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Environmental Sustainability Policy

Friends of Bude Sea Pool (charity no. 1143156) aims to maintain and enhance this semi-natural tidal pool so that it is free for everyone to us for generations to come. The beauty of the natural environment is important to us all. Open to all elements, all year-round, Bude Sea Pool is impacted and has an impact on the environment and the climate, in how it is maintained, is funded and is used. Friends of Bude Sea Pool is committed to managing these impacts, whether reducing the negative or increasing the positive. This policy is a guiding principle on which we aim to take ethical decisions.

It is our policy to:

  • Minimise our use of unnecessary energy (turning off all office equipment when not used, installing eco-friendly bulbs and investigating grant funding for green initiatives such as solar panels on existing facilities)
  • Recycle, reuse and repurpose as much as we can (e.g. having scrap paper for use; when necessary, always printing double-sided; buying recycled toilet roll from Who Gives a Crap who give 50% of their profit to help build toilets and improve sanitation in developing countries)
  • Encourage Pool Users and Visitors to use refillable water bottles and to offer refills as in keeping with the ReFill Bude initiative founded by one of our volunteers. We have recycled refillable bottles and coffee cups for sale at the shop, seasonal pop-up shop and online.
  • Favour local producers and artists who use sustainable products by stocking their merchandise thereby minimising unnecessary transport. We prioritise UK-made products where local suppliers do not exist
  • Bring as much of the administrative process online to avoid unnecessary printing and travelling to meetings where these can be achieved successfully remotely or locally, including clustering meetings and using public transport where possible
  • Use existing Community Hub (and potential new office space) to grow educational outreach regarding the (changing) geography of the Pool in relation to climate change and to support local green initiatives
  • Partner with Bude Climate Partnership and other experts in the field and to be guided by them in identifying and taking pragmatic steps to keep the Charity in line with the UK Sustainable Development Strategy wherever possible

This policy is communicated to all staff and reviewed by the Board of Trustees annually. Adopted 27/07/2022 Chair, Friends of Bude Sea Pool

Equality and Diversity

This policy is being reviewed and a revised version will be uploaded shortly

Privacy Policy

The type of personal information we collect

We currently collect and process the following information:

  • Name and contact details (postal address, phone numbers and email address) of our friends, donors, volunteers, staff, business sponsors, visitor giving partners, beach hut renters and suppliers
  • Customer name, address, email and payment details (shop and e-shop)
  • Employee data including bank details
  • CVs, references and other HR related documents pertaining to employees and volunteers, including emergency contact names and numbers, Non-Disclosure Agreements, Disclose and Barring Service certificates and contracts
  • Model release forms for use of images for marketing purposes
  • Confidential paperwork relating to the work of the trustees

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:

  • Online membership forms (and previously hard copy forms)
  • Volunteer applications (online and in hard copy)
  • Business sponsors and visitor giving partner agreements
  • Beach hut renters
  • Shop orders (shop, e-shop and over the phone)
  • Supplier payments
  • Donations received and Gift Aid tax claims where appropriate
  • Employment of staff

We use the information that you have given us in order to:

  • Record e-shop orders, payment information and delivery details
  • Record your friend subscription and manage our relationship with you
  • Record volunteering suitability and arrangements
  • Record donations received and claim Gift Aid tax where appropriate
  • Record and manage beach hut rentals
  • Record business sponsors and visitor giving partners to manage our relationship with you and also to advertise your services
  • Record and manage your employment with us
  • Pay our suppliers

We may share this information with HMRC, where required, e.g. Gift Aid tax claims and employee tax payments.

Under the UK General Data Protection Regulation (UK GDPR), the lawful basis we rely on for processing this information are:

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting Josie Dean, Membership Manager – membership@budeseapool.org
(b) We have a contractual obligation.
(c) We have a legal obligation.
(d) We have a legitimate interest.

How we store your personal information

Your information is securely stored electronically.

We keep your data as follows:

  • Friends’ subscription records – 6 years after termination of subscription
  • Invoices and supplier details – 6 years
  • Payroll / PAYE records – 10 years after termination of employment
  • All other data – 6 years after termination of relationship

We will then dispose your information by deleting your data from our electronic systems and shredding any information we may hold in paper format.

Your data protection rights

Under data protection law, you have rights including:

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

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.

Please contact us at membership@budeseapool.org, Friends of Bude Sea Pool, Summerleaze Car Park, Bude EX23 8HJ or on 01288 488118 if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at Friends of Bude Sea Pool, Summerleaze Car Park, Bude EX23 8HJ for the attention of the Chairman of the Trustees.

You can also complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we have used your data. The easiest way to do this is online at:
https://ico.org.uk/make-a-complaint/data-protection-complaints/data-protection-complaints

ICO website: https://www.ico.org.uk

Our contact details

Name: Josie Dean
Address: Summerleaze Car Park, Bude EX23 8HJ
Phone Number: 01288 488118
E-mail: membership@budeseapool.org
Website: www.budeseapool.org

Website Accessibility Statement

How accessible is this website?
This website has been developed to be as accessible as possible. We are confident that this website is accessible.

What to do if you can’t access parts of this website
If you need information on this website in a different format like accessible PDF, large print, easy read, audio recording or braille, please contact us using the contact details at the end of this statement.

We’ll consider your request and get back to you as soon as possible.

Reporting accessibility problems with this website
We’re always looking to improve the accessibility of this website. If you find any problems that aren’t listed on this page or think we’re not meeting the requirements of the accessibility regulations, contact us using the contact details at the end of this statement.

Compliance
This website is compliant with the Web Content Accessibility Guidelines version 2.1 AA standard, due to the non-compliances and exemptions listed below.

Non-accessible content
The content listed below is non-accessible for the following reasons.

Images on some pages do not always have suitable image descriptions. Users of assistive technologies may not have access to information conveyed in images. This fails WCAG 2.1 success criterion 1.1.1 (Non-text Content).

Many documents are in less accessible formats, for example PDF.

PDFs and non-HTML documents
Many documents are not accessible in a number of ways including missing text alternatives and missing document structure.

Our aim is to make all documents hosted on the FoBSP website accessible. If you require a document in an alternative format please contact us via the details below.

External links
This website links to third-party, external websites or services that may not be fully accessible.

Disproportionate burden
We believe that fixing the accessibility problems with the non accessible PDFs before February 2023 would be disproportionate to the cost involved and feel that the time and money in doing so can be used better elsewhere within FoBSP. However if you do require an accessible PDF then please get in touch via the details below and we will be happy to assist you.

How we tested this website
We tested this website in the following ways:

  • WCAG 2.1 compliance using a third-party automated service (reviewed regularly)
  • Regular testing using a suite of browser-based accessibility reporting tools
  • Colour contrast checkers were used during the design phase and re-tested once launched

Contact us
For any enquiries about the accessibility of this website, you can contact us by emailing website@budeseapool.org

This statement was prepared on 01 February 2023. It was last updated on 01 February 2023.

Child Protection and Safeguarding Policy

Introduction

Our policy and code of conduct are to ensure the safeguarding of children and young people working at or visiting the Bude Sea Pool.
To ensure this, we work directly with children and young people as spectators and participants at shows and events, and as visitors to our facilities.

Everyone who directly interacts with children on behalf of the Friends of Bude Sea Pool must comply with our Safeguarding and Child Protection Policy and Code of Conduct.

Everybody working for the Friends of Bude Sea Pool, either as a permanent or temporary member of staff, a volunteer working on a Friends of Bude Sea Pool activity or event, and regardless of seniority or role, has a responsibility to safeguard the welfare of children.

Friends of Bude Sea Pool has a duty of care for any child with whom it interacts, regardless of the nature of the interaction, as well as a responsibility to act in the child’s best interests if it becomes aware of a risk of harm to a child, even if the risk lies externally to the Friends of Bude Sea Pool.

This policy is intended to outline the measures we all need to take to safeguard all of the children and young people who engage with the Friends of Bude Sea Pool, in whatever capacity, and allows the Friends of Bude Sea Pool to discharge its legal and moral obligations to protect children and young people under the age of 18 years. This also includes the children of adults who engage with the Friends of Bude Sea Pool.

In addition, we also have Safeguarding Policy that protects children, young people and vulnerable adults.

The Friends of Bude Sea Pool has a strict Code of Conduct to which all staff and voluntneers working with children, young people and vulnerable adults, in whatever capacity, must adhere. The importance of this Code is that it makes explicit the behaviour that is expected when working within any environment that includes vulnerable people and therefore makes any deviation from the Code of Conduct easily identifiable. It is not meant to inhibit normal interactions with these groups, but rather to support respectful relationships between Friends of Bude Sea Pool staff and children, young people and vulnerable adults.

Contact details

Nominated safeguarding lead: Name: Ray Newberry
email: rgnewberry@gmail.com

Committee lead for safeguarding matters: Name: Mark Henderson
email: safety@budeseapool.org

Trustee lead for safeguarding matters: Name: Mark Matthews
email: risk@budeseapool.org

NSPCC Helpline: 0808 800 5000

Introduction

This policy applies to all personnel, including the board of trustees, committee members, paid staff, volunteers or anyone operating on behalf of the Friends of Bude Sea Pool (FoBSPs).

We recognise that:

  • the welfare of children, young people and vulnerable adults is paramount in the work we do and in all the decisions we take
  • that all children, young people and vulnerable adults, regardless of age, disability, gender reassignment, race, religion or belief, sex, or sexual orientation have an equal right to protection from all types of harm, bullying or abuse
  • we have a responsibility to promote the welfare of all children, young people and vulnerable individuals and to keep them safe. We are committed to practice in a way that protects them
  • some children are additionally vulnerable because of the impact of previous experiences, their level of dependency, communication needs or other issues
  • working in partnership with children, young people, their parents, carers and other agencies is essential in promoting young people’s welfare

The purpose:

  • to ensure everyone has a positive and enjoyable experience at the Bude Sea Pool
  • to protect children, young people and vulnerable adults who use the sea pool or attend our events
  • to provide staff and volunteers with the overarching principles that guide our approach to safeguarding
  • to minimise risk and to ensure FoBSPs complies with legislation and national guidance

Legal framework

This policy has been drawn up on the basis of the attached guidance that seeks to protect children and vulnerable individuals:

Safeguarding and Child Protection Standards for the Voluntary and Community Sector.

We will seek to keep children and vulnerable individuals safe by:

  • valuing, listening to and respecting them
  • appointing a nominated safeguarding lead
  • implementing a robust code of conduct
  • ensuring everyone understands their roles and responsibilities in respect of safeguarding and is provided with appropriate learning opportunities to recognise, identify and respond to signs of abuse, neglect and other safeguarding concerns relating to children and young people
  • ensuring appropriate action is taken in the event of incidents/concerns of abuse and support provided to the individual/s who raise or disclose the concern
  • ensuring that confidential, detailed and accurate records of all safeguarding concerns are maintained and securely stored
  • providing effective information, instruction and training for staff and volunteers
  • through effective ongoing management supervision and oversight of operations
  • recruiting staff and volunteers safely, ensuring all necessary checks are made, thus preventing the employment/deployment of unsuitable individuals
  • sharing our concerns with relevant agencies and stakeholders in a timely manner
  • avoiding any physical contact with children and vulnerable individuals, unless it is to treat or prevent an injury (where parents or carers are unavailable)
  • monitoring the use of changing facilities to ensure no inappropriate activity can take place
  • making sure that children, young people and their families know where to go for help if they have a concern
  • avoiding situations that may expose personnel to allegations of inappropriate conduct, i.e. adult to child supervision ratios
  • investigating any allegations against staff and volunteers thoroughly and appropriately
  • ensuring that we have effective complaints and whistleblowing measures in place

Safeguarding Code of Conduct

Exemplary behaviours should be modelled by everyone to foster a positive working environment for all.

The Friends of Bude Sea Pool operates a ten point Safeguarding Code of Conduct (pdf) which outlines expectations when working with children and/or Adults at Risk. Our Safeguarding Code of Conduct is universal: you will be provided with a copy to sign, which outlines the standard of behaviours required at all times when working with vulnerable groups. You are expected, at all times, to uphold the Safeguarding Code of Conduct when working with vulnerable groups.

The Safeguarding Code of Conduct should be provided to all individuals working on the output and displayed throughout the setting as a reminder of the values and behaviours which contribute to a positive and safe working culture.

Health and Safety Policy Statement

The Friends of Bude Sea Pool take health and safety matters very seriously and are committed to ensuring the safety, health and wellbeing of all persons exposed to its activities or facilities.

How are we going to do this?

By providing the right tools/equipment, substances, advice and training and putting in place sensible systems to make sure that whether you’re an employee, volunteer, a contractor, or a visitor, you don’t get harmed by any of our activities.

We will assess any significant risks and communicate the outcome to the relevant people to make sure everyone is aware of these when using the sea pool safety.

We will provide and maintain safe and healthy working conditions.

Who is going to make sure this happens?

Achieving a healthy and safe operating environment is the collective responsibility of the Trustees, Main Committee, Employees, Volunteers and Visitors. The Trustees and Chair will make sure that the right resources and funding are in place to manage this and help develop and maintain it for future generations.

Signed: Paul Tilzey – Chair Friends of Bude Sea Pool
Date: 1st March 2023

Friends of Bude Sea Pool Health & Safety Structure Chart

1. Trustee Members will give strategic direction and will:
1.1 Lead in line with core actions and good practice outlined in the Institute of Directors and
Health and Safety Commissions ‘Leading Health and Safety at Work – Leadership Actions for
Directors and Board Members’ (indg417).
1.2 Approve the health and safety policy and approve and provide resources to manage health
and safety within the business and consider health and safety in all business decisions.
1.3 Monitor the overall performance of health and safety.

2. Our Committee will provide executive oversight and operational
leadership and will:
2.1 Deliver effective health and safety leadership in line with core actions and good practice
outlined in the Institute of Directors and Health and Safety Commissions ‘Leading Health and
Safety at Work – Leadership Actions for Directors and Board Members’ (indg417).
2.3 Support the Chair and Trustees in meeting their health and safety responsibilities.
2.3 Provide visible and active leadership in good health and safety practice and leading by
example.
2.4 Promote sensible risk management throughout our business, to ensure all significant risks
are properly assessed, recorded, adequately controlled and reviewed.
2.4 Review and monitor health and safety performance.
2.5 Discuss health and safety at all Committee meetings.

3. Our Chair is ultimately responsible and will:
3.1 Lead in line with core actions and good practice outlined in the Institute of Directors and
Health and Safety Commissions ‘Leading Health and Safety at Work – Leadership Actions for
Directors and Board Members’ (indg417).
3.2 Be responsible for the overall development and implementation of effective proactive health
and safety management.

4. Our Line Managers, will provide strategic and operation direction and will:
4.1 Give health and safety a high priority, and consider health and safety implications in all
business decisions.
4.2 Develop safe working practices, and make sure that staff are adequately informed,
instructed, trained and supervised.
4.3 Identify individuals who may need particular support e.g. pregnant workers, young people
or workers with a disability and provide support.
4.4 Encourage the involvement of staff in health and safety decision making.
4.5 Recognise the extent of their own personal responsibilities and liabilities and recognise their
own limits of health and safety competency and ask for help if needed.
4.6 Provide visible and active leadership in good health and safety practice and lead by example.
4.7 Regularly monitor and review health and safety.
4.8 Keep health and safety records to meet legal requirements such as risk assessments,
workplace inspections and supervision notes.
4.9 Provide and maintain adequate welfare facilities including drinking water, safe access and
egress, clean and tidy workplaces, heating, lighting and ventilation and safe plant and
equipment

5. Our Employees / Volunteers will:
5.1 Co-operate with all of the above on all health and safety matters.
5.2 Observe safe working procedures at all times and consider the health and safety of
themselves and others at all times.
5.3 Tell their manager immediately of any health and safety problems or issues in the
workplace.
5.4 Report any accidents, incidents or near misses to their manager.
5.5 Wear any protective clothing or equipment and use any safety devices that have been
provided for their health and safety.
5.6 Not misuse any equipment and safety devices that have been provided in the interest of their
health and safety.

6. Our Committee Member with Health and Safety Responsibilities will:
6.1 Act as the ‘competent person’ as defined in the Management of Health and Safety at Work
Regulations 1999.
6.2 Lead and support Fiends of Bude Sea Pool in managing its health and safety responsibilities.
6.3 Review all new health and safety legislation and implement relevant legislation at the pool.
6.4 Undertake risk assessments for the use of the pool and events,
6.5 Compile and provide statistics on incidents and health and safety performance.
6.6 Inform the Health & Safety Executive (HSE) as required by Reporting of Injuries, Diseases
and Dangerous Occurrences Regulations (RIDDOR).
6.7 Assist in the investigation of serious incidents and accidents.
6.8 Develop and implement suitable health and safety monitoring systems.
6.9 Liaise with the appropriate enforcing authorities (such as the HSE etc.)
6.10 In conjunction with the committee will monitor the health and safety standards of contractors.

7. Visitors, Contractors and Members of the Public visiting will:
7.1 Comply with our health and safety policy, local procedures.
7.2 Where applicable work to agreed method statements and risk assessments etc
7.3 We value and act on the feedback of visitors and pool users. We have a Pool Users
Representative on our main committee where health and safety matters can be raised and
discussed

8. Employee Representation
8.1 We promote and value the contribution that employee representation can make to improving
and maintaining health and safety standards.
8.2 Permanent staff are encouraged to attend Committee meetings where health and safety
matters can be raised and are discussed.

9 Child Protection
9.1 The named person with responsibility for child protection on our committee is the Chair,
who liaises with the volunteer member with child protection responsibilities. We will follow
the procedures for child protection drawn up by the LA and the committee.
9.2 Whilst there is no requirement to supervise or manage safeguarding specifically, FoBSP
are aware of safeguarding procedures and have a safeguarding policy which they would
follow to manage an incident.

10 Sea Pool Security
10.1 While it is difficult to make the sea pool site totally secure, we will do all we can to ensure
that the sea pool is a safe environment for all who use it or work there. We review
security measures regularly, and draw upon the advice of experts (e.g. police officers, fire
officers, architects and other consultants).
10.2 We require all that all officials are easily identifiable and that official visitor’s wear an
identification badge at all times whilst on the sea pool site, to aid and inform sea pool
users.
10.3 We will not permit business use of the site without prior consent and will challenge
unofficial activity that is in conflict with the good use of the pool.
10.4 Unauthorised or anti-social use of the pool may result in persons being asked to leave
the site and/or in a referral to appropriate authorities.

11 Lone Working
11.1 Staff have access to mobile phones, Whilst working at the pool staff have access to RNLI
Lifeguards and members of staff working in the shop if open.

12 Educational visits
12.1 The FoBSP takes very seriously its responsibilities for ensuring the safety of children
whilst on school trips. Schools visiting the pool can make use of a prepared risk
assessment, which is available from FoBSP, and as a download on the FoBSP website.
Teachers are encouraged to visit the site and become familiar with it before bringing their
class.

13 Internet safety
13.1 We make regular use of the internet to promote our activities and provide information for
sea pool users. We will seek to ensure that all digital content is suitable for all users, with
due regard to the need to safeguard children and vulnerable adults.
13.2 We encourage and promote sensible use of private photography on its public site.

14 Hiring and Letting
14.1 FoBSP do not engage in the Hiring or Letting of the Bude Sea Pool facilities, but will
sanction, in certain circumstances, the use of the facilities by external organisations for
agreed events. For further details please see the Hiring and Letting Procedures.