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Policies for the Play Tent Studio in Headingley. 

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Safeguarding Policy
The Play Tent Studio Limited

1. Purpose

The purpose of this safeguarding policy is to ensure the safety, welfare, and well-being of all children who visit The Play Tent Studio Limited. Although children are always supervised by their parents or caregivers, the studio is committed to providing a safe environment, promoting positive experiences, and preventing harm.

2. Scope

This policy applies to:

  • All children attending the studio

  • Parents, guardians, and caregivers

  • All staff members and volunteers at The Play Tent Studio Limited

3. Principles

  • Children have the right to feel safe, respected, and valued at all times.

  • Staff members have a duty to uphold children’s safety and welfare and to act if concerns arise.

  • Parents and caregivers are responsible for supervising their children at all times within the studio.

  • Any concerns regarding a child’s welfare, safety, or well-being will be taken seriously and acted upon appropriately.

4. Responsibilities

Staff Responsibilities:

  • Maintain a safe, clean, and welcoming environment for children and their caregivers.

  • Be vigilant for any signs of harm or neglect, even in a setting where children are supervised by adults.

  • Respond promptly and appropriately if a safeguarding concern arises, following proper reporting procedures.

  • Ensure that all activities, art materials, and equipment are safe and suitable for children.

Parent/Caregiver Responsibilities:

  • Supervise their children at all times while in the studio.

  • Ensure children use equipment safely and appropriately.

  • Respect staff instructions regarding safety and studio rules.

Reporting Concerns:

  • Any safeguarding concerns, including suspected abuse, neglect, or unsafe behavior, must be reported immediately to the Designated Safeguarding Officer (DSO).

  • Staff will follow local safeguarding procedures and may escalate concerns to statutory agencies if required.

5. Designated Safeguarding Officer (DSO)

Victoria Lungu is the Designated Safeguarding Officer for The Play Tent Studio Limited. Responsibilities include:

  • Acting as the main point of contact for safeguarding concerns

  • Maintaining safeguarding records confidentially

  • Ensuring staff receive appropriate safeguarding guidance and training

6. Safeguarding Procedures

  1. Observation: Staff must remain alert to any indications that a child may be at risk of harm.

  2. Immediate Action: If a child is in immediate danger, staff will take necessary steps to ensure the child’s safety and contact emergency services.

  3. Reporting: Concerns must be reported to the DSO without delay.

  4. Recording: All incidents, observations, and actions must be logged confidentially.

  5. Confidentiality: Information will only be shared with relevant authorities or individuals involved in safeguarding.

7. Safer Environment

  • All studio equipment, furniture, and art materials are regularly checked for safety.

  • Cleaning and hygiene protocols are in place to reduce health risks.

  • Studio layout ensures clear visibility for parents and caregivers supervising their children.

  • Staff are trained in basic first aid and emergency procedures.

8. Training

All staff members receive guidance and training on safeguarding principles, including:

  • Identifying signs of harm or neglect

  • Reporting procedures

  • Emergency response

9. Policy Review

This policy will be reviewed annually or following any safeguarding incident or changes in legislation.​​​

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Data Protection and GDPR Policy
The Play Tent Studio Limited

1. Purpose

This Data Protection Policy outlines how The Play Tent Studio Limited collects, processes, stores, and protects personal data in compliance with the General Data Protection Regulation (GDPR) and the UK Data Protection Act 2018.
The aim is to ensure the privacy and security of personal data belonging to children, parents, caregivers, and staff, while facilitating bookings and events through Eventbrite.

2. Scope

This policy applies to:

  • Children, parents, and caregivers using our services

  • Staff members handling personal data

  • Event registrations, bookings, and communications conducted via Eventbrite

3. Data We Collect

We may collect the following personal data through Eventbrite or directly from users:

  • Names of parents, caregivers, and children

  • Contact details: email addresses, phone numbers

  • Event booking details, including dates, times, and preferences

  • Any special requirements or medical information relevant to activities

  • Payment information processed securely via Eventbrite (we do not store card details)

4. Legal Basis for Processing

We process personal data under GDPR based on:

  • Consent: Parents/caregivers provide consent when booking events.

  • Contractual necessity: Processing data is necessary to manage event bookings and attendance.

  • Legal obligation: Compliance with health, safety, and safeguarding laws.

5. How We Use Personal Data

Personal data is used for:

  • Managing bookings, payments, and cancellations

  • Communicating important information about events or sessions

  • Ensuring children’s safety and meeting special needs or dietary requirements

  • Complying with legal obligations, e.g., safeguarding or insurance

6. Data Sharing

  • Eventbrite securely processes payment and booking data on our behalf.

  • Personal data may be shared with emergency services in case of an incident or safeguarding concern.

  • Staff may access personal data strictly on a “need-to-know” basis for event administration.

  • We do not sell or rent personal data to third parties.

7. Data Retention

  • Booking and contact information is retained for the minimum period necessary to manage bookings, respond to enquiries, and meet legal obligations.

  • Financial records may be retained for up to 7 years for accounting purposes.

  • Eventbrite may retain data in accordance with their terms of service; parents/caregivers can manage their Eventbrite account and data directly.

8. Data Security

  • Personal data is stored securely using Eventbrite’s encrypted platform and our internal systems.

  • Access to personal data is restricted to authorized staff members only.

  • Staff are trained in GDPR compliance and data protection best practices.

9. Rights of Individuals

Under GDPR, parents, caregivers, and children (where applicable) have the following rights:

  • Right to access personal data held about them

  • Right to request correction of inaccurate data

  • Right to request deletion of personal data

  • Right to object to processing for direct marketing purposes

  • Right to data portability where applicable

Requests to exercise any of these rights should be submitted to Victoria Lungu, Studio Manager, via email or in writing.

10. Breach Notification

  • Any personal data breach will be reported to the Information Commissioner’s Office (ICO) within 72 hours if required.

  • Affected individuals will be notified promptly if the breach poses a risk to their rights or privacy.

11. Review

This policy will be reviewed annually or whenever there are significant changes to our data processing activities or relevant legislation.

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Fire Safety Policy
The Play Tent Studio Limited

1. Purpose

The purpose of this Fire Safety Policy is to ensure the safety and well-being of all children, staff, and visitors at The Play Tent Studio Limited in the event of a fire or related emergency.
This policy outlines fire prevention measures, emergency procedures, and staff responsibilities to ensure a safe environment at all times.

2. Scope

This policy applies to:

  • All staff members (including part-time and volunteers)

  • All children enrolled in classes, workshops, or events

  • All parents, guardians, and visitors present on the premises

3. Fire Prevention Measures

To minimise the risk of fire:

  • No open flames (such as candles, incense, or matches) are permitted in any area of the studio.

  • Electrical equipment (including heaters, glue guns, and art dryers) must only be used under supervision and switched off after each session.

  • Flammable art materials (paints, solvents, aerosols) must be stored safely in clearly labelled, fireproof cabinets away from heat sources.

  • Fire exits must remain unobstructed and unlocked during operating hours.

  • Smoke alarms, fire alarms, and extinguishers will be tested monthly and serviced annually by a qualified fire safety contractor.

  • Staff training in fire prevention and evacuation procedures will take place at least twice a year.

4. Emergency Procedures

a. If a Fire is Discovered

  • Raise the alarm immediately using the nearest fire alarm point.

  • Evacuate all children, staff, and visitors using the nearest safe exit.

  • Do not attempt to extinguish the fire unless it is small and you are trained and confident to do so safely.

  • Call Emergency Services (999) once safely outside.

  • Proceed to the designated assembly point.

b. Evacuation of Children

  • Each staff member is responsible for the safe evacuation of their assigned group of children.

  • Staff must take the attendance register and conduct a headcount at the assembly point.

  • Under no circumstances should anyone re-enter the building until the Fire Service declares it safe.

5. Assembly Point

The designated fire assembly point for The Play Tent Studio Limited is:
On Alma Road by the entrance to the multi-storey car park.

6. Responsibilities

  • Fire Safety Officer: Victoria Lungu – Responsible for overseeing fire drills, alarm checks, and staff fire safety training.

  • Studio Manager: Victoria Lungu – Ensures this policy complies with current legislation and is reviewed annually.

  • All Staff: Must know alarm locations, exit routes, and child supervision procedures during evacuations.

  • Visitors and Parents: Must follow staff directions immediately in any emergency situation.

7. Fire Drills

Fire drills will be conducted at least once per term (minimum three times per year).
Drill results, including evacuation times and any issues identified, will be recorded.
Improvements identified in drills will be implemented promptly by the Fire Safety Officer.

8. Training

All new staff receive fire safety induction training, including:

  • Location of alarms, exits, and extinguishers

  • Evacuation routes and procedures for children

  • Safe operation of fire extinguishers (if applicable)

9. Policy Review

This policy will be reviewed annually or after any fire incident or regulatory change.

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COVID-19 Policy
The Play Tent Studio Limited

1. Purpose

The purpose of this policy is to protect the health and well-being of children, parents, caregivers, and staff at The Play Tent Studio Limited during the ongoing COVID-19 situation. We aim to provide a safe, welcoming, and relaxed environment while following government guidance and best practices for infection prevention.

2. Scope

This policy applies to:

  • All children attending the studio

  • Parents, caregivers, and guardians

  • Staff members, volunteers, and visitors

3. Supervision

  • Children must always be supervised by a parent or caregiver.

  • Parents/caregivers are responsible for ensuring their children follow hygiene and safety measures while in the studio.

4. Health and Safety Measures

We have implemented measures to reduce the risk of COVID-19 transmission:

  • Hand hygiene: Handwashing or hand sanitizing is required on entry and at regular intervals.

  • Cleaning: Regular cleaning of toys, play areas, and art equipment between sessions.

  • Ventilation: Doors and windows may be opened where possible to improve airflow.

  • Signage: Clear reminders for hygiene, distancing, and safety practices will be displayed.

  • Face coverings: Staff may wear face coverings as appropriate. Parents and caregivers may choose to wear masks.

5. Attendance

  • Do not attend the studio if you or your child has any COVID-19 symptoms (e.g., fever, cough, loss of taste or smell) or has tested positive.

  • Please follow local government guidance on self-isolation after a positive test or exposure.

  • If a child or parent develops symptoms after attending a session, please notify the studio immediately so appropriate measures can be taken.

6. Booking and Refunds

  • Flexible booking policies are in place in case of illness or self-isolation.

  • Sessions missed due to COVID-19 symptoms, positive tests, or isolation requirements will be eligible for rescheduling or refund.

7. Emergency Procedures

  • In the event of a suspected COVID-19 case in the studio, affected individuals will be asked to leave immediately.

  • Surfaces and play areas will be thoroughly disinfected.

  • Staff will follow government guidance regarding notification and any temporary closure if necessary.

8. Communication

  • Parents and caregivers will be updated promptly regarding any changes to policies, closures, or confirmed cases affecting the studio.

  • All communications will be via email, social media, or phone as appropriate.

9. Review

  • This policy will be reviewed regularly in line with updates from the UK government, Public Health England (or UKHSA), and other relevant authorities.

  • Adjustments will be made as needed to ensure the safety of all children, parents, caregivers, and staff.

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