CONTENTS:
1 Welcome Information Pack
2 Membership Form
3 Code of Conduct
4 Recruitment Policy
5 Safeguarding Policy & Procedures
6 Risk Assessment Policy
7 Health & Safety Policy
8 Supporting Our Members Policy
9 GDPR Policy
10 Whistleblowing Policy
11 Equal Opportunities Policy
12 Complaints Procedure
Section 1: Welcome Information
1. Introduction
Welcome to Water Village Band! We are delighted to have you join our friendly and inclusive community brass band.
This Welcome Pack is designed to help you settle in and understand how the band operates. It is based on guidance from Brass Bands England (BBE) and should be read in conjunction with BBE’s BandSafe resources.
2. Band Ethos & History
Founded in 1866, Water Village Band is the oldest of Rossendale’s five village brass bands. Renamed in 2019 to reflect our community focus, we welcome players of all ages and abilities. We are a non-contesting band and perform a wide range of music at events including church processions, concerts, Remembrance commemorations, and Christmas carolling. We also raise funds for local charities and operate with a spirit of fun, friendship, and musical excellence.
Our membership is made up of anyone above the age of eight with no upper age limit. Experience ranges from beginner to players who have played for many years and some with a professional musical background. The aim of this mixture of players is to help each other to play to a good concert standard and to get there through disciplined but friendly practice and rehearsals.
Beginners will be regularly assessed by the Conductor/Musical Director and invited to join the Senior Band when appropriate.
Water Village Band is a member of Brass Bands England (BBE), and we adhere to their codes of conduct including the BBE ‘BandSafe’ safeguarding policies and training. Now that you are a member of Water you are eligible to join BBE as an individual member for free. Just go to https://www.bbe.org.uk/user/login and create your own account.Our Core ValuesWater Village Band is a welcoming community brass band for people of all musical abilities.
3. Our core values are:
4. Membership Form
New members are asked to complete a membership form. The form can be found in Section 2 of this pack. Printed copies are also available in the Bandroom.
Under the Band’s safeguarding procedures, we may ask about your previous membership of other bands and may carry out online checks and/or contact your previous bands for references – See our Recruitment Policy in Section 4.
If you are using a Band instrument, we ask you to complete an Instrument Loan Agreement.
We operate a voluntary membership payment scheme (suggested £10 per calendar month) payable via bank transfer to:
Barclays Bank, Rawtenstall
A/c: Water Village Band
Sort Code: 20-15-70
A/c number: 53607283
Reference: your surname and initials e.g. SMITH A B
5. Key Positions & Contact Details
6. Expectations
We ask members to:
7. Domestic Arrangements
Senior Band practices on Wednesday evenings from 7pm to 9pm. Players should aim to arrive by 6.45pm to warm up and sort their sheet music ready for a prompt start at 7pm.
Beginners & Improvers sessions are held on Saturday mornings starting at 9.30am for a half hour basic tuition session followed by an hour of playing. After a short refreshment break at 11am the session continues until 12.30 for extra practice of Senior Band pieces. Whilst Saturday Practice is aimed at Beginners and Improvers, Senior players are welcome to come along to help with the sessions or to get some extra practice.
Using ‘Muzodo’: We use an online scheduling website called ‘Muzodo’ which helps our MD/Conductor know who is available for band bookings and for Practices. This helps him decide if we have enough players to accept a booking, and which music it’s possible to include in the programme. It’s a condition of membership of Water that you use this system and reply promptly to requests which will be emailed to you via the Muzodo system.
8. Health and Safety
9. Safeguarding
10. Complaints Procedure
Formal complaints should be directed to the Chairman. They may be resolved informally or formally, depending on the nature of the issue. A full complaints procedure is at section 12
11. Code of Conduct
All members are expected to:
12. New Member Induction Check list:
You will be given a printed copy of this checklist. Please use it to make sure that you have completed your induction. If you have any questions just ask a committee member.
Section 2: Membership Form: A printed copy will be given to you on joining
Details requested include:
Name, Date of Birth, Address, Phone number, email address, preferred instrument.
Details of any previous experience which could be useful to the band, e.g. secretarial skills, Health & Safety knowledge, First Aid etc.
Emergency contact details.
Medical information, allergies, medications etc.
Consent declarations.
Section 3: Code of Conduct
1. Introduction
This Code of Conduct outlines the expectations for all members of Water Village Band. It aims to foster a respectful, inclusive, and safe environment where everyone can enjoy making music together. It will be reviewed annually and discussed openly to ensure shared ownership and understanding.
It has been developed in accordance with the guidance provided by Brass Bands England (BBE). It reflects the principles and standards outlined in the BandSafe framework to promote a safe, respectful, and inclusive environment for all members. This Code should be read alongside BBE’s official guidance to ensure full understanding and compliance with best practice in safeguarding and conduct.
2. Member Commitment
As a member of Water Village Band, I agree to:
3. Conduct and Behaviour
I will:
4. Respectful and Safe Interaction
I will:
5. Property and Appearance
I will:
6. Conflicts of Interest and Confidentiality
I will:
7. Breaches and Disciplinary Action
If a member breaches this Code of Conduct:
Section 4: Recruitment Policy
1. Introduction
This recruitment policy for Water Village Band is based on the guidelines provided by Brass Bands England (BBE) as outlined in their BandSafe#4 document. It is intended to support safe and effective recruitment practices within our band. This policy should be read in conjunction with the full BBE BandSafe Recruitment Guidelines to ensure alignment with national safeguarding standards and best practice.
2. General Principles
3. Recruiting New Players
For all new adult members, we will:
4. Recruiting for Non-Safeguarding Roles
For roles not involving children or vulnerable adults:
5. Recruiting for Safeguarding Roles
For roles involving regulated activity (e.g., Musical Director, Safeguarding Leads):
6. Handling DBS and Conduct Concerns
7. Risk Assessment Considerations
When assessing suitability, consider:
Section 5: Safeguarding Policy & Procedures
1. Introduction
Water Village Band is a welcoming community brass band for people of all musical abilities. We are committed to creating a safe, inclusive, and supportive environment for all participants, especially children, young people, and adults at risk. This safeguarding policy outlines our approach to protecting vulnerable individuals and promoting welfare across all band activities.
2.Scope
This policy has been developed in accordance with Brass Bands England’s Safeguarding Guidance. This policy applies to all members, volunteers, staff, and anyone working on behalf of Water Village Band. It covers all rehearsals, performances, events, and activities conducted by the band, both on-site and off-site.
3. Definitions
Child or Young Person: Anyone under the age of 18.
Adult at Risk: A person aged 18 or over who:
Vulnerable Adult: This term is sometimes used interchangeably with “Adult at Risk.” It refers to an adult who may be unable to take care of themselves or protect themselves from harm or exploitation due to age, disability, illness, or other circumstances. While “Adult at Risk” is the statutory term, “Vulnerable Adult” may still appear in some guidance and communication.
Any reference to “Adult at Risk” refers to both the statutory definition and the broader understanding of "Vulnerable Adult" throughout this policy.
4. Policy Statement
Water Village Band believes that no child, young person, or adult at risk should experience abuse of any kind. We have a responsibility to safeguard their welfare and are committed to acting in their best interests.
5. Safeguarding Principles
We will:
• Value, listen to, and respect all individuals.
• Appoint a Safeguarding Lead and Deputy.
• Provide training and support for volunteers and staff.
• Maintain clear procedures for reporting concerns.
• Ensure safe recruitment practices.
• Promote a culture of openness and accountability.
• Provide a safe physical and online environment.
• Make this policy accessible to all members.
6. Roles and Responsibilities
Safeguarding Leads: Lead on safeguarding matters, receive, and act on concerns.
Trustees: Ensure safeguarding is embedded in governance.
All Members: Responsible for following safeguarding procedures and reporting concerns.
7. Reporting Procedures
Concerns about a child or adult at risk should be reported to the Safeguarding Leads immediately. If they are unavailable, contact the relevant authority. In emergencies, call 999. Detailed procedures for reporting concerns and forms for recording concerns can be found in the appendices of this policy.
8. Legal framework
This policy is informed by key legislation including:
Although the child protection systems are different in each nation, they are all based on similar principles. A summary of the key legislation and guidance is available from: https://learning.nspcc.org.uk/child-protection-system.
9. Types of abuse
Abuse of a child or young person can occur in a number of ways, and a child or young person may experience more than one type of abuse. These may include physical, sexual, or emotional abuse. A child or young person may also be neglected due to a lack of action to prevent harm.
An adult with care and support needs may experience, or be at risk of, abuse or neglect in a number of defined ways including the above categories, but also financial, modern slavery and domestic abuse, among others.
If you are concerned about a child or an adult with care and support needs, please speak to the Designated Safeguarding Leads in the first instance for further advice and guidance. Further information about the types of abuse and the relevant terms used in safeguarding children and adults can be found in sections 1a and 2a for Brass Bands England’s Safeguarding Guidance.
10. Useful contact details:
Band Safeguarding/Welfare Lead: Elaine Roberts – awaiting contact details.
Band Deputy Safeguarding/Welfare Lead: Tim Nuttall [email protected] 07928 399 681
Trustee / Senior Lead for safeguarding: Tim Nuttall [email protected] 07928 399 681
Local police: Call 101 or 999 in emergency
Local authority children’s social care department: Lancashire County Council: 0300 123 6720 [Out of hours: 0300 123 6722]
Adult Social Care: 0300 123 6720 0300 123 6720
NSPCC Helpline: 0808 800 5000 or [email protected]
ChildLine: 0800 1111 (textphone 0800 400 222) or www.childline.org.uk
The Samaritans: https://www.samaritans.org/ email: [email protected] call: 116 123
National Domestic Abuse Helpline: https://www.nationaldahelpline.org.uk/
Brass Bands England Safeguarding Officer: 01226 771015
We are committed to reviewing our policy, procedures, and good practice annually, usually just before the Band’s Annual General Meeting. If any amendments become necessary, the policy will be duly updated, and the changes put into effect through our procedures.
Appendix 1 – Procedure for dealing with a child safeguarding Issue.
Ways that abuse might be brought to your attention:
Receiving a Disclosure
A ‘disclosure’ is when a child tells you something that has happened to them, or that they have seen or information they have been told that puts them or someone else at risk of harm, this can be current or historic. This could be part of a general conversation or an intentional disclosure.
There are lots of reasons why a child or young person might want to tell someone they are being abused, including:
It can be very hard for them to open up about what has happened to them. They might be worried about the consequences or that nobody will believe them. They might have told someone before, and nothing was done to help them. Sometimes they might not know what is happening to them is abuse and struggle to share what they are feeling. Some children do not reveal they are being abused for a long time; some never tell anyone.
Actions to take when a child makes a disclosure:
You can find out more on the NSPCC’s website here including what happens when you report abuse to them.
A flow chart showing when and how to deal with a concern is available in the Bandroom along with a printed report form.
Appendix 2 – Procedure for dealing with an adult safeguarding Issue.
You may be concerned about harm to another person because of something you have seen or heard, information you have been told by others or because someone has confided in you about things that are happening or have happened to them.
You should not keep safeguarding concerns to yourself. If you have concerns and/ or you are told about possible or alleged abuse, poor practice, or wider welfare issues you must contact your band’s Safeguarding Lead or Welfare Officer as soon as you can.
If you are concerned about harm being caused to someone else, please follow the guidance below.
Responding to a Direct Disclosure of abuse of an adult
If an adult indicates that they are being harmed or abused, or information is received which.
gives rise to concern, the person receiving the information should:
It is important not to:
You can find out more from The Ann Craft Trust: https://www.anncrafttrust.org/help-advice.
A flow chart showing when and how to deal with a concern is available in the Bandroom along with a printed report form.
Section 6: Risk Assessment Policy
1. Introduction
Risk assessments are essential for ensuring the safety and wellbeing of all participants in Water Village Band activities. They should be carried out:
2. Policy Statement
This policy has been developed in accordance with the guidelines provided by Brass Bands England (BBE) in their BandSafe#6 Risk Assessments document. It provides a structured approach to risk management and supports the band’s commitment to safeguarding and health & safety.
3. Risk Assessment Process
When conducting a risk assessment, consider the following factors:
4. Risk Rating
Each hazard should be rated based on:
5. Templates for Risk Assessments
Risk assessment templates to support the planning and delivery of safe and effective band activities are available through the Brass Bands England (BBE) guidance documents (BandSafe#6).
These templates provide a structured approach to identifying and mitigating potential risks associated with rehearsals, performances, travel, and other related activities. All band members and event organisers are encouraged to consult the BBE guidance to ensure compliance with best practices and to maintain a safe environment for all participants.
Section 7: Health & Safety Policy
1. Introduction
The Health & Safety at Work Act (1974) is the main piece of legislation governing health and safety at work. It places a duty upon employers to ensure the general health and safety of their employees as well as volunteers and members of the public using services provided by the employer.
Although brass bands are mainly run by volunteers and therefore may not consider themselves as employers, they are still considered to have a ‘duty of care’, under civil law, to those who are employed, work as volunteers and to those who use their services.
This Health and Safety Policy has been developed in line with the guidance provided by Brass Bands England (BBE), specifically drawing on the recommendations outlined in BandSafe #7: Health and Safety. It reflects our commitment to maintaining a safe and supportive environment for all members, volunteers, and visitors. The policy should be read in conjunction with BBE’s BandSafe guidance documents, particularly those relating to risk assessments, safeguarding, and whistleblowing, to ensure a comprehensive understanding of our responsibilities and procedures.
2. Policy Statement
Water Village Band is committed to ensuring the health, safety, and welfare of all its members, volunteers, visitors, and the public during all band-related activities. We recognise our duty of care under civil law and aim to provide a safe environment for rehearsals, performances, and other events.
3. Responsibilities
4. Risk Assessment
5. Safe Environment and Equipment
6. Fire Safety
7. First Aid
8. Manual Handling
9. Activities Outside the Band Room
10. Insurance
11. Training and Information
12. Review and Monitoring
Section 8: Supporting Our Members Policy
1. Introduction
This policy has been developed in accordance with the guidance outlined in BandSafe #8 – Supporting Your Members, produced by Brass Bands England in partnership with the NSPCC. It should be read in conjunction with that guidance to ensure a comprehensive understanding of best practices for safeguarding young players and adults with care and support needs within band settings.
The purpose of this policy is to ensure that all members, particularly those under 18 and those with care and support needs, are supported appropriately and safely during their involvement with the band. This includes rehearsals, performances, social events, and travel arrangements.
2. Transporting Young People and Adults with Care and Support Needs
3. Attendance at Events Outside the Band Room
When attending concerts, or social events:
4. Procedure for Missing Young Members
At Rehearsals or Concerts
Section 9: GDPR Policy
1. Introduction
This policy outlines how Water Village Band complies with the General Data Protection Regulation (GDPR) and the UK Data Protection Act 2018. It is based on guidance provided by Brass Bands England (BBE) in their BandSafe#9 document and should be read in conjunction with that guidance. The aim is to ensure that personal data is handled responsibly, transparently, and securely, in line with legal requirements and best practice.
2. Scope and Purpose
This policy applies to all members, volunteers, committee members, and any other individuals who handle personal data on behalf of Water Village Band. Its purpose is to ensure that personal data is:
3. Definition of Personal Data
Personal data includes any information that can identify an individual, such as:
4. Legal Basis for Processing Data
Water Village Band will process personal data only when there is a clear legal basis, including:
5. Consent and Privacy Notices
6. Data Retention
7. Data Security
8. Documentation and Accountability
9. Children’s Data
10. Rights of Individuals
All individuals have the right to:
11. Contact and Queries
For any questions or concerns regarding this policy or data protection practices, please contact the Water Village Band Management Committee.
Section 10: Whistleblowing Policy
1. Introduction
This Whistleblowing Policy is based on the guidance provided by Brass Bands England (BBE) through their BandSafe framework. It should be read in conjunction with the full BBE BandSafe Whistleblowing Policy, which offers detailed procedures and support mechanisms. The Water Village Band is committed to maintaining a culture of openness, accountability, and integrity, and encourages all members to raise concerns about malpractice or wrongdoing without fear of reprisal.
2. Aims and Purpose
The purpose of this policy is to:
3. Raising a Concern
If you have a concern about malpractice:
4. Receiving a Concern
If someone raises a concern with you:
5. Deciding on Action
6. Investigation Process
7. Outcomes and Follow-up
8. Recording and Confidentiality
9. Support and Contacts
External support may be available from:
Section 11: Equal Opportunities Policy
1. Policy Statement
Water Village Band is committed to promoting equality, diversity, and inclusion in all aspects of its activities. We believe that everyone should be treated with dignity and respect, and we strive to create an environment where all individuals feel welcome, valued, and supported.
We oppose all forms of unlawful and unfair discrimination and will take proactive steps to ensure that no member, volunteer, or participant is treated less favourably on the grounds of:
2. Scope
This policy applies to all members of Water Village Band, including:
3. Our Commitments
Water Village Band will:
4. Responsibilities
All members are expected to:
5. Breaches of Policy
Any breach of this policy will be taken seriously and may result in disciplinary action. This includes:
6. Monitoring and Review
This policy will be reviewed annually or sooner if required. Feedback from members will be welcomed to ensure the policy remains relevant and effective.
Section 12: Complaints Procedure
1. Introduction
Water Village Band is committed to maintaining a safe, inclusive, and respectful environment for all members, volunteers, and visitors. We recognise that, from time to time, concerns or complaints may arise. This procedure outlines how complaints can be raised and resolved fairly, promptly, and confidentially.
2. Scope
This procedure applies to all members, volunteers, parents/carers, and visitors. It covers complaints related to:
3. How to Raise a Complaint
Informal Resolution
Where appropriate, concerns should first be raised informally with the relevant person (e.g. Musical Director, or Committee Member). Many issues can be resolved quickly through open and respectful dialogue.
Formal Complaint
If the issue cannot be resolved informally, or if the complainant prefers, a formal complaint can be submitted in writing to the Band Chairman. The complaint should include:
4. Procedure for Handling Complaints
5. Confidentiality and Record Keeping
All complaints will be handled confidentially and sensitively. Records of complaints and outcomes will be kept securely and in accordance with the GDPR Policy.
Water Village Band Policies.
Version 1.
Date ratified: 8th September 2025
Date issued: 15th September 2025
Review date: On or before the Annual General Meeting 2026.
1 Welcome Information Pack
2 Membership Form
3 Code of Conduct
4 Recruitment Policy
5 Safeguarding Policy & Procedures
6 Risk Assessment Policy
7 Health & Safety Policy
8 Supporting Our Members Policy
9 GDPR Policy
10 Whistleblowing Policy
11 Equal Opportunities Policy
12 Complaints Procedure
Section 1: Welcome Information
1. Introduction
Welcome to Water Village Band! We are delighted to have you join our friendly and inclusive community brass band.
This Welcome Pack is designed to help you settle in and understand how the band operates. It is based on guidance from Brass Bands England (BBE) and should be read in conjunction with BBE’s BandSafe resources.
2. Band Ethos & History
Founded in 1866, Water Village Band is the oldest of Rossendale’s five village brass bands. Renamed in 2019 to reflect our community focus, we welcome players of all ages and abilities. We are a non-contesting band and perform a wide range of music at events including church processions, concerts, Remembrance commemorations, and Christmas carolling. We also raise funds for local charities and operate with a spirit of fun, friendship, and musical excellence.
Our membership is made up of anyone above the age of eight with no upper age limit. Experience ranges from beginner to players who have played for many years and some with a professional musical background. The aim of this mixture of players is to help each other to play to a good concert standard and to get there through disciplined but friendly practice and rehearsals.
Beginners will be regularly assessed by the Conductor/Musical Director and invited to join the Senior Band when appropriate.
Water Village Band is a member of Brass Bands England (BBE), and we adhere to their codes of conduct including the BBE ‘BandSafe’ safeguarding policies and training. Now that you are a member of Water you are eligible to join BBE as an individual member for free. Just go to https://www.bbe.org.uk/user/login and create your own account.Our Core ValuesWater Village Band is a welcoming community brass band for people of all musical abilities.
3. Our core values are:
- Inclusivity: We welcome members of all ages, backgrounds, and abilities, fostering a supportive and respectful environment for everyone.
- Community: We exist to serve and enrich our local community through music, education, and participation in public events.
- Musical Excellence: We strive for high standards in performance and learning, encouraging continuous development and enjoyment of music.
- Friendship and Fun: We believe music should be enjoyable and social - our rehearsals and events are built on camaraderie and shared passion.
- Integrity and Respect: We treat each other with kindness, honesty, and fairness, upholding the reputation and values of our band.
- Learning and Growth: We support lifelong learning, offering opportunities for musical development from beginner to more advanced levels.
4. Membership Form
New members are asked to complete a membership form. The form can be found in Section 2 of this pack. Printed copies are also available in the Bandroom.
Under the Band’s safeguarding procedures, we may ask about your previous membership of other bands and may carry out online checks and/or contact your previous bands for references – See our Recruitment Policy in Section 4.
If you are using a Band instrument, we ask you to complete an Instrument Loan Agreement.
We operate a voluntary membership payment scheme (suggested £10 per calendar month) payable via bank transfer to:
Barclays Bank, Rawtenstall
A/c: Water Village Band
Sort Code: 20-15-70
A/c number: 53607283
Reference: your surname and initials e.g. SMITH A B
5. Key Positions & Contact Details
- Musical Director: Michael Rourke 07397 227 725
- Chairman: Tim Nuttall 07928 399 681
- Safeguarding Leads: 1. Elaine Roberts 2. Tim Nuttall 07928 399 681
- Health & Safety Lead: Vacant
- Treasurer: Jason Williamson (awaiting contact details)
- Committee: Chairman & Treasurer plus: Bill Malley, Anthony Metcalf, Thomas Metcalf, John Mitchell, Elaine Roberts.
- Music Library Librarian: Gill Chapman
- Saturday Band Lead: John Mitchell 07816 765 474
6. Expectations
We ask members to:
- Attend rehearsals regularly and punctually
- Bring their instrument, sheet music, and any required accessories
- Participate in concerts, contests, and community events
- Respect fellow members and uphold the band’s core values
- Free tuition and instrument loan (subject to availability)
- A supportive and inclusive environment
- Opportunities to perform and develop musically
7. Domestic Arrangements
Senior Band practices on Wednesday evenings from 7pm to 9pm. Players should aim to arrive by 6.45pm to warm up and sort their sheet music ready for a prompt start at 7pm.
Beginners & Improvers sessions are held on Saturday mornings starting at 9.30am for a half hour basic tuition session followed by an hour of playing. After a short refreshment break at 11am the session continues until 12.30 for extra practice of Senior Band pieces. Whilst Saturday Practice is aimed at Beginners and Improvers, Senior players are welcome to come along to help with the sessions or to get some extra practice.
Using ‘Muzodo’: We use an online scheduling website called ‘Muzodo’ which helps our MD/Conductor know who is available for band bookings and for Practices. This helps him decide if we have enough players to accept a booking, and which music it’s possible to include in the programme. It’s a condition of membership of Water that you use this system and reply promptly to requests which will be emailed to you via the Muzodo system.
8. Health and Safety
- First Aid: There is a basic but fully-stocked First Aid cabinet in the kitchen, on the wall to the left of the serving hatch. The names of trained First Aiders are displayed on the cabinet.
- Fire Safety: Fire exits and muster points are clearly marked. An Evacuation Procedures leaflet showing positions of emergency exits and fire extinguishers will be given to you.
- Venue Notes: Be cautious of slippery paths in wet/frosty weather
- Our Health and Safety Policy is at Section 7 of this pack.
9. Safeguarding
- Designated Safeguarding Leads: Elaine Roberts and Tim Nuttall 07928 399 681
- Members should report any concerns to the Safeguarding Leads immediately.
- Safeguarding policy and procedure are at Section 5 of this pack.
10. Complaints Procedure
Formal complaints should be directed to the Chairman. They may be resolved informally or formally, depending on the nature of the issue. A full complaints procedure is at section 12
11. Code of Conduct
All members are expected to:
- Treat others with respect and kindness
- Follow rehearsal and performance guidelines
- Uphold the band’s reputation and values
- Our Code of Conduct is at Section 3 of this pack.
12. New Member Induction Check list:
You will be given a printed copy of this checklist. Please use it to make sure that you have completed your induction. If you have any questions just ask a committee member.
Section 2: Membership Form: A printed copy will be given to you on joining
Details requested include:
Name, Date of Birth, Address, Phone number, email address, preferred instrument.
Details of any previous experience which could be useful to the band, e.g. secretarial skills, Health & Safety knowledge, First Aid etc.
Emergency contact details.
Medical information, allergies, medications etc.
Consent declarations.
Section 3: Code of Conduct
1. Introduction
This Code of Conduct outlines the expectations for all members of Water Village Band. It aims to foster a respectful, inclusive, and safe environment where everyone can enjoy making music together. It will be reviewed annually and discussed openly to ensure shared ownership and understanding.
It has been developed in accordance with the guidance provided by Brass Bands England (BBE). It reflects the principles and standards outlined in the BandSafe framework to promote a safe, respectful, and inclusive environment for all members. This Code should be read alongside BBE’s official guidance to ensure full understanding and compliance with best practice in safeguarding and conduct.
2. Member Commitment
As a member of Water Village Band, I agree to:
- Commit time and energy to rehearsals, performances, and band activities.
- Attend rehearsals and events punctually and notify my availability for rehearsals and events via ‘Muzodo’.
- Represent the band professionally in public and uphold its reputation.
- Promote teamwork and constructive relationships.
- Treat others with kindness and respect.
- Support the Management Committee in its efforts to sustain and grow the band.
- Uphold the band’s ethos and Equal Opportunities Policy.
3. Conduct and Behaviour
I will:
- Maintain a duty of care for one another and uphold safeguarding responsibilities.
- Avoid inappropriate behaviour or language in person, online, or via social media.
- Follow all band policies, including Safeguarding and Health & Safety.
- Report concerns about conduct or welfare to the appropriate Lead Officer.
4. Respectful and Safe Interaction
I will:
- Treat all members, including children and young people, with dignity.
- Support young members without favouritism.
- Avoid being alone with under-18s unless I am their parent/carer.
- Seek permission before physical contact and offering comfort.
- Maintain confidentiality unless safeguarding concerns arise.
- Avoid personal contact with young members outside band activities.
- Show responsible behaviour and maintain professional boundaries.
- Physical or verbal abuse.
- Humiliation or undermining others.
- Sexual conversations or innuendo.
- Developing inappropriate relationships with young members.
- Substance abuse or intoxication during band activities.
- Misuse of digital technology or social media.
- Criminal behaviour or encouraging others to commit crimes.
5. Property and Appearance
I will:
- Keep uniforms clean and well-maintained.
- Sign for and return any band property issued.
- Report damage or concerns about equipment promptly.
- Store equipment securely.
- Maintain sheet music and return borrowed parts promptly.
- Respect intellectual property rights.
- Follow the band’s dress code during performances.
6. Conflicts of Interest and Confidentiality
I will:
- Declare any pecuniary or other business interests that I have in connection with the band’s business.
- Act in the best interests of the band.
- Maintain confidentiality regarding sensitive matters.
7. Breaches and Disciplinary Action
If a member breaches this Code of Conduct:
- The committee will investigate and hold a meeting with the member involved.
- The member may be represented and will have the opportunity to respond.
- Sanctions may include verbal/written warnings, suspension, or dismissal.
- Appeals must be submitted in writing within 14 days of the decision.
Section 4: Recruitment Policy
1. Introduction
This recruitment policy for Water Village Band is based on the guidelines provided by Brass Bands England (BBE) as outlined in their BandSafe#4 document. It is intended to support safe and effective recruitment practices within our band. This policy should be read in conjunction with the full BBE BandSafe Recruitment Guidelines to ensure alignment with national safeguarding standards and best practice.
2. General Principles
- Recruitment should be fair, transparent, and consistent.
- Safeguarding children and vulnerable adults is a priority.
- All roles should be clearly defined, and appropriate checks conducted.
3. Recruiting New Players
For all new adult members, we will:
- ID Verification: Check a government-issued photo ID (e.g., passport or driving licence).
- Policy Distribution: Provide the band’s Code of Conduct and Safeguarding Policy.
- Conduct Declaration: Ask the new member to complete a Conduct Declaration Form.
- Online Screening: Inform the new member of a Google and social media search. Conduct the search to identify any public concerns (e.g., offensive behaviour, substance misuse, discrimination etc.).
- Risk Assessment: If concerns arise, complete a Safeguarding Risk Assessment and allow the applicant to respond.
4. Recruiting for Non-Safeguarding Roles
For roles not involving children or vulnerable adults:
- Advertise the Role: Publicly announce the vacancy to ensure fairness.
- Application Process: Use a standard application form and request references.
- Interview: Conduct interviews to assess suitability.
- Audition (Optional): Include an audition if relevant to the role.
5. Recruiting for Safeguarding Roles
For roles involving regulated activity (e.g., Musical Director, Safeguarding Leads):
- Role Description: Define responsibilities and check DBS eligibility.
- Information Pack: Include role details, application and self-disclosure forms, safeguarding policies
- Initial Checks: Follow the new player recruitment process (ID, policies, declaration, online search).
- Interview & Audition: Include practical assessments (e.g., leading a rehearsal).
- References: Obtain and verify references before offering the role.
- Conditional Offer: Make offers subject to satisfactory DBS and vetting.
- Trial Period: Consider a probationary period.
- DBS Check: Must be completed before starting the role.
6. Handling DBS and Conduct Concerns
- Barred Individuals: Must not be recruited into roles involving children or vulnerable adults.
- Case-by-Case Decisions: Use a Safeguarding Risk Assessment to evaluate concerns.
- Confidentiality & Sensitivity: Share information only with those who need to know. Treat applicants with empathy.
- Automatic Disqualification: Individuals with convictions for child abuse, violence, or domestic abuse should not be permitted to join.
7. Risk Assessment Considerations
When assessing suitability, consider:
- Nature and seriousness of the offence
- Time since the offence and sentence length
- Relevance to the role and potential risk
- Applicant’s remorse and personal changes
- Legal constraints (e.g., driving bans)
Section 5: Safeguarding Policy & Procedures
1. Introduction
Water Village Band is a welcoming community brass band for people of all musical abilities. We are committed to creating a safe, inclusive, and supportive environment for all participants, especially children, young people, and adults at risk. This safeguarding policy outlines our approach to protecting vulnerable individuals and promoting welfare across all band activities.
2.Scope
This policy has been developed in accordance with Brass Bands England’s Safeguarding Guidance. This policy applies to all members, volunteers, staff, and anyone working on behalf of Water Village Band. It covers all rehearsals, performances, events, and activities conducted by the band, both on-site and off-site.
3. Definitions
Child or Young Person: Anyone under the age of 18.
Adult at Risk: A person aged 18 or over who:
- Has needs for care and support (whether the local authority is meeting any of those needs), and
- Is experiencing, or is at risk of, abuse or neglect, and
- As a result of those needs is unable to protect themselves from abuse or neglect.
Vulnerable Adult: This term is sometimes used interchangeably with “Adult at Risk.” It refers to an adult who may be unable to take care of themselves or protect themselves from harm or exploitation due to age, disability, illness, or other circumstances. While “Adult at Risk” is the statutory term, “Vulnerable Adult” may still appear in some guidance and communication.
Any reference to “Adult at Risk” refers to both the statutory definition and the broader understanding of "Vulnerable Adult" throughout this policy.
4. Policy Statement
Water Village Band believes that no child, young person, or adult at risk should experience abuse of any kind. We have a responsibility to safeguard their welfare and are committed to acting in their best interests.
5. Safeguarding Principles
We will:
• Value, listen to, and respect all individuals.
• Appoint a Safeguarding Lead and Deputy.
• Provide training and support for volunteers and staff.
• Maintain clear procedures for reporting concerns.
• Ensure safe recruitment practices.
• Promote a culture of openness and accountability.
• Provide a safe physical and online environment.
• Make this policy accessible to all members.
6. Roles and Responsibilities
Safeguarding Leads: Lead on safeguarding matters, receive, and act on concerns.
Trustees: Ensure safeguarding is embedded in governance.
All Members: Responsible for following safeguarding procedures and reporting concerns.
7. Reporting Procedures
Concerns about a child or adult at risk should be reported to the Safeguarding Leads immediately. If they are unavailable, contact the relevant authority. In emergencies, call 999. Detailed procedures for reporting concerns and forms for recording concerns can be found in the appendices of this policy.
8. Legal framework
This policy is informed by key legislation including:
- Children Act (1989)
- United Convention of the Rights of the Child (1991)
- Data Protection Act (1998) and subsequent data protection guidance
- Sexual Offences Act (2003)
- Children Act (2004) 5
- Protection of Freedoms Act (2012)
- Working Together to Safeguard Children: A guide to inter-agency working to safeguard and promote the welfare of children; HM Government (2018)
- The Safeguarding Vulnerable Groups Act (2006)
- The Human Rights Act (1998)
- The Children and Families Act (2014)
- Special Educational Needs and Disability (SEND) code of practice: 0 to 25 years. Statutory guidance for organisations which work with and support children and young people who have special educational needs or disabilities; HM Government (2014)
- General Data Protection Regulations (European Union) (2017)
- Information sharing: advice for practitioners providing safeguarding services to children, young people, parents, and carers; HM Government (2015)
- The Care Act (2014)
- The Care Act (2014) Care and Support Statutory Guidance (specifically the safeguarding section of this)
- The Mental Capacity Act (2005)
- identify children who are at risk of harm.
- take action to protect those children.
- prevent further abuse occurring.
Although the child protection systems are different in each nation, they are all based on similar principles. A summary of the key legislation and guidance is available from: https://learning.nspcc.org.uk/child-protection-system.
9. Types of abuse
Abuse of a child or young person can occur in a number of ways, and a child or young person may experience more than one type of abuse. These may include physical, sexual, or emotional abuse. A child or young person may also be neglected due to a lack of action to prevent harm.
An adult with care and support needs may experience, or be at risk of, abuse or neglect in a number of defined ways including the above categories, but also financial, modern slavery and domestic abuse, among others.
If you are concerned about a child or an adult with care and support needs, please speak to the Designated Safeguarding Leads in the first instance for further advice and guidance. Further information about the types of abuse and the relevant terms used in safeguarding children and adults can be found in sections 1a and 2a for Brass Bands England’s Safeguarding Guidance.
10. Useful contact details:
Band Safeguarding/Welfare Lead: Elaine Roberts – awaiting contact details.
Band Deputy Safeguarding/Welfare Lead: Tim Nuttall [email protected] 07928 399 681
Trustee / Senior Lead for safeguarding: Tim Nuttall [email protected] 07928 399 681
Local police: Call 101 or 999 in emergency
Local authority children’s social care department: Lancashire County Council: 0300 123 6720 [Out of hours: 0300 123 6722]
Adult Social Care: 0300 123 6720 0300 123 6720
NSPCC Helpline: 0808 800 5000 or [email protected]
ChildLine: 0800 1111 (textphone 0800 400 222) or www.childline.org.uk
The Samaritans: https://www.samaritans.org/ email: [email protected] call: 116 123
National Domestic Abuse Helpline: https://www.nationaldahelpline.org.uk/
Brass Bands England Safeguarding Officer: 01226 771015
We are committed to reviewing our policy, procedures, and good practice annually, usually just before the Band’s Annual General Meeting. If any amendments become necessary, the policy will be duly updated, and the changes put into effect through our procedures.
Appendix 1 – Procedure for dealing with a child safeguarding Issue.
Ways that abuse might be brought to your attention:
- A child might make a direct disclosure of abuse about themself.
- A child might make a direct disclosure about another person.
- A child might offer information that is worrying but not a direct disclosure.
- A member of the band or volunteer might be concerned about the appearance or behaviour of a child or about the behaviour of someone (e.g. a parent or carer) towards a child.
- A parent or carer might make a disclosure about abuse that a child is suffering or at risk of suffering.
- A parent or carer might offer information about a child that is worrying but not a direct disclosure.
Receiving a Disclosure
A ‘disclosure’ is when a child tells you something that has happened to them, or that they have seen or information they have been told that puts them or someone else at risk of harm, this can be current or historic. This could be part of a general conversation or an intentional disclosure.
There are lots of reasons why a child or young person might want to tell someone they are being abused, including:
- realising the abuse is wrong.
- not being able to cope any more
- the abuse getting worse.
- wanting to protect other children
- wanting the abuser to be punished
- trusting someone enough to tell them
- someone asks them directly.
It can be very hard for them to open up about what has happened to them. They might be worried about the consequences or that nobody will believe them. They might have told someone before, and nothing was done to help them. Sometimes they might not know what is happening to them is abuse and struggle to share what they are feeling. Some children do not reveal they are being abused for a long time; some never tell anyone.
Actions to take when a child makes a disclosure:
- React calmly.
- Listen carefully to what they are saying. Be patient and focus on what you are being told. Try not to express your own views and feelings. If you appear shocked or as if you do not believe them, it could make them stop talking and take back what they have said.
- Tell them that they are not to blame and that they were right to tell or talk about it.
- Take what they say seriously, make sure they know they can trust you and you will listen and support them.
- Reassure them but do not make promises of confidentiality.
- Let the person tell their whole story. Do not try to investigate or quiz them, but make sure that you are clear as to what they are saying. Questions should only be used to clarify if necessary and should be kept to the absolute minimum to ensure a clear and accurate understanding of what has been said.
- Explain what you will do next. For younger children, explain you are going to speak to someone who will be able to help (i.e. discuss the matter with the band Safeguarding/Welfare Officer). For older children, explain you will need to report the abuse to someone who can help.
- Do not confront the alleged abuser this could make the situation worse for the child.
- Make a full written record of what has been said, heard, and or/seen as soon as possible. Do not do this in front of them.
You can find out more on the NSPCC’s website here including what happens when you report abuse to them.
A flow chart showing when and how to deal with a concern is available in the Bandroom along with a printed report form.
Appendix 2 – Procedure for dealing with an adult safeguarding Issue.
You may be concerned about harm to another person because of something you have seen or heard, information you have been told by others or because someone has confided in you about things that are happening or have happened to them.
You should not keep safeguarding concerns to yourself. If you have concerns and/ or you are told about possible or alleged abuse, poor practice, or wider welfare issues you must contact your band’s Safeguarding Lead or Welfare Officer as soon as you can.
If you are concerned about harm being caused to someone else, please follow the guidance below.
- It is not your responsibility to prove or decide whether an adult has been harmed or abused. It is, however, everyone's responsibility to respond to and report concerns they have.
- If someone has a need for immediate medical attention call an ambulance on 999.
- If you are concerned someone is in immediate danger or a serious crime is being committed, contact the police on 999 straight away. Where you suspect that a crime is being committed, you must involve the police.
- Remember to be person centred/make safeguarding personal. If it will not put them or you at further risk, discuss your safeguarding concerns with the adult and ask them what they would like to happen next. Inform them that you must pass on your concerns to your Safeguarding Lead or Welfare Officer. Do not contact the adult before talking to your Safeguarding Lead or Welfare Officer if the person allegedly causing the harm is likely to find out.
- Remember not to confront the person thought to be causing the harm.
Responding to a Direct Disclosure of abuse of an adult
If an adult indicates that they are being harmed or abused, or information is received which.
gives rise to concern, the person receiving the information should:
- Take it seriously.
- Stay calm.
- Listen carefully to what is said, allowing the adult to continue at their own pace,
- Be sensitive.
- Keep questions to a minimum, only ask questions if you need to identify/ clarify what the person is telling you.
- Reassure the person that they have done the right thing in revealing the information.
- Ask them what they would like to happen next.
- Explain what you would like to do next.
- Explain that you will have to share the information with the Safeguarding Lead or Welfare Officer.
- Ask for their consent for the information to be shared outside the organisation.
- Help them to contact other organisations for advice and support (e.g. Police, Domestic Abuse helpline, Victim Support).
- Act swiftly to report and carry out any relevant actions.
- Record in writing what was said using the adult’s own words as soon as possible.
It is important not to:
- Dismiss or ignore the concern.
- Panic or allow shock or distaste to show.
- Make negative comments about the alleged perpetrator.
- Make assumptions or speculate.
- Come to your own conclusions.
- Probe for more information than is offered.
- Promise to keep the information secret.
- Make promises that cannot be kept.
- Conduct an investigation of the case.
- Confront the person thought to be causing harm. Take sole responsibility.
- Tell everyone.
You can find out more from The Ann Craft Trust: https://www.anncrafttrust.org/help-advice.
A flow chart showing when and how to deal with a concern is available in the Bandroom along with a printed report form.
Section 6: Risk Assessment Policy
1. Introduction
Risk assessments are essential for ensuring the safety and wellbeing of all participants in Water Village Band activities. They should be carried out:
- Annually for rehearsal space
- Before any rehearsal, performance, event, or trip where any potential risk has been identified
- When introducing new equipment or activities
- When working with children, young people, or vulnerable adults
- In response to changes in venue, weather, or participant needs
2. Policy Statement
This policy has been developed in accordance with the guidelines provided by Brass Bands England (BBE) in their BandSafe#6 Risk Assessments document. It provides a structured approach to risk management and supports the band’s commitment to safeguarding and health & safety.
3. Risk Assessment Process
When conducting a risk assessment, consider the following factors:
- Activities taking place
- Specifics of the area (indoor/outdoor)
- Environmental conditions
- Age and ability of participants
- Equipment condition
- Specific needs of individuals
- Elimination – Remove the hazard entirely.
- Substitution – Replace with a safer alternative.
- Separation/Isolation – Restrict access to hazardous areas.
- Safe Working Procedures – Implement safe methods of operation.
- Training and Supervision – Ensure all involved understand the risks and controls.
4. Risk Rating
Each hazard should be rated based on:
- Severity (1 = minor injury, 5 = life-threatening)
- Likelihood (1 = highly unlikely, 5 = very likely)
5. Templates for Risk Assessments
Risk assessment templates to support the planning and delivery of safe and effective band activities are available through the Brass Bands England (BBE) guidance documents (BandSafe#6).
These templates provide a structured approach to identifying and mitigating potential risks associated with rehearsals, performances, travel, and other related activities. All band members and event organisers are encouraged to consult the BBE guidance to ensure compliance with best practices and to maintain a safe environment for all participants.
Section 7: Health & Safety Policy
1. Introduction
The Health & Safety at Work Act (1974) is the main piece of legislation governing health and safety at work. It places a duty upon employers to ensure the general health and safety of their employees as well as volunteers and members of the public using services provided by the employer.
Although brass bands are mainly run by volunteers and therefore may not consider themselves as employers, they are still considered to have a ‘duty of care’, under civil law, to those who are employed, work as volunteers and to those who use their services.
This Health and Safety Policy has been developed in line with the guidance provided by Brass Bands England (BBE), specifically drawing on the recommendations outlined in BandSafe #7: Health and Safety. It reflects our commitment to maintaining a safe and supportive environment for all members, volunteers, and visitors. The policy should be read in conjunction with BBE’s BandSafe guidance documents, particularly those relating to risk assessments, safeguarding, and whistleblowing, to ensure a comprehensive understanding of our responsibilities and procedures.
2. Policy Statement
Water Village Band is committed to ensuring the health, safety, and welfare of all its members, volunteers, visitors, and the public during all band-related activities. We recognise our duty of care under civil law and aim to provide a safe environment for rehearsals, performances, and other events.
3. Responsibilities
- Health and Safety Lead: The position is currently vacant with Management Committee members sharing the responsibility of the post. Once a Lead is appointed as the Health and Safety Lead their contact details will be shared with all members. The Lead is responsible for overseeing health and safety matters, conducting risk assessments, and reporting to the committee.
- Management Committee Oversight: Health and Safety will be a standing item on the committee agenda, with regular updates provided by the Health and Safety Lead.
4. Risk Assessment
- Risk assessments will be conducted annually for the rehearsal space and for each external venue or event.
- Assessments will consider:
- Physical environment (e.g. lighting, exits, surfaces)
- Equipment and instruments
- Activities (e.g. rehearsals, concerts, fundraising)
- Member needs (e.g. mobility issues)
- All assessments will be documented and reviewed regularly.
5. Safe Environment and Equipment
- All equipment will be stored and handled safely.
- Electrical items will be PAT tested annually.
- Extension leads and adaptors will be used minimally and secured to prevent trips.
- Hazardous substances will be stored securely and labelled clearly, with COSHH guidelines followed.
6. Fire Safety
- A fire evacuation plan is in place and displayed in the rehearsal room.
- Fire exits are clearly marked and unobstructed.
- Fire extinguishers are checked annually.
- Fire drills will be conducted regularly.
7. First Aid
- A fully stocked and in-date first aid kit is available in the kitchen, on the wall to the left of the serving hatch.
- Anthony & Thomas Metcalf are trained first aiders.
- All accidents and near misses will be recorded in the accident book and stored securely in line with data protection laws.
- A phone will always be available for emergency use.
8. Manual Handling
- Members will be trained in safe lifting techniques where relevant
- Heavy items will be moved using appropriate equipment (e.g. trolleys).
- Risk assessments will include manual handling risks.
9. Activities Outside the Band Room
- Risk assessments will be completed for all external events.
- Transport arrangements will be reviewed for safety.
- Venue organisers will be contacted to confirm their own safety measures.
10. Insurance
- Water Village Band holds Public Liability Insurance. A copy of the certificate is displayed in the rehearsal room.
11. Training and Information
- Health and Safety Lead will receive appropriate training.
- First aid training will be provided to designated members.
- All members will be informed of health and safety policies and procedures.
12. Review and Monitoring
- The Health and Safety Policy will be reviewed annually just before the Band’s AGM.
- Key actions from risk assessments will be tracked and resolved with clear timelines.
- Health and safety updates will be provided at Management Committee meetings.
Section 8: Supporting Our Members Policy
1. Introduction
This policy has been developed in accordance with the guidance outlined in BandSafe #8 – Supporting Your Members, produced by Brass Bands England in partnership with the NSPCC. It should be read in conjunction with that guidance to ensure a comprehensive understanding of best practices for safeguarding young players and adults with care and support needs within band settings.
The purpose of this policy is to ensure that all members, particularly those under 18 and those with care and support needs, are supported appropriately and safely during their involvement with the band. This includes rehearsals, performances, social events, and travel arrangements.
2. Transporting Young People and Adults with Care and Support Needs
- Transport to rehearsals and concerts is the responsibility of the parent or carer unless group transport is formally arranged by the band.
- Any informal transport arrangements must be made directly between the parent/carer and the band member offering the lift. The band holds no responsibility for these arrangements.
- Band members offering lifts should follow best practice:
- Avoid travelling alone with young people.
- Agree pick-up and drop-off arrangements with parents.
- Ask young people to sit in the rear of the car if travelling alone.
- Have a contact number for the parent/carer.
- Drive lawfully and responsibly.
- Any concerns regarding transport must be addressed in line with the band’s safeguarding and whistleblowing policies.
3. Attendance at Events Outside the Band Room
When attending concerts, or social events:
- If a young person’s parent or responsible adult is not present, the band assumes a Duty of Care and acts in loco parentis.
- Supervision must be provided by safely recruited individuals (including DBS checks) who are informed of any medical or dietary needs.
- Appropriate environments must be provided for young players during downtime.
- Parental permission must be obtained for events outside regular activities.
- Group transport must meet legal standards and include emergency planning.
- Emergency contact information must be collected and securely stored.
- Young players must not consume alcohol when under the band’s supervision.
4. Procedure for Missing Young Members
At Rehearsals or Concerts
- Inform the Safeguarding/Welfare Officer.
- Conduct a register check.
- Ask attendees for last known sightings and circumstances.
- Continue rehearsal to maintain calm.
- Search premises methodically, including outside areas.
- If known, check the child’s route home.
- Contact the child’s home and inform parents/carers.
- Notify police if the child is not found.
- Record the incident and conduct a review.
- Follow steps 1–4 above.
- Search the venue and surrounding area; inform venue manager.
- Attempt contact via the child’s mobile phone.
- Inform parents/carers and request assistance.
- Notify police with detailed information.
- Cooperate fully with investigations.
- Record the incident and conduct a review.
Section 9: GDPR Policy
1. Introduction
This policy outlines how Water Village Band complies with the General Data Protection Regulation (GDPR) and the UK Data Protection Act 2018. It is based on guidance provided by Brass Bands England (BBE) in their BandSafe#9 document and should be read in conjunction with that guidance. The aim is to ensure that personal data is handled responsibly, transparently, and securely, in line with legal requirements and best practice.
2. Scope and Purpose
This policy applies to all members, volunteers, committee members, and any other individuals who handle personal data on behalf of Water Village Band. Its purpose is to ensure that personal data is:
- Collected and processed lawfully, fairly, and transparently.
- Used only for specified, legitimate purposes.
- Accurate, relevant, and limited to what is necessary.
- Stored securely and retained only as long as necessary.
- Accessible to individuals who wish to exercise their data rights.
3. Definition of Personal Data
Personal data includes any information that can identify an individual, such as:
- Name, address, phone number, email.
- Bank details, membership numbers.
- Photographs or videos where individuals are identifiable.
4. Legal Basis for Processing Data
Water Village Band will process personal data only when there is a clear legal basis, including:
- Consent: Individuals must actively opt-in and be informed of how their data will be used.
- Legitimate Interests: For example, contacting members about rehearsals or subscriptions.
- Legal Obligation: Where required by law or safeguarding responsibilities.
5. Consent and Privacy Notices
- Consent must be freely given, specific, informed, and unambiguous.
- Pre-ticked boxes or implied consent are not acceptable.
- Privacy notices will be provided at the point of data collection, explaining how data will be used.
6. Data Retention
- Personal data will be reviewed annually or biennially.
- Data no longer needed will be securely deleted or destroyed.
7. Data Security
- Electronic data will be stored in password-protected systems with regular password updates.
- Physical data will be stored securely, with access limited to authorised personnel.
- Third-party services (e.g., cloud storage, email platforms) will be reviewed for GDPR compliance.
8. Documentation and Accountability
- The band will maintain records of data processing activities.
- Evidence of consent and privacy notices will be retained.
- Policies and procedures will be reviewed regularly.
9. Children’s Data
- Children’s personal data will be treated with additional care and protection.
- Children have the same rights as adults under GDPR.
- Consent for data processing will be obtained from the child if competent, or from a parent/guardian if not.
- In safeguarding situations, data may be shared with relevant agencies without consent.
10. Rights of Individuals
All individuals have the right to:
- Access their personal data.
- Request correction or deletion of inaccurate data.
- Object to processing.
- Withdraw consent at any time.
11. Contact and Queries
For any questions or concerns regarding this policy or data protection practices, please contact the Water Village Band Management Committee.
Section 10: Whistleblowing Policy
1. Introduction
This Whistleblowing Policy is based on the guidance provided by Brass Bands England (BBE) through their BandSafe framework. It should be read in conjunction with the full BBE BandSafe Whistleblowing Policy, which offers detailed procedures and support mechanisms. The Water Village Band is committed to maintaining a culture of openness, accountability, and integrity, and encourages all members to raise concerns about malpractice or wrongdoing without fear of reprisal.
2. Aims and Purpose
The purpose of this policy is to:
- Provide a clear and transparent process for raising genuine concerns about wrongdoing or malpractice within the band.
- Ensure concerns are addressed effectively and promptly.
- Protect individuals who raise concerns in good faith from victimisation or disciplinary action.
- Outline procedures for investigating concerns and taking appropriate action.
3. Raising a Concern
If you have a concern about malpractice:
- Speak to the Band Chairman or Safeguarding Officer. If your concern involves one of these officers, another committee member may be involved to support the process.
- A meeting will be arranged to discuss your concern, which may take place away from the band room if preferred.
- You will be informed of the action taken, although full details may not be disclosed due to confidentiality.
- Confidentiality will be respected where possible but cannot be guaranteed.
- Support is available—another member or volunteer may accompany you, but confidentiality must be maintained.
4. Receiving a Concern
If someone raises a concern with you:
- Arrange a meeting promptly and listen sensitively.
- If you are not the designated officer, encourage the individual to speak to the appropriate person and offer support.
- Respect requests for confidentiality but explain the limits of confidentiality.
- Take accurate notes and confirm their accuracy with the individual.
5. Deciding on Action
- Minor concerns may be resolved informally.
- Serious concerns may require immediate safeguarding or police involvement.
- Refer the matter to the appropriate officer (Chair or Safeguarding/Welfare Officer) for further action.
6. Investigation Process
- Investigations should be swift, thorough, and impartial.
- May involve interviews, record reviews, or specialist advice.
- A report will be produced summarising the concern, process, and outcome.
- Recommendations may include disciplinary action, training, policy changes, or referrals to external authorities.
- If a criminal offence is suspected, the police must be informed.
7. Outcomes and Follow-up
- The person who raised the concern will be informed of the outcome, but not of any disciplinary details.
- Support or counselling may be offered.
- Malicious or false concerns may result in disciplinary action.
8. Recording and Confidentiality
- All stages of the process must be documented.
- Notes should be shared with relevant parties and stored securely in compliance with data protection laws.
- Anonymity of the whistleblower must be preserved where possible.
9. Support and Contacts
External support may be available from:
- Brass Bands England – bandsafe.org
- Citizens Advice – citizensadvice.org.uk
- NSPCC – nspcc.org.uk
- Local Authority Safeguarding Team
Section 11: Equal Opportunities Policy
1. Policy Statement
Water Village Band is committed to promoting equality, diversity, and inclusion in all aspects of its activities. We believe that everyone should be treated with dignity and respect, and we strive to create an environment where all individuals feel welcome, valued, and supported.
We oppose all forms of unlawful and unfair discrimination and will take proactive steps to ensure that no member, volunteer, or participant is treated less favourably on the grounds of:
- Age
- Disability
- Gender reassignment
- Marriage and civil partnership
- Pregnancy and maternity
- Race
- Religion or belief
- Sex
- Sexual orientation
2. Scope
This policy applies to all members of Water Village Band, including:
- Playing members
- Committee members
- Volunteers
- Trustees
- Youth members and their parents/guardians
- Visitors and guests
3. Our Commitments
Water Village Band will:
- Promote an inclusive culture that celebrates diversity.
- Ensure equal access to participation, training, and leadership opportunities.
- Make reasonable adjustments to accommodate individual needs.
- Challenge and address discriminatory behaviour or language.
- Provide a safe and supportive environment for all members.
- Regularly review policies and practices to ensure they remain inclusive and effective.
4. Responsibilities
All members are expected to:
- Treat others with respect and dignity.
- Promote equality and challenge discrimination.
- Report any concerns or incidents of unfair treatment to the committee or designated officer.
- Support the band’s efforts to be inclusive and welcoming to all.
- Ensuring this policy is implemented and upheld.
- Investigating any breaches of the policy fairly and promptly.
- Providing training and guidance where necessary.
5. Breaches of Policy
Any breach of this policy will be taken seriously and may result in disciplinary action. This includes:
- Discriminatory behaviour or language
- Harassment or victimisation
- Failure to comply with the principles of equality and inclusion
6. Monitoring and Review
This policy will be reviewed annually or sooner if required. Feedback from members will be welcomed to ensure the policy remains relevant and effective.
Section 12: Complaints Procedure
1. Introduction
Water Village Band is committed to maintaining a safe, inclusive, and respectful environment for all members, volunteers, and visitors. We recognise that, from time to time, concerns or complaints may arise. This procedure outlines how complaints can be raised and resolved fairly, promptly, and confidentially.
2. Scope
This procedure applies to all members, volunteers, parents/carers, and visitors. It covers complaints related to:
- Conduct of band members or volunteers
- Band activities, rehearsals, or events
- Use of facilities or equipment
- Breaches of band policies or procedures
3. How to Raise a Complaint
Informal Resolution
Where appropriate, concerns should first be raised informally with the relevant person (e.g. Musical Director, or Committee Member). Many issues can be resolved quickly through open and respectful dialogue.
Formal Complaint
If the issue cannot be resolved informally, or if the complainant prefers, a formal complaint can be submitted in writing to the Band Chairman. The complaint should include:
- Name and contact details of the complainant
- A clear description of the issue
- Any relevant dates, locations, or individuals involved
- Desired outcome or resolution
4. Procedure for Handling Complaints
- Acknowledgement
The complaint will be acknowledged within 7 days of receipt. - Investigation
The Chairman or designated committee member will investigate the complaint. This may involve:- Speaking with the complainant and any relevant parties
- Reviewing relevant documents or policies
- Seeking advice from external bodies if necessary
- Outcome
A written response will be provided within 21 days, outlining:- Findings of the investigation
- Any actions to be taken
- Options for further review if the complainant is not satisfied
- Appeal
If the complainant is dissatisfied with the outcome, they may request a review by a different committee member or an external advisor (e.g. Brass Bands England).
5. Confidentiality and Record Keeping
All complaints will be handled confidentially and sensitively. Records of complaints and outcomes will be kept securely and in accordance with the GDPR Policy.
Water Village Band Policies.
Version 1.
Date ratified: 8th September 2025
Date issued: 15th September 2025
Review date: On or before the Annual General Meeting 2026.