Privacy Policy

B Young Stars – Food & Nutrition Policy

Updated June 2025

1. Purpose

This policy outlines how BYS ensures that all food provided across our programmes is safe, nutritious, inclusive, and supports the health and wellbeing of children and young people. We aim to promote positive relationships with food and encourage healthy lifestyle choices in all our settings.

2. Our Commitment

BYS is committed to:

Providing safe, hygienic, and nutritious food
Promoting healthy eating and wellbeing
Meeting School Food Standards where applicable
Catering to dietary, cultural, and medical needs
Creating an inclusive and non-stigmatising food environment
Supporting children and young people to develop healthy habits for life

3. Food Provision

BYS delivers food provision in-house across its programmes, using appropriate kitchen facilities where available. We have an established track record of providing meals and snacks safely and effectively.

We are food registered and hold a 5-star Food Hygiene Rating
We follow the Safer Food, Better Business (SFBB) framework
Food is prepared by trained staff using appropriate facilities and equipment

Where external catering is used, providers must meet the same high standards and comply with all relevant food safety regulations.

4. Nutritional Standards

BYS ensures that food provided is balanced and supports healthy development:

Meals include a variety of:
- Fruit and vegetables
- Carbohydrates (e.g. rice, pasta, bread, potatoes)
- Protein (e.g. meat, fish, eggs, beans, pulses)
Foods high in fat, sugar, and salt are limited
Water is always available to promote hydration
Menus are planned to be balanced, varied, and appropriate

Where required (e.g. HAF delivery), we ensure full compliance with School Food Standards.

5. Food Safety & Hygiene

BYS maintains high standards of food safety:

All relevant staff hold Food Hygiene Level 2 certification
Food is stored, prepared, and served at safe temperatures
Strict procedures are followed to prevent cross-contamination
Cleaning schedules are in place for all food areas
Handwashing is required before food handling and eating

We comply with Food Standards Agency (FSA) regulations and SFBB guidance.

6. Allergies, Dietary & Cultural Needs

We ensure all individuals can safely access food by:

Collecting dietary and allergy information in advance
Clearly recording and communicating this with staff
Providing suitable options (e.g. Halal, vegetarian, vegan, allergen-aware)
Labelling food clearly where required
Supervising food distribution to ensure safety
Taking steps to prevent cross-contamination

We maintain open communication with families to ensure needs are understood and met.

7. Food Education & Healthy Lifestyles

Where appropriate, BYS promotes learning around:

Healthy eating and balanced diets
Cooking and food preparation skills
Understanding nutrition and hydration

This supports children and young people to make informed, healthier choices.

8. Inclusive Mealtime Environment

We aim to create a positive and inclusive environment by:

Ensuring all children have equal access to food
Avoiding any stigma around food provision
Encouraging social interaction during meals
Respecting cultural practices and preferences
Encouraging children to try new foods in a supportive way

9. Roles & Responsibilities

Programme Leads: Oversee food provision and compliance
Staff & Volunteers: Follow hygiene and safety procedures
Food Preparation Staff: Ensure safe and compliant preparation
Management Team: Monitor standards and ensure policy adherence

10. Monitoring & Review

Regular checks on food quality and safety
Feedback gathered from children, young people, and families
Staff debriefs to review and improve provision
Policy reviewed annually or when required

11. Compliance

This policy aligns with: Food Standards Agency (FSA) guidance, Safer Food, Better Business (SFBB), School Food Standards (where applicable), Relevant health and safety regulations.

B Young Stars HR and People Policy

Updated June 2025

1. Introduction

B Young Stars is committed to cultivating a working and volunteering environment rooted in fairness, dignity, equity, and compliance with UK laws. Our HR and People Policy provides a robust framework that governs how we recruit, train, support, and protect our staff and volunteers. Given our work with children and vulnerable young people, our approach must prioritise safeguarding, trust, accountability, and excellence in human resource management.

This policy applies to all trustees, staff members (whether full-time, part-time, or contract), and volunteers, including sessional workers and temporary placements. It aims to:

Uphold legal compliance with UK employment law, charity law, and relevant safeguarding regulations.
Promote ethical recruitment and equal opportunities.
Ensure all personnel are inducted, trained, supported, and treated fairly.
Protect individuals from harm, bullying, exploitation, or discrimination.
Provide clear guidance on procedures, responsibilities, and standards.

2. Staff and Volunteer Recruitment

2.1 Equal Opportunities and Non-Discrimination

B Young Stars is fully committed to the Equality Act 2010 and the principles of equal opportunity in employment and volunteering.
We aim to eliminate all forms of discrimination—whether direct, indirect, associative, or perceptive—and promote diversity across age, race, gender identity, disability, religion, sexual orientation, socioeconomic background, and neurodiversity.
Every job or volunteering opportunity is designed to be accessible. We use inclusive language in our adverts, apply structured scoring systems during interviews, and offer reasonable adjustments to applicants as required under the Equality Act.
Equality monitoring forms are used solely for statistical purposes and are kept separate from application assessments.

2.2 Safer Recruitment Practices

All recruitment to roles involving children or vulnerable adults follows strict safer recruitment principles as recommended by the NSPCC, Keeping Children Safe in Education (KCSIE), and the Charity Commission.
Enhanced DBS checks are mandatory and renewed every three years, or sooner if risk assessments indicate the need.
Recruitment panels always consist of at least two trained individuals, one of whom is trained in safer recruitment procedures.
Candidates must provide a detailed employment history (with no unexplained gaps), original proof of identity and qualifications, and at least two professional references (including the most recent employer or volunteering supervisor).
Risk assessments will be conducted where disclosures or concerns arise and safeguarding leads are consulted in borderline cases.

2.3 Right to Work and Legal Compliance

As a UK-based charity, B Young Stars is required to comply with the Immigration, Asylum and Nationality Act 2006. All successful candidates must present acceptable evidence of their right to work in the UK before being engaged.
We keep digital or hard-copy records of checks securely, in accordance with UK GDPR.
Where roles are sponsored or involve international workers, we ensure our systems comply with the requirements of the UK Visas and Immigration (UKVI) framework and that appropriate legal advice is sought when required.

3. Volunteer Management

3.1 Role Definition and Expectations

Each volunteer is provided with a Volunteer Agreement which includes a clear role description, time commitment expectations, supervision arrangements, training provisions, and safeguarding responsibilities.
Although not a legally binding contract, the agreement helps ensure transparency and a shared understanding between the charity and the volunteer.
Volunteers are not employees and are not subject to employment legislation; however, we ensure our treatment of them upholds the Volunteer Charter developed by NCVO.

3.2 Induction, Supervision, and Development

All volunteers will complete a structured induction process which includes: Introduction to the charity’s vision, values, and governance; Key policies and procedures (e.g. safeguarding, confidentiality, data protection); Training needs analysis and initial coaching or shadowing.
Volunteers are supported by a named supervisor who conducts informal check-ins and an annual review.
We encourage feedback loops from volunteers and offer development opportunities (e.g. training courses, skills workshops) wherever possible.

3.3 Safeguarding and Conduct

Volunteers must complete safeguarding training appropriate to their role and agree to abide by our full Safeguarding & Child Protection Policy.
A Confidentiality Agreement must be signed before beginning volunteer duties, and personal information must be stored and used in line with the Data Protection Act 2018.
Volunteers working with minors or personal data must undergo DBS checks, reference verification, and safeguarding induction.

3.4 Recognition, Insurance, and Exit Procedures

B Young Stars recognises the contribution of volunteers through events, certificates, and inclusion in team development activities.
Volunteers are insured under the charity’s public liability insurance for all activities undertaken on behalf of the charity.
Volunteers may exit the role at any time with mutual feedback. We also reserve the right to discontinue a volunteer’s engagement where safety, conduct, or capacity concerns arise, following fair and respectful procedures.

4. Induction and Training

4.1 Structured Induction Programme

Every new staff member or volunteer receives a structured induction within their first week. The induction includes: Overview of mission, governance structure, strategic goals; Role-specific duties; Detailed introduction to policies (Safeguarding, GDPR, Health & Safety, Code of Conduct); Introductions to team members.

4.2 Mandatory Training

Safeguarding training (Level 1 for all; Level 2/3 for designated) within 2 weeks.
Data protection and GDPR training within 1 month.
Health and Safety Awareness within 2 weeks.
Equality, Diversity & Inclusion within 1 month.

4.3 Continued Professional Development (CPD)

B Young Stars encourages continuous learning including: Accredited external courses, In-house workshops, Sector conferences, and Peer learning sessions.

5. Sickness and Absence

Employees and volunteers are required to report sickness absence to their line manager as early as possible on the first day. For sickness lasting up to 7 calendar days, a self-certification form is required. For longer absences, a GP Fit Note must be submitted. Volunteers are not entitled to sick pay but are encouraged to rest.

6. Health and Safety

The charity adheres to the Health and Safety at Work etc. Act 1974. Detailed risk assessments are carried out for all venues and activities. Accidents and near misses are recorded in an incident log. Each site will have at least one trained first aider present.

7. Bullying and Harassment

B Young Stars has a zero-tolerance policy toward all forms of bullying, harassment, and discrimination. Complaints can be made through the formal grievance procedure outlined in our Complaints Policy.

8. Expenses and Reimbursement

B Young Stars reimburses reasonable out-of-pocket expenses incurred during legitimate charity work, including Travel, Meals (within limits), and Training materials. Claims must be submitted with original receipts within 30 days.

9. Modern Slavery Act Compliance

We comply with the Modern Slavery Act 2015. All recruitment includes right-to-work checks to prevent forced labour. We do not work with agencies or funders who are unwilling to commit to anti-slavery principles.

B Young Stars Safeguarding & Child Protection Policy

Updated June 2025

1. Introduction to B Young Stars

B Young Stars is a registered charity based at Woolwich Common Youth Club. Our mission is to provide educational support and development opportunities for children and young people aged 6–18. We believe that education goes hand in hand with safety and wellbeing. A child cannot thrive unless they feel secure, respected, and valued.

2. Policy Statement and Purpose

Key aims include: Promoting a strong safeguarding culture, Clarifying responsibilities (DSLs, staff, trustees), Ensuring compliance with legal obligations (Working Together to Safeguard Children 2023), and Continuous improvement through regular reviews.

3. Safeguarding and Child Protection

Definition: Safeguarding is the proactive process of protecting children from harm. Child protection is the specific response when a child is at risk.

Types of Abuse: Physical abuse, Emotional abuse, Sexual abuse, and Neglect. We maintain a zero-tolerance policy for all forms of abuse.

4. Safer Recruitment

We apply rigorous recruitment standards including Job descriptions with safeguarding roles, Structured interviews, Enhanced DBS checks (every 3 years), Reference checks, and Probationary supervision.

5. Prevent Duty

We fulfil our statutory duty to safeguard children from radicalisation and extremism as outlined in the Counter-Terrorism and Security Act 2015. This includes Risk assessment, Staff training, and providing a Safe environment for dialogue.

6. Photography and Media Consent

We obtain signed written consent from parents before taking images. Images are stored securely and never on personal devices. Consent can be withdrawn at any time.

7. Online Safety and Social Media

Measures include: Supervised internet access, Acceptable use policy for children and staff, and Digital safeguarding training for staff to recognize cyberbullying and grooming risks.

8. Allegations Against Staff or Volunteers

All allegations are taken seriously with immediate reporting to the DSL. If necessary, a LADO referral is made within one working day. Internal investigations follow fair, transparent processes.

9. Managing Disclosures and Reporting Procedures

Response Protocol: Listen without judgment, No leading questions, Record accurately using the child’s own language, Report immediately to the DSL, and maintain strict confidentiality.

Core Governance & Compliance Policy

Updated June 2025

1. Introduction

B Young Stars is a charitable organisation working to improve the academic, physical, and emotional development of children and young people in the Woolwich area. This policy sets out the key principles that ensure our charity is governed ethically and legally.

2. Governing Document / Constitution

B Young Stars is a registered unincorporated charity governed by a Constitution. Trustees must act within their powers, manage resources prudently, avoid conflicts of interest, and act with reasonable care and skill.

3. Conflicts of Interest Policy

A conflict of interest arises when a person’s personal or financial interests conflict with their duties to the charity. All trustees must declare interests at the start of each meeting and leave the room during relevant discussions.

4. Risk Management Policy

BYS takes a proactive approach to identifying risks in categories such as Operational, Financial, Compliance, and Reputational. Risks are logged in a central register and assigned RAG ratings (Red/Amber/Green).

5. Data Protection & Privacy Policy (GDPR-compliant)

We manage personal data (Service Users, Staff, Donors) in full compliance with UK GDPR and the Data Protection Act 2018. Individuals have rights to access, correction, and deletion of their data.

6. Document Retention Policy

Retention Schedule:

Document Type	Retention Period	Legal Basis / Notes
Financial Records	6 years	HMRC auditing and tax compliance.
Payroll and PAYE records	6 years	As above.
Employment Records	6 years after termination	For legal defence.
DBS Certificates	6 months	Copy deleted after decision.
Safeguarding Reports (children)	25 years (until child is 25)	Safeguarding best practice.
Accident Reports (children)	Until the child turns 21	Legal liability periods.
Board Meeting Minutes	Permanent	Governance transparency.

7. Whistleblowing Policy

Provides a safe route for staff to raise concerns about wrongdoing without fear of retaliation. We comply with the Public Interest Disclosure Act 1998 (PIDA).

8. Complaints Policy

BYS is committed to acting in the best interests of service users. Stages include Informal resolution, Stage 1 (Submission), Stage 2 (Investigation), and Stage 3 (Appeal).

9. Code of Conduct

Defines professional and ethical standards for all representatives. Includes boundaries with children, confidentiality protocols, and financial integrity.

10. Trustee Induction and Training Policy

Ensures trustees are prepared for legal and strategic roles. Mandatory training in Safeguarding, Finance, GDPR, and EDI must be completed within 3 months of appointment.

11. Equality, Diversity, and Inclusion (EDI) Policy

B Young Stars is committed to creating a culture of equity and respect. We protect individuals from discrimination based on Age, Disability, Gender, Race, Religion, and more.

12. Appendix: Legal and Regulatory Resources

Includes Equality Act 2010, Health and Safety at Work etc. Act 1974, Children Act 1989 & 2004, and UK GDPR.