Canolfan Gerdd William Mathias (CGWM) is committed to a practice which protects all young people under 18 years of age and Adults at Risk from harm. All staff, tutors and volunteers in CGWM accept and recognise their responsibility to develop awareness of the issues which might cause children and Adults at Risk harm. They must be fully aware of, and operate within the terms of, this policy.
CGWM will endeavour to safeguard children and Adults at Risk by:
- Adopting child and Adults at Risk protection guidelines through procedures and a code of conduct for staff and volunteers.
- Sharing information about child protection and good practice with children, parents and carers, staff and volunteers.
- Sharing information about concerns with agencies who need to know, and involving parents and children appropriately.
- Following carefully the procedures for recruitment and selection of staff and volunteers taking into account any changes in DBS requirements.
- Providing effective management for staff and volunteers through supervision, support and training.
- Appoint a member of staff and a member of the Board of Trustees to be responsible for dealing with Child Protection issues.
CGWM is committed to reviewing its child protection policy and good practice at regular intervals and at least annually.
All CGWM employees including free-lance tutors or volunteers who offer regular tuition or supervision at CGWM and all members of board of Trustee-Directors are required to have the required level of DBS check which has been obtained through CGWM or has been checked using the online updating service if appropriate.
CGWM will be able to run a free online check on a DBS certificate presented by a person who has subscribed to the update providing that:
- the candidate has given permission
- the post they are applying for qualifies for the same level of check as the original certificate
If the original certificate is of a lower level than required, CGWM must request a new application. DBS certificates should be checked through the online service or renewed every three years.
All new recruits to have an interview / meeting with the Director or member(s) of the board as appropriate.
References must be obtained from a person who has experience of their work and contact with children.
Designated staff and board child protection officers will keep up to date with the any further developments to the requirements of the DBS service ensuring that staff, tutors and volunteers comply with the requirements of this scheme.
In the event of a visiting artist giving a ‘one-off’ workshop, masterclass or performance involving children or Adults at Risk the artist must not be alone with the children or Adults at Risk in any circumstance and a member of staff / volunteer with a satisfactory DBS disclosure must be present at all times to act as chaperone.
CGWM staff are required to undertake risk assessments on all activities to ensure the safety of the participants and ensuring that activities are accessible to all children and Adults at Risk who wish to take part. If arranging a group activity the member of staff responsible for the activity must make sure that there is a sufficient number of staff to children or young people.
Currently the HSE recommend:
Children age 5 – 8 a ratio of 1: 6
Children age over 8 a ratio of 1:15
When a group activity is taking place keeping within the above ratios, a second responsible adult should be present in the building for example in CGWM office.
With respect to workshops for Adults at Risk including Hidden Talents, CGWM will depend on guidance from the local social services department who nominate the clients for the activities and determine the appropriate adequate staffing levels.
No child or young person under the age of 18 is permitted to leave the venue where the activity is taking place at any time except when accompanied by their parent or expressly authorised representative of CGWM.
Consent has to be given by parents or carers before any child or Adults at Risk can be photographed or filmed by CGWM participating in any activity and consent form should state how the images will be used and for what purpose.
Health and Safety
Staff should always make sure that the activity complies with CGWM’s Health and Safety Guidelines.
Information relating to children and Adults at Risk
To ensure best possible care of children and Adults at Risk whilst in the care of CGWM, parents or carers are asked to provide CGWM with the following information:
- Name, Address, Date of Birth,
- Information about any medical and physical ailments and allergies,
- Name of parent or carer together with emergency contact numbers
Guidance for individuals working with children and VA in CGWM activities
CGWM has developed a code of conduct document which advises tutors and those who work with children and VA in CGWM on appropriate behaviour when working with children and VA. All staff and regular tutors should receive a copy of the code of conduct together with this policy and should sign a declaration stating that they have understood and will adhere to them or request a meeting with one of CGWMs’ designated persons to have further guidance and explanations.
Board members and all employees are expected to be fully aware of this policy and attend appropriate courses from time to time.
CGWM will provide opportunities for free-lance musicians linked to the Canolfan to attend training on Child Protection issues as well as continue to ensure that its designated responsible staff attend regular training to keep up to date with new legislation
Designated Child and Adults at Risk Protection persons:
Staff: Meinir Llwyd Roberts (Director)
Board: Marian Wyn Jones
Reporting of abuse or suspected abuse
If a person working with CGWM is concerned that a child or an adult at risk is a victim of abuse, they should discuss the matter with the designated member of staff named above who will discuss further with the designated member of the Board, write a report and decide if the matter should be shared with the statutory child / adult at risk protection agency. An internal report form should be completed for each and every incident of issue or concern, ideally as soon as possible and within 24 hours of the incident.
CGWM will provide internal report forms for individuals to record any incidents or concerns (copies available in CGWM office). Copies of the referral forms of the North Wales Regional Safeguarding Board are also available in CGWM office and will be completed by designated persons should it be decided that the matter should be referred.
If a child makes an allegation of abuse to a tutor, a member of staff, or volunteer working with CGWM, that person should contact the designated member of staff as soon as possible and record in writing using the child’s own words. The record should be signed and dated and the information passed on to the relevant child protection agency who will decide if further action is required.
If a member of staff or volunteer is concerned about the behaviour of a colleague in relation to working with children or Adults at Risk they should discuss their concerns in confidence with the designated staff member named above who will discuss the matter further with the designated board member and decide on subsequent action.
When a staff member, tutor or volunteer is in regulated activity, there is a duty to refer to DBS any person who harms or poses a threat of harm to a person in their care when they are removed from regulated activity (resigned, dismissed, retired) in relation to the situation of harm. This referral would mean the individual would be considered for barring.
CGWM will report to the Charity Commission as soon as possible any safeguarding incidents, complaints or allegations according to the Charity Commissions guidelines.
NSPCC posters displaying the helpline contact number are displayed in CGWM teaching areas.
This document has been written with reference to the Arts Council of Wales’ Child Protection Policy and the NSPCC First Check publication.
Guidance received from WCVA Safeguarding officer during review of document in 2016.
This policy was reviewed and updated and readopted by the Board 14.10.13.
Further review carried out by HR sub-committee and approved by full board 18.5.15. Further reviews carried out and approved by full board 25.7.16, 16.5.18 and 24.10.19
According to the Social Services and Well-being Act (2014) the definition of the term ‘Adult at Risk’ is:
A person who is 18 years of age or over, and who: is experiencing or is at risk of abuse or neglect, has needs for care and support (whether or not the local authority is meeting any of those needs)
Equality and Diversity Policy
Canolfan Gerdd William Mathias (CGWM) is:
• committed to promoting equal opportunities for all, irrespective of Age, disability, race, sex, sexual orientation, gender reassignment, marital / civil partnership status, pregnancy and maternity religion or beliefs.
• committed to reflecting the diversity of Wales and to making its services accessible to all. This applies to its services, its service users and staff.
• aims to create and sustain an inclusive work environment which provides equality of opportunity for everyone.
What is equality and diversity?
Equality is about complying with our legal obligations to provide equal access to opportunities and services for everyone. It is also about removing any barriers or discriminatory practices that may affect particular groups.
Diversity is a concept based on the principle that everyone is different in some way, and that taking an inclusive approach brings benefits and advantages. It is about recognising, respecting and valuing the differences that everyone has.
Responsibilities for Equality and Diversity in CGWM:
Everyone has an obligation to act in accordance with the above CGWM Equality Policy. Everyone must ensure their own behaviour does not cause offence to others. Staff/Tutors or students, who have concerns or issues in relation to equality and diversity, are encouraged to raise this in writing or orally with the Director or the Chair of HR Committee.
Providing a Service:
CGWM makes every effort to ensure that its activities are fully accessible to people with disabilities. Its centres, at Galeri and Theatr Twm o’r Nant are ideally placed to deliver access to everybody.
CGWM ensures that other venues used for its activities are accessible.
CGWM will monitor equality information regarding recruitment. The purpose of monitoring data enables CGWM to meet its legal obligations. CGWM is extremely aware of the need to provide a comprehensive service for all and to this end; CGWM monitors the resources and facilities available at every venue it uses.
All staff/tutors are required to comply with the principles of this policy and to act in accordance with its objectives so as to remove any barriers to equality. Where staff/tutors or service users raise an allegation of discrimination the complaint will be considered by the HR sub-committee which will report as appropriate to the full board of Directors.
All employees have a right to a working environment free from harassment. CGWM is opposed to harassment in any form and is committed to providing a workplace in which the dignity of individuals is respected.
Reviewed by the Human Resources sub-committee in May 2015. Approved by the full board: 18/05/2015. Last reviewed January 2019.
Welsh Language Policy
(Prepared under the Welsh Language Act 1993 and reviewed following the 2012 Act)
This policy sets out how Canolfan Gerdd Williams Mathias adopts the principle of treating the Welsh and English Language on a basis of equality. Wales is a bilingual country and as an organisation, we recognise the benefits of providing good quality Welsh language services. According to the 2011 Census. 65% of Gwynedd’s population are Welsh speakers. It’s important that these Welsh speakers, in addition to children and adults who are learning Welsh are offered provision through the medium of Welsh at CGWM.
Canolfan Gerdd William Mathias recognises the principle of equality between the Welsh and English Languages. Regard for both languages has been integral to the administration of CGWM since its inception.
CGWM operates as a bilingual organisation and is committed to communicating with the public in Wales bilingually. The publication of this policy incorporates many of the current working practices of CGWM.
Within CGWM, the Director and the Board of Directors are responsible for the operation of the policy and for communicating it to all staff and tutors.
Summary of Measurers:
• All Board members involved with relevant policy formulation, staff and tutors will be made aware of CGWM’s Welsh Language policies and its responsibilities under the Welsh Language Act 1993 and 2012.
• CGWM will strive to ensure that its dealings with the public are of an equally high standard in Welsh and English.
• CGWM will ensure that staff providing public services are trained to supply a quality service in Welsh and English that is of an equal standard.
• Pupils are generally able to be taught in the language of their choice as the vast majority of tutors at CGWM are either bilingual or if not fluent Welsh speakers, are learning Welsh and are able to understand the language.
• CGWM’s website is bilingual.
• All letters received by CGWM will receive signed replies in the language of the originating correspondence.
• When CGWM initiates correspondence, the preferred language of the addressee will be used if known, and if not, the communication will be issued bilingually.
• Telephone callers to the main CGWM number will be addressed in the language of the caller’s choice.
• At all CGWM public meetings and concerts held in Wales, people attending will be able to contribute in Welsh or English.
• Staff who welcome the public at CGWM front desk will be expected to greet visitors bilingually and be able either to deal with them in the language of their choice or to direct them to a member of staff who is able to do so.
• CGWM adopts a bilingual public image and identity.
• CGWM is committed to providing print in both Welsh and English.
• Minutes of Board Meetings are produced bilingually.
• Marketing, advertising and promotional materials for events and activities, including leaflets will be produced in both English and Welsh.
• CGWM is fully committed to supporting staff and tutors who want to learn Welsh or improve their ability to use Welsh.
CGWM formally adopted this policy on December 4th, 2009.
Further reviewed and approved by full board on 18.5.15, 24.10.17
In addition CGWM operates a Welsh Language Plan which is reviewed annually and sets targets for the coming year. (Last review July 2018).
CGWM’s aim is to provide a Service of the highest Standard for everyone.
CGWM welcomes the opinion of participants, parents / guardians, tutors and the general public about the Service provided in order to improve it if needed.
CGWM will make every effort to solve any complaint informally and in the spirit of cooperation.
If you wish to present a written complaint, you should state clearly that you ‘wish to make a complaint uder the complaints procedure’.
If the complaint relates to a safeguarding of children and adults at risk, CGWM will deal with it in accordance with CGWM’s Safeguarding of Children and Adults at Risk Policy (see above).
If the complaint relates to equality and diversity CGWM will deal with it in accordance with CGWM’s Equality and Diversity Policy (see above).
If a participant, parent / guadrian(s), tutor or member of the public is not satisfied with any aspect of CGWM’s provision the following steps should be taken:
If you have a complaint, express it in the first instance to the member of staff on duty in CGWM’s office / location of activity.
If the complaint relates to a tutor or activity leader or member of CGWM’s administrative staff you should contact CGWM’s full time administrator (Gwydion Davies) or CGWM’s Director (Meinir Llwyd Roberts) as appropriate, by telephoning the office on 01286 685230 or emailing email@example.com / firstname.lastname@example.org
If the complaint is not solved informally, or if you wish to make a formal written complaint, contact CGWM’s Director (Meinir Llwyd Roberts) 01286 685230 / email@example.com stating clearly that you ‘wish to make a complaint uder the
If your complaint relates to the Director of CGWM then you should refer the complaint to the Chair of CGWM’s Board of Trustee-Director, Wyn Thomas firstname.lastname@example.org.
CGWM will acknowledge receipt of written complaints within 5 working days and conduct an internal investigation.
The written results of the investigation will be sent to the complainant within 28 working days. It’s possible, depending on the seriousness of the complaint, that the matter will be referred to the members of CGWM’s Board of Trustee-Directors.
If you don’t feel that the complaint has been solved satisfactorily you can present an appeal to the Chair of CGWM’s Board of Trustee-Directors, Wyn Thomas (email@example.com).
Unless otherwise stated, we own the intellectual job rights and material on our websites. You must not republish or sell material from our websites.
Our websites may include hyperlinks to other websites owned and operated by third parties. These links are not recommendations and we have no control over the contents of third-party websites.
Canolfan Gerdd William Mathias (CGWM) is committed to protecting your privacy and ensuring all of your personal information is safe and secure keeping within data protection and GDPR legislation.
If you do not agree with this policy, please log off and clear your browser of any cookies which may have been placed in your browser by our site in the interim.
The Types of Data We Process
We may process the following kind of data:
- Personal data you provide to us – you may submit personal data to us through our website (e.g. when you subscribe to our email list or register for an activity), or when you contact us or ask us to contact you via email, post, telephone or in person. This data may include things like your / your child or dependant’s
- email address
- telephone number(s)
- date of birth
- postal address
- details on a CV
- any other information you feel necessary to share with us to ensure the best care of you / your child / your dependant whilst participating in our activities.
- Data relating to any discussions or transactions carried out between you and us.
- Photographing and Filming: We will make you aware if photographs or filming is taking place at an event / activity we are organising which you are attending. We will ask for consent from parents / guardians before photographing / filming any child participating or attending our events and explain how the images / film will be used.
- Technical / statistical information about the type of device you use to visit our website and how you use it, what sites you have visited prior to our site (e.g. if you came to our site through a search engine or via a link from another site), data about the computer being used (eg. IP address), where you are, the type of browser you’re using, how long you use our website and the pages you viewed. This information is generally considered to be anonymous.
- Any other data you send to us.
Data you share with us may be stored on our:
- Email systems
- Website servers
- Cloud based storage
- Password protected computers
- Hard copies stored securely
We will never sell your personal data to third parties. We do use selected third party organisations in order to store, process and analyse data. These include our marketing email service, cloud storage, card payment processing company, website analytics, website server and email accounts. We take steps to ensure that these third party companies comply with data protection and GDPR laws.
Cookies & Google Analytics
A cookie consists of information sent by a web server to a web browser, and stored by the browser. The information is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser.
We use both “session” cookies and “persistent” cookies on the website. We will use the session cookies to: keep track of you whilst you navigate the website. We will use the persistent cookies to: enable our website to recognise you when you visit.
Session cookies will be deleted from your computer when you close your browser. Persistent cookies will remain stored on your computer until deleted, or until they reach a specified expiry date.
Most browsers allow you to reject all cookies, whilst some browsers allow you to reject just third party cookies. For example, in Internet Explorer you can refuse all cookies by clicking “Tools”, “Internet Options”, “Privacy”, and selecting “Block all cookies” using the sliding selector. Blocking all cookies will, however, have a negative impact upon the usability of many websites, including this one.
Linking to Third-Party Websites
Linking to our Festivals Websites
We will give you an opportunity to opt-in to receive emails about our latest news and events. These emails are currently sent using a third party provider MailChimp. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our emails. For more information, please see MailChimp’s Privacy Notice. You can unsubscribe at any time by clicking the ‘unsubscribe’ link at the bottom of these emails or by contacting our office.
Using Personal Data
With respect to the EU’s GDPR, we process personal data on the basis of:
- Consent: the individual has given clear consent for us to process their personal data for a specific purpose.
- Contract: the processing is necessary for a contract we have with the individual, or because they have asked us to take specific steps before entering into a contract.
- Legal obligation: the processing is necessary for us to comply with the law.
- Vital Interest: the processing is necessary to protect someone’s life.
- Public Task: the processing is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law.
- Legitimate interests: the processing is necessary for our legitimate interests or the legitimate interests of a third party unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests.
- to the extent that we are required to do so by the laws of England and Wales and the EU’s GDPR;
- in connection with any legal proceedings or prospective legal proceedings;
- in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).
International Data Transfers:
Depending on the nature of your enquiry and relationship with us, personal information that you provide to us may be processed in the UK and or in locations outside the UK and EU in order to deliver our service to you.
We take reasonable technical and procedural precautions to prevent the loss, misuse or inadvertent alteration of your personal data, both digital and hard copies.
Key Rights according to GDPR
Under GDPR you are entitled to view the personal information that we hold on you. You can submit a Subject Access Request to us in relation to your rights above by contacting us using the contact details below. We comply with these requests within one month (unless there are mitigating circumstances e.g. legal reasons not to.)
Giving and Withdrawing your Consent to be Contacted:
In certain circumstances, we may need to have your consent to process your data.
- We may ask for your consent, for example, when you fill in one of our contact forms and you provide your consent by ticking the box on the form.
- We also keep a record of your consent until we no longer need to. You can withdraw your consent at any time by contacting us using the contact details below.
Updating and Deleting your Personal Data:
You should instruct us to correct or update any personal information we hold about you e.g. if you change your name or address for instance.
You may instruct us to delete any and all information we hold about you at any time. We will do this in compliance with the applicable laws of England and Wales and or EU laws and regulations i.e. GDPR.
Please note that we have a legal obligation to retain certain types of customer information for certain time periods e.g. for accounting purposes.
We will only keep information on file for as long as it is needed with respect to the services you have enquired about and or that we have agreed to provide you, or to meet a legal requirement.
You can instruct us to update or delete your personal data at any time by contacting us using the contact details below.
Finding out More About Your Rights under GDPR and the Right to Lodge a Complaint
You can find out more about your rights according to GDPR and how to lodge a complaint by visiting the Information Commissioner’s website (UK).
Changes to this Policy:
You should check this page occasionally to ensure you are happy with any changes. If you have any questions about this policy, please contact us as soon as possible and we will endeavour to answer your question as quickly and clearly as we can.
Meinir Llwyd Roberts (Director, Canolfan Gerdd William Mathias)
CGWM, Galeri, Doc Victoria, Caernarfon, LL55 1SQ.
This policy was updated August 2018