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1. Context 

Introduction:

Can’t Sit Still (the Data Controller) needs to gather and use certain information (Personal Data) about individuals (Data Subjects).

Data Subjects can include partners, suppliers, business contacts, freelance contractors, and other people the organisation has a relationship with or may need to contact in order to deliver its programme.  

Some Personal Data may be sensitive data (Special Category Data).  We may also need to share Personal Data with other organisations for specific purposes.

This policy describes how this Personal Data will be collected, handled and stored to meet the company’s data protection standards and to comply with the law.

Why this policy exists:

This data management policy ensures Can’t Sit Still:

• Complies with data protection law and follows good practice

• Protects the rights of all those it works with

• Is transparent about how it stores and processes individuals’ data

• Protects itself from the risks of a data breach

Data protection law:

The General Data Protection Regulation (GDPR) applies in the UK and across the EU from May 2018. It requires personal data shall be:

1. Processed lawfully, fairly and in a transparent manner in relation to individuals;

2. Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research or statistical purposes shall not be considered to be incompatible with the initial purposes;

3. Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;

4. Accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;

5. Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by GDPR in order to safeguard the rights and freedoms of individuals;

6. Processed in a manner that ensures appropriate security of personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.

7. The controller shall be responsible for, and be able to demonstrate, compliance with the principles.

8. Scope of personal information to be processed

2.1 What information is stored?

Can’t Sit Still processes a range of personal data including:

• Personal details

• Financial details

• Employment and education details

• Goods and services provided

• Online identifiers (such as user names)

• Information about individuals areas of specific interest and needs

On occasion Can’t Sit Still also process sensitive classes of information that may include:

• Physical or mental health details

• Racial or ethnic origin

• Religious or other beliefs of a similar nature

We process personal information about our:

• Contractors

• Participants

• Suppliers and service providers

• Advisers, consultants and other professional experts

• Complainants and enquirers

We sometimes need to share the personal information we process with the individual themselves, and also with other organisations.  Where this is necessary we are required to comply with all aspects of data protection legislation and each parties responsibilities are clearly outlined in a Memorandum of Understanding.  The types of organisations we may need to share some of the personal information we process with for one or more reasons are:

• Family, associate and representatives of the person whose data we are processing

• Partner organisations with whom we deliver services

• Agencies connected with employment and/or recruitment

• Current, past and prospective employers

• Educators

• Suppliers 

• Debt collection and tracing agencies

• Financial organisations

A full information audit is carried out on an annual basis.  This records how all personal data processed by Can’t Sit Still is collected, stored and kept up to date and accurate.  The audit also details whether data is Special Category Data, and the security measures/additional security measures in place to protect it.

The audit clarifies where, how long data is stored, evidences that only relevant data is collected and that it is kept for no longer than necessary.

3. People and responsibilities

Everyone at Can’t Sit Still has a responsibility to contribute to data protection and compliance with current legislation to protect personal data, and to observe the processes laid out in this policy.  Key areas of responsibility are assigned to ensure clarity about who in the organisation is responsible for leading on compliance within the regulations, that training is up to date and to ensure that policy and procedural information is effectively disseminated.  

Can’t Sit Still’s responsibilities and lead person are as follows:

1. Training

• The Data Management Policy and Procedures will be disseminated and suitable training provided for contractors.  

• Ongoing advice will be available from the Company Director and, if required, sought from legal professionals.

2. Recording and Reviewing Data Processing

• Can’t Sit Still’s Data Protection and Management Policy and associated Procedures will be maintained and developed by the Company Director.

• All services used for storing data will be assessed to ensure they meet acceptable security standards by the Company Director.  

• A data audit will be reviewed regularly.   This captures:

• The Personal Data processed by Can’t Sit Still

• The reason for processing it

• How the Data Subject is communicated with

• Whether the data is Special Category Data

• Security measures in place

• Disposal policy

• How the data is checked for accuracy and kept up to date

• Actions and completion dates for any actions required

3. Contracting and Data Sharing Agreements

- Privacy measures will be embedded into service agreements, policies, procedures and day to day activities.  These measures will be implemented by the Director and implemented by all contractors in line with their responsibilities as outlined in Service Agreements.

- Service agreements, Memorandum of Understanding with third parties that handle Can’t Sit Still’s sensitive data will be signed by the Company Director to ensure they contain robust obligations with respect to data management and protection. 

- Contractors are obligated by the terms of their Service Agreements to ensure their systems and equipment for storing data on behalf of Can’t Sit Still meets acceptable security standards as defined in the Data Processing Procedures.    

• Contractors are required to ensure that regular checks and scans of security hardware and software are undertaken, and to ensure they are functioning properly.  

4. Operations

- Privacy notices are written by the Company Director to ensure that there is a lawful basis for fair processing, that intended uses are clearly articulated, and that data subjects understand how they can give or withdraw consent, or else otherwise exercise their rights in relation to Can’t Sit Still’s use of their data.

- Third party services used by Can’t Sit Still to store or process data are audited regularly.   This audit details:

• The type of data given to third parties

• The reason for sharing it

• How the data is transferred securely

• How we know their process complies with data protection law

• The processor does not transfer data outside the EU, or if it does that it protects data to a required standard

• Confirmation that a contract is in place with third parties which include data protection clauses

• Actions and date of completion of required actions

- Subject access request, deletion requests and queries from clients, stakeholders and data subjects about data protection related matters will be dealt with within 28 days by the Company Director.  

- Audience development, marketing, fundraising and all other initiatives involving processing of personal information and/or contracting individuals, abide by GDPR principles.

The contact person in respect of data protection for Can’t Sit Still is Jay Haigh, Company Director.     

Key tasks include:

• Inform and advise contractors about their obligations to comply with GDPR and other data protection laws

• Monitor compliance with GDPR and other data protection laws, including managing internal data protection activities, advising on data protection impact assessments, organising training and conducting internal audits

• Being the first point of contact for supervisory authorities and for individuals whose data is processed by Can’t Sit Still.

5. Contractor obligations

• To ensure data is updated if inaccuracies are discovered as the result, for e.g. of an email bounce back or other source of information.

• Contractors are required to encrypt personal data records, not to hold records on personal computers, tablets, mobile phones, physical copies, to delete any other records on the completion of the service, and to confirm this through self-certification.

• Can’t Sit Still keeps personal data pertinent to specific services within its organisational filing system on Google.  Contractors are given access to the organisational storage system for the duration of the service delivery.  

• Any personal data files are password encrypted, using strong passwords only known to relevant contractors.  

• Contractors are required to follow the data audit security measures and follow good practice in the storage of personal data:

  • Shredding paper copies that are no longer required

  • Using lockable filing cabinets

  • Using strong passwords which are changed regularly and not shared unnecessarily

  • Restricting access where data is stored on the company cloud storage system

  • Only using third party processors that are audited by the company

  • Contractors are required to inform the Company Diurector immediately in the case of a data breach.

6. Security measures

Can’t Sit Still only uses audited services to store information.  Each service is reviewed to ensure that the contract between Can’t Sit Still and the service provider is offering, at minimum, adequate security measures.  This may include signing an additional Data Processing Amendment which extends the contract to ensure additional measures are in place so that services meet requirements under GDPR, including safe transfer of data in transit.

The technical infrastructure of Can’t Sit Still is designed to provide simple, easy to use data storage and processing solutions that meet the organisation’s needs.  Access to personal data is restricted to only those that require it.  All personal data files are password protected, using strong passwords that are changed, at minimum annually.  Where available two step authentication is used.

If a contractor becomes aware that they are processing data in a way that is unacceptable, or if data is found to have been collected in a way that is not compatible with the company’s data processing procedures, they must advise the Director as soon as possible.  In this case, an action plan will be put into place and noted on the data audit log to ensure action is taken in a timely manner.

Contractors and service providers are required to report data breaches to the Company Director.  Depending on the circumstances of the breach action will be as follows:

• An incident report will be completed

• Action will be taken to address the cause of the breach

• Action will be taken to minimise damage that the breach may have caused

• Action will be considered in relation to the person or company responsible for the breach.

If the breach might result in peoples’ rights or freedoms being impacted – for example, leave them at risk of discrimination, reputational damage or financial loss, the ICO will be informed by the Director within 72 hours of the breach.   Companies House may also need to be informed.

7. Individual rights

Right to be Forgotten

Individuals have the right to be forgotten by the organisation.  This means that all information held about them is deleted.  They also have the right to have data made available to them in a way that is ‘portable’.  This means that the data is provided in a format that can be transferred to another organisation or that Can’t Sit Still moves the data at their request, on their behalf.  

If Can’t Sit Still is processing personal data in order to fulfil a legal obligation that the company may reject the request to be forgotten.

Right to Withdraw Consent

Where the company has used ‘Consent’ as a legal basis for processing, then individuals have the right to withdraw that consent at any time.  Can’t Sit Still must act immediately on withdrawal of consent.  In addition, individuals can restrict processing so that their personal data is only used in certain circumstances – e.g. to send specific information and not all information about the company's activity.  Also individuals can request their preferences to be changed, or that data held about them is updated or corrected and these requests must be easily made and acted on quickly.

Subject Access Requests

People can submit a Subject Access Request in order to find out all of the information Can’t Sit Still holds about them.  Can’t Sit Still will provide this information free of charge and within one month of receiving a Subject Access Request.

If a Subject Access Request is particularly complex then the compliance period may be extended for up to two further months.  If this is the case, the individual concerned will be notified within one month with the reasons for extended time clearly explained.

Where a Subject Access Request is excessive or without relevant purpose then Can’t Sit Still may choose to charge a reasonable fee to cover administrative costs.  

If a Subject Access Request is refused, Can't Sit Still will notify the individual within one month to explain the reasons clearly and remind them of their right to complain or take legal action.

8.  Privacy notices

Can’t Sit Still aims to ensure that individuals are aware that their data is being processed, and that they understand:

• Who is processing their data

• What data is involved

• The purpose for processing that data

• The outcomes of data processing

• How to exercise their rights.

To these ends the company has a privacy statement, setting out how data relating to these individuals is used by the company.  The privacy statement can be viewed at any time by visiting the company website at www.cantsitstill.org or by asking for a copy contact@cantsitstill.net

9. Ongoing documentation 

Meeting the obligations of the GDPR to ensure compliance will be an ongoing process.  Can’t Sit Still will implement ongoing measures implemented to:

1. Maintain documentation/evidence of the privacy measures implemented and records of compliance 

2. Regularly test the privacy measures implemented and maintain records of the testing and outcomes.

3. Use the results of testing to demonstrate both existing and continuous compliance improvement efforts.

4. Keep records showing training of contractors on privacy and data protection matters. 

This includes, and is not limited to:

• Regular review of the data audit

• Sampling contractor activity to test compliance with obligations under the service agreement

• Recording data security activity on an ongoing basis (such as password changes, training and data compliance sampling)

• Quarterly Board reporting

​We are looking for people who are passionate about making the Arts inclusive and accessible – and are willing to share and learn.

We believe the richest, most innovative and life-changing work is created when we work with people from a wide range of backgrounds – with different cultures, faiths and lived experiences.

With this in mind we are very interested in hearing from people from the global majority, people who grew up in non-English countries and cultures, LGBTQIA+ people, those with lived experience of social or physical disabilities and chronic ill health, and people under the age of 30.

In line with our value of 'Radical Care', we are committed to doing everything we can to minimise our impact on the planet. We are keen to work with artists, partners, venues and other stakeholders to implement good practice whenever possible. We welcome discussion and feedback about how we improve our environmental sustainability.

Work
– We recycle, re-use or redistribute old sets and costumes.

– We work with our stakeholders to encourage and support each other to change behaviours which are out of tune with the planet.

– We often make food to share and discourage use of plastic in the rehearsal room and on set.

– We make shows that are adaptable and can work in less traditional spaces often on a ‘low tech needs’ basis.

Travel
– We ensure use of transport is carefully considered and limited to essential trips only.

– Public transport, walking and bicycles are used whenever possible.

– We are investigating carbon off-setting our touring mileage.

Office Systems
– We use online tools such as Zoom for meetings.

– We use remote working practices within our team, using cloud storage systems, online tools and the good ole’ phone to organise our business.

– We are making a plan to remove out of date and redundant computer files as we know we rely too much on big, power hungry servers.

– We are auditing our suppliers to assess their green credentials, and moving towards using only ethically sound businesses to supply services.

The type of personal information we collect 

We currently collect and process the following information:

About our participants and audiences:

• Names, contact details, characteristics

• Photographs, videos and voice recordings

• Evaluation data including feedback forms, surveys, quotes

• Emergency contact details

• Sensitive Data

About our team and Board of Trustees

• Name, contact details, characteristics

• Financial information to enable us to process fees, salaries, pensions

• DBS and right to work certifications

• Photographs, videos and voice recordings

• CVs

• Emergency contact details

About our suppliers

• Name, contact details

• Information to enable us to process invoices and payments

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:

• To enable us to carry out our day to day work as an educational charity

• To help us determine how to improve our practice through collecting evaluation material

• To keep you up to date with opportunities to get involved with our work through participation in our projects

• To comply with UK law

We also receive personal information indirectly, from the following sources in the following scenarios:

• If we work with children or vulnerable adults, we collect data about them from parents or legal guardians when appropriate.

We may share data that we collect with funders and stakeholders of the charity and with project partners.  In both these cases, you will be notified about the purposes for sharing data and the protections in place to ensure that your data is shared safely.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases 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 contact@cantsitstill.net

(b) We have a contractual obligation.

(c) We have a legal obligation.

(d) We need it to perform a public task.

How we store your personal information 

Your information is securely stored using approved company platforms wherever possible, specifically:

• Google

• Mailchimp

• QuickBooks

• Shape Payroll

• Nest Pensions

These platforms are password protected and 2 Factor Authentication is enabled to prevent unauthorised access.

On occasion it is necessary to hold paper copies of information (e.g. workshop registers).  In this instance, extra precautions are taken to protect the data with a named party held contractually responsible for safe transit, storage and deletion once a project is completed and the information is no longer required.

Sensitive data is subject to extra protections through the use of encryption and passwords.  Access to sensitive data is limited on a ‘need to know’ basis.

Information is deleted in line with Can’t Sit Still’s Data Deletion Timetable.

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 contact@cantsitstill.net 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 contact@cantsitstill.net

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:            

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

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

SAFEGUARDING CHILDREN AND ADULTS AT RISK POLICY  

First created by Catherine Boot, Artistic Director, on 12th February 2018  

Updates: 

30th March 2019  

5th April 2020

22nd June 2022 

7th July 2023

8th August 2024 

Next update required:

August 2025

1.   PURPOSE  

This policy will enable Can't Sit Still to demonstrate its commitment to keeping the children and  adults at risk with whom it works safe. Can't Sit Still acknowledges its duty to act appropriately to any  allegations, reports or suspicions of abuse.  

It is acknowledged that significant numbers of vulnerable people are abused and it is important that  Can't Sit Still has a Safeguarding Children and Vulnerable Adults policy, a set of procedures to follow  and that the organisation puts in place preventative measures to try and reduce that number.   

2.   SCOPE  

For the purposes of this policy, a child is defined as anyone under the age of 18 and an adult at risk is defined as someone over the age of 18 who is or may be in need of community care services  by reason of mental or other disability, age or illness and is or maybe unable to take care of themselves or unable to protect themselves against significant harm or exploitation.  They might need help to make informed choices about the way they want to live and the risks they want to take.  

Can't Sit Still is committed to zero tolerance of abuse and neglect within the organisation. The Policy  Statement and Procedures have been drawn up in order to enable it to:   

• Promote good practice and work in a way that can prevent harm, abuse and coercion occurring.   

• Ensure that any allegations, disclosures of abuse or suspicions are dealt with appropriately  and the person experiencing abuse is supported.  

• Empower staff, freelance artists, trustees and volunteers fully understand their duty to act. 

• Stop abuse occurring.  

In order to implement the policy Can't Sit Still will work to:  

• manage services in a way which promotes safety and prevents abuse.  

• promote the freedom and dignity of the person who has or is experiencing abuse. 

• promote the rights of all people to live free from abuse and coercion.  

• ensure the safety and well being of people who do not have the capacity to decide how they  want to respond to abuse that they are experiencing.  

Can't Sit Still will:  

• ensure that all trustees, staff, volunteers and participants are familiar with this policy  

• act with confidentiality and will usually gain permission from participants before sharing information about them with another agency.  

• inform participants that where a person is in danger, a child is at risk or a serious crime has  been committed then a decision may be taken to pass information to another agency without the service user’s consent  

• make a referral to the local Council’s First Response team or Adult Safeguarding Teams as appropriate (depending on the location in which the incident took place).  

• endeavour to keep up to date with national developments relating to preventing abuse and welfare of adults at risk and children  

• ensure that the named person understands their responsibility to refer incidents of adult abuse to the relevant statutory agencies (Police/Adult Social Care)  

Can’t Sit Still is accountable for all its operations and therefore expects its activities to be questioned, challenged and changed as necessary to ensure the maintenance of high standards in all its practices. The safety and wellbeing of children and adults at risk are our main concerns. We are committed to all aspects of safety, welfare and protection of children & adults at risk within our work.  

Can’t Sit Still works proactively to overcome the barriers that people may face in accessing our services and these procedures have been designed to ensure the welfare and protection of any child or adult who comes into contact with the organisation.   

The organisation is committed to putting in place safeguards and measures to reduce the likelihood  of abuse taking place within the services it offers and that all those involved will be treated with  dignity and respect.   

These procedures are divided into the following sections  

1. Preventing and minimising abuse  

2. Recognising the signs and symptoms of abuse   

3. Named person for safeguarding children and adults at risk  

4. Responding to people who have experienced or are experiencing abuse  

5. Managing allegations made against a member of staff or volunteer  

6. Recording and managing confidential information  

7. Disseminating/Reviewing policy and procedures    

3.   SAFEGUARDING PROCEDURES  

3.1   Preventing and minimising abuse  

Whilst ensuring that internal procedures are in place for dealing with abuse, Can’t Sit Still will also ensure that it:  

• Communicates effectively, sharing information which may help to prevent abuse from taking place;  

• Identifies senior staff with lead responsibilities for Safeguarding Children & Vulnerable Adults issues;  

• Make staff, trustees and volunteers aware of both internal and external Policies and  Procedures for Safeguarding Adults from abuse and neglect;  

• Make participants and families aware of both internal and external Policies and Procedures  for Safeguarding Children & Adults from abuse;  

• Have effective communication between staff and participants;  

• Know where to signpost people in their service;   

• Be aware of the support available to victims of crime and the support available to vulnerable witnesses.  

• Have a recruitment process that includes Disclosure and Barring Service (DBS) checks where applicable.   

• Make Safeguarding Children & Adults an integral part of staff induction;  

• Encourage staff to report any concern that they have about the safety and wellbeing of a participant.  

• Provide a person-centered approach to care and support;  

• Have a clear complaints procedure easily accessible to participants, relatives, staff and the public.  

• Make staff and volunteers aware of anti-discriminatory practice.  

• Make staff and volunteers aware of support relating to their involvement with the organisation.  

• Integrate Safeguarding Children & Vulnerable Adults’ principles in all aspects of the organisation.  

Can’t Sit Still is committed to safer recruitment policies and practices for paid staff, volunteers and  trustees. This includes ensuring staff, freelance artists and, where relevant, volunteers hold DBS disclosures checks, ensuring references are taken up and adequate training on Safeguarding Children  & Adults is provided.  

Where appropriate employees/freelance artists will be required to provide two references and have an enhanced Disclosure and Barring service check.  The organisation will work within the current  legal framework for reporting anyone that abuses.   

All staff, volunteers and trustees will be provided with training and information to enable them to  develop the awareness, skills and abilities appropriate to their role within the organisation and  responsibilities regarding Safeguarding.  

3.2.   Recognising the signs and symptoms of abuse  

Can’t Sit Still is committed to ensuring that staff and volunteers undertake training to gain a basic awareness of signs and symptoms of abuse and will ensure that the named person and other  members of staff and volunteers have access to training around Safeguarding Children & Adults  wherever possible.  

Abuse may include one or more of the following:   

• Discriminatory abuse, including that based on a person’s ethnic origin, religion, language, age, sexuality, gender, disability, and other forms of harassment, slurs or similar treatment;  

• Sexual abuse, including rape and sexual assault, contact or non-contact sexual acts to which  the adult at risk has not consented, or could not consent or was pressurised into consenting;   

• Psychological abuse, including emotional abuse, threats of harm or abandonment,  deprivation of contact or communication, humiliation, blaming, controlling, intimidation,  coercion, harassment, verbal abuse, isolation or withdrawal from services or supportive networks;   

• Financial or material abuse, including theft, fraud, exploitation, pressure in connection with wills, property or inheritance or financial transactions, or the misuse or misappropriation of property, possessions or benefits;   

• Neglect or acts of omission, including ignoring medical or physical care needs, failure to  provide access to appropriate health, social care or educational services, the withholding of  the necessities of life, such as medication, adequate nutrition and heating; failure to report  abuse or risk of abuse;   

• Physical abuse; including hiding, slapping, pushing, kicking, misuse of medication,  inappropriate restraint, or inappropriate sanctions; and Institutional abuse; indicated by  repeated instances of unsatisfactory professional practice, pervasive ill treatment or gross  misconduct indicating an abusive climate.  

• Self-neglect; including behaviours which shows a person isn’t taking care of their own personal needs, for example their health or personal hygiene when these actions         

Abuse may be carried out deliberately or unknowingly.  

Abuse may be a single act or repeated acts.

Abuse can be carried out by one adult at risk towards another.  The adult at risk who abuses may also be neglecting themselves which would be a reason for a safeguarding referral.  

3.3.   Named person for safeguarding children and adults at risk  

The named person - the Designated Safeguarding Officer, or DSO - for Safeguarding Children and Vulnerable Adults at Can’t Sit Still is Jay Haigh, Tel 07897 121236. In the absence of Jay Haigh please contact Catherine  Boot, Artistic Director, Tel 07855 500379.  

The roles and responsibilities of the DSO are:   

• To ensure that all staff, volunteers and trustees are aware of what they should do and who they should go to if they have concerns that someone may be experiencing, or has  experienced abuse or neglect.  

• To ensure that concerns are acted on, clearly recorded and referred to the local Council  social work teams (dependent upon where the activity was taking place).   

• To follow up any referrals and ensure the issues have been addressed.  

• To reinforce the utmost need for confidentiality and to ensure that staff and volunteers are  adhering to good practice with regard to confidentiality and security.   

• To ensure that staff and volunteers working directly with service users who have experienced  abuse, or who are experiencing abuse, are well supported and receive appropriate  supervision.  

• To ensure that disciplinary procedures are coordinated with any other enquiries taking place  as part of the ongoing management of any allegation.   

3.4.   Responding to people who have experienced or are experiencing abuse  

Can’t Sit Still recognises that it has a duty to act on reports, or suspicions of abuse or neglect. Anyone who has contact with children or adults at risk and hears disclosures or allegations or has concerns about  potential abuse or neglect has a duty to pass them on appropriately.     

How to respond if you receive a disclosure:  

• Reassure the person concerned  

• Listen to what they are saying  

• Record what you have been told/witnessed as soon as possible  

• Remain calm and do not show shock or disbelief  

• Tell them that the information will be treated seriously  

• Ask questions to help establish the facts of the matter 

• Let the person making the disclosure know that disclosures cannot be treated confidentially, and you have a duty to share the information you receive to ensure that everyone is safe.  

If you witness abuse or abuse has just taken place the priorities will be:  

• To call an ambulance if required  

• To call the police if a crime has been committed  

• To preserve evidence  

• To keep yourself, staff and service users safe  

• To report what happened immediately to the DSO: Jay Haigh or Catherine Boot.  

All situations of abuse or alleged abuse will be discussed with the DSO. The alleged victim will be told that this will happen. This stage is called the alert.  

The DSO can then take advice from the local Council’s First Response Team and Adults Social Care Teams, and/or other advice-giving organisations.  

When dealing with suspected abuse of an adult at risk, we will take into account their capacity to make an informed choice about the way they want to live and the risks they want to take.  This is in accordance with the Mental Capacity Act, 2005.  Can’t Sit Still will consider how able they are to:

• understand what is likely to result from or affect their situation

• take action themselves to prevent abuse

• decide which other parties to involve

If it is appropriate and there is consent from the individual, a referral will be made. There may be a good reason to override consent such as; a child’s disclosure, where an adult at risk is unable to give informed consent or when there is a risk to others.  

Once we have established that we believe there is an allegation of abuse, Can’t Sit Still has a duty to make a referral. Prior to making a referral, Can’t Sit Still will need to gather as much information as they can about the allegation and this is recorded on the Welfare Concern Form.

Lack of access to the necessary information should NOT delay the referral.  

Information should be provided to the individual. This could be about other sources of help or  information that could enable them to decide what to do about their experience, enable them to  recover from their experience and enable them to seek justice.   

3.5.   Managing allegations made against member of staff or volunteer  

All organisations that work with adults need to ensure that they have procedures in place to deal  with allegations of abuse by a member of staff, volunteer or trustee.   

Can’t Sit Still will ensure that any allegations made against members or member of staff, volunteer or  trustees will be dealt with swiftly.  

Where a member of staff/volunteer/trustee is thought to have committed a criminal offense the  police will be informed. If a crime has been witnessed the police should be contacted immediately.   

Where the allegation involves alleged abuse of an adult at risk, a referral should be made  following the process in section 4.  

The safety of the individual(s) concerned is paramount and it should be ensured that they are safe  and away from the person(s) who is/are the alleged perpetrator(s).  

The named person will liaise with the DSO to discuss the best course of action and  to ensure that Can’t Sit Still’s Disciplinary Procedures are coordinated with any other enquiries taking  place as part of the ongoing management of the allegation.   

3.6   Recording and managing confidential information  

Can’t Sit Still is committed to maintaining confidentiality wherever possible and information around  Safeguarding Children & Vulnerable Adults issues should be shared only with those who need to  know.   

All allegations/disclosures/concerns should be recorded on an welfare concern form. The information should be factual and not based on opinions, record what the person tells you, what you have seen and witnesses if appropriate.  

The information that is recorded will be kept secure and will comply with data protection.  Where an adult has capacity and no other person or child is at risk, then if they do not want to take the matter further it will remain confidential. The person should be reassured and provided with information about possible sources of help, should they decide to do something at a later date.  

However, there will be occasions when confidentiality cannot be agreed within the context of a disclosure, specifically if there is a child or adult at risk is at serious risk of harm and Can’t Sit Still can lawfully justify a decision to break confidentiality.  

See Appendix for Guidance on receiving and reporting a disclosure  

3.7 Disseminating/Reviewing policy and procedures  

Can’t Sit Still will ensure that the Safeguarding Children & Adults at Risk Policy and Procedures  remains up to date. Jay Haigh, Cat Boot and the Board of Directors will be involved in this process and  can recommend any changes.  The DSO will also ensure that any changes are clearly  communicated to staff, volunteers and service users. 

For a full copy of this policy and appendices, please contact jay@cantsitstill.net

We are all trying hard to make sustainable changes. Our experience shows by asking good questions we can encourage our partners to consider their interactions and potentially support them to make changes too.

We expect the same challenge back from our colleagues and welcome ideas to improve our sustainability. In the spirit of mutual support we ask our venues to consider the following:

Paper-based marketing
Is the size of your print request appropriate for the show? Are there distribution channels in place to make best use of the print we provide? Can we minimise paper waste together?

Meetings
We love meeting our colleagues in person. However, let’s check together whether a meeting is essential and, if not, let’s find a travel-free solution that works for all of us.

Food & drink
Thanks for any drinks you might provide. We will always bring our own bottles and re-usable cups so you don’t need to supply anything in plastic bottles.

We welcome any recommendations for vegetarian / vegan food suppliers nearby. Particularly great if they’re of the local home-grown kind so we can invest in your local economy while we are with you.

Accommodation
We like to stay in BnB’s nearby and ideally with local hosts who have a relationship with your venue. Hotels tend to consume big quantities of power and plastic which we’d prefer to avoid.