Policies & commitments

Version 1.0 · May 2026

Safeguarding & Child Protection Policy

Policy Statement

The Daisy Collective is committed to the safety, wellbeing and protection of every child who participates in our activities. We believe every child has the right to be safe from harm. The policy applies to all activities delivered under the Daisy Collective brand.

1. Designated Safeguarding Lead (DSL)

The Designated Safeguarding Lead for The Daisy Collective UK is:

In the event of a safeguarding concern, the DSL will take responsibility for recording, reporting and referring concerns to the appropriate statutory agencies.

2. Scope of This Policy

This policy applies to:

• All children participating in The Daisy Collective activities
• All instructors, assistants and volunteers working under The Daisy Collective
• All venues used by The Daisy Collective
• All online communications relating to The Daisy Collective

3. Safe Recruitment

The Daisy Collective UK is committed to safe recruitment practices. All staff, assistants and volunteers who work with children must hold:

• An Enhanced DBS check with Children's Barred List check prior to commencing work
• A minimum of Level 1 Safeguarding awareness training
• Relevant qualifications for the activities they are delivering

No person will be permitted to work unsupervised with children until their Enhanced DBS check has been received and reviewed.

4. Two Person Principle

The Daisy Collective UK operates a two person principle at all times. No instructor or assistant will be alone with a child or group of children at any time. In the event that a second adult is temporarily unavailable, the session will be paused until a second adult is present.

5. Recognising Abuse and Neglect

Staff and volunteers must be aware of the four main categories of abuse:

6. Responding to a Safeguarding Concern

If a child makes a disclosure or a concern is observed, staff must:

1. Listen calmly and carefully — do not show shock or disbelief
2. Reassure the child that they have done the right thing by telling you
3. Do NOT promise confidentiality — explain you may need to share what they have told you to keep them safe
4. Do NOT ask leading questions or investigate — your role is to listen and report, not investigate
5. Record what was said as soon as possible using the child's own words
6. Report immediately to the Designated Safeguarding Lead
7. The DSL will decide whether to refer to children's social care or the police

7. Recording and Reporting

All safeguarding concerns must be recorded in writing as soon as possible after the event. Records must include:

• Date and time of the concern or disclosure
• Name and age of the child
• A factual account of what was observed or disclosed, using the child's own words where possible
• The name of the person recording the concern
• Any action taken

Records will be kept securely, separate from other records, and in line with GDPR requirements. Records will be retained for a minimum of 10 years.

8. Photography and Social Media

The Daisy Collective UK will only photograph or film children with explicit written consent from a parent or guardian, obtained via the registration consent form prior to the child's first session.

• Images will only be used for purposes specified in the consent form
• Children's full names will never be used alongside images on social media
• Parents may withdraw photo consent at any time in writing
• Facial images will not be shared without explicit specific consent
• Staff and volunteers must not take personal photographs of children on personal devices

9. Code of Conduct for Staff and Volunteers

All staff and volunteers working under The Daisy Collective UK must:

• Always work in an open environment — never alone with a child
• Treat all children with dignity and respect
• Never use physical punishment or humiliation
• Avoid unnecessary physical contact with children
• Never share personal contact details with children or parents outside of official channels
• Never communicate with children via personal social media accounts
• Report any concerns about a colleague's behaviour immediately to the DSL
• Maintain confidentiality about children and families at all times

Any breach of this code of conduct will be investigated and may result in immediate suspension pending investigation.

10. Allegations Against Staff or Volunteers

If an allegation is made against a member of staff or volunteer, the DSL will:

• Take the allegation seriously and record it immediately
• Suspend the individual from working with children pending investigation — this is a neutral act, not a presumption of guilt
• Refer the matter to the Local Authority Designated Officer (LADO) within one working day
• Not investigate the allegation internally
• Support all parties throughout the process

11. Anti-Bullying

The Daisy Collective has a zero-tolerance approach to bullying in any form, including physical, emotional, verbal and online bullying. Any bullying behaviour will be:

• Addressed immediately and calmly
• Recorded
• Communicated to parents of all children involved
• Referred to statutory agencies if it reaches a safeguarding threshold

12. Key Contacts and Referral Agencies

13. Policy Review

This policy will be reviewed annually or following any safeguarding incident, change in legislation or guidance, or significant change to The Daisy Collective UK's activities.

Version 1.0 · May 2026

Privacy Policy

Policy Statement

The Daisy Collective is committed to protecting your privacy and handling your personal data responsibly and transparently.

1. Who We Are

The Daisy Collective is operated by Victoria Fernandes as a sole trader.

• Business address: 2 Vine Cottages, Cricket Ground, Stokenchurch, HP14 3TY
• Email: [email protected]

2. What Data We Collect

We collect the following personal data:

From parents and guardians:

• Full name and contact details
• Email address
• Emergency contact information
• Payment information (processed securely via our booking system)

From or about children:

• Full name and date of birth
• School and year group
• Medical information including conditions, medications and allergies
• Diagnosed additional needs
• GP details

From website visitors:

• Email address (if you sign up to our mailing list)
• Basic analytics data via our website platform

3. How We Use Your Data

We use your personal data to:

• Manage your child's place in our classes safely and effectively
• Communicate with you about your booking, classes and any changes
• Ensure the health and safety of your child during sessions
• Meet our safeguarding and legal obligations
• Send you updates about The Daisy Collective if you have consented to this

4. Legal Basis for Processing

We process your personal data under the following lawful bases:

• Contract — to fulfil our obligations to you as a customer
• Legal obligation — to meet safeguarding and health and safety requirements
• Consent — for marketing communications and photography
• Legitimate interests — for the safe and effective running of our classes

5. How Long We Keep Your Data

• Registration and consent forms — retained for the duration of your child's attendance plus 3 years
• Safeguarding records — retained for a minimum of 10 years
• Payment records — retained for 7 years in line with HMRC requirements
• Marketing email list — until you unsubscribe or withdraw consent

6. Your Rights

Under GDPR you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data (subject to legal obligations)
• Withdraw consent at any time
• Lodge a complaint with the ICO at ico.org.uk or 0303 123 1113

To exercise any of these rights please contact us at [email protected].

7. Data Security

We take data security seriously. Personal data is stored securely, and access is limited to Victoria Fernandes only. Payment data is processed securely via our booking platform and we do not store card details.

8. Cookies

Our website may use basic cookies for analytics purposes. No personal data is collected via cookies without your consent. You can manage cookie preferences via your browser settings.

9. Changes to This Policy

We may update this privacy policy from time to time. Any significant changes will be communicated to you by email. The current version will always be available on our website.

Last updated: May 2026

Version 1.0 · May 2026

Terms & Conditions

Please read these terms carefully before booking. By booking a place at a Daisy Collective class you agree to these terms and conditions.

1. About Us

The Daisy Collective is a fitness and movement business operated by Victoria Fernandes as a sole trader.

• Business address: 2 Vine Cottages, Cricket Ground, Stokenchurch, HP14 3TY
• Email: [email protected]
• Instagram / Facebook: @thedaisycollectiveuk

2. Classes and Bookings

TBC

3. Cancellation Policy

Cancellation by You

• You may cancel your monthly subscription at any time by giving one calendar month's written notice to [email protected]
• Notice received in any given month means your subscription will end at the end of the following calendar month
• Example: notice given on any date in May means your subscription ends 31st May — your final payment will be collected on 1st May
• No refunds will be given for sessions already paid for within the notice period
• Trial session fees are non-refundable once sessions have been attended

Cancellation by The Daisy Collective UK

• We will give one calendar month's written notice if we need to permanently cancel a class
• In the event of an unforeseen cancellation at short notice (illness, venue issues etc.) we will notify you as soon as possible and apply a discount to your following month's payment
• We reserve the right to cancel individual sessions due to circumstances beyond our control — including adverse weather, venue unavailability or instructor illness
• We are not liable for any costs incurred as a result of a cancelled session

4. Health and Medical Information

• All relevant medical information must be disclosed on the registration form before your child's first session
• It is your responsibility to notify us immediately of any changes to your child's health or medical information
• Children with injuries or illness should not attend sessions until they have been cleared to participate
• The Daisy Collective UK reserves the right to exclude a child from activities if we believe participation would put them or others at risk
• A qualified paediatric first aider will be present at all sessions

5. Behaviour

• We expect all children to treat instructors, assistants and other children with respect
• Behaviour that puts others at risk or significantly disrupts the session will be addressed calmly and constructively
• In serious or persistent cases we reserve the right to ask a child to leave a session or withdraw their place, with a pro-rata refund for any remaining paid sessions
• We have a zero tolerance approach to bullying of any kind

6. Photography and Social Media

• We will only photograph or film children with explicit written consent obtained via the registration form
• You may withdraw photo consent at any time in writing
• Children's full names will never be used alongside images on social media or our website

7. Liability

• The Daisy Collective UK holds public liability insurance with Balens
• We take all reasonable precautions to ensure the safety of children in our care
• We are not liable for loss or damage to personal property brought to sessions
• We are not liable for injuries resulting from a child's failure to follow instructor guidance

8. Changes to Terms

We reserve the right to update these terms and conditions at any time. You will be notified of any significant changes by email with reasonable notice.

Last updated: May 2026