Our policies & commitments.

Keeping children and families safe

CHILD SPARKS is committed to protecting children and adults at risk from abuse, neglect, exploitation and bullying, in person and online. These expectations apply to trustees, parents, carers, volunteers, facilitators and anyone working with our families. The welfare of the child comes first.

Safeguarding lead and responsibilities

Our Designated Safeguarding Officer (DSO) is Dr K. Puvanendran. The DSO is the first point of contact for safeguarding concerns, coordinates the response and liaises with the relevant authorities. Trustees remain responsible for overseeing safeguarding.

All volunteers and facilitators must follow safeguarding procedures, understand their role and report concerns promptly. DBS checks are required for roles where this is appropriate and legally eligible; required checks must be completed before the person begins that role. Checks do not replace safe recruitment, training and supervision.

Parent and carer supervision

Parents and carers are solely responsible for the day-to-day care and supervision of their own child or children throughout activities, including online sessions and outings. Stay present and available; do not assume that a group leader, volunteer or another parent has taken over. Agree any additional support with the leader in advance. CHILD SPARKS, its leaders and volunteers retain their safeguarding responsibilities and duty to take reasonable steps to keep activities safe.

Report a concern

If someone is in immediate danger or needs urgent medical help, call 999. Otherwise, report concerns promptly to the DSO through Contact, choosing Safeguarding concern, or tell the activity leader. The website is not an emergency service; do not wait for a reply if a child may be at risk. You can contact the child’s local authority children’s social care team or the police directly.

Listen calmly to a child, take what they say seriously and avoid leading questions. Do not investigate or promise secrecy. Record the facts and the child’s own words as soon as possible. Share information only with those who need it to protect someone or respond to the concern.

If the concern involves the DSO, or the usual route is unavailable or unsafe, contact children’s social care or the police directly and inform a trustee who is not involved. Allegations about an adult working with children should be referred to the relevant local authority designated officer or equivalent safeguarding service. No one needs the charity’s permission to raise a concern with an authority.

Safe activities and responding to harm

Leaders must assess risks, explain safety arrangements and consider each child’s communication, sensory, health and access needs. Parents must follow venue rules and safety instructions.

It is not acceptable for one child to hurt another child. Make the situation safe, support those affected and tell the leader immediately. Record and report safeguarding concerns, and agree appropriate support and adjustments. Do not shame or punish a child for their disability or distress.

Use appropriate privacy settings for online activities. Do not photograph, record or share images or information about families without the required permission. Trustees and the DSO should review safeguarding arrangements regularly and after significant incidents.

Who we are and what we collect

CHILD SPARKS (registered charity 1219134) is responsible for personal information collected through the CHILD SPARKS website (childsparks.org) and Sparks Connect (connect.childsparks.org). Use Contact for privacy questions or requests.

The public website may collect your name, email address, enquiry type, message and acknowledgement of this notice when you contact us. Limited security records are also used to help protect the website from abuse.

Sparks Connect may collect information needed to manage accounts, applications, family support and participation in CHILD SPARKS services. Depending on how the service is used, this may include contact details, account information, application information, information about a child or young person, support needs, relevant health or developmental information supplied by a parent or guardian, uploaded evidence, attendance or participation information, and records needed for safeguarding, service administration and governance.

Only provide information that is relevant to the service or support being requested. Do not submit unnecessary information about other people.

Signing in with Google

Sparks Connect allows users to choose Google as an optional way to register or sign in.

When you use Google sign-in, Sparks Connect may receive a stable Google account identifier, your email address, whether Google has verified that email address, and a Google Workspace domain claim where provided. Sparks Connect requests only the OpenID Connect openid and email permissions; it does not request the profile permission or use Google profile names or pictures.

This information is used to authenticate you, create or continue an application where appropriate, or securely link your Google identity to an existing Sparks Connect account.

An existing Sparks Connect account is not automatically linked simply because the Google email address matches. Additional verification may be required before an existing account is linked.

Sparks Connect does not request access to Gmail messages, Google Drive, Google Contacts, Google Calendar, or other unrelated Google services. It does not request mailbox or contact permissions.

Google authentication tokens are used only as required to complete the sign-in process and are not retained for ongoing access to Google services. Sparks Connect retains only the provider identity information needed to recognise future sign-ins and maintain the account link.

How Google sign-in information is stored and protected: Sparks Connect stores the account link in its application database, using a keyed hash derived from the Google account identifier to recognise returning users. Email information may become part of your Sparks Connect account or application. Temporary sign-in records are used to complete authentication and verification. Server-side access controls restrict access to account information, and existing-account linking requires additional verification.

How Google sign-in information is shared: the hosting and infrastructure providers operating Sparks Connect may process this information to provide the service. Authorised CHILD SPARKS users may access account or application information only where their role permits it. The disclosures described under How information is used and shared also apply to Google-derived account information, including disclosures required by law. We do not sell Google user data.

Retention and deletion of Google sign-in information: the account link is retained to support future sign-ins while it is needed for your account. Account and application information follows the retention criteria below. Use Contact to request deletion of your Google sign-in link or associated personal information, identifying your Sparks Connect account. We will assess the request and explain any information that must be retained for a lawful reason. Removing access through your Google Account does not by itself delete records already held by CHILD SPARKS.

Users may continue to use supported non-Google sign-in methods where available.

How information is used and shared

We use personal information to respond to enquiries, administer accounts and applications, provide requested support and services, manage participation in activities, handle complaints or safeguarding concerns, maintain service security and protect CHILD SPARKS, its users and the wider community.

Public website enquiries are encrypted in the website database. Your name, email address, enquiry type and full message are emailed to the CHILD SPARKS team responsible for that enquiry.

Information in Sparks Connect is available only to authorised users who need it for their role. Access to sensitive information, safeguarding information and administrative functions is restricted according to role and operational need.

We may use trusted hosting, email, authentication, infrastructure and other technology service providers to operate the website and Sparks Connect. These providers process information on our behalf under appropriate contractual and security arrangements.

Relevant information may be shared with safeguarding authorities, professional advisers, regulators, law-enforcement bodies or other organisations where necessary to protect someone, comply with the law, establish or defend legal rights, or meet our safeguarding obligations.

We do not sell personal information.

Lawful basis and sensitive information

We process personal information only where there is a lawful basis under UK data-protection law. Depending on the circumstances, this may include consent, performance of a service requested by you, compliance with a legal obligation, protection of vital interests, or CHILD SPARKS' legitimate interests in operating and safeguarding its services.

Some information provided through Sparks Connect may relate to health, disability, developmental needs or other special category information. Where this information is processed, CHILD SPARKS applies the additional protections required by law and uses it only where necessary for the relevant support, safeguarding, accessibility or service purpose.

How long information is needed

Information is kept only for as long as necessary for the purpose for which it was collected and in accordance with CHILD SPARKS' legal, safeguarding, governance and operational requirements.

Retention periods may differ depending on the type of record, whether support is ongoing, whether there is an active safeguarding or complaint matter, and whether CHILD SPARKS has a legal or regulatory reason to retain the information.

Authentication and account information may be retained while an account remains active and for an appropriate period afterwards where needed for security, audit, safeguarding or legal purposes.

You can contact us to ask about a particular record or request deletion. Some records may need to be retained where CHILD SPARKS has a safeguarding, legal, regulatory or other lawful reason to keep them.

International processing

Some technology providers used to operate the website or Sparks Connect may process information outside the United Kingdom.

Where personal information is transferred internationally, CHILD SPARKS will use appropriate safeguards where required by data-protection law.

Cookies, authentication and website preferences

Essential cookies and similar technologies are used to provide website security, administrator sign-in, account authentication, session management and other functions necessary to operate the website and Sparks Connect.

Where users choose Google or another supported sign-in provider, that provider may also use its own cookies and authentication technologies as part of the sign-in process.

Your chosen public website design may be stored in your browser so it can be remembered. You can remove stored site data through your browser settings.

Security checks may also be used to prevent automated, fraudulent or abusive activity.

Your rights and concerns

You can ask for access to your personal information, correction, deletion, restriction of use, objection to certain processing, or a portable copy where the relevant right applies.

Where processing relies on consent, you can withdraw that consent. Withdrawing consent does not affect processing that was lawful before withdrawal.

Use Contact to make a privacy request, sharing only the information needed to identify the relevant record or account.

For a data-protection complaint, choose Complaint and explain your concern. We must acknowledge data-protection complaints within 30 days, investigate appropriately and communicate the outcome without undue delay.

You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk/make-a-complaint/.

Your rights depend on the circumstances and the lawful basis for the processing.

About this notice

This privacy information applies to personal information handled through the CHILD SPARKS public website and Sparks Connect.

We may update this notice when our services, technology or legal obligations change. Material changes will be reflected on this page.

Respect and equal treatment

Everyone must be treated with dignity and respect. Discrimination, harassment, bullying and victimisation are not acceptable. We welcome different backgrounds, beliefs, family structures and ways of communicating. A child’s disability, diagnosis or support needs must not be used to blame or shame the child or their family.

Accessible participation

Tell us about communication, sensory, mobility, language or other access needs so we can discuss reasonable adjustments. These may include an accessible format, a quieter space, breaks or an adapted activity. Participation should reflect the child’s needs and choices; do not force eye contact, performance or participation when a child is distressed.

We will discuss what can be provided safely and any practical limits, and explore alternatives where possible. Raise an access difficulty with the leader or through Contact. Use Complaints & Concerns if the issue remains unresolved.

How to raise a complaint

You can raise concerns about our activities, decisions, conduct or accessibility without being treated unfairly for speaking up. If appropriate, first speak to the activity leader. You do not have to do this if the concern involves them or you feel uncomfortable. Use Contact and choose Complaint, or use the email option on that page. Tell us what happened, when, how to contact you and what outcome you are seeking. Ask for help or an accessible way to raise your concern if needed.

How concerns are considered

Complaints should be handled fairly, sensitively and by someone who is not the subject of the complaint. Relevant people should have the opportunity to explain what happened. Information is shared only as needed to consider the complaint or meet safeguarding or legal duties. The response should explain the findings, any action and how to request a review.

If you are dissatisfied, use the Complaint route again, refer to the earlier response and ask for review by a trustee who was not involved. Ask for an update if you have not received a response. Website complaint records have restricted administrator access.

Urgent safety and privacy concerns

If someone is in immediate danger, call 999. Report child protection or welfare concerns through Safeguarding & Welfare; do not wait for a complaints review. You can contact the relevant safeguarding authority directly. Data-protection concerns can also be raised with the ICO. Raising a complaint here does not prevent you from contacting an appropriate external authority.

Supervise your own child or children

Parents and carers are solely responsible for the day-to-day care and supervision of their own child or children throughout activities, including online sessions and outings. Stay present and available; do not assume that a group leader, volunteer or another parent has taken over. Agree any additional support with the leader in advance. CHILD SPARKS, its leaders and volunteers retain their safeguarding responsibilities and duty to take reasonable steps to keep activities safe.

Keep others safe

It is not acceptable for one child to hurt another child. Violence, aggression, bullying, harassment and damage to property are not acceptable. If an incident occurs, stop the activity safely, protect and support those affected, and inform the group leader immediately. Parents must help their child move to a calm, safe space where needed. Leaders must record and report concerns through the safeguarding procedure and agree appropriate support before participation resumes. Respond to individual needs without blame, humiliation or punishment.

Respect people and their privacy

Treat children, families, leaders and volunteers with kindness and respect. Follow safety instructions and agreed activity arrangements. Do not discriminate, bully, harass, threaten or humiliate anyone. Respect each child’s communication and support needs, and ask the leader about adjustments or a break.

Keep other families’ personal information private. Do not photograph, record or share images, messages or group discussions without the required permission. Never use confidentiality as a reason not to report a safeguarding concern.

When the code is not followed

Leaders should listen to those involved, record concerns and agree clear expectations and appropriate support. Participation may be paused where needed for immediate safety. Serious or repeated incidents may lead to suspension or removal after a proportionate committee review, with reasons and a route to challenge the decision through Complaints & Concerns. Disability or a request for support alone is not a reason for exclusion. Safeguarding concerns must also follow the safeguarding procedure.