Data Protection Policy

The Data Protection Act 2018 is a key piece of legislation in the UK that governs data protection, seeking to ensure that personal data is protected and handled appropriately and responsibly.

1. Policy Statement

Peaceful Unity is committed to protecting the privacy and personal information of all individuals who access our services. We process personal information responsibly, lawfully, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy explains how we collect, use, store, share, and protect personal information while ensuring that the rights of individuals are respected at all times.

2. Personal Information

Personal information is any information that identifies, or could identify, an individual. This may include, but is not limited to:

• Full name
• Home address
• Telephone number
• Email address
• Date of birth
• Photographs
• Emergency contact details
• Records relating to supervised contact sessions
• Assessments, reports, referrals and case notes

Peaceful Unity only collects personal information that is necessary for the delivery, management and administration of our contact supervision services and where there is a lawful basis for doing so.

3. How We Process Personal Information

Processing refers to any action taken in relation to personal information. This may include:

• Collecting information
• Recording information
• Organising and storing records
• Updating information
• Accessing and reviewing records
• Sharing information where appropriate
• Retaining records for the required period
• Archiving records securely
• Permanently deleting or destroying information when it is no longer required

4. Security of Personal Information

Peaceful Unity is committed to keeping personal information safe and secure.

We use appropriate physical, electronic and organisational safeguards to protect information against unauthorised access, loss, misuse, alteration or disclosure.

Access to personal information is restricted to authorised individuals who require it to perform their professional duties. All individuals handling personal information are expected to maintain confidentiality and comply with data protection legislation.

5. How We Use Personal Information

We use personal information to:

• Deliver safe and effective supervised contact services.
• Communicate with children, parents, carers, solicitors and referring organisations.
• Maintain accurate records of our services.
• Prepare factual reports and documentation where required.
• Meet our safeguarding responsibilities.
• Comply with legal, regulatory and contractual obligations.
• Improve the quality and effectiveness of our services.

We only collect and use personal information that is relevant, necessary and proportionate for these purposes.

6. Lawful Basis for Processing

Peaceful Unity will only process personal information where there is a lawful basis under the UK GDPR and the Data Protection Act 2018.

Depending on the circumstances, this may include:

• The individual has provided their consent.
• Processing is necessary to fulfil a contract or provide a requested service.
• Processing is required to comply with a legal obligation.
• Processing is necessary to protect someone’s vital interests.
• Processing is necessary for the legitimate interests of Peaceful Unity, provided these interests do not override the rights and freedoms of the individual.

Where legitimate interests are relied upon, we will ensure that the processing is fair, necessary and proportionate.

7. Our Commitment

Peaceful Unity is committed to ensuring that all personal information is processed fairly, lawfully and transparently. We will only collect the information we need, use it for legitimate purposes, keep it accurate and secure, and retain it only for as long as necessary.

We will respect the rights of individuals under data protection legislation and will regularly review our practices to ensure continued compliance with UK GDPR and the Data Protection Act 2018.

Lone Working Policy

1. Policy Statement

Peaceful Unity Contact Services is committed to providing a safe working environment for all staff, associates and contractors who work independently. We recognise that lone working may increase personal safety risks and are committed to reducing these risks through effective planning, communication and risk management.

This policy outlines the arrangements in place to protect individuals who carry out work alone while delivering supervised contact services.

2. Purpose

The purpose of this policy is to:

• Promote the safety and wellbeing of lone workers.
• Identify and minimise risks associated with lone working.
• Ensure appropriate support and communication arrangements are in place.
• Provide guidance for responding to emergencies.
• Meet our legal responsibilities under the Health and Safety at Work etc. Act 1974.

3. Responsibilities

Peaceful Unity Contact Services will:

• Assess potential risks before accepting referrals.
• Ensure appropriate risk assessments are completed.
• Provide safeguarding guidance and lone working procedures.
• Maintain accurate emergency contact details.
• Ensure workers know how to report concerns or incidents.

Lone Workers are responsible for:

• Following this policy at all times.
• Completing risk assessments before each contact session.
• Informing a designated person of their location and expected finish time.
• Carrying a fully charged mobile phone.
• Reporting any incidents, near misses or safety concerns immediately.
• Leaving any situation where they believe there is an immediate risk to their safety.

4. Risk Assessment

A risk assessment will be completed before every new referral and reviewed where circumstances change.

The assessment should consider:

• History of violence or aggression.
• Domestic abuse.
• Alcohol or drug misuse.
• Mental health concerns.
• Child protection concerns.
• Known criminal behaviour.
• Venue suitability.
• Emergency exits.
• Mobile phone reception.
• Lone working risks.

Where risks are assessed as high, additional control measures will be implemented or the referral may not be accepted.

5. Safe Working Procedures

Before each appointment the lone worker should:

• Review all available referral information.
• Confirm the appointment details.
• Inform a nominated person of the session location, start and finish times.
• Ensure their mobile phone is fully charged.
• Carry emergency contact numbers.
• Plan a safe travel route.

During the session:

• Maintain professional boundaries at all times.
• Position themselves near an exit where practical.
• Remain alert to changes in behaviour.
• Avoid entering unsafe situations.
• Leave immediately if personal safety is threatened.

After the session:

• Confirm safe completion with the nominated contact.
• Complete contact records promptly.
• Report any safeguarding concerns or incidents without delay.

6. Communication Arrangements

Lone workers must:

• Keep their mobile phone switched on during appointments.
• Share their schedule with a nominated contact.
• Check in at agreed times where appropriate.
• Notify the nominated contact once the appointment has ended safely.

If contact cannot be established within a reasonable period, emergency procedures may be initiated.

7. Home Visits

Home visits should only take place where:

• A risk assessment has been completed.
• The visit is necessary.
• The risks are considered manageable.

Where concerns exist, consideration should be given to:

• Meeting in a neutral venue.
• Conducting joint visits.
• Rearranging the appointment.
• Declining the visit where safety cannot be assured.

8. Managing Violence and Aggression

Peaceful Unity Contact Services has zero tolerance for violence, abuse, intimidation or threatening behaviour towards staff.

If a lone worker feels threatened they should:

• End the session immediately.
• Leave the location safely.
• Contact the emergency services if required.
• Notify the appropriate manager or designated contact.
• Complete an Incident Report as soon as possible.

9. Emergency Procedures

In an emergency, lone workers should:

1. Move to a place of safety.
2. Contact the emergency services (999) if immediate assistance is required.
3. Notify the designated contact as soon as it is safe to do so.
4. Record the incident and participate in any follow-up review.

10. Incident Reporting

All accidents, near misses, safeguarding concerns, threats or incidents occurring during lone working must be reported as soon as practicable.

An Incident Report Form should be completed, and appropriate safeguarding procedures followed where children or vulnerable adults may be at risk.

11. Training

Anyone working on behalf of Peaceful Unity Contact Services should receive appropriate guidance in:

• Lone working procedures.
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• Risk assessment.
• Conflict management and de-escalation.
• Health and safety.
• Emergency procedures.

12. Review

This policy will be reviewed annually or sooner if there are changes in legislation, working practices or following a significant incident.

Policy Owner: Peaceful Unity Contact Service

Review Period: Annually

Next Review Date: ______________________

Risk assessment policy

1. POLICY STATEMENT

Peaceful Unit Contact Service (PUCS) is committed to protecting the safety, welfare and wellbeing of children, families, staff and other individuals who may be affected by its services.

PUCS recognises that supervised contact and family support arrangements may involve complex family circumstances, safeguarding concerns, parental conflict and other risks that require careful assessment and management.

This policy establishes a consistent approach to identifying hazards, evaluating risks, implementing protective measures and reviewing arrangements throughout the referral and contact process.

Risk assessment is an ongoing responsibility. A referral that appears suitable initially may become unsuitable if new information emerges or circumstances change.

The welfare and safety of the child must remain central to every decision. PUCS will not commence or continue contact where identified risks cannot be managed safely within the service’s competence, staffing arrangements and available resources.

2. PURPOSE OF THE POLICY

The purpose of this policy is to:

• Establish a consistent procedure for assessing risks before accepting a referral.
• Protect children from harm, abuse, neglect, distress and inappropriate interactions.
• Protect staff, parents, carers and members of the public.
• Identify risks associated with supervised contact, supported contact, virtual contact and supervised handovers.
• Establish clear procedures for managing incidents, emergencies and changes in circumstances.
• Ensure that decisions are documented, proportionate and reviewed.
• Support effective communication with parents, local authorities, social workers, solicitors and other relevant professionals.
• Promote accountability and continuous improvement across PUCS.

3. SCOPE

This policy applies to all services provided by PUCS, subject to the service’s agreed remit and suitability assessments.

3.1 Supervised contact

Contact where an appointed supervisor remains present throughout the session to observe interactions, support safe contact and respond to concerns.

3.2 Supported contact

Contact where a family receives