Reviewed & Adopted on 04/09/2025

1. Statement of Policy

The aim of this policy is to communicate the commitment of the officers and management committee of the Llandrindod Wells Theatre Company (LWTC) to provide a safe environment in which children and other vulnerable groups (appendix 1) can participate in events organised by LWTC.  The policy also offers guidance to help ensure that no member puts themselves into a position, where any allegation of abuse can be made.

• Implementation

The management committee has specific responsibility for the effective implementation of this policy.

The management committee shall arrange for an enhanced DBS Disclosure to be carried out on any person whom it judges to be likely to be working alone with junior members. 

The management committee shall appoint a designated person who will be responsible for dealing with allegations or suspicions of abuse.  The committee shall make this person aware of the local child protection procedures and contact details for local child protection agencies (appendix 2).  An enhanced DBS Disclosure will be required for the designated person.  The identity of the designated person, and means by which concerns can be raised, shall be communicated to all members, and parents / carers of junior members, by means of an email, sent at the time of joining the company.

The designated person (Keith Davies – lw.theatrecompany@gmail.com) shall be responsible for:-

• Receiving information from parents, carers, junior and other members of LWTC, who have child protection concerns, and recording it. The record should include details of the concern, the person raising the concern and the date.
• Seeking clarification or additional information as deemed necessary.
• Consulting the NSPCC Child Protection Helpline (appendix 3) to discuss concerns and possible courses of action.
• Reporting serious concerns to the police or local child protection agencies.
• Undertaking appropriate training, commensurate with the role.

Each producer / director / event organiser is responsible for:-

• Communicating with parents and carers concerning the safe transit to and from the venue being used for the LWTC event and suitable behaviour.
• Ensuring adequate adult supervision at the event, including licenced chaperones, where appropriate.
• Liaising with parents / carers to ensure that junior members do not leave the venue unsupervised, unless with the consent of the parent / carer.
• Considering the age of participants and their general wellbeing, when planning the times of events, where possible.
• Arranging a Register of Involvement to be taken at each rehearsal / performance / event, to verify those in attendance on each occasion and t provide attendance information for emergency services, should the need arise.
• Ensuring a charged mobile phone is available at all events, together with contact details for all members.

 Parents / carers are responsible for:-

• the safe transit of junior members to and from venues and discussing suitable behaviour prior to their child’s participation in events.
• Acting as a contact with the LWTC, regarding information about events, availability for rehearsals etc..
• Providing LWTC with any relevant health / emotional information, which may require the modification of LWTC standard practices.
• Providing details of 2 contacts, to be used in case of emergency.
• Signing a Statement of Fitness, at the time of joining LWTC, and promptly informing LWTC (by email – lw.theatrecompany@gmail.com) of any subsequent changes to fitness, which may influence the member’s degree of participation.

All members of LWTC are responsible for their actions and should follow the Code Of Conduct.

In order to implement this policy, we shall:-

• Communicate the policy to all members, by means of the LWTC website (llandrindodwellstheatrecompany.com), LWTC website and membership welcome email. Members who opt out of electronic communication will be provided with a hard copy of the policy.
• Incorporate a summary of the policy in guidance given to future committee members and producers / directors.

• Code Of Conduct

As an adult working with children, young people and vulnerable adults as part of an LWTC activity;

You should:-

• Treat all children, young people and vulnerable adults with respect.
• Provide a good example of acceptable behaviour.
• Plan activities which involve more than one person being present, or ensure that other adults are within sight or hearing, wherever possible.
• Respect everyone’s right to personal privacy.
• Be able to listen to the concerns of junior and vulnerable members, and to refer them to other sources of help, where appropriate.
• Show understanding, when dealing with sensitive issues and recognise that caution is required when discussing such issues.
• Be aware that even caring, physical contact with a child, young person or vulnerable adult may be misinterpreted.

You should not:-

• Permit abusive behaviour such as bullying, taunting or racist behaviour.
• Have inappropriate physical or verbal contact with junior members.
• Offer alcohol to under 18’s, when in a child care role.
• Jump to conclusions about others, without checking facts.
• Allow yourself to be drawn into inappropriate attention-seeking behaviour, such as crushes or tantrums.
• Show favouritism to any individual.
• Exaggerate or trivialise any child abuse issues.
• Make suggestive remarks or actions, even in jest.
• Deliberately place yourself or others in a potentially compromising situation.
• Believe that “it could never happen to me”.
• Share personal details about any other member of LWTC, without their prior consent.

• Data Protection

Any personal information, provided by an individual in relation to their membership of LWTC, shall be held securely for the duration of the membership and subsequently disposed of, by secure means. LWTC will not share any of the information with a third party, with exception of the emergency services, without the prior agreement of the member or a responsible adult acting on behalf of the member.  The information will only be used by LWTC in relation to the member’s involvement in the activities of the company, including routine communications.

• Monitoring and Review

The effectiveness of our Safeguarding Vulnerable Groups

(Including Child Protection) Policy will be reviewed annually by the management committee, prior to the AGM, and actions taken as necessary.  Any amendments shall be communicated to all members, by means of email.

This policy is fully supported by the management committee of the LWTC. A signed copy is available to be seen upon request.

Appendix 1 – Definition of “Vulnerable” Adult

A vulnerable adult is a person aged 18 or over who:

•  Is living in residential accommodation, such as a care home or residential special school;
•  Is living in sheltered housing;
•  Is receiving domiciliary care in their own home;
•  Is receiving any form of health care;
•  Is detained in prison, remand centre, young offender institution, secure training centre or attendance centre or under powers of the Immigration and Asylum Act 1999;
• Is in contact with probation services;
•  Is receiving a welfare service of a description to be prescribed in regulations;
•  Is receiving a service or participating in an activity which is specifically targeted at people with age-related needs, disabilities or prescribed physical or mental health conditions or expectant or nursing mothers living in residential care (age-related needs include needs associated with frailty, illness, disability or mental capacity);
• Is receiving direct payments from a local authority / HSS body in lieu of social care services;
• Requires assistance in the conduct or their own affairs.

Appendix 2 – Local Child protection Agencies

Powys County Council:
https://en.powys.gov.uk/article/1501/Services-for-Children Tel: 01597 826000

Emergency out of hours
Tel: 03450544847

Llandrindod Wells Police Station
Tel: 01267 222020

Online 1:1 chat: https://police-uk.org/police-station/Dyfed_Powys_Police_-_Llandrindod_Wells_Police_Station/896/

Appendix 3 – NSPCC Child Protection Helpline

NSPCC Child Protection Helpline (24hr)
Tel: 0808 800 5000
Email: help@nspcc.org.uk
Online Form: https://www.nspcc.org.uk