Policies and Procedures

Reviewed and updated July 2025

Safeguarding Policy- Leap Dance Midlands

The purpose of this policy statement is:

to protect children and young people who receive Leap Dance Midlands services from harm. This includes the children of adults who use our services
to provide staff, as well as children and young people and their families, with the overarching principles that guide our approach to child protection.

Legal framework

This policy has been drawn up on the basis of legislation, policy and guidance that seeks to protect children in England. A summary of the key legislation is available from nspcc.org.uk/learning.

We believe that:

Children and young people should never experience abuse of any kind
We have a responsibility to promote the welfare of all children and young people, to keep them safe and to practise in a way that protects them.

Why it is important

Safeguarding is important to protect children and vulnerable adults from harm and those who are at risk. Harm means ill treatment or the impairment of health or development physically, intellectually, emotionally, socially or behaviourally. Leap Dance Midlands is committed to protecting children and vulnerable adults from harm.

All adults coming into contact with children and vulnerable adults have a duty of care to protect children and promote safe working practices and not adhering to this duty of care is a criminal offence. Leap Dance Midlands procedure will aim to keep children safe and respond to child protection concerns.

We recognise that:

the welfare of children is paramount in all the work we do and in all the decisions we take all children, regardless of age, disability, gender reassignment, race, religion or belief, sex, or sexual orientation have an equal right to protection from all types of harm or abuse
some children are additionally vulnerable because of the impact of previous experiences, their level of dependency, communication needs or other issues

We will seek to keep children and young people safe by:

valuing, listening to and respecting them • appointing a nominated Safeguarding lead for children and young people
adopting child protection and safeguarding best practice through our policies, procedures and code of conduct for staff
undertaking regular safeguarding training and reviewing our Policies and Procedures.
recruiting and selecting staff and volunteers safely, ensuring all necessary checks are made
recording, storing and using information professionally and securely, in line with data protection legislation and guidance
making sure that children, young people and their families know where to go for help if they have a concern
using our safeguarding and child protection procedures to share concerns and relevant information with agencies who need to know, and involving children, young people, parents, families and carers appropriately
using our procedures to manage any allegations against staff and volunteers appropriately
ensuring that we provide a safe physical environment for our children, young people, staff and volunteers, by applying health and safety measures in accordance with the law and regulatory guidance

The steps we will take to keep children safe include:

Enhanced DBS checks for staff

Designated Safeguarding Officer

Regular Safeguarding Training

Clear reporting procedures

Safe Recruitment Procedures

Photography and filming safety policy and agreement

Criminal Record Checks- DBS

All Teaching staff need to be subject to the Disclosure and Barring Service (DBS) Criminal Records Checks. This check ensures that they are safe to work with children and vulnerable adults. All Teaching Staff must hold an enhanced DBS. All checks must be undertaken and completed before a member of staff undertakes a regulated activity. All Teaching staff at Leap Dance Midlands will hold an Enhanced DBS Certificate.

To find out more about the DBS Service and DBS checks please go to https://www.gov.uk/government/organisations/disclosure-and-barring-service

Designated Safeguarding Lead

Elaine Tomlinson is the Designated Safeguarding Lead for Leap Dance Midlands. Elaine has an enhanced DBS certificate and receives regular annual Safeguarding training through Staffordshire Safeguarding Trust https://www.staffsscb.org.uk/ and Capita. Elaine works in high schools in Staffordshire and Derbyshire and is regularly DBS checked by her employer. Elaine has also been trained in Prevent, a community safeguarding scheme for young people. https://www.ltai.info/what-is-prevent/

Reporting a concern

If a parent/ guardian wishes to report a concern they must contact the Designated Safeguarding Lead.

Nominated Designated Safeguarding Lead – Name: Elaine Tomlinson

Phone/email: 07961 754870 Leapdancemidlands@gmail.com

If the concern is about the Designated Safeguarding Lead the report needs to be made to the local authority LADO for Derbyshire or Staffordshire. The contact details are:

For Staffordshire:

First Response Team on 0800 1313 126.

Emergency Duty Service: (Out of Hours) Telephone: 0345 604 2886 Mobile: 07815 492613

Or email the Local Area Designated Officer (LADO) team on staffordshire.lado@staffordshire.gov.uk

For Derbyshire:

Starting Point on 01629 533190 or via an online referral at https://www.ddscp.org.uk/worried-about-child/

The contact details for the Derbyshire Local Area Designated Officer (LADO) team in Derbyshire is 01629 533190 or professional.allegations@derbyshire.gov.uk.

Useful information

The NSPCC provides information and resources on safeguarding. To find the latest news, research and information go to www.nspcc.org.uk 0800 800 5000

https://www.saferderbyshire.gov.uk/what-we-do/safeguarding-children/safeguarding-children.aspx

As a qualified Royal Academy of Dance Teacher, Elaine and other staff will adhere to the RAD’s Safeguarding Policy. Full details are found here:

Policy and Procedure: Lockdown Policy at Leap Dance Midlands

Centre Name: Anslow, Melbourne, Tutbury and Willington

Safe places- have been identified and shared with staff.

Purpose

To ensure the safety and security of all students, staff, and visitors at the school by providing clear instructions on how to respond in the event of an intruder armed with a knife or gun.

Scope

This policy applies to all employees, students, visitors, and contractors on the dance school premises.

Policy

Immediate Threat Assessment
- Any individual who identifies a person with a weapon should assess the situation quickly and determine the immediate threat level without approaching the intruder.
Alert Authorities
- Immediately call emergency services (police) by dialling 999.
- Provide the dispatcher with the following information:
  - Your name and location:
  - Description of the intruder (physical appearance, clothing, weapon type).
  - The intruder’s current location and direction of movement.
  - Any actions taken or observed.
Initiate Lockdown Procedures
- Announce Lockdown: Alert staff there is a lockdown emergency.
- Secure Premises:
  - Lock all internal doors in the building. External doors are always locked for every class.
  - Close and lock all windows.
  - Turn off lights and close blinds/curtains/ shutters.
  - Silence all electronic devices.
- Hide and Remain Silent:
  - Instruct everyone to move away from doors and windows.
  - Take cover behind solid objects (e.g., desks, cabinets). Use safe places idenfied.
  - Remain silent and do not respond to anyone outside the door until the “all clear” is given by recognised law enforcement personnel.
Evacuation Procedures
- If safe to do so, and upon instructions from authorities, follow designated evacuation routes to the nearest exit.
- Assemble at the predetermined safe location away from the building:
- Account for all students and staff; report any missing persons to authorities immediately.
Communication with Parents and Guardians
- Notify parents and guardians through via email and text:
  - Nature of the incident.
  - Actions taken to ensure the safety of students and staff.
  - Instructions on where and when to pick up their children.
Post-Incident Procedures
- All Clear Announcement: Once law enforcement declares the area safe, announce the “all clear” signal.
- Counselling and Support:
  - Provide access to counselling services for students, staff, and parents as needed.
- Incident Review:
  - Conduct a debriefing session with staff to review the incident and the effectiveness of the response.
  - Update the emergency response plan based on lessons learned.

Procedure

Initial Response
- Upon spotting an armed intruder, immediately:
  - Call emergency services: 999
  - Announce the lockdown to staff.
During Lockdown
- Ensure all doors and windows are locked and lights are off.
- Guide students to the safest hiding spots.
- Keep everyone calm and silent.
Communication
- Designated staff will use email and text to inform parents and guardians.
If Evacuation is Required
- Follow evacuation routes to the predetermined safe assembly point:
- Take attendance and report any discrepancies to law enforcement.
After the Incident
- Await the “all clear” from law enforcement.
- Provide necessary support and counselling.
- Review and update safety procedures.

Roles and Responsibilities

All Staff:
- Be familiar with and adhere to this policy.
- Participate in regular training and drills.
Emergency Response Team:
- Lead the response during an incident.
- Maintain communication with law enforcement and emergency services.
Administration:
- Ensure the policy is up to date and all staff are trained.
- Communicate with parents and guardians.

Training and Drills

Conduct regular training sessions and lockdown drills for all staff and students.
Review and update procedures annually or as needed based on drill outcomes and real incidents.

By following this policy and procedure, the school aims to provide a safe environment for all and ensure a coordinated, effective response to any armed threat.

Health and Safety Policy

Purpose
Our policy is to provide and maintain safe and healthy working conditions, equipment and systems of work for all staff and all our students and to provide such information, training and supervision as required.
Where reasonably practicable, this policy will seek to provide and encourage:
• A safe place to dance and safe access to and from it
• Sufficient information, instructions, training and supervision to ensure all employees are well equipped to avoid hazards and contribute positively to effective Health and Safety at work

The policy will be kept up to date to ensure our responsibilities are met in relation to:
• Health & Safety at Work Act (1974)
• Management Regulations (1999)
• Other relevant current legislation
To ensure this, the policy and the way in which it has operated will be reviewed annually.

Parental Consent and Attendance Registers
Parental consent is required when enrolling pupils, and information on whether the student has any particular needs, such as Special Educational Needs, regular medication or allergies. The storage and use of all personal information will comply with GDPR and Data Protection requirements. Registers of attendance will be kept and currently used for Test and Trace procedures.

Staff Responsibilities
It is the responsibility of all staff to help maintain the safety and security of the students and the working and dancing environment. This includes being aware of the risks, knowing the appropriate action to take and identifying any potential safety issues. Each member of staff has a duty to exercise care and attention with regard to their own safety and that of their students. This includes:
• Ensure reasonable care is taken during their work activities to avoid accidents or injuries to themselves, pupils and any other personnel within the building
• Observe all safety instructions and procedures incorporated in this document
• Report all potential hazards affecting Health and Safety to the Principal
• Report all accidents in the appropriate manner and record in the accident book

First Aid
Unless there is good reason, First Aid should not be administered without the permission of the child’s parent or accompanying adult. A child cannot give consent. If the parent is not at the premises, obtain their phone number and try and make contact. However, if a child is alone and seriously injured or unconscious, the situation will need to be dealt with immediately.

Procedures and advice to follow:
Provided this does not in itself put the child at risk, always try to administer First Aid with another adult present. Always tell the child exactly what you are doing and why. Unless it is irrelevant, ask the child if they use medication (e.g. for asthma, diabetes, and epilepsy) or have any allergies. Some children have allergic reactions to stings.
For minor injuries, you may not offer any medication, including antiseptics or pills of any kind. If you have any doubts about helping someone to use their own medication, phone National Health Service Direct on 111 in England and Scotland (in Wales 0845 4647) or the emergency services.
If a child needs a doctor or hospital, call the emergency services.

Health and Safety Risk Assessment Safety Checks
It is essential that risks to students and staff are assessed, managed and mitigated. A risk assessment will be carried out which ensures that each of the following areas are checked and risks identified.

Equipment
Correct storage of equipment is vital in the role of minimising risks. Any equipment not being used is a potential risk. Every piece of equipment that is being used must be checked at the beginning of the dance lesson to ensure its safety. In addition, care must be taken to:
Storage of equipment– make sure that all equipment/resources used are safely during the class and tidied up after the class Reporting – any damaged equipment should be reported to the Principal immediately, for repair or replacement Setting up – setting up of equipment must be comprehensive, correct and safe

Venue space
Checks will be made before pupils enter the studio, to include:

Floor – ensure floors are clean with foreign bodies removed

Doors and exits –ensure doors are exits are secure and that there is nothing blocking emergency exits

Lighting and light switches – identify any that are not working or loose

Plug sockets – ensure they are safe with no wire showing Curtains – any falling/fallen down
Ensure all pupils are wearing appropriate uniform or clothing and footwear to minimize accidents or risk

Hair is tied back of the face

Fire Safety
There is already a no smoking policy in all venues. Fire alarm points have a regular operational check, ensuring each point is operated in turn over an annual period. The venue has an existing fire safety checking procedure.
All staff will be advised of the fire action procedure, location of fire alarms and fire exits. A fire risk assessment will be carried out at the premises on a regular basis. Fire evacuation drills are arranged by the Principal, practiced at least annually and records maintained by the Principal of the evacuation time.

Fire Evacuation Procedure
In the event of discovery of a fire, activate the fire alarm. The main responsibility is to help supervise the safety and orderly evacuation of students and any other people in your vicinity. Keep calm. Try to keep others calm. Do not prolong your evacuation but on passing check all the corridors, toilets etc. to make sure no one is left behind.
In the event of hearing the fire alarm evacuate pupils in your class from the building immediately on hearing the alarm by using the nearest fire exit. If possible, take a quick head count. Do not stop to collect any personal belongings or equipment. Assemble at the fire point and supervise an orderly and quiet line for a register check. Any absences or concerns should be acted upon. Do not re-enter the building until you are informed to do so by the Principal or Fire Service.

Privacy Policy for Leap Dance Midland’s Children’s and Adult’s Dance Classes

This privacy policy explains how we collect, use, and protect your personal information when you contact us.

1. Information We Collect

We collect the following personal information:

Parent’s name
Email address
Child’s name and age
Phone number

2. How We Use Your Information

We use your information to:

Contact you with details about our dance classes
Send updates or reminders about class schedules
Respond to your enquiries

3. Data Protection

We take appropriate measures to protect your data and ensure it is not shared with third parties. Your information is stored securely and only accessible to authorized personnel.

4. GDPR Compliance

In accordance with the General Data Protection Regulation (GDPR), you have the following rights:

To access the personal data we hold about you
To request correction of inaccurate data
To request deletion of your data
To withdraw consent at any time
To lodge a complaint with a supervisory authority if you believe your data is being misused

We only collect data with your explicit consent and use it solely for the purposes stated in this policy.

5. Your Rights

You have the right to request access to your data, correct any inaccuracies, or request deletion of your information at any time by contacting us.

6. Contact Us

If you have any questions about this privacy policy or how your data is handled, please contact us at Leapdancemidlands@gmail.com

Data Protection and GDPR Policy

By submitting your information, you consent to the terms outlined in this privacy policy.
Leap Dance Midlands is committed to protecting personal data and being open and transparent about how we use it. The data that you give us on our contact form will be used to help us allocate you or your child to the most appropriate classes to enrol you with Leap Dance Midlands.
The personal data that Leap Dance Midlands stores and uses is solely used for the purposes of running the dance school. We use personal data in ways that would be reasonably expected of us by our parents and students and store data securely. You have the right of access to your personal data as well as the right to change it if you feel that it is inaccurate. Our full Data Protection Policy can be viewed below. It sets out our approach to processing personal data as well as the rights of individuals whose data we store.
Please do contact us if you have any questions at Leapdancemidlands@gmail.com

Data Protection Policy
Leap Dance Midlands is committed to protecting personal data and being open and transparent about how we use it. In all cases we aim to process personal data in accordance with all applicable laws and to use data in ways that you would reasonably expect.
This data protection policy includes;
• What information do we collect and why
• Who do we share data with
• Storage and security of your personal information
• If you’re aged 16 or under
• Accessing and updating your personal information
• What is GDPR

What information do we collect and why?
Personal information is any information that can be used to identify you. For example, it can include information such as your name, date of birth, email address, postal address, telephone number, and bank account details, as well as information relating to your health or personal circumstances. Leap Dance Midlands collects personal data in order to carry out its functions as a dance school including processing new applications to the school and general administration of the school, for example, administering invoices, communicating with parents and organising shows, workshops and examinations. Emails and texts are used to communicate information about the services and updates Leap Dance Midlands provides.
By providing your contact information on the website you are agreeing to Leap Dance Midlands using the details to contact you to respond to your enquiry and share relevant information about classes, updates and other relevant information.
Data protection law also recognises that certain categories of personal information are more sensitive. This is known as sensitive personal information and covers health information, racial or ethnic origin, religious beliefs or other beliefs or a similar nature, political opinion and trade union membership. We would only collect sensitive personal information where there is a clear need to do so for example participation in our activities and to ascertain what services are required to support you. Before collecting any sensitive personal information about you we will make it clear to you what information we are collecting and the purposes for collecting such.

Who the data is shared with
At times it is necessary for Leap Dance Midlands to share data with other third parties in order to meet its objectives. In particular, data are regularly shared with dance examination boards to enter students for exams and with local authorities to facilitate examinations and performances. Leap Dance Midlands is registered with the RAD, the IDTA and ISTD and enters candidates for exams with these exam boards. In order to enter students for exams it is necessary to share with these third parties certain data about candidates being entered for exams. When there is a performance involving students from Leap Dance Midlands it is sometimes necessary to pass on to local authorities details of the students in order for the performance to be permitted. Information will be sent to these third parties only as required and is sent using secure electronic file transfer systems. Leap Dance Midlands will never sell personal data to a third party.

What is GDPR?

GDPR stands for General Data Protection Regulation and came into effect on 25th May 2018. GDPR covers personal data that relates to individual persons. GDPR states that personal data should be processed ‘fairly and lawfully’ and ‘collected for specified, explicit and legitimate purposes’. Leap Dance Midlands is committed to protecting the rights and freedoms of individuals with respect to the processing of children’s, parents’, visitors’ and staff personal data.
GDPR states that individuals have 7 rights in respect of their personal data

The right to be informed
Leap Dance Midlands processes personal data about its students and their parents. When students apply to join the school we collect the following data;
Child’s name, Parent’s names, Parent mobile phone number, Parent email, Home address, Previous dance training , Health and medical information
This data is required by Leap Dance Midlands in order to conduct its business as a dance school including its role in terms of safeguarding students, staff, parents and visitors to the school.
The right of access
At any point an individual can make a request to their data and Leap Dance Midlands will need to provide a response within one month. Leap Dance Midlands has the right to refuse a request but we will inform the individual of the reasons for the rejection. The individual will then have the right to complain to the Information Commissioner’s Office if they are not happy with the outcome of their request
The right of erasure
Individuals have the right to request the deletion of their data where there is no compelling reason for its continued use. After a child or family has left we will delete all data that is no longer needed however, certain types of data will be kept on file for purposes of accounting and safeguarding.
The right to restrict processing
Parents, visitors and staff can object to Leap Dance Midlands processing their data. This means that data can be stored by Leap Dance Midlands but not used in any way, for example to generate communications.
The right to data portability
Individuals have the right to have the data held by Leap Dance Midlands made available to other services.
The right to object
Parents, visitors and staff can object to their data being used for certain activities. For example, for marketing or research purposes.
The right to rectification
Individuals have the right to have their information corrected if they believe it is factually inaccurate.
All requests need to be made in writing to Leapdancemidlands@gmail.com
If you are 16 or under
If you are aged 16 or under, you must get your parent/guardian’s permission before you provide any personal information on our websites.
Accessing and updating your personal information
As stated above you have the right to request a copy of the data Leap Dance Midlands holds as well as to request changes to your data if you believe it is incorrect. You can contact Leap Dance Midlands by email at Leapdancemidlands@gmail.com
Changes to this notice
We reserve the right to modify this policy at any time, so please review it frequently. Changes and clarifications will take effect immediately upon their posting on the website. This Policy was last updated in July 2025

Leap Dance Midlands: Risk Assessment (COVID-19)

Hazard Description	Consequences	Level of Risk	Who is at Risk	Controls	Responsible
Spread of COVID-19	Spread of Virus	Medium/High (dependant on R rate)	All Users	Thorough COVID-19 procedure in place to minimise risk of infection including the use of small groups that do not cross-infect. No parents/carers allowed on site; collection/drop off points socially distanced and in masks, unless exempt.Trained staff in COVID-19 procedure to ensure safeguards are in place.No one with COVID-19 or suffering symptoms allowed on site (online signed declaration)Deep cleaning arrangement with venues; staff to be subject to cleaning protocol which includes regular touch points, bathrooms and deeper changeover cleaningUse of larger spaces and maximum distancing for activitiesAll indoor spaces used well ventilatedAll equipment either bought and used for one group alone, or thoroughly cleaned between groups by staff	All staff, students and their parents/guardians
Students not following COVID-19 Procedure	Spread of Virus	Low	All Users	Student’s fully briefed on new ‘rules’ they must follow both before joining and upon arrival at siteStudents who are continually unable to follow procedure asked to leave courseChild-friendly posters and images which remind students of new procedures (i.e. catch it, kill it, bin it. Social distancing. Hand washing etc)Individual assessments and monitored ‘trials’ for any children with individual support needs that may result in breaking social distancing (i.e. SEND students)	All staff, students and their parents/guardians
Teachers following COVID-19 Procedure/ working in other venues	Spread of Virus	Low	All Users	Teachers training in covid safety regularly and being made aware of any chances in guidance or covid safety. Procedures regularly considered and updated. Additional training sought, when needed. Meticulous logs of any work or contact in other settings and reduction of attending other settings where possible to reduce any risk of contact and spread.	Staff
Spread of COVID-19 through Physical Activity including dance and high-energy games	Spread of Virus	Medium/High (dependant on R rate)	All Users	Awareness and adherence to Government advice to prioritise safe practices for physical activity Reducing any travelling movements, maximum social distancing adhered to and not the minimum spacing. Adhering to government gym guidance that allows 100ft²per person in settingsIncreased Social distancing measures implemented (2m+) or mitigate risk by using masks and bubbles.Regular rest and water breaks controlling students heart rates and breathing	Staff
Spread of COVID-19 through Drama Activity/Shouting	Spread of Virus	Medium/High (dependant on R rate)	All Users	Government advice to avoid all activity that increases speaking voice above a normal volumeProjection within drama/dance activities not encouragedGames that result in volume increase from children will be avoided and adapted.Children constantly reminded not to raise voices.	Staff
First Aid, Medical or Isolation	Spread of Virus	Medium	All Users	PPE to be worn if social distancing must be reduced to provide first aid or medical interventionStaff member chaperoning any student needed to be isolated must socially distance and wear PPE	Staff
Loss of vital staff due to illness Attendees test and trace	Lessons cannot go ahead as planned Positive case by attendee	Medium Medium/High	Staff, All Users All users	Internal contingency plans that allow information to be shared with attendees if staff need to isolate. Staff wellness checks and regular lateral flow testing. Immediate isolation if the test is positive. Precautionary methods. -Test and trace records collected for all attendees. Ensuring parents/ adults inform of any positive test so other attendees can be notified, in line with the Test and Trace procedures. Use of QR code for venue and own business.	Staff

Covid Safety

Covid 19 Safety Measures and Procedures- Leap Dance Midlands

Now covid has eased we will continue to remain vigilant and will follow the educational settings guidance.

Updated January 2024