrity to get your kits to you as quickly as possible. Most one-off orders are processed and dispatched within 3–5 business days.
Subscription Boxes: Monthly subscription boxes are dispatched during the last week of each month.
Delivery Rates:
Standard UK Delivery: £3.95 (3–5 working days via Royal Mail).
Free Local Pickup: If you live in Mitcham (CR4), you can select “Local Pickup” at checkout to collect your order from the Hall for free.
Packaging: To stay true to our environmental values, we use recyclable or biodegradable packaging wherever possible.
Quarterly Subscriptions: When you purchase a Quarterly Subscription (£24.99), you are paying for three months of kits in advance.
Automatic Renewal: Your subscription will automatically renew every three months unless cancelled. You can manage or cancel your subscription at any time through your Account Dashboard.
We want you to be sensationaly happy with your purchase.
Change of Mind: You have 14 days from the date of receipt to return a kit for a full refund. The kit must be unused, in its original packaging, and in a resalable condition.
Return Shipping: Unless the item is faulty, the customer is responsible for return shipping costs.
Faulty or Damaged Items: If your kit arrives damaged or is missing components, please contact us at info@sherwoodparkhall.com within 48 hours of delivery with a photo of the issue. We will send a replacement or issue a full refund immediately.
Digital Downloads: Any digital craft patterns or workshops are non-refundable once the download link has been accessed.
Donations: Direct donations made via the website are non-refundable.
Please email our team at info@sherwoodparkhall.com with your Order Number (e.g., #SPH1234) and the reason for your return. We aim to respond to all inquiries within 48 hours.
“These policies are reviewed annually by our Trustees to ensure we maintain unrivalled standards of care and community support.”
All Rights Reserved Sherwood Park Hall CIO:
Charity Number 1210866
