Policies

On this page:

Data Protection policy

Code of Behaviour

Complaints Policy and Procedures

Equality Statement and Policy

Photography Consent and Policy

Refund Policy

Adults at Risk and Adults Safeguarding Policy

EYE MATTER

Data Protection policy

7th March 2024

Definition: Personal Data refers to written and spoken content, along with images (please see ‘Photography Consent and Policy’ for further clarity)

Eye Matter is committed to processing data in accordance with its responsibilities under the GDPR (General Data Protection Regulations).

Article 5, of the GDPR, requires that personal data shall be:

processed lawfully, fairly and in a transparent manner in relation to individuals;
collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that is inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and
processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.

General provisions of Personal Data

This policy applies to all personal data processed by Eye Matter.

The Responsible Person shall take responsibility for Eye Matter’s ongoing compliance with this policy. The responsible person is Suzie Simons.
This policy shall be reviewed at least annually. Lawful, fair and transparent processing.
To ensure its processing of data is lawful, fair and transparent.
Eye Matter shall store member’s data securely on OneDrive.
Individuals have the right to access their personal data in their preferred format and any such requests made to Eye Matter shall be dealt with in a timely manner.

Lawful purposes of Personal Data

Where consent is relied upon as a lawful basis for processing data, evidence of opt-in consent shall be kept with the personal data.
Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent should be clearly available and systems should be in place to ensure such revocation is reflected accurately in the charity’s systems.

Data minimisation

Eye Matter shall ensure that personal data is adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.

Accuracy of Personal Data

Eye Matter shall take reasonable steps to ensure personal data is accurate.
Where necessary, for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date.

Archiving / removal of Personal Data

To ensure that personal data is kept for no longer than necessary,
Eye matter shall put in place an archiving policy for each area in which personal data is processed and review this process annually.
The archiving policy shall consider what data should/must be retained, for how long, and why.
Security of Personal Data
Eye Matter shall ensure that personal data is stored securely using modern software that is kept-up-to-date.
Access to personal data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing of information.
When personal data is deleted this should be done safely such that the data is irrecoverable.
Appropriate back-up and disaster recovery solutions shall be in place.

Breach of Personal Data

In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, Eye Matter shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the ICO.

EYE MATTER

Code of Behaviour

Principles

Everyone working with Eye Matter whether as a member of staff, a volunteer or a member has a responsibility to ensure that everyone participating in Eye Matter’s activities, particularly children, young people and vulnerable adults, are protected from harm.

It is the responsibility of each adult working with Eye Matter to ensure that:

their behaviour is appropriate at all times;
they observe the rules established for the safety and security of all, particularly children, young people and vulnerable adults;
they follow the procedures following suspicion, disclosure or allegation of child abuse;
the recognise the position of trust in which they have been placed; and
in every respect, the relationships they form with others, particularly the children, young people and vulnerable adults in their care, are appropriate

All persons who wish to work with Eye Matter, must accept and understand this policy.

They must also agree to put Eye Matter’s policies on safeguarding children and vulnerable adults into practice.

Meeting your responsibilities

To give positive guidance, the Code of Behaviour (below) provides a list of ‘do’s and don’ts’ to help you ensure that:

the welfare of all, and particularly the children and/or young people and/or vulnerable adults for whom you have a duty of care, is safeguarded;
you avoid compromising situations or opportunities for misunderstandings or allegations.

Code of behaviour

1: Your Conduct

DO treat everyone with dignity and respect;
DO set an example you would wish others to follow;
DO treat everyone equally and equitably;
DO respect everyone’s right to personal privacy;
DO remember someone else might misinterpret your actions, no matter how well-intentioned;
DO follow Eye Matter’s ‘no alcohol’ guidance;

DON’T make suggestive remarks or threats, even in fun;
DON’T use inappropriate language – speaking, writing, phoning, email or internet;
DON’T show favouritism.
DON’T form a relationship with a child, young person or vulnerable adult that is an abuse of trust;

2: Other People’s Behaviour

DO allow children, young people and vulnerable adults to talk about any concerns they may have;
DO encourage others to challenge any attitudes or behaviours they do not like;

DON’T trivialise abuse;
DON’T tolerate bullying;
DON’T get drawn into inappropriate attention seeking behaviour, eg: tantrums and crushes;
DON’T allow unacceptable situations within a relationship of trust, eg: a sexual relationship with a young person or vulnerable adult over the age of consent;

3: Practical Arrangements

DO put this code into practice at all times;
DO follow recommended adult/young people ratios for meetings and activities;
DO keep other members of staff/volunteers informed of where you are and what you are doing;
DO plan activities that involve more than one other adult being present, or at least are within sight and hearing of others;
DO have separate sleeping accommodation for children, young people, adults and young leaders in any overnight activity;

DON’T play physical contact games with children, young people or vulnerable adults;
DON’T permit abusive peer activities, g.: initiation ceremonies, bullying;

4: When Problems Arise

DO remember this code even at sensitive moments, g.: when responding to bullying, bereavement or abuse;
DO take any allegations, suspicions or concerns of abuse or inappropriate action seriously and refer or report them immediately.
DO immediately report and seek support about any allegations of abuse or inappropriate behaviour made against you.

DON’T let allegations, suspicions, or concerns about abuse go unreported;
DON’T just rely on your good name to protect you.

Eye Matter does not assume any liability or responsibility to any person or entity for the information contained in this leaflet and you should not rely on any information contained in this leaflet. Eye Matter makes no representation as to, and does not assume any responsibility for, the accuracy, completeness or relevance of the information contained in this leaflet.

Please make sure that any sites you link to from this leaflet (or on our website) are appropriate to you, as we do not endorse such websites and have no control over their contents or how (or if) that site operates. Any links or references in this leaflet to a company, entity, service or product does not, in any way, imply an endorsement.

EYE MATTER

COMPLAINTS POLICY AND PROCEDURES

7th March 2024

Introduction and purpose of the policy

The Charity Commission report ‘Cause for Complaint’ published in 2006 states: ‘an effective complaints management system is a proven way of maintaining and building relationships with the people on whom the charity depends.’ Handling complaints well:

Demonstrates your commitment to your volunteers and other stakeholders.
Demonstrates your commitment to providing the best possible service.
Helps you to find out about things that have gone wrong so you can fix them.
Helps you to prevent things going wrong again in future.

A complaint can be seen as an opportunity to learn and improve for the future, as well as a chance to put things right for the person or organisation that has made the complaint. See Appendix 2 for the definition of a complaint.

The aim of this policy is:

To provide a fair complaints procedure which is clear and easy to use for anyone wishing to make a complaint.
To publicise the existence of our complaints procedure so that people know how to contact us to make a complaint.
To make sure everyone knows what to do if a complaint is received.
To make sure all complaints are investigated fairly and in a timely way.
To make sure that complaints are, wherever possible, resolved and that relationships are repaired.
To gather information which helps us to improve what we do.

Eye Matter have an ethos of inclusion, transparency and openness which is communicated to volunteers, staff and Members. All complaints are taken seriously and dealt with in a fair, consistent and confidential manner.

The complaints procedure is communicated to staff and volunteers during induction and through the Safeguarding Policy. If required one-to-one explanations can be provided.

Where Complaints Come From

Complaints may come from anyone who uses our services or works with Eye Matter including staff, other volunteers, members of Eye Matter, partners and visitors, donors, event attendees; indeed any person or organisation who has had some form of interaction with Eye Matter. A complaint can be received verbally, by phone, by email or in writing.

Confidentiality

All complaint information will be handled sensitively, involving only those who need to know and following any relevant data protection requirements.

Responsibility

Overall responsibility for this policy and its implementation lies with Eye Matter’s founder Suzie Simmons. who may, if necessary, also involve any other relevant members of staff, volunteers and members.

How to make a complaint

Complaints must be made in writing and sent to Eye Matter’s Founder.

Receiving Complaints

All written complaints received should be recorded. Where a verbal complaint is received, this should, where possible, be agreed to be an accurate account in writing with the complainant before further action is taken.

The person who receives a complaint should:

Write down the facts of the complaint, which should include the date, time, location and nature of the complaint as well as the name and details of anyone else involved in the complaint.
Take the complainant’s name and contact details including email address, home address and telephone number.
Ask what action they think should be taken to encourage resolution.
Note down the relationship of the complainant to Eye Matter.
Tell the complainant that we have a complaints procedure.
Tell the complainant what will happen next and how long it is likely to take.

Resolving Complaints – The Procedure

Stage One

In many cases, a complaint is best resolved by the person responsible for the issue being complained about. If the complaint has been received by that person, they may be able to resolve it swiftly and should do so if possible and appropriate.

Whether or not the complaint has been resolved, the complaint information should be passed to Eye Matter’s Founder within 72 hours so that it can be logged centrally.

On receiving the complaint, Eye Matter’s Founder records it in the complaints book and, If it has not already been resolved, Eye Matter’s Founder may investigate or delegate an appropriate person to investigate further. Where applicable, the person(s) involved in the complaint will be given a copy of the Problem Solving Policy and Procedures.

If the complaint relates to a specific person, they should be informed of the nature of the complaint and given a fair opportunity to respond. Discretion should be exercised in releasing details of the complainant as necessary.

Complaints should be acknowledged by the person handling the complaint within one week. The acknowledgement should say who is dealing with the complaint and when the person complaining can expect a reply.

Ideally complainants should receive a definitive reply within four weeks. If this is not possible because, for example, an investigation has not been fully completed, a progress report should be sent with an indication of when a full reply will be given.

Whether the complaint is justified or not, the reply to the complainant should describe any investigation, conclusions and any action taken as a result.

Stage Two

If the complainant feels that the problem has not been satisfactorily resolved at Stage One, they can request that the complaint is reviewed.

The request for a review should be acknowledged within one week of receiving it. The acknowledgement should say who will deal with the case and when the complainant can expect a reply. The person who dealt with the original complaint at Stage One should be kept informed of what is happening.

Depending on the severity or complexity of the complaint, an Appeals Committee may be convened to investigate the facts of the case themselves or delegate a suitably senior person to do so. This may involve reviewing the nature and findings of the initial investigations of the case and speaking with the person who dealt with the complaint at Stage One.

Ideally complainants should receive a definitive reply within four weeks. If this is not possible because for example, an investigation has not been fully completed or the Appeals Committee do not meet within this timeframe, a progress report should be sent with an indication of when a full reply will be given.

Whether the complaint is upheld or not, the reply to the complainant should describe the action taken to investigate the complaint, conclusions from the investigation and any action taken as a result.

The decision taken at this stage is final, unless the Appeals Committee decides it is appropriate to seek external assistance to obtain a solution.

External Stage

If the complainant wishes they may contact the Charity Commission:

Charity Commission. Information about the kind of complaints the Commission can involve itself in can be found on their website at: charitycommission.gov.uk/publications/cc47.aspx.

Variation of the Complaints Procedure

Eye Matter’s Founder may vary the procedure for good any reasonable reason; for instance to avoid a conflict of interest.

Monitoring and Learning from Complaints

Complaints should be reviewed annually to identify any trends which may indicate a need to take further action.

Appendix 1 Practical Guidance for Handling Verbal Complaints

Remain calm and respectful throughout the conversation.
Listen – allow the person to talk about the complaint in their own words. Sometimes a person just wants to ‘let off steam’.
Don’t debate the facts in the first instance, especially if the person is angry.
Show an interest in what is being said but refrain from personal opinion / agreement / disagreement.
Ask for clarification wherever necessary.
Show that you have understood the complaint by reflecting back what you have noted down.
Acknowledge the person’s feelings (even if you feel that they are being unreasonable) – you can do this without making a comment on the complaint itself or making any admission of fault on behalf of the organisation, e.g. “I understand that this situation is frustrating for you”.
If you feel that an apology is deserved for something that was the responsibility of your organisation, then apologise.
Ask the person what they would like done to resolve the issue.
Be clear about what you can do, how long it will take and what it will involve.
Do not promise things you or the organisation cannot deliver.
Give clear and valid reasons why requests cannot be met.
Make sure that the person understands what they have been told.
If appropriate, inform the person about the available avenues of review or appeal.

Appendix 2 Definitions

Definition of a Complaint for the purposes of this policy

A complaint is any expression of dissatisfaction, about any aspect of Eye Matter and which includes at least one person, or an aspect of volunteering, work or service made by a person outside Eye Matter about the behaviour of the organisation, or an individual from Eye Matter.

An expression of dissatisfaction made by a staff member or volunteer(including members) about the behaviour of the organisation, or an individual staff member or volunteer, is called a grievance. A grievance is an issue, complaint, dispute, concern or problem, which does not involve alleged serious misconduct. This is the focus of the Grievance Policy and Procedures for Volunteers and staff.

Allegations of serious misconduct or behaviour and performance related issues should be resolved by reference to Eye Matter’s Founder or a member of the Trustees.

Where a staff member or volunteer has serious concerns about the illegal or abusive conduct of the organisation or an individual staff member or volunteer within it, but is unable to use the grievance procedure because the person they should report to is implicated in the malpractice, then they have recourse to the Whistleblowing Policy.

EYE MATTER

EQUALITY STATEMENT AND POLICY

7th March 2024

Introduction

Eye Matter recognise that in society, certain groups or individuals are denied equality on the grounds of race, gender, marital status, caring responsibilities, disability, gender re-assignment, age, social class, sexual orientation and religion/belief or any other factor irrelevant to the purpose in view.

Eye Matter respects the statutory requirements established in:

The Equal Pay Act 1970.
The Rehabilitation of Offenders Act 1974.
The Sex Discrimination Act 1975.
The Race Relations Act 1976 and the Race Relations Amendment Act Feb 2000.
The NHS Community Care Act 1990.
The Disability Discrimination Act 1995.
The Asylum & Immigration Act 1996.
The Human Rights Act Nov 1998.
The Employment (Religion or Belief) and (Sexual Orientation) Regulations 2003.
The Equality Act 2010.

Eye Matter recognises that it has moral and social responsibilities that go beyond the provisions of the above-mentioned Acts and Regulations and that it should both support and contribute to the wider process of change through all aspects of its work and practices to eliminate discrimination, promote equality and diversity.

Eye Matter is committed to taking positive steps to ensure that:

All people are treated with dignity and respect, valuing the diversity of all.
Equality of opportunity and diversity is promoted.
Services are accessible, appropriate and delivered fairly to all.
The mix of its Volunteers reflects, as far as possible, the broad mix of the population of its local community.
Traditionally disadvantaged sections of the community are encouraged to take part in policy decisions about, and the management of the services provided.

Policy

This policy applies to all Trustees, Volunteers, Service-users and members of the general public.

Commitment

Equality and diversity are central to the work of Eye Matter.
The charity will treat all people with dignity and respect, valuing the diversity of all.
Eye Matter will promote equality of opportunity and diversity.
Eye Matter will eliminate all forms of discrimination on grounds of race, gender, marital status, caring responsibilities, disability, gender re-assignment, age, social class, sexual orientation, religion/ belief, irrelevant offending background or any other factor irrelevant to the purpose in view.
Eye Matter will tackle social exclusion, inequality, discrimination and disadvantage.

For this policy to be successful, it is essential that everyone is committed to and involved in its delivery. Eye Matter’s aims to work towards a just society, free from discrimination, harassment and prejudice. Eye Matter aims to embed this in all its policies, procedures, day-to-day practices and external relationships.

Aims

Eye Matter aims to:

Provide services that are accessible according to need.
Promote equality of opportunity and diversity in Volunteering, employment and development.
Create effective partnerships with all parts of our community.

Objectives

Eye Matter seeks to achieve these aims by:

Sustaining, regularly evaluating and continually improving its services to ensure that equality and diversity principles and best practice are embedded in our performance to meet the needs of individuals and groups.
Working with the community to provide accessible and relevant service provision that responds to Members’ needs.
Ensuring that Volunteers and Trustees are representative of the community served and the employment policies are fair and robust.
Responding to Volunteers’ needs and encouraging their development to increase their contribution to effective service delivery.
Recognising and valuing the differences and individual contribution that all people make to Small Charity Support.
Challenging discrimination.
Providing fair resource allocation.
Being accountable.

Why have this policy?

Eye Matter recognises, respects and values diversity among its Trustees, Volunteers and Members.

Eye Matter has this policy because it is a people-led organisation that must always ensure it meets the needs of the community through fair and appropriate employment and development of the people who work and Volunteer for it.

PROCEDURES

Responsibility for Implementation

This policy covers the behaviour of all Employees, Volunteers or Service-users, and describes how they can expect to be treated. The overall responsibility for ensuring adherence to and implementation of this policy lies with the Trustees.

Method of Implementation

Eye Matter intends to implement this policy by:

Ensuring that it is a condition of employment by Eye Matter.
Ensuring Trustees, Volunteers and Members are made aware of, understand, agree – and are willing to implement – this policy. All Trustees and Volunteers will be given a copy of this policy as part of their induction.
Actively encouraging Trustees and Volunteers to participate in anti-discrimination training and make time and resources available for such training.
Monitoring the services, publicity and events provided by Eye Matter.
Ensuring that they are accessible to all sections of the population and do not discriminate, and take active steps to ensure that participation is representative.

Monitoring and Reviewing

Eye Matter has declared its commitment to establishing, developing, implementing and reviewing a policy of equality of opportunity. Effective record keeping, monitoring and acting on information gathered are essential in order to measure effectiveness and plan progress.

The Management Committee of Trustees will review the policy annually.

EYE MATTER

Photography Consent and Policy

7th March 2024

Images that can identify a person or persons are a form of personal data. Personal data is protected under legislation of data protection which sets out how Eye Matter can use these images. In this document ‘Images’ refers to both still and filmed, photography.

For more information about our Data Protection please click here:

Eye Matter will:

Only collect and store images relevant to their need;
Ensure consent is given for all identifiable photos;
Photos may be shared to third parties such as funders and used in social media. They may also appear on our website ;
Names will not be published without consent;
Photos may also be used in internal and external marketing opportunities.

If you do not consent to having your photograph taken please email: suzie@eyematter.org.uk

EYE MATTER

Refund Policy

16th March 2024

Eye Matter reserves the right to not be obliged to refund any costs of tickets for events. This decision can only be changed at the discretion of the Trustees of Eye Matter.

Eye Matter cannot take any responsibility for cancellations out of their control including; weather conditions, terrorism, or venue cancellation. Eye Matter will in these circumstances endeavour to refund but this is at their discretion.

EYE MATTER

ADULTS AT RISK & ADULTS SAFEGUARDING POLICY

7th March 2024

Definitions – for this document

An adult at risk:

Is a person who is or may be in need of community care services by reason of mental or other disability, age or illness; and who is or may be unable to take care of themselves, or unable to protect themselves against significant harm or exploitation.
Vulnerable Adults are entitled to: privacy; be treated with dignity; lead an independent life and to be enabled to do so; be able to choose how they lead their lives; the protection of the law; have their rights upheld regardless of ethnic origin, gender, sexuality, impairment or disability, age, religion or cultural background.

POLICY STATEMENT

Eye Matter wants to restore dignity and revive hope to people from all walks of life. We are concerned with individuals and their circumstances and actively encourage an inclusive environment.
We seek to ensure that all our Employees, Trustees, Members and Volunteers are aware of what is required from them under the Vulnerable Adult Protection Policy and make sure that it is practiced at all times.
It is the responsibility of each one of us to prevent the physical, sexual or emotional abuse and neglect of vulnerable adults.
We commit ourselves to co-operate fully with the appropriate Statutory Services when they are conducting official investigation into physical, emotional or sexual abuse and neglect of vulnerable adults (by an adult or young person).
This Statement is to be brought to the attention of Employees, Trustees, Members and Volunteers, when they join Eye Matter.
Any amendments will be brought to the attention of all Employees, Trustees, Members and Volunteers.

Implementation

Eye Matter SHALL:

Plan its work so as to minimise situations where the abuse of vulnerable adults might occur;

Although the number of people who actively seek to abuse vulnerable adults is very small, Eye Matter can reduce opportunities for abuse in various ways.

We will, for instance:

Ensure that there is adequate supervision for all vulnerable adults;
Ensure that any vulnerable adult who is a part of Eye Matter, is aware of who they can talk to if they have concerns;
Ensure that all Employees, Volunteers and Trustees, at events, have access to a telephone in case of emergency; ensure the Designated Person and Deputy information is correct;
Ensure Employees and Volunteers, supervising vulnerable adults are suitably trained.

Designated Person and their role

Eye Matter has a Designated Person who is responsible for dealing with any concerns about the protection of vulnerable adults. There is also a Deputy in the absence of the Designated Person.

The Designated Person for Eye Matter is:

Suzie Simons

Email: suzie@eyematter.org.uk

Phone: 07968722664

The Deputy is:

Rachel Bowden Waterson

Email: rachel_bowden@hotmail.co.uk

Phone: 07870227295

The Designated Person will be available for vulnerable adults to speak with should they feel the need to talk with someone about an incident which has happened whilst attending events provided by Eye Matter, particularly if they feel they have been physically, sexually or emotionally abused or neglected by an adult.

Recording

The Designated Person will make notes and keep confidential records of any disclosure or concerns they or another team member has and seek advice from the Social Services Department or the Police.
An Incident Report Form can be requested from any Employee or Trustee of Eye Alternatively, this can also be obtained from the Designated Person.
The Trustees must ensure that their recording of facts, incidents, assessments, referrals, case discussions are all sufficient, accurate, concise, up-to-date, legible, dated and factual.
Opinions should be kept to a minimum and backed up by factual evidence.
Any supporting evidence should be preserved and clearly labelled. These records must be collected in an individual file and stored securely in a manner that safeguards the individual’s right to privacy and security.
These records are available to individuals on request (not third party information) and may be used as evidence in disciplinary proceedings or in civil or criminal prosecutions.

Whistleblowing

Everyone is encouraged to take action when suspicious that abuse is occurring – no matter what the setting, who the perpetrator is or who the victim is.
Eye Matter will respect and not penalise those who stand up for anyone who is suspected of being abused.
Everyone has a responsibility to report any occurrences or suspicions of adult abuse. Employees, Trustees, Volunteers and Members who report abuse are protected by the Public Interest Disclosure Act 1998.
It is important that everyone, in Eye Matter, is aware that the person who first encounters a case of alleged or suspected abuse is not responsible for deciding whether or not abuse has occurred. That is a task for the Professional Vulnerable Adult Protection Agencies following a referral to them of concern about someone.

Applying agreed procedures for protecting vulnerable adults to all Employees, Trustees, Members and Volunteers.

These procedures are set in place to protect vulnerable adults and should apply to all those in contact with them.
This is not the same as treating each person who relates to vulnerable adults as being under suspicion, but a matter of taking sensible measures to protect vulnerable adults, which are then observed by everyone. This will involve thought and planning within each group to minimise the risk.
If any Employees, Trustees, Members or Volunteers have concerns, please raise them with the Designated Person (as named above).
If it is brought to the attention of the Designated Person and not adequately dealt with the next step is to Eye Natter’s Board of Trustees. If both of these avenues have been exhausted then talk to Social Services/the Police as a private citizen to discuss your concerns.

Disclosure of Information

There is a difference between confidentiality and secrecy. All personal and delicate information disclosed to us is confidential, but may not always be secret.

Personal and delicate information about Employees, Trustees, Members or Volunteers will be:

Confidential to Eye Matter and can be shared with Employees, Trustees, or Volunteers on a ‘need to know basis’ and
Can be shared with another agency when permission is given by the person about whom the information is held;
There is an overriding justification to share information without the person’s consent;
The law requires it.

Give Employees, Trustees and Volunteers clear roles

Abuse of vulnerable adults is most easily concealed where there is confusion among adults about roles and responsibilities. Included therefore in all job and role descriptions for Employees, Trustees and Volunteers, will be a statement describing the behaviour and values expected from all who work as part of this team.
Over and above the written word, the expected behaviour, towards vulnerable adults, when working with Eye Matter, will be explained to new Employees, Trustees and Volunteers as part of their induction.

Supervision as a means of protection

Regular Trustee meetings will be held where team leads meet to raise/ discuss any issues within their area of work. When receiving feedback about the word, particular attention should be paid to any situation or suggestion that a vulnerable adult is being either highly favoured or harshly treated, as these are signs of abuse.
Within Eye Matter, our main area of concern about protecting people lies with the welfare of any vulnerable adult supported by Employees, Trustees and
Where possible, team leads should take opportunities to observe those vulnerable adults for whom they are responsible.
In all recruitment decisions concerning Employees, Trustees and Volunteers:

a) A detailed application form should be completed
b) 2 references should be taken about the suitability of the applicant for the post being considered (if required)
c) An informal interview will provide an extended conversation to allow an opportunity to explore in more detail the applicant’s experience and motivation.

Criminal convictions & DBS Checks

All Employees, Trustees and Volunteers are required to complete either an Employment Application form or a Volunteer Application form, before commencing work with Eye Matter.

Details of criminal convictions (except those ‘spent’ under the Rehabilitation of Offenders Act 1974) must be provided so an adequate risk assessment can be undertaken. Depending on the role and duties, a DBS check may be required which Eye Matter will support.

Eye Matter’s Trustee Board reserves the right to dismiss and/or ban a Volunteer from the property should they feel it is necessary.

Training

Training in the prevention of abuse and the action to take if abuse occurs should be included as part of the Training and Induction Programme for all Employees, Trustees and Volunteers.

All Employees, Trustees and Volunteers, will be informed of this policy and procedures at induction and with any updates required by law.

General

All Employees, Trustees and Volunteers, driving any vehicle which transports vulnerable adults must hold a valid driver’s license for the type/class of vehicle they are driving.
All vehicles used in the transportation of vulnerable adults must have a valid road fund license, be appropriately insured, have a valid MOT certificate and comply with all appropriate legislation and regulations. Seat sharing is not permitted and seat belts must be worn.

Policy Review

This policy and its implementation will be reviewed at least annually and whenever there are any legislative changes or amendments to guidance issued by relevant statutory bodies.

Date Policy Adopted: 10.04.2024