THE WESTWARD HO! COMMUNITY ASSOCIATION

Charity Number 301012

HEALTH AND SAFETY POLICY STATEMENT.

The Westward Ho! Community Association seeks through this document to carry out all statutory duties under the Health and Safety at Work Act etc to prepare and keep revised a written statement of Health and Safety Policy which is brought to the notice of our employee, volunteers and Hall users.

The general policy statement is the commitment of the Association to comply with current Health and Safety legislation.

It is the responsibility of: …………………………………………………………………………………………………. to ensure that the working environment is safe and without significant risks to Health and Safety and meets the appropriate statutory requirements. It is recognised that all employees, volunteers and hall users have a vital role to play in the implementation and maintenance of the Health and Safety programme for the Association premises hereinafter known as The Kingsley Hall.

Our general policy is:

  • to take the necessary actions to enable good standards of Health and Safety in this organisation
  • maintain safe and healthy working conditions for staff
  • prevent accidents and cases of work related ill health
  • provide adequate control of Health and Safety risks arising from activities in the Hall
  • ensure employees are competent to undertake their tasks and to give them adequate training
  • provide sufficient information, instruction, training and supervision for all employees
  • ensure the safe storage, handling, use and control of hazardous/dangerous substances
  • provide and maintain work equipment
  • engage and consult with employees, volunteers and hall users as appropriate Health and Safety conditions
  • provide advice and supervision as appropriate on occupational health issues
  • implement emergency procedures including evacuation in case of fire or other significant incidents
  • ensure sufficient financial resources are available for health, safety and welfare requirements and contingencies

This Policy statement will be reviewed and revised at regular intervals and those changes will be brought to the notice of all employees, volunteers and hall users.

ALL HALL USERS ARE STRONGLY ADVISED TO OBSERVE THE CURRENT POLICIES AND PROCEDURES SET OUT IN THE TERMS AND CONDITIONS FOR HIRING THE KINGSLEY HALL, AND THE BROCHURE ‘THE KINGSLEY HALL USER GUIDE’ DETAILING HALL USE.

COPIES ARE AVAILABLE AND CAN BE VIEWED AS ‘KEY DOCUMENTS’ ON OUR WEBSITE AT https://www.thekingsleyhall.co.uk/policies/

You can download this file here :  H&S policy.docx

FIRE POLICY

This Policy applies to all users and hirers of The Kingsley Hall

Responsibilities of the General Committee:

The General Committee are responsible for all Fire Safety at the hall in line with the Regulatory Reform (Fire Safety) Order 2005. Fire risk assessments are conducted on a regular basis and any necessary steps are taken to reduce the risk of fire to being as low as possible.

  • The General Committee will receive advice and support from companies who service and maintain the fire systems within the hall and take all preventative measures required following assessments.
  • We have a responsibility to ensure that all users ad hirers of the hall are aware of the fire regulations and that each user ensures that someone is responsible for fire safety at each event. For larger events several people will need to be appointed to ensure that emergencies can be dealt with effectively.
  • Any users will be given instruction as to how to comply with fire safety including procedures and use of equipment.
  • The General Committee will ensure that all fire fighting equipment is maintained and serviced annually and remains in position to be used if required.
  • The fire alarm is tested on a regular basis and annual risk assessments are completed with findings documented and actions taken to rectify any issues raised.
  • Everyone is responsible for reporting to the General Committee any obstructions to the fire doors or fire evacuation points.

Instructions for any users of the hall in case of fire:

  • Ensure that the alarm has been sounded by breaking the glass of the nearest fire alarm sounding point.
  • Dial 999 and ask for the fire brigade. There is not a phone at the hall so a mobile will need to be used or raise the alarm via a local business or resident.
  • Ensure that everyone leaves the hall in a timely manner by the nearest exit (leaving personal belongings), then close the doors to stop the fire spreading.
  • Ensure that no one remains in the building and that everyone is accounted for at the assembly point in the car park.
  • The responsible person for the event needs to liaise with the fire brigade and notify them of the circumstances around the fire and of anyone not accounted for.
  • The responsible person needs to notify a member of the Committee of the emergency as soon as is reasonably possible.
  • All user groups are responsible for understanding how to handle fire equipment in place at the hall and know the right actions to take if a fire breaks out or if smoke is detected. All need to be familiar with the evacuation process and escape routes and regular users should practice evacuation procedures on a regular basis.
  • If the fire alarm sounds continuously then the above process needs to be followed and no user is to re-enter the hall until the Fire Officer has confirmed that it is safe to do so.

You can download this file here :  KH Fire Policy.docx

DATA PROTECTION POLICY

The Kingsley Hall needs to keep certain information about its trustees and volunteers to carry out its day to day operations, to meet its objectives and to comply with legal obligations.

The organisation is committed to ensuring that any personal data will be dealt with in line with the GDPR. To comply with the law, personal information will be collected and used fairly, stored safely and not disclosed to any other person unlawfully.

The aim of this policy is to ensure that everyone handling personal data is fully aware of the requirements and acts in accordance with data protection procedures.

In line with the GDPR principles, we will ensure that personal data will:

  1. Be obtained fairly and lawfully and for a specific and lawful purpose
  2. Be adequate and relevant but not excessive
  3. Be accurate and kept up to date
  4. Not be held longer than necessary
  5. Be subject to appropriate security measures

The Kingsley Hall processes the following personal information on any groups who are part of it.

  1. Trustees / committee members – Names, addresses and contact details
  2. Section Committee members – Names, addresses and contact details
  3. Volunteers – Names and contact details
  4. DBS certificates where appropriate – if children, the elderly or vulnerable children/adults frequent their group.

The Kingsley Hall will ensure your data will:

  1. Not be sold to companies or given to public organisations. Personal data (names, addresses, emails, phone numbers) will only be passed on to a third party with written consent (e.g. someone who wants to contact someone else who does want their information public)
  2. Be processed for the purposes stated only.
  3. In the case of contact details, these may be stored for the purpose of informing the community about events, activities etc, but this will not include personal information other than that which has been permitted.
  4. Be accurate and be kept up to date
  5. Be erased as soon as out of date or when not necessary
  6. Be kept in a safe place and, where relevant, on a computer which is password protected

You can download this file here :  KH GDPR Policy (1).docx

© The Kingsley Hall : 2024 : Charity Number: 301012