GENERAL POLICIES OF CONNECT BATH

TABLE OF CONTENTS

1. Volunteer Agreement

2. Volunteer Charter

3. Policies

   Introduction
   Definitions

4. Health & Safety

   Introduction
   Audience
   Policy

5. Bullying & Harassment

   Introduction
   Audience
   Policy

6. Safeguarding

   Introduction
   Audience
   Policy

7. Social Media

   Introduction
   Audience
   Policy

8. Whistleblowing

   Introduction
   Audience
   Policy

   How to raise a concern

9. First Aid

   Introduction
   Audience
   Policy

10. Data Protection

    Introduction
    Audience
    Policy

    Connect Bath Guests:  Your Personal Data

    Connect Bath Volunteers:  Your Personal Data

    Privacy Notice for Connect Bath Guests

    Privacy Notice for Connect Bath Volunteers

1. Volunteer Agreement

Volunteers are an important and valued part of Connect Bath. We appreciate that you’ve chosen to volunteer with us. We will do our best to make your volunteer experience enjoyable and rewarding. We aim to be flexible and supportive. We believe that the volunteer relationship is built on trust and mutual understanding.

This agreement sets out what support you can expect from us when you volunteer and what the expectations are of you as a volunteer

As a volunteer we ask that you:

• Strive for the best that you can do and complete your volunteering activities with dedication and commitment.

• Go to any briefings and training that we think will help you in your role.

• Be positive about and support the charitable work of Connect Bath

• Follow and operate within the policies and procedures of Connect Bath

• Act responsibly and within the law.

• Maintain confidentiality as required by Connect Bath’s policies and directions

• Value and respect the rights of clients.

• Work in partnership with other volunteers & contractors to make society a better place for our beneficiaries.

• Let your Supervisor know if you are having any problems or if you have any complaints, concerns or feedback.

• Meet agreed time commitments and give reasonable notice when you’re not available so that arrangements can be made.

• Act in line with the volunteer charter

In return, we will:

• Introduce you to how Connect Bath works and your role within it.

• Give information about Connect Bath’s work, policies and procedures.

• Offer training and support for your role.

• Reimburse agreed expenses.

• Strive to resolve any concerns fairly and reasonably

• Respect and listen to your feedback, and keep you informed of any changes.

• Ensure your health, safety and welfare.

• Encourage a positive and supportive volunteering experience.

• Operate in line with the volunteer charter

This agreement is in honour only. It is not intended to be a legally binding contract and either Connect Bath or the volunteer can end the agreement at any time. Your participation in our activities confirms your acceptance of this agreement

ROGER BARNARD

Organiser, Connect-Bath

August 2025

2. Volunteer Charter

ROLE: Our volunteers and/or staff are made aware of the expectations and boundaries of volunteer roles.

RECRUITMENT: Our volunteer recruitment procedures are fair, efficient and consistent.

INDUCTION: Our volunteer induction process is consistent; during induction all volunteers are informed of the organisation’s ethos and introduced to relevant team members.

TRAINING: It is expected that volunteers will be willing to transfer their developed skills and knowledge for the benefit of Connect Bath. If, however, specialist training is required this will be provided to ensure that volunteers can operate safely and effectively in their role.

INVOLVE: Our organisation recognises and promotes equality and diversity; we encourage volunteering for all.

ENGAGE: We provide a variety of ways for volunteers to contribute their opinions and feed this into organisational development.

VALUE: Our organisation encourages a positive attitude to volunteers/volunteering. We regularly recognise and acknowledge the value of volunteer contributions.

SUPPORT: We provide consistent volunteer support; this includes a named contact for volunteers; we ensure our volunteers are aware of how to raise concerns.

HEALTH, SAFETY & WELLBEING: We will identify any physical and emotional risks of different volunteer roles, minimise these risks, have relevant policies and procedures and hold adequate insurance.

REVIEW & DEVELOPMENT: Volunteer involvement and management is regularly reviewed and documented at operational and strategic level.

3. Policies

INTRODUCTION

Policies are designed to keep everyone safe and knowledgeable about the work that Connect Bath does.  They are designed to be easily read and understood by all and improved with suggestions.  

If anyone requires further information on any of the policies, in the first instance contact the Trustees.

Policies are owned by the Trustees who are responsible for making sure that the policies are

• Fit for purpose

• Reviewed annually 

• Made accessible to all who need them

DEFINITIONS: The following words are used in many of the policies and helpful definitions are listed here:

Connect Bath: any Trustee, volunteer, contractor or staff member, paid or unpaid, operating on behalf of Connect Bath

Children: any person yet to reach their eighteenth birthday.

Vulnerable adults: any person over the age of 18 who may need community care services because of a disability (physical or mental), age or illness.  They may also be at risk of abuse or neglect, and because of those care and support needs are unable to protect themselves from either the risk of, or the experience of, abuse or neglect.

Guest: Any person invited to a Connect Bath event who is not a volunteer or who has no organisational responsibility or who is not representing Connect Bath

Volunteer: Any person giving their time free of charge to Connect Bath activities and who has agreed to the Volunteer Charter, agreement and policies

4. Health & Safety

INTRODUCTION

Connect Bath takes the safety and welfare of our volunteers, guests and anyone engaged by, or working with Connect Bath, very seriously.  Our Health and Safety Policy plays an important role in setting and making clear the standards we have.

AUDIENCE

All Trustees, volunteers and others operating on behalf of Connect Bath including those affected by the work we undertake are covered by Connect Bath’s health and safety policy.

It is important that you read and ensure you understand the content of this policy. If you have any questions about it, please direct them to the Trustees.

POLICY

OUR POLICY IS TO:

• Understand the health and safety risks arising from our work activities

• Ensure adequate control of those health and safety risks

• Consult with volunteers or contractors on matters affecting their health and safety

• ensure that equipment is safe to use

• ensure safe handling and use of substances

• provide the necessary information, instruction and supervision for volunteers

• ensure all volunteers are competent to do their tasks, and to give them adequate
  training

• maintain safe and healthy working conditions

The Trustees will:

• Have ultimate responsibility for health and safety within Connect Bath 

• Nominate an individual Trustee with overall responsibility for Health and Safety, or divide the responsibility between Trustees

• Make available the contact details of the responsible Trustee

The responsible Trustee will:

• Carry out and document risk assessments for all premises used for the purposes of Connect Bath activities

• Ensure suitably qualified and trained contractors are selected for tasks as required 

• Appropriate volunteer training is available for the use of equipment. 

• Fire safety procedures are documented and available

• Fire extinguishing equipment is in place 

• fire alarms are working

• All exits are kept clear

• All volunteers, contractors and guests are aware of evacuation procedures

• Appropriate evacuation procedures / personal evacuation plans are available for those with special needs

• Adequate insurance is in place for Connect Bath activities.  

All volunteers and contractors covered by our policy must:

Co-operate with supervisors and Trustees on health and safety matters
  •   Not interfere with or misuse anything provided to safeguard their health and safety

  •    Take reasonable care of their own health and safety and that of others

  •    Report all health and safety concerns to a Supervisor or Trustee 

   •    Attend all mandatory training provided by or on behalf of Connect Bath 

   •    In the case of fire, comply with the fire procedure on site. 

5. Bullying & Harassment

INTRODUCTION

Everyone will be treated with dignity and respect at Connect Bath.  Bullying and harassment of any kind will not be tolerated in the workplace; this includes bullying or harassment of staff by guests to Connect Bath.

HARASSMENT IS: unwanted conduct where actions or comments are viewed as demeaning and unacceptable to the recipient.  It may be related to age, gender, race, disability, religion, belief, sexuality, nationality or any personal characteristic of the individual, and may be persistent or an isolated incident.

BULLYING IS: offensive, intimidating, malicious or insulting behaviour, an abuse or misuse of power through means intended to undermine, humiliate, denigrate or injure the recipient.

This policy is written in the context of the Health and Safety at work act 1974.

AUDIENCE

This policy applies to all Trustees, guests, volunteers and contractors at any location operated or in operation of Connect Bath. 

It is important that you read and ensure you understand the content of this policy. If you have any questions about it, please direct them to the Trustees.

POLICY

The Trustees have ultimate responsibility for ensuring that bullying and harassment is not tolerated within Connect Bath.  

The Trustees will:

• Nominate an individual Trustee to be responsible for this policy.

The nominated Trustee will:

• Ensure all volunteers have appropriate training

• Maintain a written record of all bullying and/or harassment complaints 

• Handle all bullying and/or harassment complaints confidentially 

• Investigate all bullying and/or harassment complaints promptly 

• Maintain independence and objectivity when handling a bullying and/or harassment complaint

• Recommend actions to be taken following investigation

• Where a complaint is made in real-time, intervene and take appropriate action to stop or minimize the risk of further bullying and/or harassment

• Ensure recommended actions are completed promptly.

Volunteers will:

• Report all incidents of bullying and/or harassment promptly to their Supervisor or the nominated Trustee

• Where complaints of bullying or harassment involve the Supervisor or nominated Trustee, complaints may be made to any other Trustee

• Attend all mandatory training on bullying and/or harassment

• Be alert on behalf of guests, for any incidents of bullying and/or harassment towards guests or by guests

6. Safeguarding

INTRODUCTION

Safeguarding is defined as protecting the health and wellbeing of children and vulnerable adults. It is about implementing the necessary measures to prevent harm to those who are most at risk of abuse and harm. 

Connect Bath operates almost exclusively with adults, should this change to incorporate children, this policy will be updated. 

AUDIENCE

This policy applies to all Trustees, guests, volunteers and contractors at any location operated or in operation of Connect Bath.

It is important that you read and ensure you understand the content of this policy. If you have any questions about it, please direct them to the Trustees.

POLICY

The Trustees will:

• appoint one of the Trustees as the Safeguarding Trustee 

• Make their name and contact information available at each venue in use by Connect Bath

The Safeguarding Trustee will:

• Ensure that Safeguarding practices are observed.

• Refer to the appropriate authorities any observations or disclosures about abuse or harm to an individual

• Keep written records of incidents or observations that could escalate into an incident that may require intervention

• Promote a safer environment and culture, undertaking reasonable steps to do so, including:

• Careful selection and training of those with organisational responsibility 

• Ensuring Connect Bath activities are organised in such a way to avoid the risk of harm to all participants.

• Promote and provide safe spaces that are inclusive, accessible and welcoming

• Identify where a person (child or adult) may pose a risk to others and offer support 

• Safely recruit and support volunteers, paid staff as well as contractors 

• Respond promptly and appropriately to every safeguarding concern or allegation 

• Care for those who are the subject of concerns of allegations of abuse and others who have been affected.  

• Notify other authorities if required and if appropriate.

All volunteers and those with organisational responsibility or representing Connect Bath are required to agree to the Code of Safer Working Practices with Vulnerable Adults, below:

You should:

• Attend all mandatory training 

• Highlight any area you do not have sufficient training in by telling a Trustee of Connect Bath

• Treat all adults with respect and dignity

• Ensure that your own language, tone of voice, and body language are respectful

• Record any incidents of concern and give the information to a Supervisor who will ask you to sign and date the record 

• Share concerns about an adult or the behaviour of another representative of Connect Bath with the Safeguarding Trustee at the earliest opportunity

• Comply with any requests for further information relating to a safeguarding issue from the Safeguarding Trustee

You should not: 

• Invade the privacy of an adult who is washing and toileting 

• Use any form of physical punishment or restraint (apart from car seat belts) 

• Be sexually suggestive about or to an adult, or scapegoat, ridicule or reject an adult or group permit abusive peer activities (ridiculing or bullying) 

• Show favouritism to any one adult or group 

• Allow an adult to involve you in behaviour that is overtly physical or sexual 

• Allow unknown adults access to adults deemed at risk of harm (visitors should always be accompanied by a known person) 

7. Social Media

INTRODUCTION

Social media is an important way of communicating, across platforms including those such as Facebook, X, LinkedIn, Instagram, YouTube, Snapchat, Twitch and TikTok.

Connect Bath promotes its activities and objectives, publishes information to gain awareness, reacts to events and communicates with others through social media.  We encourage the use of social media to raise awareness about Connect Bath’s work using the corporate account and for volunteers to use their personal accounts for this purpose, if they wish.  

AUDIENCE

This policy applies to all Trustees, volunteers and contractors of Connect Bath and should be read before engaging in social media activity. 

It is important that you read and ensure you understand the content of this policy. If you have any questions about it, please direct them to the Trustees.

POLICY

The Trustees will:

• Nominate a Trustee to oversee social media and the implementation of this policy

• Be cautious in how communications as a trustee on social media may be interpreted

• Avoid posting anything which may be construed as conflicting with Connect Bath’s objectives

• Be clear if posting personally that you are acting in a personal capacity

The nominated Trustee:

• is responsible for the publishing, monitoring and management of Connect Bath social media channels

• controls access to Connect Bath’s social media channels and official accounts

• is responsible for how Connect Bath uses social media to promote its objectives

• provides training to volunteers on Connect Bath’s social media guidelines

Volunteers and contractors will:

• be responsible for their compliance with this policy and guidelines

• post only content that 

• is supportive of Connect Bath

• is true and fact checked

• is in a personal capacity and not as a representative of Connect Bath

• protects the privacy of individuals and has their consent 

• identify any inaccurate or misleading content about Connect Bath

• highlight concerns to the nominated Trustee promptly

• comply with any investigation relating to social media

• Tag or publicise Connect Bath only in a personal capacity

8. Whistelblowing

INTRODUCTION

Connect Bath is committed to being open, honest and accountable.  It encourages a free and open culture in its dealings between the Trustees and anyone representing or working with the charity.   

This policy aims to help the Trustees and employees/volunteers to raise any serious concerns they may have in confidence and without fear of consequence.  

It is written in the context of the Public Interest Disclosure Act 1998 which protects employees who ‘blow the whistle’ on malpractices within their organisation.

AUDIENCE

This policy applies to all Trustees, volunteers and staff at any location operated or in operation of Connect Bath.

POLICY

The policy allows any person within Connect Bath to “whistleblow” on serious or sensitive concerns about wrongdoings.  Examples are:

• a criminal offence

• not complying with any legal obligation

• Failing to protect vulnerable adults

• Creating health, safety or environmental risks

HOW TO RAISE A CONCERN

The ultimate responsibility for Whistleblowing within Connect Bath is Trustees, who will appoint a Whistleblowing Officer.  

Volunteers and those representing Connect Bath should:

• Report concerns immediately to 

• the Line Manager or to the Whistleblowing Officer.  

• Trustees if the matter concerns the Whistleblowing Officer 

• Concerns should be noted in a written record with dates and facts, indicating the reason for the concern

• Raise the concern, regardless of the level of evidence available to them.  

• If external and independent advice is needed prior to or during the raising of a concern, contact Protect, https://protect-advice.org.uk or call their advice line on 020 3117 2520

• If the matter is not dealt with by Connect Bath, you may report this to the appropriate external body.  For further guidance visit https://protect-advice.org.uk/checklist-for-whistleblowers/ 

The Whistleblowing Officer will:

• Treat each matter confidentially, maintaining anonymity unless required by law

• Maintain a written log of all matters raised

• Take appropriate action to protect the individual from any harassment, victimisation or bullying or any negative recourse resulting from the raising of the matter.   

• Notify the Trustees of the matter

• Lead investigations into the matter and conclude these promptly, maintaining a written record of findings. 

• Seek the approval of the Trustees for the implementation of any findings. 

• Provide individual feedback on the investigation progress and outcome if possible.

9. First Aid

INTRODUCTION

Connect Bath is committed to ensuring everyone is safe whilst participating in any form at Connect Bath activities.  Providing adequate first aid, in the case of an accident or incident is an important part of that commitment.  ‘First aid is the initial assistance or treatment given to someone who is injured or suddenly taken ill.’ It is written in the context of Health and Safety at Work Act 1974, the Management of Health & Safety at Work Regulations 1999 and the Health and Safety (First Aid) Regulations 1981.

AUDIENCE

This policy applies to all Trustees, volunteers and staff at any location operated or in operation of Connect Bath.  

POLICY

Connect Bath Trustees will: 

• Nominate an individual trustee to oversee First Aid.

The nominated First Aid Trustee will:

• Provide appropriate first aid provision by assessing requirements for first aid in line with HSE guidance

• Provide first aid trained personnel who

• Hold a valid certificate

• Have undertaken training by an approved first aid training organisation.  

• Have completed any required refresher training within the timeline

• Are the right number for the risks faced in each location

• Appropriate first aid equipment in each location

• The first aid equipment is based on the needs assessment

• First aid equipment in a suitably marked container

• Located in an accessible place

• First aid equipment is protected from damage or contamination 

• Check first aid equipment regularly and replace any used supplies

• Appropriate insurance (Public Liability / Indemnity) to cover Connect Bath First Aiders whilst administering first aid. 

• Ensure all volunteers are adequately trained on awareness of First Aid.

Nominated Connect Bath First Aiders must:

• Be familiar with their duties and role

• Know the procedure for calling an ambulance

• Know the accident / incident reporting system and report any incident promptly

• Know the procedure for obtaining replacement first aid materials.

• Ensure that their certificate is current 

• Know the location of any first aid equipment and have checked the contents

• Operate within the scope of their training and Connect Bath’s operational procedures for the delivery of First Aid at Work.

Connect Bath volunteers or those representing Connect Bath must:

• Be aware of the first aid arrangements

• Assess the situation 

• Protect themselves, bystanders and the casualty from further danger

• Obtain medical assistance by contacting a first aider

• Refer the casualty on to medical staff as quickly as possible.

10. Data Protection

INTRODUCTION

Connect Bath is committed to ensuring all personal data is collected and processed lawfully, in line with best practice, specifically

• Data is collected for the specified, legitimate purpose only

• Data collected is limited to that which is adequate, relevant and necessary

• Data is accurate and up to date

• Only kept for as long as is strictly necessary

• Processed securely, protecting individuals’ data from unauthorized or unlawful use and against loss or damage.

• Any Data Subject 

Any queries relating to how your data has been used, should be addressed to the Trustees

It is written in the context of GDPR (General Data Protection Regulations).

AUDIENCE

This policy applies to all Trustees, volunteers and staff at any location operated or in operation of Connect Bath.

POLICY

The terms used within this policy are as follows:

Data Subject: An identifiable individual that Connect Bath holds personal data about or all of the person’s:

Contact Information: These may include:

• Full name (including naming preferences & pronouns)

• Postal address (for guests that require travel support)

• Telephone and/or mobile number(s)

• E-mail address(es)

Purpose: The purpose of processing guest data is to enable Connect Bath to provide services to guests, on a charitable basis for the planning, duration and wrap up of any Connect Bath events to which the guest may have been invited.

Categories of personal data: Connect Bath will limit the categories of personal data held to those explicitly required to provide the charitable activities.

These may include:  

• Contact data, for communication or transportation purposes

• Personal data relating to the charitable activity

Audience: Recipients of any personal data obtained by Connect Bath will be strictly limited to those necessary for the purpose and those who have a volunteer or employee or organisational relationship with Connect Bath.

Retention Period: Data will be retained no longer than is necessary for the purpose.  This may mean that data is retained from year to year, to enable the provision of services to the same guests for the following year.  The Trustees will determine the appropriate retention period.

Consent: The individual’s consent is required to store data and may be withdrawn at any time. Whether personal data has been obtained not directly from the data subject the information will be provided within a reasonable time to the data subject.

Right of Access: The date is subject has the right to obtain from connect bath confirmation on the personal data that is held about the individual.

Right of Rectification: Connect Bath will without undue delay rectify any inaccurate or incomplete personal data upon request.

Right to Erase: The individual has the right to be have their data erased and be forgotten and Connect Bath will do so without any undue delay and erase any personal data concerning the individual.

The Trustees will:

• Be the data controllers, for the purposes of this policy, and the law

• Limit data processing to a prescribed list of individuals

• Be appropriately trained on data protection legislation.

• Manage consents by

• Ensuring all guests have provided data consent

• Ensuring all volunteers have provided data consent

• Safely store personal data

• Ensure personal data is never sent or stored electronically unless encrypted

• Ensure personal data is access controlled

• Ensure all personal data is kept within the confines of Connect Bath unless specifically authorised to be passed to a third party for a legitimate purpose

• Only retain personal data for the minimum term required for the purpose

• Authorised third parties act in accordance with this policy by:

• Using a contract that provides adequate data protection clauses

• Complying with the instructions of the Trustees

• Storing all personal data securely

• Using it only in line with the purpose

• Not sharing personal data further than authorised by the Trustees

• Deleting the data once the purpose is complete

• Not transferring data outside of the UK.

• Manage any data breach by:

• Taking steps to minimise the data breach

• Notifying the Information Commission’s Office promptly

• Take appropriate steps as outlined by the ICO.

• Action any requests from any data subject

• Provide copies of personal data to the subject on written request.

• Ensure any errors in personal data are rectified promptly

• And maintain a written record of such requests

GUESTS: YOUR PERSONAL DATA

Connect Bath holds the following personal information about you in accordance with General Data Protection Regulations and our published policy notice.  

We require data such as basic personal information to invite you and welcome you to Connect Bath activities.  Additional optional information helps us plan our activities better for your convenience, but it is entirely optional for you to give us this information.

Your application to volunteer confirms you are happy for Connect Bath to hold the above personal data and to use it for the purposes described in the Privacy Notice.

GUESTS: PRIVACY NOTICE

It is important to Connect Bath that you understand and are happy with how we use your information.  Please read this Privacy Notice in full.

What does Connect Bath do with your personal data?: Connect Bath uses your personal data to help organise activities, such as the Christmas Day Lunch that you like to come to, and to keep you informed about these.   Connect Bath has a legitimate interest in knowing who is participating in activities and in being able to share with you details of our activities.   

You can withdraw consent at any time: You can tell Connect Bath that you no longer wish them to use your data in this way and, if you do, Connect Bath must stop using it as soon as is reasonably practical

You can ask for your data to be deleted at any time: You can ask Connect Bath to remove your data completely from their records and Connect Bath must do so, as soon as reasonably practicable.

Who can see your data?: Your personal data is only shared with others working for or on behalf of Connect Bath when it is necessary to do so to run the Connect Bath activities smoothly, for example sharing with the caterers that you have food allergy.  We do not share your data outside of Connect Bath or those working for Connect Bath.

How long does Connect Bath keep your data?: Only while you come to our activities, if you haven’t been for 2 years, we will delete your data.

My data isn’t right, how do I correct it?: Let Connect Bath know and they will correct your data as quickly as they can.

I am unhappy with how Connect Bath has used my data: You can complain to any of the Connect Bath Trustees about this and they will endeavour to investigate and resolve your issue.  

You have the right to complain to the UK Information Commissioner’s Office: If you are dissatisfied with the way that Connect Bath is collecting, holding, processing and using your personal data. For more details, see here:  https://ico.org.uk/make-a-complaint/