Our Policies

Last updated on: 27/02/2025

1. Introduction

White Tent CIC is committed to fostering an inclusive environment where everyone is treated with fairness, dignity, and respect. We believe in equal opportunities for all and do not tolerate discrimination in any form.

This policy ensures that all individuals—regardless of age, disability, gender, race, religion, sexual orientation, or any other characteristic—are treated fairly in all aspects of our work.

2. Our Commitment

We will:

✔ Promote equal opportunities for all staff, volunteers, and beneficiaries.

✔ Prevent discrimination, harassment, and victimisation.

✔ Ensure our services and activities are accessible and inclusive.

✔ Regularly review our practices to align with UK equality laws.

3. Responsibilities

Staff & Volunteers: Must uphold this policy and report any breaches.

Leadership Team: Ensures policies are followed and takes action against discrimination.

4. Reporting Concerns

If you experience or witness discrimination, report it to:

📩 Email: contact@whitetentcic.com

All reports will be handled confidentially and fairly.

5. Review

This policy is reviewed annually to ensure compliance with UK Equality Laws.

Last Updated: 27/02/2025

Our Commitment to Safeguarding

White Tent CIC is committed to the safety, welfare, and dignity of all individuals we support. As an organisation working with adults at risk, we have a strict safeguarding policy in place to ensure their protection and well-being.

We follow UK safeguarding laws and best practices to prevent harm and respond effectively to concerns. All staff, volunteers, and partners are required to uphold our safeguarding principles in every aspect of their work.

Who This Policy Covers

Our safeguarding policy applies to all individuals working for or acting on behalf of White Tent CIC, including:

• Staff (full-time, part-time, or temporary)
• Volunteers and interns
• Consultants and external partners

It also applies to all adults at risk who engage with our services.

What Is Safeguarding?

Safeguarding means protecting individuals from harm, abuse, and neglect while promoting their overall welfare. For our organisation, this specifically applies to adults at risk—people who, due to care needs (e.g., illness or disability), may be unable to protect themselves from harm.

How We Protect Our Beneficiaries

To ensure safety, White Tent CIC:

✅ Provides safeguarding training to all staff and volunteers

✅ Ensures all concerns are reported and addressed promptly

✅ Conducts appropriate background checks (e.g., DBS) for relevant roles

✅ Maintains strict data protection practices in line with UK GDPR

✅ Follows clear reporting and investigation procedures

Reporting a Concern

If you have any safeguarding concerns regarding White Tent CIC, please report them to:

📩 Email: Contact@whitetentcic.com

👤 Safeguarding Lead: Company Director

If the concern involves immediate danger, please contact:

Police: 999

Cardiff Adult Safeguarding Board: 

https://cardiffandvalersb.co.uk/safeguarding-adults/

NSPCC (for general safeguarding advice): 0808 800 5000

Confidentiality & Data Protection

All safeguarding reports are handled confidentially and professionally. We only share information when necessary to protect individuals and in line with UK data protection laws.

Review & Updates

Our safeguarding policy is regularly reviewed to ensure it remains up to date with current laws and best practices.

1. Introduction

White Tent CIC is committed to protecting personal data and ensuring that we comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. What Data We Collect

We may collect:

Personal details (e.g., name, email, phone number).

Demographic information (for service accessibility purposes).

Records of interactions (e.g., emails or service feedback).

3. How We Use Data

We only collect and process data when necessary, including:
✔ Providing services and support.
✔ Communicating with beneficiaries and partners.
✔ Complying with legal and safeguarding requirements.

4. Data Security

We implement strict security measures to protect personal information from loss, misuse, or unauthorised access.

5. Your Rights

You have the right to:
✔ Request access to your data.
✔ Ask for corrections or deletions.
✔ Withdraw consent for data processing.

📩 For data queries: contact@whitetentcic.com

6. Review

This policy is reviewed annually.

1. Introduction

White Tent CIC is committed to ensuring a safe and healthy environment for all staff, volunteers, and service users.

2. Our Responsibilities

✔ Identify and assess potential risks.
✔ Provide clear emergency procedures.
✔ Ensure compliance with UK Health & Safety Laws.

3. Reporting Accidents & Hazards

If you notice a health and safety risk, report it immediately:
📩 Email: contact@whitetentcic.com

4. Emergency Procedures

✔ Call 999 for immediate threats.
✔ Follow safety guidelines in designated areas.

5. Review

This policy is reviewed annually.

1. Introduction

White Tent CIC values feedback and is committed to handling complaints in a fair, transparent, and timely manner.

2. How to Submit a Complaint

You can submit a complaint via:
📩 Email: contact@whitetentcic.com
📮 Post: House 3, The Maltings, E Tyndall St, Cardiff CF24 5EA

3. Complaint Handling Process

✔ Acknowledgment: We will acknowledge your complaint within 5 working days.
✔ Investigation: A full review will be conducted within 20 working days.
✔ Response: You will receive a written response with the outcome.

4. Appeal Process

If you are not satisfied with the outcome, you can request a review by senior management.

5. Review

This policy is reviewed annually.
 

1. Introduction

All staff, volunteers, and representatives of White Tent CIC are expected to uphold professionalism, integrity, and respect at all times.

2. Expected Behaviour

✔ Treat everyone with dignity and respect.
✔ Follow safeguarding and confidentiality guidelines.
✔ Use White Tent CIC resources ethically and responsibly.

3. Prohibited Behaviour

🚫 Discrimination, harassment, or abuse.
🚫 Misuse of organisational funds or assets.

4. Reporting Violations

If you witness misconduct, report it to:
📩 Email: contact@whitetentcic.com

5. Review

This policy is reviewed annually.
 

1. Introduction

White Tent CIC encourages staff and volunteers to report concerns about misconduct without fear of retaliation.

2. What to Report

✔ Fraud, corruption, or unlawful activities.
✔ Safeguarding risks.
✔ Misuse of organisational resources.

3. How to Report

📩 Email: contact@whitetentcic.com

4. Protection for Whistleblowers

✔ All reports are confidential.
✔ Whistleblowers will not face retaliation.

5. Review

This policy is reviewed annually.

1. Introduction

White Tent CIC ensures that confidential and sensitive information is protected in compliance with UK GDPR and data protection laws.

2. What is Confidential?

Confidential information includes:
✔ Personal data of beneficiaries and staff.
✔ Details of safeguarding concerns.
✔ Internal organisational documents.

3. When We Share Information

We only share information when:
✔ Legally required (e.g., safeguarding concerns).
✔ Consent has been provided.

4. Breach of Confidentiality

Anyone who breaches confidentiality may face disciplinary action.

📩 For confidentiality concerns: contact@whitetentcic.com

5. Review

This policy is reviewed annually.