Our policies & commitments.

Who this information is for

Child Sparks (registered charity 1219134) supports children, young people and their families. This notice covers enquiries through this website and explains what to consider when applying for membership or support through Sparks Connect. Contact us using the Contact page if you have a question about your information.

Your application data

The public contact form asks for your name, email address, enquiry type and message. It also records your acknowledgement of the privacy information. Please share only what we need to understand your enquiry. Do not send full medical records, identity documents or information about other families through this form. Membership applications take place in Sparks Connect, which is separate from this public website. Read the information shown there before providing family or child details.

Membership and support

Information supplied for membership is used to manage the application and the support requested. Details about a child’s health or neurodevelopmental needs require particular care. Before collecting these details, Child Sparks must explain which information is required, why it is needed, who can access it and the lawful basis and additional condition for using sensitive information. Acknowledging that you have read a notice is not consent to every possible use of your information.

How website enquiries are handled

Enquiry details are stored encrypted in the website database. An email notification directs authorised administrators to the record; it does not include the message itself. Safeguarding and complaint records have restricted administrator access. Website hosting and email services support this process. Information may need to be shared with an appropriate authority when addressing a safeguarding concern; the reason and information shared should be recorded.

Keeping information secure and limiting its use

The website uses administrator permissions, encrypted enquiry storage and checks designed to reduce abusive submissions. It does not use enquiry details to make automated membership decisions. Information should be kept only for as long as it is needed for the purpose for which it was collected, including any applicable safeguarding or legal record-keeping requirements. A documented retention and deletion schedule for each record type must be confirmed before this draft is adopted.

Cookies and your design choice

Essential cookies support form security and administrator sign-in. The image-verification challenge expires after ten minutes. If you choose a website design, your browser stores that choice locally so it can be remembered on your next visit. You can remove it through your browser’s site-data settings. The website also uses limited security records to reduce repeated abusive requests.

Your choices and rights

You can ask Child Sparks about access to your personal information, correction of inaccurate information, deletion, restriction or objection to its use, and portability where applicable. These rights depend on the circumstances and the legal basis for processing. Where processing relies on consent, you can withdraw that consent. Contact us to make a request. You can also raise a data-protection concern with the Information Commissioner’s Office at ico.org.uk/make-a-complaint/.

Review before adoption

Draft for trustee review. Child Sparks must confirm the lawful basis for each purpose, the additional condition for sensitive data, the retention schedule, service providers, any international transfers and the membership data flows in Sparks Connect. This draft does not certify compliance or replace the information provided at the point of collection.

Introduction

Child Sparks is a parental support group established on 14 September 2018 to assist families with children affected by Neurodevelopmental Disorders. Rooted in resilience and community collaboration, Child Sparks is committed to creating a safe, inclusive, and nurturing environment for children and families. This safeguarding policy ensures that all children involved in our activities are protected from harm and have opportunities to thrive.

Vision and Objectives

At Child Sparks, we work together to empower families and children with Neurodevelopmental Disorders, enabling them to achieve their potential, live independent lives, and build resilience. Safeguarding is integral to our mission and values, as it supports our goal to promote wellbeing, self-care, and positive development.

Scope of the Policy

This policy applies to:

All parents, volunteers, and facilitators involved in Child Sparks activities.

External professionals and organisations collaborating with Child Sparks.

Children participating in group activities, events, and workshops.

Our Commitment to Safeguarding

S-Special Needs: Ensuring timely and appropriate interventions to support children’s development and inclusion in education and society.

P-Promote: Promoting neurodevelopmental growth, family wellbeing, and resilience through proactive safeguarding.

A-Acceptance: Supporting parents to accept and understand their child’s needs while fostering strengths and resilience.

R-Resilience: Empowering families to overcome challenges and nurture their children’s potential.

K-Knowledge: Providing accurate, timely, and actionable information to parents to help them make informed decisions.

S-Support: Fostering a compassionate community of parents, children, and professionals united in safeguarding and development.

Roles and Responsibilities

Designated Safeguarding Officer (DSO)

Child Sparks will appoint a DSO to:

Oversee safeguarding practices and ensure compliance with this policy.

Act as the first point of contact for safeguarding concerns.

Liaise with relevant authorities when required.

Parents and Carers

Parents are central to safeguarding at Child Sparks and must:

Supervise their children during activities unless otherwise agreed.

Follow group rules and guidance to maintain a safe and respectful environment.

Report any safeguarding concerns promptly to the DSO.

Volunteers and Facilitators

All volunteers and facilitators must:

Adhere to this safeguarding policy and undergo a Disclosure and Barring Service (DBS) check.

Promote inclusion, respect, and safety during activities.

Report any safeguarding concerns or incidents to the DSO.

Recognising and Responding to Safeguarding Concerns

Types of Abuse

Child Sparks recognises the following types of abuse:

Physical Abuse: Any form of physical harm to a child.

Emotional Abuse: Actions that damage a child’s self-esteem or emotional wellbeing.

Sexual Abuse: Involvement of a child in sexual activities, online or offline.

Neglect: Failing to meet a child’s basic needs.

Reporting a Concern

Concerns should be reported to the DSO immediately.

In emergencies, contact the local safeguarding team or emergency services (999).

Reports will be handled confidentially and with sensitivity.

Safe Practices in Activities

Child Sparks activities, including workshops, group meetings, and outings, are designed with safeguarding in mind:

Punctuality and Attendance: Parents must ensure regular participation and inform leaders of absences.

Respect and Confidentiality: Parents should not share group discussions or photographs on social media without permission.

Child-Centred Activities: Activities are structured to promote developmental milestones, neuroplasticity, and social interaction.

Health and Safety: Risk assessments are conducted for all events to ensure a safe environment.

Online Safety

Child Sparks uses online platforms for workshops and meetings, ensuring:

All sessions are conducted securely with appropriate privacy settings.

Parents supervise their children during online activities.

Sharing of images or recordings during online sessions is prohibited unless explicitly agreed upon.

Code of Conduct

All members of Child Sparks must:

Treat others with respect, empathy, and understanding.

Refrain from disruptive behaviour, including bullying or harassment.

Actively participate in activities and contribute to the group’s positive environment.

Support for Families

Child Sparks provides:

Training and Workshops: Fortnightly sessions in English and Tamil to empower parents.

Peer Support: Opportunities for parents to share experiences and solutions.

Activities for Children: Sports and social outings to encourage development and interaction.

Sibling Support: Initiatives to engage and support siblings of children with neurodiversity.

Monitoring and Evaluation

Child Sparks will regularly review this safeguarding policy to ensure its effectiveness. Attendance records, feedback, and reports will be used to evaluate the success of our safeguarding measures.

Contact Information

Emergency services: 999.

Acknowledgement

By participating in Child Sparks activities, all members agree to adhere to this safeguarding policy and support its implementation.

Tell us what happened

Use Contact and choose Complaint. Explain what happened, when it happened and what you would like us to consider. Include only relevant information. If the form is unavailable, use the email option on the Contact page. If someone is in immediate danger, call 999; a complaint is not an emergency reporting route.

Handling your complaint

Proposed procedure for trustee review: the charity should arrange for an appropriate person to review the concern, keep information restricted to those who need it, consider relevant records and explain the outcome. A person involved in the complaint should not decide its outcome alone. If you remain dissatisfied, ask for a review by a trustee who was not involved in the original decision.

Review before adoption

Draft procedure. The trustees need to confirm the responsible roles, acknowledgement and response times, escalation arrangements and record-retention period. These details will be added once agreed.

Purpose and scope

This is a draft data protection impact assessment for membership applications, family support and related safeguarding information. It covers the journey from the public website into Sparks Connect and the handling of public enquiries. The full assessment must include the actual Connect system and the people who operate it.

Risks and safeguards to assess

Risks include collecting more child or health information than necessary, access by the wrong person, accidental disclosure through email, records being kept too long, and families not understanding how information is used. Existing public-website safeguards include encrypted enquiry records, restricted access to sensitive enquiries and notification emails that link to the record. The assessment must check these controls in the hosting environment and confirm equivalent controls in Sparks Connect.

Required assessment and decisions

Record the information collected, its source, each purpose, lawful basis, sensitive-data condition, recipients, hosting locations, retention periods and deletion process. Consult trustees, safeguarding leads and parent representatives. Assess necessity, proportionality, likelihood and impact for each risk; assign actions and owners, then record the remaining risk. If high risks cannot be reduced, obtain appropriate advice and consult the ICO where required before starting that processing.

Approval and review

Not yet a completed or approved DPIA. The responsible trustee must record the assessment owner, evidence, actions, approval date and review date. Review it when membership processes, technology, providers or the use of children’s information changes, and after a relevant incident.

Your application data

I have read the privacy information and understand how my application data will be used.

Membership and support

I understand Child Sparks will process information needed to manage membership and support.

Safeguarding responsibilities

I understand safeguarding and child-protection responsibilities apply to Sparks Connect use.