The HEAH: Home Education Alliance Hub - Open Routes For All Learners CIC

Effective From: 25.06.2025

Review Date: 25.06.2026

Health & Safety Policy 

2. Policy Statement: 

HEAH is profoundly committed to providing and maintaining a safe and healthy environment for all learners, staff, volunteers, and visitors involved in our activities. We recognise our responsibility to ensure, so far as is reasonably practicable, the health, safety, and welfare of everyone on our premises or engaged in our off-site activities. This commitment extends to providing appropriate resources, training, and supervision to achieve a culture where safety is paramount. 

Aims: 

* To prevent accidents, injuries, and ill-health. 

* To comply with all relevant UK health and safety legislation and best practice guidelines. 

* To foster a proactive safety culture where all individuals take responsibility for their own safety and the safety of others. 

* To provide clear procedures for managing health and safety risks. 

Key Principles and Procedures

Risk Assessments: 

Regular and thorough risk assessments will be conducted for all venues, activities, equipment, and significant operational procedures. These assessments identify potential hazards, evaluate risks, and determine appropriate control measures to eliminate or reduce risks to an acceptable level. Risk assessments are reviewed periodically, or whenever there are significant changes to activities or environments. 

Responsibilities: 

* The leadership of HEAH holds ultimate responsibility for health and safety. 

* All staff are responsible for taking reasonable care of their own health and safety, and that of others who may be affected by their actions or omissions. They must cooperate with HEAH on health and safety matters and report any hazards or concerns. 

* Learners and visitors are expected to follow all safety instructions and procedures. 

Competent Person: 

HEAH will appoint a competent person(s) to assist in meeting our health and safety obligations. 

Emergency Procedures: 

Clear and effective emergency procedures (e.g., fire, evacuation, medical emergencies) are in place and regularly communicated to all staff and learners. 

Accident Reporting: 

All accidents, incidents, and near misses, no matter how minor, must be reported immediately using the established internal reporting system. This information is used to investigate causes and implement preventative measures. Serious incidents will be reported to the relevant authorities (e.g., HSE) as required by RIDDOR. 

Equipment Safety: 

All equipment used by HEAH will be regularly inspected, maintained, and used in accordance with manufacturer guidelines. Staff will be trained in the safe use of any specialised equipment. 

Training: 

All staff receive appropriate health and safety training relevant to their roles, including awareness of specific risks associated with our provision. 

Welfare Facilities: 

We ensure access to adequate welfare facilities, including sanitary provisions and drinking water. 

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

The HEAH: Home Education Alliance Hub - Open Routes For All Learners CIC

Effective From: 25.06.2025

Review Date: 25.06.2026

First Aid Policy 

3. Policy Statement: 

HEAH is committed to providing prompt and effective first aid provision for all learners, staff, volunteers, and visitors. We ensure that qualified First Aiders are available during all sessions and activities, and that appropriate first aid equipment is readily accessible. 

Aims: 

* To provide immediate care for injuries or illnesses sustained during HEAH activities. 

* To minimise the impact of injuries or illnesses until professional medical help arrives, if necessary. 

* To comply with the Health and Safety (First-Aid) Regulations 1981. 

Key Principles and Procedures

Qualified First Aiders: 

A sufficient number of staff will be trained and hold current, recognised First Aid at Work or Paediatric First Aid qualifications, appropriate to the nature of our activities and the age range of learners. The names and locations of qualified First Aiders will be clearly communicated. 

First Aid Kits: 

Fully stocked first aid kits, compliant with British Standards, will be maintained and readily accessible in all activity areas and during off-site trips. Kits will be regularly checked for expiry dates and restocked promptly after use. 

Reporting and Recording: 

All first aid incidents, no matter how minor, will be recorded in a dedicated First Aid Log. This log will include details of the casualty, nature of injury/illness, treatment given, and by whom. Serious incidents will also be recorded in the accident book and reported to parents/carers immediately. 

Emergency Procedures: 

In the event of a serious injury or illness, emergency services (999) will be contacted immediately. Parents/carers will be informed as soon as practicably possible. 

Medication: 

Staff will not administer prescription medication to learners unless specific written consent and clear instructions have been provided by parents/carers. A separate policy and procedure will govern the administration of medication, if applicable. 

Training and Refresher: 

First Aiders will receive regular refresher training as required to maintain their qualifications and skills. 

Review: This policy will be reviewed annually, or sooner if there are changes in regulations, activity types, or personnel. 

The HEAH: Home Education Alliance Hub - Open Routes For All Learners CIC

Effective From: 25.06.2025

Review Date: 25.06.2026

Behaviour Policy 

4. Policy Statement: 

HEAH is dedicated to creating a positive, respectful, and productive learning environment where all individuals feel safe, valued, and able to thrive. We promote positive behaviour through clear expectations, consistent boundaries, and a focus on restorative practices, encouraging self-regulation and mutual respect. 

Aims: 

 * To foster a culture of respect, kindness, and cooperation among all learners and staff. 

 * To provide clear and consistent expectations for behaviour. 

 * To equip staff with the skills to manage challenging behaviour safely and constructively. 

 * To address instances of inappropriate behaviour effectively and fairly, with a focus on learning and resolution. 

Key Principles and Procedures

Positive Reinforcement: 

We celebrate and recognise positive behaviour, effort, and achievement to build self-esteem and encourage continued positive choices. 

Clear Expectations: 

Learners will be made aware of HEAH's expectations for behaviour from the outset. These will be communicated clearly and consistently by all staff. 

Respectful Relationships: 

Staff will model respectful communication and interactions, building strong, positive relationships with learners based on trust and understanding. 

Consistent Boundaries: 

Clear, fair, and consistent boundaries will be applied across all HEAH activities and by all staff members. 

Restorative Practices: 

When challenging behaviour occurs, our approach focuses on understanding the impact of the behaviour, repairing harm, and restoring relationships, rather than solely on punishment. This may involve discussions, apologies, and agreed actions to make amends. 

Managing Challenging Behaviour: 

* Staff are trained in de-escalation techniques and positive behaviour management strategies. 

* Minor instances of misbehaviour will be addressed promptly and calmly by the supervising staff member. 

* Repeated or more serious misbehaviour will involve discussions with the learner, and potentially their parents/carers, to collaboratively develop strategies for improvement. 

* In extreme cases where a learner's behaviour poses a significant risk to themselves or others, or consistently disrupts the learning environment, HEAH reserves the right to implement temporary exclusion or, as a last resort, permanent removal from the programme, following a clear communication process with parents/carers. 

Physical Intervention: 

Physical intervention will only be used as a last resort to prevent a learner from harming themselves or others, or from causing serious damage to property. Any such intervention will be proportionate, recorded, and reviewed. All staff receive training in appropriate physical intervention techniques. 

Bullying: 

Bullying of any kind (physical, verbal, emotional, online) will not be tolerated. All incidents of bullying will be taken seriously, investigated promptly, and addressed effectively, with support offered to both the victim and the perpetrator to learn from the situation. 

Review: This policy will be reviewed annually, or sooner if there are significant changes in operational practices or feedback from learners, staff, or parents/carers. 

The HEAH: Home Education Alliance Hub - Open Routes For All Learners CIC

Effective From: 25.06.2025

Review Date: 25.06.2026

5. Equality, Diversity & Inclusion Policy 

Policy Statement: 

HEAH celebrates and champions the rich diversity of all individuals within our community. We are unequivocally committed to providing equal opportunities for all learners, staff, volunteers, and visitors, regardless of their background, characteristics, or circumstances. We strive to create an inclusive environment where everyone feels respected, valued, and empowered to reach their full potential. 

Aims: 

* To eliminate unlawful discrimination, harassment, and victimisation. 

* To advance equality of opportunity between people who share a protected characteristic and those who do not. 

* To foster good relations between people who share a protected characteristic and those who do not. 

* To create an inclusive culture where diversity is embraced and celebrated. 

Key Principles and Procedures 

Legal Compliance: 

HEAH adheres fully to the Equality Act 2010 and all other relevant anti-discrimination legislation. 

Prohibited Conduct: 

Discrimination, harassment, victimisation, or any other form of unfair treatment based on protected characteristics (age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, and sexual orientation) will not be tolerated. 

Equal Opportunities: 

We ensure that all individuals have equal access to our provision, activities, and opportunities, and are treated fairly and with respect. Decisions regarding admission, employment, and participation are based solely on merit and relevance to the role or programme, without prejudice. 

Inclusive Environment: 

* We actively promote an inclusive culture where everyone feels they belong. 

* Our curriculum and activities are designed to be inclusive and representative of diverse backgrounds and perspectives. 

* We challenge stereotypes and promote positive attitudes towards difference. 

Reasonable Adjustments: 

We are committed to making reasonable adjustments for individuals with disabilities to ensure they can fully participate in our programmes and activities. This includes adapting environments, resources, or support mechanisms where appropriate and practicable. 

Reporting Concerns: 

Any concerns about discrimination, harassment, or unequal treatment should be reported immediately to a member of staff or through the Complaints Policy. All concerns will be investigated promptly, sensitively, and in line with our internal procedures. 

Staff Training: 

All staff receive training on equality, diversity, and inclusion to ensure they understand their responsibilities and can promote an inclusive environment. 

Review: This policy will be reviewed annually to ensure its ongoing effectiveness and compliance with current legislation and best practice. 

The HEAH: Home Education Alliance Hub - Open Routes For All Learners CIC

Effective From: 25.06.2025

Review Date: 25.06.2026

6. Complaints Policy 

Policy Statement: 

HEAH is committed to providing a high-quality service and values feedback as an opportunity for continuous improvement. We take all complaints seriously and aim to resolve concerns quickly, fairly, and transparently, ensuring that the complainant feels heard and understood. 

Aims: 

 * To provide a clear, accessible, and timely process for raising and resolving complaints. 

 * To ensure all complaints are handled consistently, fairly, and confidentially. 

 * To use complaints as a valuable source of feedback to improve our services and practices. 

Key Principles and Procedure

Informal Resolution (Stage 1): 

* We encourage individuals to first raise minor concerns directly with the relevant staff member or programme lead. Many issues can be resolved quickly and informally at this stage. 

* Staff will listen carefully, try to resolve the issue promptly, and record the concern and resolution internally. 

Formal Complaint Submission (Stage 2): 

* If a concern cannot be resolved informally, or if it is of a serious nature, a formal complaint should be submitted in writing. 

* Complaints should be sent to s.shann@heah-openroutes.co.uk or by post to our registered address. 

* The complaint should include: the complainant's name and contact details, the nature of the complaint, the dates/times of any relevant incidents, names of individuals involved, and what outcome the complainant is seeking. 

Acknowledgement: 

All formal written complaints will be acknowledged in writing within 3 working days of receipt. 

Investigation and Resolution Pathway: 

* A designated member of the HEAH leadership team, who has not been directly involved in the matter being complained about, will be assigned to investigate the complaint. 

* The investigation will be thorough, fair, and impartial, gathering relevant information and speaking to all parties involved. 

* HEAH aims to provide a substantive response and a proposed resolution pathway within 10 working days of acknowledging the complaint. If more time is required due to the complexity of the investigation, the complainant will be informed and given an estimated timeframe. 

Escalation (Stage 3): 

* If the complainant remains dissatisfied with the resolution at Stage 2, they may request an escalation of their complaint within 10 working days of receiving the Stage 2 response. This request should be made in writing, outlining the reasons for continued dissatisfaction. 

* The escalated complaint will be reviewed by a more senior member of the HEAH team or an independent third party, as appropriate, whose decision will be final. A response will be provided within a further 10 working days. 

Confidentiality: 

All complaints will be handled with sensitivity and confidentiality, sharing information only with those who need to know to facilitate the investigation and resolution. 

Record Keeping: 

A confidential record of all formal complaints and their resolutions will be maintained for review and continuous improvement purposes. 

Review: This policy will be reviewed annually to ensure its effectiveness and accessibility.

 The HEAH: Home Education Alliance Hub - Open Routes For All Learners CIC

Effective From: 25.06.2025

Review Date: 25.06.2026

7. Data Protection & GDPR Policy 

Policy Statement: 

HEAH is committed to protecting the privacy and personal data of all learners, staff, volunteers, and stakeholders. We fully adhere to the principles of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA 2018), ensuring that all personal data is handled lawfully, fairly, transparently, and securely. 

Aims: 

 * To ensure compliance with UK data protection legislation. 

 * To protect the privacy rights of all individuals whose data we process. 

 * To maintain the confidentiality, integrity, and availability of personal data. 

 * To be transparent about how we collect, use, and store personal data. 

Key Principles and Procedures

Lawfulness, Fairness, and Transparency: Personal data is processed lawfully, fairly, and in a transparent manner in relation to individuals. We will clearly inform individuals about the purposes for which their data is collected and used. 

Purpose Limitation: 

Data is collected for specified, explicit, and legitimate purposes and not further processed in a manner that is incompatible with those purposes. 

Data Minimisation: 

We only collect and process personal data that is adequate, relevant, and limited to what is necessary in relation to the purposes for which it is processed. 

Accuracy: 

Personal data is accurate and, where necessary, kept up to date. We take reasonable steps to ensure inaccurate data is rectified or erased without delay. 

Storage Limitation: 

Data is 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. Our retention schedule outlines specific periods for different types of data. 

Integrity and Confidentiality (Security): 

Personal data is 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. 

Accountability: 

HEAH is responsible for, and able to demonstrate compliance with, the principles. 

Data Subject Rights: 

Individuals have rights concerning their personal data, including the right to: 

* Be informed about data collection and use. 

* Access their personal data. 

* Rectification of inaccurate data. 

* Erasure (the 'right to be forgotten'). 

* Restrict processing. 

* Data portability. 

* Object to processing. 

* Rights in relation to automated decision making and profiling. 

* Requests regarding these rights should be directed to hello@heah-openroutes.co.uk. 

Data Security Measures: 

* All personal records, both digital and physical, are stored securely and access is restricted to authorised personnel only. 

* Appropriate technical measures (e.g., encryption, firewalls, secure networks) and organisational measures (e.g., staff training, access controls) are in place. 

Data Sharing: 

Personal data will only be shared with third parties when necessary and lawful, and only after ensuring appropriate data protection agreements are in place (e.g., with local authorities, other educational providers, or medical professionals, with consent where required).

Data Breaches: 

In the event of a personal data breach, HEAH has procedures in place to assess the risk, mitigate impact, and report to the Information Commissioner's Office (ICO) and affected individuals if required by law. 

Staff Training: 

All staff receive regular training on data protection principles and procedures to ensure responsible handling of personal data. 

Review: This policy will be reviewed annually, or whenever there are significant changes to data protection legislation or HEAH's data processing activities. 

The HEAH: Home Education Alliance Hub - Open Routes For All Learners CIC

Effective From: 25.06.2025

Review Date: 25.06.2026

8. Safer Recruitment Policy 

Policy Statement: 

HEAH is committed to safeguarding and promoting the welfare of children and young people. We recognise that our staff and volunteers play a crucial role in protecting learners from harm. Therefore, we are dedicated to ensuring that all recruitment and selection processes are conducted rigorously and fairly, and that all individuals working with learners are suitable and safe to do so. 

Aims: 

 * To deter unsuitable applicants from applying. 

 * To identify and reject applicants who are unsuitable to work with children. 

 * To ensure a consistent and compliant recruitment process. 

 * To ensure all new staff are properly inducted and trained in safeguarding. 

Key Principles and Procedures

Legal Compliance: 

All recruitment practices will adhere to statutory guidance, including 'Keeping Children Safe in Education' (KCSIE), the Equality Act 2010, and other relevant employment legislation. 

Job Descriptions and Person Specifications: 

All roles involving contact with learners will have clear job descriptions and person specifications that outline the responsibilities, required qualifications, and the safeguarding commitment of the role. 

 Application Process: 

All applications will require a full employment history and details of any gaps in employment. 

Shortlisting: 

Shortlisting will be based solely on the applicant's ability to meet the requirements of the person specification. 

Interviews: 

Interviews will explore candidates' suitability to work with children, including their understanding of safeguarding principles and their professional boundaries. 

 Pre-Employment Checks: 

All appointments are subject to the satisfactory completion of rigorous pre-employment checks, which include: 

Enhanced DBS Check: 

An enhanced Disclosure and Barring Service (DBS) check, including a barred list check for regulated activity, will be obtained for all staff and volunteers who will have unsupervised contact with learners. 

References: 

At least two satisfactory professional references will be obtained directly from previous employers, specifically seeking information on the candidate's suitability to work with children. 

Identity Verification: 

Robust identity checks will be conducted, including verification of relevant qualifications. 

Right to Work Checks: 

Verification of the candidate's right to work in the UK. 

Health Declaration: 

A health declaration to ensure the candidate is medically fit for the role. 

Overseas Checks: 

Where applicable, additional checks for candidates who have lived or worked overseas. 

Single Central Record (SCR): 

HEAH will maintain a Single Central Record (SCR) of all checks carried out for staff and volunteers who work with learners, demonstrating compliance with statutory requirements. 

Induction and Training: 

All new staff and volunteers will undergo a comprehensive induction process before working with learners. This induction will include: 

* Thorough safeguarding training, including familiarisation with HEAH's Safeguarding & Child Protection Policy. 

* Training on relevant operational policies and procedures (e.g., Health & Safety, Behaviour). 

 * Understanding of their roles and responsibilities regarding safeguarding and learner welfare. 

Probationary Period: 

All new staff appointments will be subject to a probationary period, during which their suitability and performance will be continually assessed. 

Ongoing Monitoring: 

Suitability to work with children is an ongoing responsibility. Staff will be required to report any changes to their circumstances that may affect their suitability (e.g., arrests, charges, convictions) immediately. Regular safeguarding training refreshers will also be provided. 

Review: This policy will be reviewed annually, or whenever there are changes to relevant legislation or statutory guidance (e.g., KCSIE). 

The HEAH: Home Education Alliance Hub - Open Routes For All Learners CIC

Effective From: 25.06.2025

Review Date: 25.06.2026

9. SEND/Inclusion Policy 

Policy Statement: 

HEAH is committed to providing an inclusive learning environment that values and supports all learners, including those with Special Educational Needs and Disabilities (SEND). We believe that every learner has the right to access high-quality provision tailored to their individual needs, enabling them to make progress and achieve their potential. 

Aims: 

* To identify and respond effectively to the diverse needs of learners with SEND. 

* To provide appropriate support and reasonable adjustments to ensure full participation and access to the curriculum. 

* To work collaboratively with learners, families, and external professionals to develop and review support plans. 

* To track and celebrate the progress and achievements of all learners, including those with SEND. 

Key Principles and Procedures

Inclusive Approach: 

HEAH adopts a 'whole-setting' approach to SEND, ensuring that all staff are aware of their responsibilities towards learners with SEND. 

Identification of Needs: 

Information regarding a learner's SEND will be gathered during the admissions process, through discussions with parents/carers, and via any relevant reports from previous settings or professionals. Ongoing observation and assessment by HEAH staff will also contribute to identifying needs. 

Personalised Support Plans (PSP): 

For learners identified with SEND, a personalised support plan (PSP) will be developed in collaboration with the learner (where appropriate), their parents/carers, and any involved external professionals (e.g., educational psychologists, speech and language therapists).  The PSP will outline specific targets, strategies, resources, and reasonable adjustments required to support the learner's access to the curriculum and progress. 

Reasonable Adjustments: 

We will make reasonable adjustments to our provision, activities, and environment to ensure learners with SEND can participate fully. This may include differentiated teaching approaches, adapted materials, assistive technology, or additional adult support, subject to available resources. 

Collaboration with Families: 

We believe parents/carers are key partners in their child's education. Regular communication and meetings will be held to discuss progress, review PSPs, and gather feedback. 

Collaboration with Professionals: 

HEAH will liaise and collaborate with relevant external agencies and professionals (e.g., Local Authority SEND teams, health services) to ensure comprehensive support for learners. 

Tracking Progress: 

The progress of learners with SEND will be carefully monitored and reviewed against the targets set in their PSPs. This information will be shared with learners and families regularly. 

Staff Training: 

Staff will receive training on understanding and supporting various SEND needs, and on implementing inclusive teaching strategies. 

Transitions: 

Where appropriate, we will work with families and future settings to ensure smooth transitions for learners with SEND. 

Review: This policy will be reviewed annually, or sooner if there are changes in legislation (e.g., SEN Code of Practice) or significant changes in the profile of learners with SEND at HEAH. 

The HEAH: Home Education Alliance Hub - Open Routes For All Learners CIC

Effective From: 25.06.2025

Review Date: 25.06.2026

10. Whistleblowing Policy 

Policy Statement: 

HEAH is committed to operating with the highest standards of integrity, transparency, and accountability. This Whistleblowing Policy encourages staff and volunteers to raise genuine concerns about any aspect of the provision that falls short of these standards, or that may pose a risk to learners, staff, or the organisation itself. We assure individuals that they can raise such concerns without fear of reprisal, discrimination, or disadvantage. 

Aims: 

* To provide a safe and confidential channel for staff and volunteers to report concerns about wrongdoing or malpractice. 

* To ensure that all concerns are investigated promptly, thoroughly, and impartially. 

* To protect whistleblowers from detriment as a result of making a protected disclosure. 

* To foster a culture of openness and accountability. 

Key Principles and Procedures

Scope of Concerns: 

This policy covers concerns about: 

   * Safeguarding issues (e.g., abuse or neglect of a child/vulnerable adult). 

   * Criminal offences. 

   * Failure to comply with a legal obligation. 

   * Miscarriages of justice. 

   * Danger to health and safety. 

   * Damage to the environment. 

   * Financial malpractice or fraud. 

   * Breaches of HEAH's policies or procedures. 

   * Attempts to conceal any of the above. 

Confidentiality: 

All concerns will be treated with the utmost confidentiality. The identity of the whistleblower will be protected where possible, unless disclosure is required by law (e.g., for safeguarding investigations) or is essential to the investigation. 

Protection for Whistleblowers: 

HEAH will not tolerate any form of victimisation or detrimental treatment towards any individual who raises a genuine concern under this policy. Any such action will be treated as a serious disciplinary matter. 

How to Raise a Concern: 

Concerns should ideally be raised with a senior member of HEAH leadership (e.g., a Director) or the Designated Safeguarding Lead (DSL) if the concern relates to safeguarding. 

Concerns should be raised in writing where possible, providing as much detail as possible about the nature of the concern, dates, individuals involved, and any evidence. 

If the concern involves the designated contact, the concern should be directed to another senior member of the leadership team. 

Contact: hello@heah-openroutes.co.uk (or another named individual if this contact is the subject of the concern). 

Investigation Process: 

Upon receipt of a concern, it will be promptly assessed to determine if it falls under this policy and whether an investigation is warranted. 

   * An appropriate individual (who is not the subject of the concern) will be appointed to investigate. 

   * The investigation will be conducted fairly, confidentially, and as quickly as possible. 

   * The whistleblower will be informed of the outcome of the investigation, subject to confidentiality requirements concerning other individuals. 

External Disclosure: 

While we encourage internal reporting first, if an individual feels unable to raise a concern internally, or is dissatisfied with the outcome, they may escalate their concern to an external body (e.g., the local authority, Ofsted, the Charity Commission, the Police, or a prescribed body under the Public Interest Disclosure Act 1998 (PIDA)). 

Review: This policy will be reviewed annually, or sooner if there are changes in relevant legislation or best practice. 

The HEAH: Home Education Alliance Hub - Open Routes For All Learners CIC

Effective From: 25.06.2025

Review Date: 25.06.2026

11. Risk Assessment Policy 

Policy Statement: 

HEAH is committed to ensuring the safety and well-being of all individuals engaged in our activities. Integral to this commitment is a proactive and systematic approach to identifying and managing risks. This policy outlines our procedures for conducting comprehensive risk assessments across all aspects of our provision to minimise hazards and ensure a safe environment. 

Aims: 

* To systematically identify potential hazards associated with our activities, premises, and equipment. 

* To evaluate the likelihood and severity of harm from these hazards. 

* To implement effective control measures to eliminate or reduce risks to an acceptable level. 

* To ensure compliance with the Management of Health and Safety at Work Regulations 1999. 

* To integrate risk management into our daily operational planning and decision-making. 

Key Principles and Procedures: 

Proactive Approach: 

Risk assessments are not just a bureaucratic exercise but a fundamental part of our planning and operational processes. 

Competence:

Risk assessments will be carried out by individuals with the necessary knowledge, experience, and understanding of the activity being assessed. 

Scope: 

Risk assessments will be conducted for: 

Premises and Environments: 

All venues where HEAH activities take place, including fixed sites and any external locations (e.g., parks, community centres). 

Activities: 

All planned activities, lessons, and outings, considering the specific risks associated with equipment, materials, and participant interaction. 

Individuals: 

Where necessary, individual risk assessments will be conducted for learners or staff with specific needs (e.g., medical conditions, challenging behaviour) to ensure appropriate support and safety measures are in place. 

New Equipment and Procedures: 

Before introducing any new equipment or changing operational procedures. 

Risk Assessment Process: 

Identify Hazards: What could cause harm? 

   * Who Might Be Harmed and How? Consider learners, staff, visitors, and specific vulnerabilities. 

   * Evaluate Risks: How likely is harm, and how severe could it be? (e.g., low, medium, high). 

* Record Findings: Document the significant findings of the assessment. 

* Implement Control Measures: What actions are needed to eliminate or reduce the risk? This includes practical steps, training, supervision, and emergency procedures. 

Review and Update: 

Regularly review assessments, especially if there are changes to activities, environment, or if an incident occurs. 

Control Measures: 

Control measures will follow the hierarchy of control: 

* Eliminate the hazard. 

* Substitute with a safer alternative. 

* Engineer controls (e.g., guards, ventilation). 

* Administrative controls (e.g., safe operating procedures, training). 

* Personal Protective Equipment (PPE) as a last resort. 

Communication: 

Relevant findings from risk assessments, particularly those related to immediate safety procedures, will be communicated effectively to all staff, learners, and, where appropriate, parents/carers. 

Record Keeping: 

All significant risk assessments will be documented and retained. 

Review: Risk assessments will be reviewed at least annually, or immediately if: 

 * There is an accident or near miss related to the activity/venue. 

 * There are changes to the activity, venue, equipment, or staff. 

 * New information on hazards or control measures becomes available. 

The HEAH: Home Education Alliance Hub - Open Routes For All Learners CIC

Effective From: 30.06.2025

Review Date: 30.06.2026

12. Insurance Statement 

Policy Statement: 

HEAH: Open Routes for All Learners CIC is committed to ensuring appropriate insurance cover is in place to protect the organisation, its staff, learners, and operations. This statement confirms our commitment to maintaining valid and sufficient insurance policies in accordance with legal requirements and best practice for organisations providing alternative provision. 

Key Information: 

Public Liability Insurance: 

HEAH holds comprehensive Public Liability insurance. This policy provides cover for legal liability to third parties for personal injury or property damage arising out of our business activities. This ensures protection for learners, visitors, and members of the public during HEAH activities, both on and off-site. 

Employers’ Liability Insurance: 

As an employer, HEAH holds Employers’ Liability insurance. This is a legal requirement for most businesses in the UK and provides cover for legal liability for death or bodily injury sustained by employees during the course of their employment. 

Adequacy of Cover: 

The levels of cover for both Public Liability and Employers' Liability insurance are reviewed regularly to ensure they remain adequate for the scope and nature of HEAH's operations and meet statutory requirements. 

Proof of Insurance: 

Copies of our insurance certificates are available upon request for commissioners, inspecting bodies, partner organisations, or any other legitimate interested parties. 

Contact for Insurance Enquiries: hello@heah-openroutes.co.uk 

Review: This statement will be updated to reflect any changes in our insurance policies and will be reviewed annually in line with policy renewals. 

The HEAH: Home Education Alliance Hub - Open Routes For All Learners CIC

Effective From: 25.06.2025

Review Date: 25.06.2026

13. Emergency Procedures / Critical Incident Management Policy 

Policy Statement: 

HEAH is committed to ensuring the safety and well-being of all individuals during unforeseen emergencies and critical incidents. This policy outlines clear procedures for responding effectively to a range of potential emergencies, ensuring the protection of learners, staff, and visitors, and the continuity of our operations as far as possible. 

Aims: 

 * To provide clear and concise procedures for staff to follow during an emergency. 

 * To minimise risk and ensure the safety of all individuals during a critical incident. 

 * To facilitate effective communication with emergency services, parents/carers, and relevant authorities. 

 * To support recovery and return to normal operations following an incident. 

Key Principles and Procedures: 

Emergency Planning: 

HEAH will develop and regularly review emergency plans for various scenarios, including: 

   * Fire 

   * Medical emergencies (serious injury/illness) 

   * Missing person 

   * Serious accident 

   * Intruder/Security threat 

   * Severe weather conditions 

   * Bomb threat/suspicious package 

Roles and Responsibilities: 

   * Specific roles and responsibilities will be assigned to staff for different emergency scenarios (e.g., Fire Wardens, First Aiders, communication leads). 

   * All staff will be aware of their roles and trained in relevant emergency procedures. 

 Evacuation Procedures: 

   * Clear evacuation plans will be in place for all venues, detailing assembly points and emergency exits. 

   * Evacuation routes will be kept clear at all times. 

   * Regular fire drills and evacuation practices will be conducted to ensure staff and learners are familiar with procedures. 

 Communication: 

Internal Communication: 

Clear lines of communication will be established for disseminating information to staff during an emergency. 

External Communication: 

Procedures for contacting emergency services (999), parents/carers, and relevant authorities (e.g., Local Authority, Ofsted, Charity Commission) will be clearly defined. A designated spokesperson will be appointed for external media contact if necessary. 

 Medical Emergencies: 

  * In cases of serious injury or illness, emergency services will be contacted immediately (999). 

   * Trained First Aiders will provide immediate care until medical professionals arrive. 

   * Parents/carers will be informed as soon as possible. 

 Missing Person Procedures: 

Clear procedures will be followed in the event a learner is believed to be missing, including immediate search protocols and notification of parents/carers and the Police. 

Critical Incident Team: 

A small critical incident management team will be established to coordinate responses to major incidents, manage communications, and oversee recovery efforts. 

Learner Welfare During Incidents: 

The welfare and psychological support of learners and staff during and after an incident will be a priority. 

Debriefing and Review: 

Following any emergency or critical incident, a thorough debrief and review will be conducted to identify lessons learned and update procedures as necessary. 

Business Continuity: 

Where possible, plans will be in place to ensure the continuity of essential services following a disruptive event. 

Review: This policy and associated emergency plans will be reviewed annually, or following any incident, drill, or significant change to premises or operations. 

The HEAH: Home Education Alliance Hub - Open Routes For All Learners CIC

Effective From: 25.06.2025

Review Date: 25.06.2026

14. Privacy policy

1. Introduction

At HEAH: Home Education Alliance Hub - Open For All Learners CIC (“we”, “our”, or “us”), we are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal information when you engage with our services, website, or activities.

2. What Information We Collect

We may collect and process the following personal data:

Personal Identification Information:

• Name
• Address
• Phone number
• Email address
• Date of birth
• Emergency contact details

Child-Related Information

• Child’s name and date of birth
• Educational needs (including EHCP or SEN details if provided)
• Medical or well-being information relevant to service provision

Service Interaction Information

• Records of communication with us
• Attendance records
• Consents and preferences
• Payment and invoicing details (for paid services)

Website Usage Information

• IP address
• Browser type and version
• Browsing behaviour on our website

3. How We Use Your Data

We use your information to:

• Deliver educational, wellness, and support services
• Register you and your child(ren) for sessions and memberships
• Communicate important updates, bookings, or changes to services
• Respond to your queries and provide customer support
• Manage our internal safeguarding and compliance procedures
• Process payments and issue invoices
• Monitor service use and improve our delivery
• Share anonymised data with funders or partners (where appropriate)

4. Lawful Basis for Processing

We process your data under the following lawful bases:

• Consent – when you explicitly opt-in to marketing or communications
• Contract – when data is required to provide you with a service
• Legal obligation – to meet regulatory and safeguarding requirements
• Legitimate interest – to operate and improve our services effectively

5. How We Store and Protect Your Data

All personal data is securely stored on encrypted devices, secure cloud platforms, or locked filing systems. We take appropriate technical and organisational measures to protect your data from unauthorised access, alteration, disclosure, or destruction.

We retain your data only for as long as necessary to fulfil the purposes outlined in this policy, or as required by law.

6. Sharing Your Information

We do not sell or trade your personal data.

We may share your data with:

• Safeguarding or emergency services where there is a risk of harm
• Local authorities or education professionals (with consent or lawful basis)
• Service providers under contract to support delivery (e.g., IT providers, accountants)
• Funders and inspectors (anonymised unless otherwise required and consented to)

7. Your Rights

You have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data (in some circumstances)
• Object to or restrict certain types of processing
• Withdraw consent (where processing is based on consent)
• Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise any of your rights, please email hello@heah-openroutes.co.uk

8. Cookies

Our website uses cookies to improve your experience. You can control cookie settings through your browser.

9. Updates to This Policy

We may update this Privacy Policy from time to time. All changes will be posted on this page and, where appropriate, notified via email or your parent portal.

10. Contact Us

If you have any questions or concerns about this policy or your data, please contact:

HEAH: Home Education Alliance Hub - Open Routes For All Learner CIC

Email: hello@heah-openroutes.co.uk

Phone: 07513 249727

Website: https://heah-openroutes.co.uk