SDS Photography's policies and procedures:



The SDS Photography (SDSP) is committed to:

  • Building a ‘culture of safety’ in which the children and young people in our club are protected from any kind of harm.

  • Adopting a child-centred approach. 

  • Having a responsibility to promote the welfare of all children and young people.

  • Having a clear understanding of needs and views of children.

  • Receiving appropriate training in safeguarding children that covers human rights of children, .

  • Safe recruitment practices.

  • Making sure its staff are aware of Safeguarding policy, understand its contents and are vigilant.

  • Providing management support to staff and volunteers working with children and young people through regular supervision.

  • Making its staff aware of their statutory duties with regards to protection of children and their rights.

  • Employing staff and volunteers that have an enhanced DBS and criminal record checks.

  • Ensuring all members of the staff have basic safeguarding training.

  • Keeping details of key contacts in the local authority accessible at all times. 

  • Maintaining registers of attendance, complaints, medical requirements, accidents or any other incidents/concerns and parents' specific requests for their child/children.

  • Giving top priority to the welfare and safety of children, under all circumstances.

Health and Safety:

  • SDSP complies with The Health and Safety at Work Act 1974 and the Workplace (Health, Safety and Welfare) Regulations 1992 at all times. 

  • SDSP has appropriate insurance cover, including employer’s liability insurance and public liability insurance.


SDSP's staff follow the following Health and Safety policy and are committed to:

  • Maintaining a safe environment

  • Taking reasonable care for the health and safety of themselves and others attending the club.

  • Reporting all accidents and incidents which have caused injury or damage or may do so in the future.

  • Undertaking relevant health and safety training when necessary.

  • Responsibilities of the owner.

SDSP's owner holds ultimate responsibility and liability for the safe operation of the club. They ensure that:

  • All staff and volunteers receive information on health and safety matters.

  • Staff and volunteers understand and follow health and safety procedures.

  • All accidents, incidents and dangerous occurrences are properly reported and recorded. This includes child protection agencies and the Health and Safety Executive under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995) where appropriate.

  • All reported accidents, incidents and dangerous occurrences are reviewed, so that preventative measures can be taken.

SDSP is responsible for ensuring that at each session:

  • Grounds/Premises are clean, well lit, adequately ventilated and maintained at an appropriate temperature

  • The space is used solely by the club, when children are present.

  • All the club’s equipment is safely and securely stored.

  • A working telephone is available on the premises at all times.

  • Any chemicals and cleaning materials are stored appropriately, and in accordance with COSHH data sheets.


Food hygeine and safety:

  • Most activities being of short duration will not have children eating during the sessions.

  • For any other concern, parents must notify in writing. Discretion will be exercised under those circumstances whether or not SDSP will be able to enroll the child on the programme.

  • Child's welfare, under any circumstances, remains SDSP's top priority.


  • Children are not allowed to leave the school/club premises during the session unless prior permission has been given by the parents.

  • During club sessions all external doors are kept locked, with the exception of fire doors which are alarmed. Staff monitor the entrances and exits to the premises throughout the session.

  • Security procedures will be regularly reviewed.

  • All equipment kept clean, well maintained and in good repair.

  • Equipment and resources selected with care, and assessed for suitability before the children are allowed to use them.

  • Broken equipment disposed of promptly.

  • Flammable equipment stored safely.

Staffing levels:

  • Levels of supervision are always appropriate to the number, ages and abilities of the children present, and to the risks associated with the activities being undertaken.

  • A staff to children ratio of between 1:10 and 1:15 is maintained, depending on the nature of the activity, and the location.

Administering Medication Policy:

  • Staff at the club will not administer any medication.

  • Children are expected to take their medication before arriving at the club. If this is not possible, children will be encouraged to take personal responsibility for their medication, if appropriate.

  • If children carry their own medication (e.g. asthma inhalers, or any other 'prescribed' medication), the club staff will offer to keep the medication safe until it is required. Inhalers and other medicines must be labelled with the child’s name.

  • Parents must provide, in writing, any specific requirement for the child.

  • If a child suffers from a long term medical condition, the club will expect the child's parents to provide in writing what the symptoms to watch for, so that the club has a clear statement of the child's condition, and can take appropriate action when necessary, e.g. to call an ambulance in a medical emergency.


  • Attendance will be marked at every session.

  • A easily accessible log will be kept for all incidents. 

Data Protection Policy:

  • At SDS Photography we respect the privacy of the children attending the club and the privacy of their parents or carers, as well as the privacy of our staff.

  • Our aim is to ensure that all those using and working at SDSP can do so with confidence that their personal data is being kept secure.

  • Our lead person for data protection ensures that the club meets the requirements of the GDPR, liaises with statutory bodies when necessary, and responds to any subject-access requests.


At SDSP we respect confidentiality in the following ways:

  • SDSP will only ever share information with a parent about their own child.

  • Information given by parents to the club staff about their child will not be passed on to third parties without permission unless there is a safeguarding issue (as covered in our Safeguarding Policy).

  • Concerns or evidence relating to a child’s safety, will be kept in a confidential file and will not be shared within the club, except with the lead member.

  • Staff only discuss individual children for purposes of planning and group management.

  • Staff are made aware of the importance of confidentiality during their induction process.

  • Issues relating to the employment of staff, whether paid or voluntary, will remain confidential to those making personnel decisions.

  • All personal data is stored securely in a folder on a password protected flash drive.

  • Students on work placements and volunteers are informed of our Data Protection policy and are required to respect it.

Information that we keep:

Children and parents: We hold only the information necessary to provide a suitable training to each child. This includes child registration information, medical information (where necessary), parent contact information, attendance records, incident and accident records and so forth.

Once a child leaves our club, we retain only the data required by statutory legislation and industry best practice, and for the prescribed periods of time. (six months). Electronic data that is no longer required is deleted and paper records are disposed of securely.

Subject access requests:

  • Parents/carers can ask to see the information and records relating to their child, and/or any information that we keep about themselves.

  • Staff and volunteers can ask to see any information that we keep about them.

  • We will make the requested information available as soon as practicable, and will respond to the request within one month at the latest.

  • If our information is found to be incorrect or out of date, we will update it promptly.

  • Parents /carers can ask us to delete data. In addition, even after a child has left our club, we have to keep some data for specific periods so won’t be able to delete all data immediately.

  • Staff and volunteers can ask us to delete their data, but this may mean that we can no longer employ them as we have a legal obligation to keep certain data. In addition, even after a staff member has left our employment we have to keep some data for specific periods so won’t be able to delete all data immediately.


  • SDSP complies with the requirements of the General Data Protection Regulation (GDPR), regarding obtaining, storing and using personal data.

Missing Child Procedure:


  • As an activity club we are always alert to the possibility that children can go missing during sessions. To minimise the risk of this happening we will carry out periodic head counts, particularly when transporting children between locations (eg walking from the school to the club).


If a child cannot be located, the following steps will be taken:

  • A member of the school staff will be informed and help sought to conduct a search.

  • All SDSP staff will be informed that the child is missing.

  • Staff will conduct a thorough search of the premises and surrounding area.

  • After 10 minutes the police will be informed. The manager will then contact the child’s parents or carers.

  • Staff will continue to search for the child whilst waiting for the police and parents to arrive.

  • We will maintain as normal a routine as possible for the rest of the children at the club.

  • The SDSP Leader/Owner will liaise with the police and the child’s parent or carer.

  • The incident will be recorded in the Incident Log.

  • A review will be conducted regarding this and any other related incidents along with relevant policies and procedures.

  • We will identify and implement any changes as necessary and advised.

Uncollected Children Policy:


SDS Photography endeavours to ensure that all children are collected by a parent or carer at the end of each session. If a child is not collected, and the parent or carer has not notified us that they will be delayed, we will follow the procedure set out below:


Up to 15 minutes late

  • When the parent or carer arrives they will be reminded that they must call the club to notify if they are delayed.

  • There will be a discretionary charge of £10 for arriving later than 5 minutes, but within 15 minutes.


Over 15 minutes late

  • If a parent or carer is more than 15 minutes late in collecting their child, the manager will try to contact them using the contact details on file.

  • If there is no response from the parent or carer, messages will be left requesting that they contact the club immediately. The manager will then try to contact the emergency contacts listed on the child’s registration form.

  • While waiting to be collected, staff will continue to supervise the child.

  • When the parent or carer arrives they will be reminded that they must call the club to notify us if they are delayed, and that the child’s place at the club will be reconsidered if they fail to collect the child at the appropriate time

  • There will be a discretionary charge of £15 for arriving after 15 minutes, but within 30 minutes.


Over 30 minutes late

  • If the manager has been unable to contact the child’s parents or carers after 30 minutes, the manager will contact the school (in case of after-school club) or the local Social Care team (in case of out-of-school club) for advice.

  • The child will remain in the care of the club’s staff, on the club’s premises if possible, until collected by the parent or carer, or until placed in the care of the Social Care team.

  • If it is not possible for the child to remain at the club’s premises, a note will be left on the door of the club informing the child’s parent or carer where the child has been taken (e.g. to the home of a staff member or into the care of a safeguarding agency) and leaving a contact number. A further message will be left on the parent or carer’s telephone explaining events.

  • There will be a discretionary charge of £20 for this.


Managing persistent lateness:

  • The manager will record incidents of late collection and will discuss them with the child’s parents or carers. Parents and carers will be reminded that if they persistently collect their child late they may lose their place at the club.

Use of mobile phones and cameras:

  • Photographs will only be taken of children with their parents’ permission.

  • Only the leading club member's camera will be used to take photographs of children during club's activities. 

  • Only the leading member of the staff, or the one appointed by the leading member, will take photographs of the children during activities' time, or for group photographs.

  • No other staff, nor visitors may use their mobile phones to take photographs during the sessions, unless the activity demands it.

  • The parents will be made aware that this being a photography club, their children, at some stage, will be involved in taking photographs of other participants, and vice versa, during club activities.

  • Children will be taught to not upload photos anywhere without their peers' consent, and if anyone is not pleased after photos are uploaded, they must respect their wish and take them down.

  • SDSP retains the right to use photos, taken during the club's sessions, for promotional and marketing purposes.

  • Parents can give in writing if, at any stage, they want us to remove photo of their child from the club's website and/or social media channels.

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